<?xml version="1.0" encoding="UTF-8"?>
<pai>
<agency toc="yes">
<name>Social Security Administration</name>
<abbrev>
SSA
</abbrev>
<section id="ssa" toc="yes">
<systemNumber>60-0001</systemNumber>
<subsection type="systemName">Assignment and Correspondence Tracking (ACT) System, Social Security Administration, Office of the Commissioner.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of the Commissioner, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual or entity that makes a request or writes to the Commissioner of Social Security and receives a direct response from the Commissioner.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The Commissioner?s incoming personal requests and correspondence and responses to such correspondence.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205 of the Social Security Act (42 U.S.C. 405).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is established for tracking incoming correspondence and reference when replying to subsequent inquiries.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his/her behalf.
</p><p>3. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>4. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>(a) To enable them to protect the safety of Social Security Administration (SSA) employees and customers, the security of the SSA workplace and the operation of SSA facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are stored in paper form and in magnetic media (<i>e.g.</i>, magnetic tape and disc).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved by the name of the correspondent.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for automated records have been established in accordance with the Systems Security Handbook. This includes maintaining the records in a secured enclosure attended by security guards. Anyone entering or leaving the enclosure must have a special badge issued only to authorized personnel. Access to specific records in this system is limited to members of the Office of the Commissioner. Also, employees are periodically briefed on Privacy Act requirements and Social Security Administration (SSA) rules, including the criminal sanctions for unauthorized disclosure of, or access to, personal records. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>General correspondence is archived after 3 years. Paper files are destroyed by shredding when deemed appropriate. Computer files are archived after 3 years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Executive Operations, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Incoming correspondence and responses to the correspondence.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa2" toc="yes">
<systemNumber>60-0002</systemNumber>
<subsection type="systemName">Optical System for Correspondence Analysis and Response, Social Security Administration, Deputy Commissioner for Communications, Office of Public Inquires.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Public Affairs, Office of Public Inquiries, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>Social Security Administration, Office of Central Operations, Metro West Building, 300 North Greene Street, Baltimore, MD 21201.
</p><p>Social Security Administration, Office of Disability Operations, Security West Building, 1500 Woodlawn Drive, Baltimore, MD 21241.
</p><p>Social Security Administration, Office of Disability Operations, Metro West Building, 300 North Greene Street, Baltimore, MD 21201.
</p><p>Social Security Administration, Office of Hearings and Appeals, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Records are maintained on individuals: (1) Who forward a request for information to the Social Security Administration (SSA) (or component thereof); (2) whose requests to members of Congress, the President, etc., are forwarded to SSA for response; (3) who forward a request to the Freedom of Information (FOI) Officer at SSA; and (4) Social Security beneficiaries (or persons inquiring on their behalf) who are reporting failure to receive a check or checks which they believe are due or are inquiring about other matters which have been determined to be of a critical or sensitive nature.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information in the records may include the following: name of claimant (if appropriate); name of individual involved (and Social Security number (SSN), if given); name of third party inquirer (if present); type of correspondence; date of correspondence; date received in SSA component; organizational component having initial responsibility for the inquiry; Congressperson name or name code (if a congressional inquiry); any subsequent locations that handle the inquiry before a final action is taken; address-to-code (official to whom inquiry is directed); signature code (official whose name will appear on the reply); computer-generated control number (six or seven alpha-numerics used to update or retrieve a record); subject matter codes (up to three that summarize the contents of the inquiry); and response information (types and dates of SSA?s responses).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a), 1631 and Titles XI and XVIII of the Social Security Act (42 U.S.C. 405(a) and 1383) and section 413(b) of the Federal Coal Mine Health and Safety Act, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information about the inquiries is maintained in this system solely to aid in the control of correspondence through the various processing steps. The information may include a scanned copy of the inquiry. This system is used to control processing of correspondence within the SSA Central Office complex and the Office of Hearings and Appeals (OHA) headquarters in Falls Church, Virginia and to provide management information regarding the correspondence process.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of the Treasury to determine if a social security payment was issued or a check returned for cash.
</p><p>3. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>4. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>5. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>6. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>7. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>8. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The records are maintained in electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The data in this system are retrieved by name, SSN or control number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for automated records have been established in accordance with the Systems Security Handbook. This includes maintaining the records in a secured enclosure. Access to specific records is limited to employees who have a need for them in the performance of their official duties. Paper records are maintained in locked files or in buildings that are secured after normal business hours.
</p><p>Also, all employees periodically are briefed on Privacy Act requirements and SSA confidentiality rules, including the criminal sanctions for unauthorized disclosure of or access to personal records. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained on-line in the system from the time of control until 13 months after the final response is released. Electronic records are maintained offline for an additional five years before being erased. Paper records are disposed of by shredding when deemed no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Associate Commissioner, Office of Public Inquiries, Office of Public Affairs, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system are derived from inquiries directed to SSA (or component thereof) from members of the public; individuals or someone acting on their behalf; the individual?s claims record (maintained in the Claim Folder System, 60-0089); and contacts within and outside SSA.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa3" toc="yes">
<systemNumber>60-0003</systemNumber>
<subsection type="systemName">Attorney Fee File, Social Security Administration, Office of Hearings and Appeals.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Attorney fee information is maintained in Social Security Administration (SSA), Office of Hearings and Appeals hearing offices, regional offices and OHA headquarters, as appropriate (contact the system manager at the address below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_f.htm</i> for address information).
</p><p>When the Administrative Law Judge (ALJ) recommends approval of a requested fee amount which exceeds $5,000 or when there is a requested administrative review of fees initially authorized by the ALJ, the files are maintained by the Regional Chief (RC) ALJ in the appropriate regional office (see <i>http://www.socialsecurity.gov/foia/bluebook/app_f.htm</i> for address information).
</p><p>Attorney fee files relating to requested administrative review of fees initially authorized by the RC ALJs, as well as those where the Attorney Fee staff has sole jurisdiction, are maintained at:
</p><p>Social Security Administration, Office of Hearings and Appeals, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants--Title II (Retirement and Survivors Insurance (RSI) and Disability Insurance (DI)); Title VIII (Special Veterans Benefits); Title XI (claimants subject to Professional Standards Review); Title XVI Supplemental Security Income; and Title XVIII (HI). Effective October 1, 2005, the Social Security Administration (SSA) only has jurisdiction to determine eligibility for Title XVIII benefits, not the benefit amount.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Attorney Fee/Petition; Fee Agreement; Authorization Order; related correspondence and case tracking information; and when appropriate, request for administrative review.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205, 1631(d)(1), and 1872 of the Social Security Act, as amended, and section 413(b) of the Black Lung Benefits Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Attorney fee files are used in processing attorney fee petitions, fee agreements, and requests for administrative review, and to respond to correspondence and other inquiries related to representation of claimants.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To applicants, claimants, beneficiaries (other than the subject individual), authorized representatives, experts, and other participants at a hearing to the extent necessary to pursue a claim or other matter on appeal.
</p><p>4. To a claimant?s representative to the extent necessary to dispose of a fee petition or fee agreement; except for pre-decisional deliberative documents, such as analyses and recommendations prepared for the decision-maker.
</p><p>5. To the Department of the Treasury, Internal Revenue Service, as necessary, for the purpose of auditing the Social Security Administration?s compliance with safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>6. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>7. To the General Services Administration and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>8. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>9. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored either in paper form (<i>e.g.</i>, individual case folders and file control cards) or electronically on disc (the Attorney Fee case tracking system). The records stored in paper and electronic files are duplicates. This is a system in transition.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name and Social Security number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>System security is maintained in accordance with the Systems Security Handbook. Access to the Attorney Fee File and electronic case tracking records is limited to those persons whose official duties require such access. Control cards are stored in filing containers. The folders are kept on filing shelves. The paper records are kept in a secured storage area. All employees are instructed in SSA confidentiality rules as part of their initial orientation training. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Attorney fee file folders are destroyed after 2 years. Control cards are shredded after 5 years. Any electronic case tracking records are deleted 5 years after final action was taken.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Hearings and Appeals, Social Security Administration, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is derived from the claimant, his or her representative, appropriate members of the public, SSA and other Federal, State, and local agencies.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa4" toc="yes">
<systemNumber>60-0004</systemNumber>
<subsection type="systemName">Working File of the Appeals Council, Social Security Administration, Office of Disability Adjudication and Review (ODAR).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Disability Adjudication and Review, 5107 Leesburg Pike, Falls Church, VA 22241.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants--Title II (Retirement and Survivors Insurance (RSI), and Disability Insurance (DI)); Title XVI (Supplemental Security Income (SSI)); Title XI (claimants subject to Professional Standards Review).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p><i>This file may contain:</i> communications between the Appeals Council (AC) and staff about analysis and recommendations to the AC; a copy of the administrative law judge (ALJ) decision or dismissal; a copy of the Request for Review of the hearing decision or dismissal; requests to medical support staff for comments and their responses, if not entered into the record; copies of AC actions on the case; notice of denial of request for review; notice of granting review; AC decisions; and copies of transcripts when available. It may also contain advisory opinions and other communications with other components of SSA and staff in the Department of Justice.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205 and 1631(d)(1) of the Social Security Act, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>We use the records in this system of records for members of the AC and their staff to construct documents internally for use in connection with a recommendation to, or action by, the AC in individual cases. While there may be both electronic and paper records in the AC Working File, this system covers any documents that are gathered, maintained, and viewed electronically in the Private Section of eView. eView is the interface that allows authorized users to view documents stored electronically. The Private Section is accessible only to authorized SSA staff.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are as indicated below; however, any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by the IRC, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA or any component thereof; or
</p><p>(b) Any SSA employee in his or her official capacity; or
</p><p>(c) Any SSA employee in his or her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To IRS, as necessary, for auditing SSA?s compliance with safeguard provisions of the IRC, as amended.
 </p><p>4. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. To the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act, for the use of those agencies in conducting records management studies.
</p><p>6. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned agency functions.
</p><p>7. To the appropriate Federal, State, and local agencies, entities, and persons when (1) We suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of our records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We maintain and store records in this system in paper and in electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We retrieve records by claimant name and Social Security number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We will store the records in the<i> AC Working File</i> system of records in electronic media (<i>e.g.,</i> computer data systems) and in paper forms. We permit only authorized SSA personnel who have a need for the information in the performance of their official duties to access the information. Security measures include the use of access codes (personal identification number (PIN) and password) to enter our computer systems that house the data.
</p><p>Additionally, we give all of our employees and our contract employees annual reminders of the need to protect personal information to which they have access for official purposes and remind them of the criminal penalties that apply to unauthorized access to, or disclosure of, personal information. <i>See</i> 5 U.S.C. 552a(i)(1).
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>After the time in which to appeal a final action of the AC has elapsed, we will destroy the records. If a court affirms an AC decision, we will destroy the records one year after the final court decision. If a court reverses an AC decision, we will destroy the records six months after the final court action.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Commissioner, Office of Disability Adjudication and Review, Social Security Administration, 5107 Leesburg Pike, Falls Church, Va. 22041.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Persons can determine if this system contains a record about them by writing to the system manager(s) at the above address and providing their name, SSN, or other information that may be in the system of records that will identify them. Persons requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as voter registration card, etc. Persons lacking any identification documents sufficient to establish their identity must certify in writing that they are the person they claimed to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record to which notification is being requested. If we determine that the identifying information the person provides by telephone is insufficient, the person will be required to submit a request in writing or in person. If a person requests information by telephone on behalf of another individual, the subject person must be on the telephone with the requesting person and us in the same phone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name), and ask for his or her consent to provide information to the requesting person.
</p><p>Persons requesting notification submitted by mail must include a notarized statement to us to verify their identity or must certify in the request that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)). Some of the documents are compiled in anticipation of litigation and, thus, may be exempt from the access provisions of the Privacy Act (5 U.S.C. 552a(d)(5)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from claimants; their representatives; appropriate members of the public, SSA, and other Federal, State, and local agencies.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa5" toc="yes">
<systemNumber>60-0005</systemNumber>
<subsection type="systemName">Administrative Law Judge Working File on Claimant Cases, Social Security Administration (SSA), Office of Disability Adjudication and Review (ODAR).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>SSA, ODAR, Local hearing offices. Access Social Security Administration?s Internet Web site: <i>http://www.socialsecurity.gov/foia/bluebook/app_f.htm</i> for local hearing office address information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants--Title II (Retirement and Survivors Insurance (RSI), and Disability Insurance (DI)); Title XI (claimants subject to Professional Standards Review); Title XVI (Supplemental Security Income (SSI)).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>We establish these files in the hearing office as a record of actions taken on each particular case. The file may contain copies of various documents such as the Notice of Hearing; Decision on Dismissal; the Exhibit List when one is prepared; a copy of congressional inquiries and responses thereto; as well as copies of post-adjudicative material received and any responses made. Official copies of these materials are placed in claim folders. These files also contain working papers such as notes taken during the hearing by the administrative law judge (ALJ); case analyses prepared by hearing office employees; case file cover sheets; attorney worksheets; working papers of hearing office staff; and other developmental notes and instructional sheets.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205 and 1631(d)(1) of the Social Security Act, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>We use the records in this system of records to reference the actions we take in a particular case at the hearing level. For example, during the course of adjudicating the claim at the hearing level, ALJs and members of their staffs often construct documents for only internal purposes regarding the evidence, testimony, legal theories, merits of the case, and opinions and advice regarding other factors involved in the case. While there may be both electronic and paper records in the <i>ALJ Working File,</i> this system covers any documents that are gathered, maintained, and viewed electronically in the Private Section of eView. eView is the interface that allows authorized users to view documents stored electronically. The Private Section is accessible only to authorized SSA staff.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are as indicated below; however, any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by the IRC, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA or any component thereof; or
</p><p>(b) any SSA employee in his or her official capacity; or
</p><p>(c) any SSA employee in his or her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) the United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components;
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To IRS, as necessary, for the purpose of auditing SSA?s compliance with safeguard provisions of the IRC, as amended.
</p><p>4. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. To the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act, for the use of those agencies in conducting records management studies.
</p><p>6. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned agency functions.
</p><p>7. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, if information is necessary:
</p><p>(a) To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, and the operation of SSA facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.
</p><p>8. To the appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of our records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We maintain and store records in this system in paper and in electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We retrieve records by Social Security number (SSN) or name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We will store the records in the ALJ Working File system of records in electronic media (<i>e.g.,</i> computer data systems) and in paper forms. We permit only authorized SSA personnel who have a need for the information in the performance of their official duties to access the information. Security measures include the use of access codes (personal identification number (PIN) and password) to enter our computer systems that house the data.
</p><p>Additionally, we give all of our employees and our contract employees annual reminders of the need to protect personal information to which they have access for official purposes and remind them of the criminal penalties that apply to unauthorized access to, or disclosure of, personal information. <i>See</i> 5 U.S.C. 552a(i)(1).
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>We will destroy electronic and paper records by deleting them 2 years after the final action is taken.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Commissioner, Office of Disability Adjudication and Review, Social Security Administration, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>A person can determine if this system contains a record about them by writing to the hearing office (access <i>http://www.socialsecurity.gov/foia/bluebook/app_f.htm</i> for address information).
</p><p>Persons can also determine if this system contains a record about them by writing to the system manager(s) at the above address and providing their name, SSN, or other information that may be in the system of records that will identify them. Persons requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as voter registration card, etc. Persons lacking identification documents sufficient to establish their identity must certify in writing that they are the person they claimed to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record to which notification is being requested. If we determine that the identifying information the person provides by telephone is insufficient, the person will be required to submit a request in writing or in person. If a person requests information by telephone on behalf of another individual, the subject person must be on the telephone with the requesting person and us in the same phone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name), and ask for his or her consent to provide information to the requesting person.
</p><p>Persons requesting notification by mail must include a notarized statement to us to verify their identity or must certify in the request that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)). Some of the documents are compiled in anticipation of litigation and, thus, may be exempt from the access provisions of the Privacy Act (5 U.S.C. 552a(d)(5)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from claimants; their representatives; appropriate members of the public, SSA, and other Federal, State, and local agencies.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa6" toc="yes">
<systemNumber>60-0006</systemNumber>
<subsection type="systemName">Storage of Hearing Records: Tape Cassettes, Social Security Administration, Office of Hearings and Appeals.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Hearings and Appeals, 5107 Leesburg Pike, Falls Church, Virginia 22041.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants--Title II (Retirement and Survivors Insurance (RSI) and Disability Insurance (DI)); Title VIII (Special Veterans Benefits); Title XI (claimants subject to Professional Standards Review); Title XVI Supplemental Security Income; and Title XVIII (HI). Effective October 1, 2005, the Social Security Administration (SSA) only has jurisdiction to determine eligibility for Title XVIII benefits, not the benefit amount.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Recordings of actual hearings before Administrative Law Judges (ALJ).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205, 1631, and 1872 of the Social Security Act (42 U.S.C. 405, 1383, and 1395ii).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The tape cassette or other electronic media, such as the compact disc (CD), is the basic record of the hearing conducted in an individual case by the ALJ. It is the source from which the documentary transcript is prepared. Social Security Administration (SSA) employees use the information as a reference to respond to subsequent correspondence and/or further appeal of the claim and to process an attorney fee petition when appropriate.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To the Internal Revenue Service, Department of the Treasury, as necessary, for the purpose of auditing the Social Security Administration?s compliance with the safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>4. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. To the General Services Administration and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>6. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>7. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>8. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system may be stored either on cassette tapes, CDs, or other electronic format.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed by claimant name, Social Security number (SSN), and date of hearing.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>System security is maintained in accordance with the Systems Security Handbook. Access to, and use of, both the cassettes and electronic digital records are limited to those persons whose official duties require such access. All employees are instructed in SSA confidentiality rules as part of their initial orientation training. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Tape cassettes and CDs are transferred to the Washington Nation Records Center (WNRC) immediately after separation from the claim file. The cassettes and CDs are destroyed (erased) after 10 years in the WNRC. Electronic records are deleted when no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Hearings and Appeals, Social Security Administration, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p><p>An individual who requests access to his or her medical record must also name a representative in writing. The representative may be a physician, other health professional, or other responsible individual who would be willing to explain the contents of the medical record(s) before giving the entire medical record(s) to the individual. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p><p>A parent or guardian who requests notification of, or access to, a minor?s medical record shall, at the time he/she makes the request, designate a physician or other health professional (other than a family member) who will be willing to explain the contents of the medical record(s) before giving the entire medical record(s) to the parent or guardian. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The records are derived from claimants, representatives, witnesses, ALJs and staff persons.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa9" toc="yes">
<systemNumber>60-0009</systemNumber>
<subsection type="systemName">None.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Hearings and Appeals, 801 North Randolph Street, Arlington, Virginia 22203 and each Hearing Office (see Appendix G for address information).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants--Title II (Retirement, Survivors and Disability Insurance); Title XI (Claimants subject to Professional Standards Review); Title XVI (Supplemental Security Income); Title XVIII (Health Insurance) and claimants for Black Lung benefits pursuant to provisions of the Federal Coal Mine Health and Safety Act.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Social Security number, name, type of claim, last action on case/date, location of case (office), date of receipt, hearing request (date/type/ schedule date/request for review date), administrative law judge, cross reference number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205, 1631(d)(1), and 1872 of the Social Security Act, as amended, and section 413(b) of the Federal Coal Mine Health and Safety Act, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The SSA Office of Hearings and Appeals uses this system to ascertain case location and status.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>4. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>5. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form, on microfilm and in magnetic media (e.g., magnetic tape and magnetic disk).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records are indexed and retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to and use of the records are limited to those employees whose official duties require such access. System security for the automated records has been established in accordance with the HHS Automated Data Processing Manual, "Part 6, ADP System Security." This includes maintaining the records in secured enclosure attended by armed marshals. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are retained until they are retired to a Federal Archives Records Center; magnetic tape records then are erased and returned to stock. Paper records are disposed of by shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Hearings and Appeals, Room 402, 3833 North Fairfax Drive, Arlington, Virginia 22203.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him or her by following the instructions below:
</p><p>For cases at the Appeals Council write to: Social Security Administration, Office of Hearings and Appeals, PO Box 2518, Washington, DC 20013.
</p><p>For cases at the Hearing Office write to the Hearing Office at the appropriate address in Appendix G.
</p><p>When requesting notification, the individual should provide his or her name, address and Social Security number. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from claimants, representatives, appropriate members of the public, the Social Security Administration and other Federal, State and local agencies.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa10" toc="yes">
<systemNumber>60-0010</systemNumber>
<subsection type="systemName">Hearing Office Tracking System of Claimant Cases, Social Security Administration, Office of Hearings and Appeals.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>All Hearing Offices: contact the system manager at the address below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_f.htm</i> for Social Security Administration (SSA), Office of Hearings and Appeals hearing office address information. Program Service Centers (PSC): contact the system manager at the address below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_a.htm</i> for PSC address information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants--Title II (Retirement and Survivors Insurance (RSI) and Disability Insurance (DI)); Title VIII (Special Veterans Benefits); Title XI (claimants subject to Professional Standards Review); Title XVI Supplemental Security Income; and Title XVIII (HI). Effective October 1, 2005, SSA only has jurisdiction to determine eligibility for Title XVIII benefits, not the benefit amount.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Social Security number (SSN), claimant name, type of claim, hearing request receipt date, last action date, location of case within hearings process (Assigned to name/date: pre-hearing, scheduling, hearing, post-hearing, disposition date, routing and transfer).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205, 1631(d)(1) and 1872 of the Social Security Act.
</p><p>Purpose:</p>
<p>The purpose of this system is to track hearing office workload from the receipt of a request for hearing until the final hearing level disposition (decision or dismissal).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To the General Services Administration and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>4. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>5. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The records are maintained electronically or in paper format.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to, and use of, the records is limited to those employees whose official duties require access and use. System security for automated records has been established in accordance with the Systems Security Handbook. All employees are instructed in SSA confidentiality rules as part of their initial orientation training. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>As each case is completed, the electronic record is transferred to an archive. It is retained in the archive file for two years and then erased. Paper records are disposed of by shredding when no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Hearings and Appeals, Social Security Administration, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the appropriate hearing office (contact the system manager at the above address or access <i>http://www.socialsecurity.gov/foia/bluebook/app_f.htm</i> for hearing office address information).
</p><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations 20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in the system are derived from hearing office personnel and from information on incoming cases.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa12" toc="yes">
<systemNumber>60-0012</systemNumber>
<subsection type="systemName">File (Folder) and Hearing Availability and Scheduling Information of Vocational Experts, Medical Experts, Other Health Care Professional and/or Non-Health Care Professional Experts (Medicare), and Verbatim Hearing Reporters, Social Security Administration, Office of Disability Adjudication and Review.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration (SSA), Office of Disability Adjudication and Review (ODAR) regional offices for each hearing office in their jurisdiction.
</p><p>Contact the systems manager at SSA, ODAR, Division of Field Practices and Procedures, 5107 Leesburg Pike, Falls Church, VA. 22041, or access <i>http://www.socialsecurity.gov/foia/bluebook/app_f.htm</i> for hearing office address information. Each hearing office maintains and uses hearing and availability information to facilitate the selection of expert witnesses and verbatim hearing reporters.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system covers vocational experts, medical experts, other health care professional and/or non-health care professional experts (Medicare), and verbatim hearing reporters who have contracted with ODAR, under a blanket purchase agreement (BPA), to provide expert witness and hearing reporter services in disability and non-disability hearing cases and who are within the hearing office service area.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>As applicable, this system will contain personally identifiable information and contact information for all vocational experts, medical experts, other health care professional and/or non-health care professional experts (Medicare), and verbatim hearing reporters contracted under a BPA with ODAR to provide expert witness and verbatim reporter services in disability and non-disability cases, and who are within the hearing office service area. For example, the system will contain name, Social Security number (SSN), employer identification number, business address(es), and telephone numbers; e.g., business, fax, and cell phone. The system also will contain business information such as primary specialty, usage records (e.g., documentation of occasions on which each expert and hearing reporter provided services to ODAR), BPA number, contract beginning and ending dates, renewal date, termination date, and termination reason.
</p><p>Additionally, ODAR regional offices and/or hearing offices will maintain a folder for each expert and verbatim hearing reporter, which may contain a copy of the BPA, professional qualifications, travel orders, invoices, correspondence and other written records, such as reports of contact by telephone or letter.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205, 1631(d)(1), (42 U.S.C. 405 and 1383), Titles XI and XVIII of the Social Security Act, and Section 413(b) of the Federal Coal Mine Health and Safety Act (the Coal Act), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The <i>File (Folder) and Hearing Availability and Scheduling Information of Vocational Experts, Medical Experts, Other Health Care Professional and/or Non-Health Care Professional Experts (Medicare), and Verbatim Hearing Reporters</i> system of records enables us to have electronic access to information concerning vocational experts, medical experts, other health care professional and/or non-health care professional experts (Medicare), and verbatim hearing reporters contracted under a BPA with ODAR to provide expert witness and verbatim reporter services in disability and non-disability hearing cases.
</p><p>We also will use the information maintained in this system of records to carry out our administrative management responsibilities. For example, we will use the information in connection with budgetary planning, service and usage assessment, contract renewals, and to develop statistical or summary reports. Additionally, we will use the information in this system to assist in collecting erroneous payments made to persons who provide services in disability and non-disability hearing cases.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are indicated below; however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) unless authorized by the IRC, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record or a third party acting on the subject?s behalf.
</p><p>2. To the Office of the President in response to an inquiry the Office of the President made at the request of the subject of the record or a third party acting on the subject?s behalf.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal when:
</p><p>(a) SSA or any of our components; or
</p><p>(b) any SSA employee in his or her official capacity; or
</p><p>(c) any SSA employee in his or her individual capacity when DOJ (or SSA) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof, when we determine that the litigation is likely to affect the operations of SSA or any of our components, is a party to litigation or has an interest in such litigation, and we determine that the use of such records by DOJ, a court or other tribunal, or another party before such court or tribunal is relevant and necessary to the litigation. In each case, however, we must determine that such disclosure is compatible with the purpose for which we collected the records.
</p><p>4. To contractors and other Federal agencies, as necessary, to assist us in efficiently administering our programs. We will disclose information under this routine use only in situations in which we may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. To the General Services Administration and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information that is not restricted from disclosure by Federal law for their use in conducting records management studies.
</p><p>6. To student volunteers, persons working under a personal services contract, and others when they need access to information in our records in order to perform their assigned duties.
</p><p>7. To the Secretary of Health and Human Services or to any State, information required in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations, and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>8. To the appropriate Federal, State, and local agencies, entities, and persons when (1) We suspect or confirm a compromise of the security or confidentiality of information; (2) we determine that, as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interests, risk of identity theft or fraud, or risk of harm to the security or integrity of this system or other systems or programs that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons will assist us in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy any harm. We will use this routine use to respond only to those incidents involving an unintentional release of our records.
</p><p>9. To the Department of Treasury for the purpose of, and to the extent necessary, to assist in collecting erroneous payments made to persons who provide services in disability and non-disability hearing cases.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We will store records in this system in paper and electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We will retrieve records alphabetically by name, BPA number, and hearing office.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We retain paper and electronic files with personal identifiers in secure storage areas accessible only to our authorized employees and contractors. We limit access to data with personal identifiers from this system to only authorized personnel who have a need for the information in the performance of their official duties. We annually provide all of our employees and contractors with appropriate security awareness and training that includes reminders about the need to protect personally identifiable information and the criminal penalties that apply to unauthorized access to, or disclosure of, personally identifiable information. <i>See</i> 5 U.S.C. 552a(i)(l). Employees and contractors with access to databases maintaining personally identifiable information must sign a sanction document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>For purposes of records management dispositions authority, we follow the NARA and Department of Defense (DOD) 5015.2 regulations (DOD Design Criteria Standard for Electronic Records Management Software Applications). We will maintain records for 2 years after expiration of the contract at which time we will shred the records.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, ODAR, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Persons can determine if this system contains a record about them by writing to the system manager at the above address and providing their name, SSN, or other information in this system of records that will identify them. Persons requesting notification by mail must include a notarized statement to us to verify their identity or they must certify in the request that they are the person they claim to be and understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. Persons lacking identification documents sufficient to establish their identity must certify in writing that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record about which they are requesting notification. If we determine that the identifying information the person provides by telephone is insufficient, the person will be required to submit a request in writing or in person. If a person requests information by telephone on behalf of another person, the subject person must be on the telephone with the requesting person and us in the same telephone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his or her consent to provide information to the requesting person. These procedures are in accordance with our regulations (20 CFR 401.40 and 401.45).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with our regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with our regulations (20 C.F.R. &#167; 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>We obtain information covered by this system of records from the persons covered by the system or our officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa13" toc="yes">
<systemNumber>60-0013</systemNumber>
<subsection type="systemName">Records of Usage of Medical Experts, Vocational Experts, and Other Health Care Professional and/or Non-Health Care Professional Experts (Medicare), Social Security Administration, Office of Hearings and Appeals.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records of medical, vocational, and other health care professional and/or non-health care professional experts for Medicare are prepared and maintained in the appropriate hearing office. Usage records are also maintained at the appropriate Social Security Administration (SSA), Office of Hearings and Appeals (OHA) regional office (contact the system manager at the address below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_f.htm</i> for regional office address information).
</p><p>Social Security Administration, Office of Hearings and Appeals, Division of Field Practices and Procedures, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Medical, vocational, and other health care professional and/or non-health care professional experts for Medicare employed under the Blanket Purchase Agreement (BPA) with OHA to provide expert witness services to OHA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records contain information about the usage of medical, vocational, and other health care professional and/or non-health care professional experts for Medicare, such as the occasions on which each expert supplied services to OHA.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205, 1631(d)(1) of the Social Security Act (42 U.S.C. 405 and 1383), Titles XI and XVIII of the Social Security Act, and Section 413(b) of the Federal Coal Mine Health and Safety Act, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to provide information to enable OHA to measure the usage of expert witnesses and to make its determinations on contract and BPA renewals. The system provides information for statistical and summary reports.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>4. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (<i>e.g.</i>, folders and loose-leaf binders) and/or in electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved alphabetically by name or by BPA number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>System security for automated records has been established in accordance with the Systems Security Handbook. Access to paper and electronic records is limited to those persons whose official duties require such access. Paper folders are kept in file cabinets in secured areas. All employees are instructed in SSA confidentiality rules as part of their initial training. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records of usage are maintained for two years. Paper records are disposed of by shredding and automated records are disposed of by erasure when no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Associate Commissioner, Office of Hearings and Appeals, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The records are obtained from the medical and vocational experts and from the administrative law judges and support staffs.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa14" toc="yes">
<systemNumber>60-0014</systemNumber>
<subsection type="systemName">Curriculum Vitae and Professional Qualifications of Medical Officers and Medical Advisors, Medical Consultants and Resume of Vocational Experts, SSA/OHA.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Hearings and Appeals, Vocational Consultant Program Staff, 801 North Randolph Street, Arlington, Virginia 22203
</p><p>Manager, Appeals Council, Office of Hearings and Appeals, 801 North Randolph Street, Arlington, Virginia 22203 and each Hearing office (See Appendix G for address information).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Medical offices, medical consultants, vocational experts and medical advisors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Curriculum vitae and professional qualifications.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205, 1631(d)(1), and 1872 of the Social Security Act, as amended, and section 413(b) of the Federal Coal Mine Health and Safety Act as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is reproduced as appropriate for use as an exhibit in individual cases. The Administrative Law Judge or Appeals Council member uses the information to demonstrate the physician?s professional background and expertise, and the vocational expert?s professional background and expertise.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee,
</p><p>HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To parties to a hearing, as a matter of due process.
</p><p>4. To the claimant (who would be a third party in this instance), as a matter of due process.
</p><p>5.Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>6. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>7. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>8. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (e.g., folders in filing cabinets).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved alphabetically by the name of the individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Folders are kept in metal filing cabinets. Access to and use of these records are limited to those persons whose official duties require such access. All employees are instructed in Social Security Administration confidentiality rules as part of their initial orientation training. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained as long as medical officers are employed by the Office of Hearings and Appeals and medical advisor, medical consultant, or vocational expert is under contract, after which they are disposed of by shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Hearings and Appeals, Room 402, 3833 North Fairfax Drive, Arlington, Virginia 22203.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him or her by writing to the appropriate hearing office (see Appendix G for address information) or to the address below.
</p><p>Social Security Administration, Office of Hearing and Appeals, PO Box 2518, Washington, DC 20013.
</p><p>When requesting notification, the individual should provide his or her name, Social Security number, and indicate whether he or she is a medical officer, medical advisor, medical consultant, or vocational expert. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information either comes from the individual, from information supplied by the individual or from medical directories.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa15" toc="yes">
<systemNumber>60-0015</systemNumber>
	<subsection type="systemName">List of Physicians Utilized as Readers of Black Lung X-Ray Films, SSA/OHA.
</subsection>
	<subsection type="securityClassification"><xhtmlContent><p>None.</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Hearings and Appeals, 801 North Randolph Street, Arlington, Virginia 22203 and each Hearing Office (See Appendix G for address information).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Physicians under contract utilized by the Office of Hearings and Appeals for X-ray reading in Black Lung cases.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Copy of contract, professional qualifications and curriculum vitae of the physicians.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 413(b) of the Federal Coal Mine Health and Safety Act, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system facilitates the selection of an appropriate physician to read black lung X-ray films in individual cases.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>4. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (e.g., folders in filing cabinets).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved alphabetically by the name of the physician.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Folder are kept in locked filing cabinets. Access to and use of these records are limited to those persons whose official duties require such access. All employees are instructed in Social Security Administration confidentiality rules as part of their initial orientation training. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Hearings and Appeals, Room 402, 3833 North Fairfax Drive, Arlington, Virginia 22203.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him or her by writing to the appropriate hearing office (see Appendix G for hearing office address) or writing to the following address:
</p><p>Social Security Administration, Office of Hearings and Appeals, PO Box 2518, Washington, DC 20013.
</p><p>When requesting notification, the individual should provide his or her name and Social Security number. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information obtained from the individual.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa33" toc="yes">
<systemNumber>60-0033</systemNumber>
<subsection type="systemName">None.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Management, Budget, and Personnel, Office of Human Resources, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals for whom personal service contracts are proposed.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system contains information which is relative to determining whether services should be obtained by the appointment or procurement method. The records may contain the individual?s name, education background, work experience, general qualifications, Social Security number and date of birth.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 3109.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system is used by General Accounting Office auditors with requested information concerning the reasons for recommendations made.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendent is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his or her official capacity;
</p><p>(b) The United States were HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employees;
</p><p> HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>4. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records in this system are indexed and retrieved alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in lockable file cabinets. Also, employees periodically are briefed on Privacy Act requirements and Social Security Administration confidentiality rules, including the criminal sanctions for authorized disclosures of or access person records. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Human Resources, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the following address: Director, Division of Personnel Policy, Data, and Research, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>When requesting notification of or access to records in this system, the individual should provide his/her name, Social Security number, date of contract and name of the SSA component for whom the contract was performed. Those procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is furnished by the individual and the Social Security Administration component requesting the contract.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa38" toc="yes">
<systemNumber>60-0038</systemNumber>
<subsection type="systemName">None.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Management, Budget and Personnel, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Social Security employees and non-Social Security employees who require continuous access to buildings; (e.g. employees of vendors and contractors).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information relative to issuance of identification cards (e.g., name, Social Security number, office location, office telephone number, color code for type of pass and agency or firm name).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Federal Property Management Regulations, 41 CFR 101-20.302--Admission to Property.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Employee identification cards are used and required for admission to Social Security buildings. The file of application forms verify issue of an identification card to an employee and verify prior issuance in the event of loss or theft of the card.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To the Internal Revenue Service, Department of the Treasury, as necessary, for the purpose of auditing the Social Security Administration?s compliance with safeguard provisions of the Internal Revenue Code of 1954, as amended.
</p><p>4. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>6. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Information is maintained on paper forms.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed and retrieved alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The records are stored in locked files. Access to the records is limited to those employees who have a need for them in the performance of their official duties. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employes to protect personal records.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The information provided on forms is retained for the length of service of the individual and then destroyed by shredding; picture passes, once surrendered, also are destroyed by shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Protective Service Branch, Office of Management, Budget and Personnel, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him or her by contacting the following address: Chief, Employee Services Section, Office of Management, Budget and Personnel, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>When requesting notification of or access to records in this system, the individual should provide his/her full name, date of birth and work location with SSA. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in these files is received from the Division of Personnel and Training Operations, individual employees, contractors and vendors.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa40" toc="yes">
<systemNumber>60-0040</systemNumber>
<subsection type="systemName">None.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Randomly selected applicants for and/or beneficiaries of:
</p><p>a. Supplemental Security Income (SSI) payments under Title XVI of the Social Security Act. Records of some SSI beneficiaries may have been transferred from State welfare rolls for aid to the aged, blind, and disabled.
</p><p>b. Retirement, Survivors, and Disability insurance benefits under Title II of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>a. Supplemental Security Income Quality Review: Quality Review Data Base, selected casefile, contingency sample master file, quality assurance universe file, designated case file, designated case transmission file, designated case extract file, and sample control list. These records may contain: Social Security number, State and county of residence, type of claim, information regarding federally administered supplementation payments, Social Security claims numbers, living arrangements and family composition, income and medical information, sex, race, resources, third party contacts, and indications of processing errors.
</p><p>b. Retirement and Survivors Insurance and Disability Insurance Quality Review: These records contain information regarding Federal payments and other information listed in (a) above.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a), 1631(d), and 1631(e) of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Quality Review Data Base is used for accumulating and tabulating data to determine the accuracy of the entitlement status of applicants/beneficiaries and of benefit amounts paid under the Retirement and Survivors Insurance program and the Disability Insurance program, and the eligibility status of applicants/beneficiaries and of benefit amounts paid under the Supplemental Security Income program. Title XVI data also are used to calculate Federal fiscal liability case and gross dollar error rates for State suplementation funds administered by SSA. Other categories of records provide data necessary to complete the data base and to provide information to SA?s Field Assessment Office Divisions of Payment and Eligibility Quality and Field and Satellite Offices so that they may review cases to obtain information on the general level of accuracy of the entire beneficiary rolls in the programs noted previously.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>With respect to SSI data, disclosure may be made as indicated below:
</p><p>1. To the appropriate Federal agency charged with the responsibility for investigating 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, if this system of records indicates that a violation may have occurred.
</p><p>2. To the Internal Revenue Service, Department of the Treasury, as necessary, for the purpose of auditing the Social Security Administration?s compliance with safeguard provisions of the Internal Revenue Code of 1954, as amended.
</p><p>3. To a contractor for the purpose of collating, evaluating, analyzing, aggregating or otherwise refining records in this system when HHS, Social Security Administration contracts with a private firm. (The contractor shall be required to maintain Privacy Act safeguards with respect to such records.)
</p><p>4. In the course of employee discipline or competence determination proceedings.
</p><p>5. To members of the community and local, State, and Federal agencies in order to locate the individual (when his or her whereabouts are unknown), to establish the validity of evidence or to verify the accuracy of information presented by the applicant/beneficiary, representative payee, legal guardian or other representative of the applicant/beneficiary.
</p><p>6. To State Welfare Departments pursuant to agreements with the Social Security Administration for the Federal administration of State supplementation payments.
</p><p>7. To State agencies for administration of the Medicaid Quality Control system.
</p><p>8. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>9. Where Federal agencies having the power to subpoena other Federal agencies? records, issue a subpoena to HHS or the Social Security Administration SSA will make such records available.
</p><p>10. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>11. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>With respect to Title II data, routine disclosure is made only as indicated in items 1, 2, 3, 4, 5, 8, and 9.
</p><p>12. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>13. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in magnetic media (e.g., magnetic tape and disks).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed and retrieved by any set of record characteristics; e.g., Social Security number, or name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>System security has been established for the records in accordance with the HHS Automated Data Processing Manual, "Part 6, ADP System Security." Tapes are stored in tape vault in the Division of Data Processing Operations, Office of Systems Operations, or in protected storage racks, disks in protected storage racks. The entire area is secured by guarded entrances, with admission limited to authorized personnel. (See Appendix J to this publication for additional information relating to safeguards the Social Security employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The Quality Review data base is retained indefinitely. Tape records are erased after 30-500 days.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Payment and Eligibility Quality, Office of Assessment, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by writing to the following address: Director, Division of Quality Review Policy and Sample Control, Division of Payment and Eligibility Quality, Office of Assessment, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>When requesting notification of or access to records, the individual should provide his/her name and Social Security number. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p><p>A parent of guardian who requests notification of or access to a minor?s medical record shall at the time he or she makes the request designate a physician or other health professional (other than a family member) who will be willing to review the record and inform the parent of guardian of its contents at the physician?s or health professional?s discretion. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. An individual who requests notification of or access to a medical record shall, at the time he or she makes the request, designate in writing a responsible representative who will be willing to review the record and inform the subject individual of its contents at the representative?s discretion.
</p><p>A parent of guardian who requests notification of or access to a minor?s medical record shall at the time he or she makes the request designate a physician or other health professional (other than a family member) who will be willing to review the record and inform the parent of guardian of its contents at the physician?s or health professional?s discretion. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p><p>These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in the Social Security Administration Quality Review System is furnished by applicants for and beneficiaries of the Retirement and Survivors Insurance program, the Disability Insurance program, and the Supplemental Security Income program, representative payees of such individuals (where appropriate), Social Security Administration offices, other Federal and State agencies, and private sources.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa42" toc="yes">
<systemNumber>60-0042</systemNumber>
<subsection type="systemName">Quality Review Case File, SSA/OA.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Assessment, Office of Payment and Eligibility Quality, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Field (10) and Satellite (27) Offices (See Appendices L.1 and L.2 for address information).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Randomly selected applicants for and/or beneficiaries of:
</p><p>a. Supplemental Security Income (SSI) payments under Title XVI of the Social Security Act. Records of some SSI beneficiaries may have been transferred from State welfare rolls for Aid to the Aged, Blind, and Disabled.
</p><p>b. Retirement, Survivors, and Disability Insurance benefits under Title II of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The Quality Review Casefile contains information from Social Security Administration records and information obtained by Quality Review Specialists from Retirement and Survivors Insurance, Disability Insurance and SSI applicants and or beneficiaries and from third party sources. These casefiles may contain information relating to any combination of these three programs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a), 1631(d)(1) and 1631(e)(1)(B) of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Both Title II and Title XVI Quality Review Casefiles are used for accumulating data concerning the eligibility or entitlement of applicants/beneficiaries and of benefit amounts paid under the retirement, survivors, and disability insurance programs, and the supplemental security income program. Casefiles also provide data necessary to complete the Quality Review Data Base and to provide information to the Social Security Administration?s Field Assessment Office Divisions of Payment and Eligibility Quality Field and Satellite Offices needed to review cases in order to obtain information on the general level of accuracy of the entire beneficiary rolls in the programs noted previously.
</p><p>Data obtained from Title XVI Quality Review Casefiles also are used to calculate the Federal fiscal liability case and gross dollar error rates for State supplementation funds administered by SSA.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>With respect to SSI data, disclosure may be made as indicated below:
</p><p>1. To the appropriate Federal agency charged with the responsibility for investigating 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, if this system of records indicates that a violation may have occurred.
</p><p>2. To the Internal Revenue Service, Department of the Treasury, as necessary, for the purpose of auditing the Social Security Administration?s compliance with safeguard provisions of the Internal Revenue Code of 1954, as amended.
</p><p>3. To a contractor for the purpose of collating, evaluating, analysing, aggregating or otherwise refining records in this system when HHS, Social Security Administration contracts with a private firm. (The contractor shall be required to maintain Privacy Act safeguards with respect to such records.)
</p><p>4. In the course of employee discipline or competence determination proceedings.
</p><p>5. To members of the community and local, State, and Federal agencies in order to locate the individual (when his or her whereabouts are unknown), to establish the validity of evidence or to verify the accuracy of information presented by the applicant/beneficiary, representative payee, legal guardian or other representative of the applicant/beneficiary.
</p><p>6. To State Welfare Departments pursuant to agreements with the Social Security Administration for the Federal administration of State supplementation payments.
</p><p>7. State agencies for administration of the Medicaid Quality Control System.
</p><p>8. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>9. Where Federal agencies having the power to subpoena other Federal agencies? records, issue a subpoena to HHS or the Social Security Administration, SSA will make such records available.
</p><p>10. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>11. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>With respect to title II data, routine disclosure is made only as indicated in items 1, 2, 3, 4, 5, 8, 9, and 10.
</p><p>12. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>13. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (e.g., paper forms in manila folders).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The Quality Review Casefiles are retrieved by use of the Social Security number. Retrieval will be speedier if the individual?s State of residence, program under which benefits were received and/or applied for, and sample selection month are supplied.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>With respect to Title XVI, Quality Review Casefiles are stored in the Field Assessment Satellite Offices that have jurisdictional responsibility for review of the selected sample cases. With respect to Title II, Quality Review Casefiles are stored in the Field Assessment Office Divisions of Payment and Eligibility Quality, Field Offices and, where appropriate, in the Satellite Field Assessment Offices that have jurisdictional responsibility for review of the selected sample cases. All Quality Review Casefiles are stored either in locked cabinets and or locked rooms in space serviced by GSA guards. Access is limited to SSA employees with responsibility for reviewing and maintaining such casefiles and, in the case of SSI Quality Review Casefiles, to State Medicaid Quality Control employees pursuant to item 7 above. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration applies to protect personal records.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>a. Titles XVI Quality Review Casefile are retained for 18 months after the close of the 6-month period for which the cases were selected for quality review or until 36 months after fiscal settlement (Federal fiscal liability situation) for the sample period for which the individual case was selected is reached between SSA and the individual States, whichever is later.
</p><p>b. Title II Quality Review Casefiles are retained for 18 months after the close of the 6 month sample period for which the cases were selected for review.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Payment and Eligibility Quality, Office of Assessment, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by writing to the Field Assessment Officer at the respective Field Assessment Office (see Appendix L.1 for address information). When requesting notification of or access to records, the individual should provide his/her name, Social Security number, State or residence and type of claim filed (e.g., Retirement, Survivor?s or Disability Insurance). (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. An individual who requests notification of or access to a medical record shall, at the time he or she makes the request, designate in writing a responsible representative who will be willing to review the record and inform the subject individual of its contents at the representative?s discretion.
</p><p>A parent of guardian who requests notification of or access to a minor?s medical record shall at the time he or she makes the request designate a physician or other health professional (other than a family member) who will be willing to review the record and inform the parent of guardian of its contents at the physician?s or health professional?s discretion. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p><p>These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in the Quality Review Casefile is furnished by applicant/beneficiaries under the Retirement and Survivors Insurance program, the Disability Insurance program, and the Supplemental Security Income program, representatives of such individuals (where appropriate), Social Security Administration offices, and other Federal, State, and local agencies, and from private sources.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa44" toc="yes">
<systemNumber>60-0044</systemNumber>
<subsection type="systemName">National Disability Determination Services (NDDS) File, Social Security Administration, Office of Disability Determinations.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Each State Disability Determination Services (DDS) office and the Federal Disability Determination Service (FDDS) (contact the system manager at the address below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_b.htm</i> for the name and address of each State DDS and the FDDS).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants for Social Security Disability Insurance (DI) and Black Lung (BL) benefits, and Supplemental Security Income (SSI) payments alleging a disability for which the DDS processes claims.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name and Social Security number (SSN) of wage earner, claimant?s name and address, date of birth, diagnosis, beginning and ending dates of disability, basis for determination, work history information, educational level, reexamination date (if applicable), date of application, names and titles of persons making or reviewing the determination and certain administrative data. Also included could be data relative to the location of the file and the status of the claim, copies of medical reports, and data relating to the evaluation and measurement of the effectiveness of claims policies.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, 30 U.S.C. 923(b), and sections 221 and 1633 of the Social Security Act (42 U.S.C. 421 and 1383b).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The records are used primarily for processing Social Security Title II disability (DI), Title XVI SSI disability, and BL claims, for detection and correction of deficiencies and problems involved in this processing, and for case control purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be for routine uses as indicated below:
</p><p>1. To State vocational rehabilitation agencies or the appropriate State agency (or agencies providing services to disabled children) for the consideration of rehabilitation services per sections 222 and 1615 of the Social Security Act.
</p><p>2. To State audit agencies utilizing this information for verifying proper expenditure of Federal funds by the State in support of the DDS.
</p><p>3. To the Department of Veterans Affairs (DVA) for information requested for purposes of determining eligibility for or amount of veterans benefits, or verifying other information with respect thereto in accordance with 38 U.S.C. 5106.
</p><p>4. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>5. To a party named in an order, process, or interrogatory, in accordance with section 459 of the Social Security Act if a designee of the Agency is served with any such order, process, or interrogatory with respect to an individual?s child support or alimony payment obligations.
</p><p>6. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>7. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>8. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>9. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>10. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>11. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form, on magnetic tape or disc packs. The method of storage may vary from State to State and within the FDDS.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records are filed by a combination of name and SSN depending on the DDS?s preference.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Automated records are maintained in accordance with the Systems Security Handbook. The records are accessible only to DDS personnel and subject to the restrictions on disclosures under 5 U.S.C. 552(b)(6), 21 U.S.C. 1175, and 42 U.S.C. 1306. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>May vary from State to State and within the FDDS according to the preference, but generally each office destroys its files over a period varying from 6 months to 36 months unless held in an inactive storage under security measures for a longer period.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Associate Commissioner, Office of Disability Determinations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by providing his/her name and SSN to the DDS Administrator, Disability Determination Services, c/o State in which he or she resides and/or information is likely to be maintained. Contact the system manager at the address below or access (<i>http://www.socialsecurity.gov/foia/bluebook/app_b.htm.</i> (Furnishing the SSN is voluntary, but it will make searching for an individual?s record easier and avoid delay.)
</p><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with Social Security Administration (SSA) Regulations (20 CFR 401.40(c)).
</p><p>An individual who requests access to his or her medical record must also name a representative in writing. The representative may be a physician, other health professional, or other responsible individual who would be willing to explain the contents of the medical record(s) before giving the entire medical record(s) to the individual. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p><p>A parent or guardian who requests notification of, or access to, a minor?s medical record shall, at the time he/she makes the request, designate a physician or other health professional (other than a family member) who will be willing to explain the contents of the medical record(s) before giving the entire medical record(s) to the parent or guardian. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The information to support factors of entitlement and/or continuing eligibility originates from claimants or those acting on their behalf, physicians, hospitals, and other appropriate sources. Also, information is received from control data that monitors the location and status of the claim.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa45" toc="yes">
<systemNumber>60-0045</systemNumber>
<subsection type="systemName">Black Lung Payment System, SSA/OUVR.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration Office of System Operations, 6401 Security Boulevard, Baltimore, MD 21235
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Black Lung beneficiaries currently entitled to receive a Black Lung (BL) benefit and beneficiaries terminated because of a termination event as defined in the Black Lung Benefits Act (BLBA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system consists of two files, a Payment Master Record and a Benefit Master Record which are matched once a month.
</p><p>The Payment Master Record reflects the Social Security number (SSN) and the payment identification code under which BL benefits are awarded and payment data such as the monthly payment amount; the scheduled payment amount; offset information; the number of beneficiaries on the account as well as the number of beneficiaries in the payment; the month of accrual; the month of debit; credit information; future month of adjustment diary dates; cross-reference information; payee name and address information, direct deposit data, and statistical information.
</p><p>The Benefit Master Record contains a benefit record for each beneficiary on the account and includes the SSN; the payment and benefit identification codes; the payment status; the monthly benefit amount; the beneficiary?s name; type of benefit; date of birth; race; sex; offset information; credit information; date of filing; date of entitlement; representative payee information, and statistical information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 413 and 415 of the BLBA (30 U.S.C. 923 and 925).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The data in this system are used by Social Security employees for responding to inquiries; computer exception processing; conversion of benefits; end of the month reconciliations; statistical studies; to generate payment tapes for Treasury; and for exchange with Department of Labor to administering provisions of the BLBA.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his/her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee is his/her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deems desirable or necessary to Justice to enable that department or present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry from that individual or from a third party on his/her behalf.
</p><p>4. Upon request, information on the identity and location of aliens may be disclosed to the Department of Justice (Criminal Division, Office of Special Investigations) for the purpose of detecting, investigating, and where appropriate, taking legal action against suspected Nazi war criminals in the United States.
</p><p>5. To third party contacts (including private collection agencies under contract with the Social Security Administration (SSA)) for the purpose of their assisting SSA in recovering overpayments.
</p><p>6. To the Department of the Treasury of issue BL checks.
</p><p>7. To the Department of Labor for administering provisions of the BLBA.
</p><p>8. Information may be disclosed to contractors and other Federal agencies as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractural or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>9. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>10. Upon request, pursuant to 38 U.S.C. 3006 information may be disclosed to the Veterans Administration (VA) for the purpose of determining eligibility for or amount of VA benefits or verifying other information with respect to VA Pension and Dependency and Indemnity Compensation Benefit Programs.
</p><p>11. Information may be disclosed to State WC agencies or private WC carriers (or agents on their behalf) for the purpose of the effecient administration of the BL program. We contemplate disclosing information under this routine use only in situations in which SSA enters into a signed agreement with a State WC agency or private WC carrier to assist in accomplishing an agency function relating to the Black Lung Payment System.
</p><p>12. Information as to whether an individual is alive or deceased may be disclosed pursuant to section 1106(d) of the Social Security Act (42 U.S.C. 1306(d)), upon request, for purposes of an epidemiological or similar research project, provided that:
</p><p>(a) SSA determines, in consultation with the Department of Health and Human Services, that the research may reasonably be expected to contribute to a national health interest;
</p><p>(b) The requester agrees to reimburse SSA for the costs of providing the information; and
</p><p>(c) The requester agrees to comply with any safeguards and limitations specified by the SSA regarding rerelease or redisclosure of the information.
</p><p>13. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in magnetic media (e.g., magnetic tape), disc, microfiche, and in paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are retrieved by SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for automated records have been established in accordance with the HHS Automated Data Processing (ADP) Manual, "Part 6, ADP System Security." This includes storing the records in secured areas with armed security guards. Anyone entering or leaving the areas must have a special badge issued only to authorized personnel. The records are available to employees only in the performance of their official duties. Paper records are maintained in areas with limited access and offices are locked after business hours.
</p><p>All employees of SSA are periodically briefed on Privacy Act requirements and SSA confidentiality rules, including the criminal sanctions for unauthorized disclosure of or access to personnal records. (See 47 FR 45671, October 13, 1982, Appendix J for additional information relating to safeguards SSA employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Magnetic tape records are retained for up to 90 days after which they are erased and returned to stock. Paper records are destroyed by shredding after use or disposed of through contractual arrangements with trash collectors. Paper records needed for documentation of the claims folder are retained indefinitely in SSA facilities or in Federal Records Centers. All master records are retained on magnetic disc for on-line query purposes. The query files are updated daily. Microfiche records are disposed of by shredding or the application of heat after periodic replacement of a complete file.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Claims and Payment Requirements, Office of Systems Requirements, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by contacting the system manager at the address shown above and providing his/her name, SSN, approximate date and place claim was filed, type of claim and return address. (Furnishing the SSN is voluntary, but it will make searching for an individual?s record easier and avoid delay). These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p><p>An Individual requesting notification of records in person need not furnish any special documents of identity. It is expected that documents he/she would normally carry on his/her person would be sufficient (e.g., credit cards, drivers license, or voter registration card). An individual requesting notification of records via mail or telephone must furnish his/her name, date of birth and address in order to establish identity, plus any additional information which is specified in this section or the Record access procedures section below.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures above. Also, requesters should reasonably specify the record contents they are seeking. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures above. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is prepared from Black Lung claims folders which are maintained in the system of records 09-60-0089--Claim Folders.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa46" toc="yes">
<systemNumber>60-0046</systemNumber>
<subsection type="systemName">Disability Determination Services Consultant File, Social Security Administration, Office of Disability Determinations.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Offices of State Disability Determination Services (DDS) may currently maintain this type of file. Contact the system manager at the address below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_b.htm</i> for the name and address of each State DDS and the Federal Disability Determination Services (FDDS).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Physicians who have expressed a willingness to conduct consultative examinations for the DDS and, in some instances, other physicians with whom the DDS has contact. The latter are usually treating physicians. This file also includes, but is not limited to, psychologists, social workers, nurses, audiologists and vocational consultants who express a willingness to conduct some type of consultative service for the DDS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information relative to a consultant?s specialty, past experience as to the promptness with which reports are submitted, general thoroughness of reports, fees received, etc., and perhaps comments on the consultant?s own preferences (such as appointment hours, etc.).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, 30 U.S.C. 923(b), and sections 221 and 1633 of the Social Security Act (42 U.S.C. 421 and 1383b).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>DDS personnel use this information in the selection of a consultant when additional medical or vocational evidence is needed for claims under Titles II and XVI of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from the office made at the request of the subject of a record.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) the United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components,
is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>4. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Each DDS maintains its own records and the method of storage may vary from State to State and within the FDDS. Generally, the information is on a file card maintained in a standard card file cabinet. However, some States may use an automated format.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by consultant?s surname.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Only authorized SSA and DDS personnel have access to these records. Personal information other than the name of the consultant is subject to the disclosure restrictions of 5 U.S.C. 552(b)(6), 21 U.S.C. 1175, and 42 U.S.C. 1306. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>DDS policy as to retention and disposal varies from State to State and within the FDDS, but generally, the file is destroyed upon death, retirement or relocation of the consultant.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Associate Commissioner, Office of Disability Determinations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by providing name and address to the DDS Administrator, c/o the State in which he or she resides and/or information is likely to be maintained (contact the system manager at the address above or access <i>http://www.socialsecurity.gov/foia/bluebook/app_b.htm</i> for address information).
</p><p>An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with the Social Security Administration (SSA) and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, Social Security number, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably specify the record contents being sought. These access procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained mostly from the consultant. Observations of DDS personnel about the consultant, such as the individual?s general promptness in filing reports, may occasionally be found in a consultant?s file.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p><p><b>Appendix--State Disability Determination Service Office Addresses (Included Are Addresses for Guam, the Northern Mariana Islands, Puerto Rico and the Virgin Islands)
</b></p><p>Alabama (Decentralized)
</p><p>Division of Disability Determinations, Clairmont Office Plaza, PO Box C-300, 2800 University Boulevard, Birmingham, AL 35233
</p><p>Division of Disability Determinations, PO Box 2371 (36652-2371), 2000 Old Bayfront Drive, Mobile, AL 36615
</p><p>Alaska
</p><p>Disability Determinations Unit, 4100 Spenard Road, Suite A, Anchorage, AK 99503-5387
</p><p>Arizona (Decentralized)
</p><p>Disability Determination Services Administration, PO Box 11980, Phoenix, AZ 85061
</p><p>Disability Determination Services Administration, PO Box 40060, Tucson, AZ 85717
</p><p>Arkansas
</p><p>Disability Determinations for the Social Security Administration, 701 Pulaski Street, Little Rock, AR 72201
</p><p>California (Decentralized)
</p><p>Fresno
</p><p>Division of Disability Evaluation, PO Box 1072, Fresno, CA 93714
</p><p>Los Angeles
</p><p>Division of Disability Evaluation, PO Box 3819, Terminal Annex, Los Angeles, CA 90051
</p><p>Division of Disability Evaluation, PO Box 60999, Terminal Annex, Los Angeles, CA 90060
</p><p>Sacramento
</p><p>Division of Disability Evaluation, 744 "P" Street, Room 1827, Sacramento, CA 95809
</p><p>San Diego
</p><p>Division of Disability Evaluation, PO Box 85326, 6160 Mission Gorge Road, San Diego, CA 92120
</p><p>Oakland
</p><p>Division of Disability Evaluation, PO Box 24225, Oakland, CA 94623
</p><p>Colorado
</p><p>Disability Determination Services, PO Box 22336, Denver, CO 80222
</p><p>Disability Determination Services, 2121 South Oneida Street, Denver, CO 80224
</p><p>Connecticut
</p><p>Bureau of Disability Determinations, 600 Asylum Avenue, Hartford, CT 06105
</p><p>Delaware
</p><p>Disability Determination Services, Elwyn Building, 3rd Floor, 321 East 11th, Wilmington, DE 19801
</p><p>District of Columbia
</p><p>Disability Determination Division, Vocational Rehabilitation Administration, Department of Human Resources, 1120 G Street NW, Washington DC 20001
</p><p>Florida (Decentralized)
</p><p>Office of Disability Determinations, 2600 Blair Stone Road, Room 350B, Tallahassee, FL 32301
</p><p>Office of Disability Determinations, 111 Coast Lane Drive, East, Suite 202, Jacksonville, FL 32202
</p><p>Office of Disability Determinations, 3438 Lawton Road, Room 127, Orlando, FL 32803
</p><p>Office of Disability Determinations, 7402 North 56th Street, Building 500, Tampa, FL 33617
</p><p>Office of Disability Determinations, 10300 Sunset Drive, Suite 190, Miami, FL 33173
</p><p>Office of Disability Determinations, Oakland Office Building, Room 261, 2009 Apalachee Parkway, Tallahassee, FL 32301
</p><p>Georgia
</p><p>Disability Adjudication Section, Decatur Building, Suite 300, 200 Swanton Way, Decatur, GA 30089
</p><p>Guam
</p><p>Disability Determination Service, Department of Vocational Rehabilitation, 112 Harmond Plaza, Room B-201, Harmond Industrial Plaza, Agana, GU 96911
</p><p>Hawaii
</p><p>Disability Determination Branch, Kapiolanc Commercial Center, 1580 Makaloa Street, Suite 660, Honolulu, HI 96814
</p><p>Idaho
</p><p>Disability Determination Unit, PO Box 4188 (83704), 1505 McKinney, Boise, ID 83704
</p><p>Illinois
</p><p>Bureau of Disability Determination Services, PO Box 1950 (ZIP Code 62794-9250), 100 North First Street, Springfield, IL 62708
</p><p>Indiana
</p><p>Disability Determination Division, PO Box 7069, 17 West Market Street, Indianapolis, IN 46207
</p><p>Iowa
</p><p>Disability Determination Services, 510 East 12th Street, Des Moines, IA 50319
</p><p>Kansas
</p><p>Disability Determination Services, Highland Village Shopping Center, 2049 SE. 29th Street, Topeka, KS 66605-2497
</p><p>Kentucky (Decentralized)
</p><p>Division of Disability Determinations, 275 East Main Street, 3rd Floor, PO Box 1000, Frankfort, KY 40602
</p><p>Division of Disability Determinations, 2691 Regency Road, Lexington, KY 40503
</p><p>Division of Disability Determinations, Civic Plaza, PO Box 1061, Seventh and Jefferson Streets, Louisville, KY 40201
</p><p>Louisiana (Decentralized)
</p><p>Disability Determinations, 530 Lakeland Drive, Baton Rouge, LA 70802
</p><p>Disability Determinations, PO Box 66498, Audubon Station, Baton Rouge, LA 70896
</p><p>Disability Determinations, 2730 Wooddale Boulevard, Baton Rouge, LA 70805
</p><p>Disability Determinations, PO Box 4446, Centenary Station, 2920 Knight Street, Shreveport, LA 71104
</p><p>Disability Determinations, PO Box 19400, 2025 Canal Street, New Orleans, LA 70119
</p><p>Maine
</p><p>Division of Disability Determinations, Arsenal Street Extension, State House Extension No.116, Augusta, ME 04333
</p><p>Maryland
</p><p>Disability Determination Services, Towson, MD 21204
</p><p>Disability Determination Services, Division of Vocational Rehabilitation, PO Box 17011, Baltimore, MD 21203
</p><p>Massachusetts (Decentralized)
</p><p>Disability Determination Services, 110 Chauncy Street, Boston, MA 02111
</p><p>Disability Determination Services, 22 Front Street, PO Box 8009, Worcester, MA 01614
</p><p>Michigan (Decentralized)
</p><p>Disability Determination Services, PO Box 30011, 608 West Allegan Street, Lansing, MI 48909
</p><p>Disability Determination Services, PO Box 1220, 1020 Hastings Road, Traverse City, MI 49685
</p><p>Disability Determination Services, PO Box 345 (48226), Michigan Plaza Building, 1200 Sixth Street, 10th Floor, Detroit, MI 48224
</p><p>Disability Determination Services, PO Box 4020 (49003), 300 South Burdick Kalamazoo Mall, Kalamazoo, MI 49003
</p><p>Minnesota
</p><p>Disability Determination Unit, Metro Square Building, Suite 460, Seventh and Robert Streets, PO Box 43709 (ZIP Code 55164), St. Paul, MN 55101
</p><p>Mississippi
</p><p>State Disability Determination Services, PO Box 1271 (39205), 5977 Highway 18, Jackson, MS 39209
</p><p>Missouri (Decentralized)
</p><p>Disability Determination Services, 2401 East McCarty, Jefferson City, MO 65101
</p><p>Disability Determination Services, 2143 Independence Street, Cape Girardeau, MO 63701
</p><p>Disability Determination Services, 9140 Ward Parkway, Kansas City, MO 64114
</p><p>Disability Determination Services, 10042 Gravois Street, St. Louis, MO 63123
</p><p>Disability Determination Services, 2530 Suite I, South Campbell Street, Springfield, MO 65807
</p><p>Disability Determination Services, 2728A Plaza Drive, Jefferson City, MO 65101
</p><p>Montana
</p><p>Disability Determination Burea, PO Box 4189 (59604) 1330 Helena Avenue, Helena, MT 59601
</p><p>Nebraska (Decentralized)
</p><p>Disability Determination Services, State Office Building, 6th Floor, 301 Centennial Mall, South, Lincoln, NE 68509
</p><p>Disability Determination Services, Downtown Education Center, 3rd Floor, 1313 Farnam on the Mall, Omaha, NE 68102
</p><p>Nevada
</p><p>Bureau of Disability Adjudication, 505 East King Street, State Capitol Complex, Room 403, Carson City, NV 89710
</p><p>New Hampshire
</p><p>Disability Determination Unit, PO Box 452, 105 Loudon Road, Building 4, Concord, NH 03331
</p><p>New Jersey
</p><p>Division of Disability Determinations, PO Box 649 (07101), 1100 Raymond Boulevard, Room 418, Newark, NJ 07102
</p><p>Division of Disability Determinations, PO Box 431, 745 Market Street, Camden, NJ 08101
</p><p>New Mexico
</p><p>Disability Determination Unit, PO Box 4588 (87196), Sandia Plaza Center, 3301 Juan Tabo, NE., Albuquerque, NM 87111
</p><p>New York (Decentralized)
</p><p>Office of Disability Determination, PO Box 1993 (11201), 1 Commerce Plaza, 12th Floor, Albany, NY 12260
</p><p>Office of Disability Determinations, 295 Main Street, PO Box 5030 Ellicott Station, Buffalo, NY 14205
</p><p>Office of Disability Determinations, 110 William Street, New York, NY 10038
</p><p>North Carolina
</p><p>Disability Determination Section, PO Box 243, Raleigh, NC 27602
</p><p>Disability Determination Section, 1110 Navajo Drive, Raleigh, NC 27609
</p><p>North Dakota
</p><p>Disability Determination Services, 600 South Second Street, Bismarck, ND 58501
</p><p>Northern Mariana Islands
</p><p>Disability Insurance--SSA, 238 O?Hara Street, Agana, GU 96910
</p><p>Ohio (Decentralized)
</p><p>Bureau of Disability Determinations, Rehabilitation Services Commission, PO Box 29700, 1944 West Morse, Columbus, OH 43229
</p><p>Bureau of Disability Determinations, PO Box 42513, 9403 Kenwood Road, Cincinatti, OH 45242
</p><p>Oklahoma
</p><p>Disability Determination Unit, PO Box 25352, 7801 N. Robinson, Suite J-7, Oklahoma City, OK 73116
</p><p>Oregon
</p><p>Disability Determination Services, Vocational Rehabilitation Division, 2045 Silverton Road, NE, Salem, OR 97310
</p><p>Pennsylvania (Decentralized)
</p><p>Bureau of Disability Determinations, 7th and Forster Streets, Labor and Industry Building, Room 1306, Harrisburg, PA 17120
</p><p>Bureau of Disability Determinations, 1314 North Seventh Street, Harrisburg, PA 17120
</p><p>Bureau of Disability Determinations, PO Box R, 38 Courtright Avenue, Wilkes Barre, PA 18702
</p><p>Bureau of Disability Determinations, 351 Harvey Avenue, PO Box 2500, Greensburg, PA 15605
</p><p>Bureau of Disability Determinations, 351 Harvey Avenue, Greensburg, PA 15605
</p><p>Puerto Rico
</p><p>Disability Determination Program, Call Box 71301, GPO, San Juan, PR 00936
</p><p>Rhode Island
</p><p>Disability Determination Unit, 40 Fountain Street, Providence, RI 02930
</p><p>South Carolina (Dencentralized)
</p><p>Disability Determination Division, PO Box 4945, 3600 Forest Drive, Suite 200, Columbia, SC 29240
</p><p>Disability Determination Division, PO Box 3090 (29602), 300 Building, 300 University Ridge, Greenville, SC 29601
</p><p>Disability Determination Division, Landmark Office Building, 4th Floor, Columbia, SC 29204
</p><p>Disability Determination Division, 209 Fairfield Court, 1064 Gardner Road, Hwy 7, Clarleston, SC 29407
</p><p>South Carolina Commissioner for the Blind, 1430 Confederate Avenue, Columbia, SC 29201
</p><p>South Dakota
</p><p>Disability Determination Services, PO Box 1029, 405 South Third Avenue, Tyler Building, Sioux Falls, SD 57101
</p><p>Tennessee
</p><p>Disability Determination Section, 1808 West End Avenue, 9th Floor, PO Box 775 (37203), Nashville, TN 37202
</p><p>Texas
</p><p>Division of Disability Determinations, PO Box 2913 (78769), 118 East Riverside Drive, Austin, TX 78704
</p><p>Utah
</p><p>Disability Determination Services, PO Box 550, Salt Lake City, UT 84110
</p><p>Disability Determination Services, 250 East 5th Street, South, Salt Lake City, UT 84111
</p><p>Vermont
</p><p>Disability Determination Agency, 103 South Main Street, Waterbury, VT 05676
</p><p>Virgin Islands
</p><p>Disability Representative VI, Social Security Administration, Federal Office Building, Room 113, 26 Veterans Drive, St. Thomas, VI 00801
</p><p>Virginia (Dencentralized)
</p><p>Disability Determination Services, 5205 Leesburg Pike, Suite 1000, Falls Church, VA 22041
</p><p>Disability Determination Services, 111 Franklin Road, PO Box 250, Roanoke, VA 24011
</p><p>Disability Determination Services, 4900 Fitzhugh Avenue, Richmond, VA 23230
</p><p>Disability Determination Services, 2106 N. Hamilton Street, Richmond, VA 23230
</p><p>Disability Determination Services, PO Box 5090, Suite 107, 5700 Thurston Avenue, Virginia Beach, VA 23455
</p><p>Washington (Dencentralized)
</p><p>Department of Social and Health Services, Office of Disability Insurance, Building 13, Airdustrial Park, PO Box 9303 M.S. LN--11, Olympia, WA 98504
</p><p>Office of Disability Insurance, 4601 North Monroe Street, B-32-13, Spokane, WA 99205
</p><p>Office of Disability Insurance, 1119 Southwest Seventh Street, Renton, WA 98055
</p><p>West Virginia
</p><p>Disability Determination Section, Second Floor, Mason Building, 1206 Quarrier Street, Charleston, WV 25301
</p><p>Disability Determination Section, PO Box 908, 170 Thompson Drive, Bridgeport, WV 26330
</p><p>Wisconsin
</p><p>Bureau of Social Security Disability Insurance, Division of Community Services, PO Box 7623 (ZIP Code 53707), 722 Williamson Street, Madison, WI 53703
</p><p>Wyoming
</p><p>Disability Determination Services, Barrett Building, 4th Floor, North, 611 West 29th Street, Cheyenne, WY 82002
</p></xhtmlContent></subsection></section>
<section id="ssa47" toc="yes">
<systemNumber>60-0047</systemNumber>
 <subsection type="systemName">Critical Case Processing Time, SSA/OOPP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of System Operation, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Social Security Disability beneficiaries or claimants whose application for disability benefits is pending.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Social Security numbers of claimants and dates requests were received and processed.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 221 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records in this system are used to prepare monthly processing time reports.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from the office made at the request of the subject of a record.
</p><p>2. To the Internal Revenue Service, Treasury Department, as necessary for the purpose of auditing the Social Security Administration?s compliance with safeguard provisions of the Internal Revenue Code of 1954, as amended.
</p><p>3. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The records are stored in magnetic media (e.g., magnetic tapes).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records are retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for the records have been established in accordance with the Department of Health and Human Services Automated Data Processing Manual, "Part 6, ADP System Security," Only authorized personnel having a need for this information in the performance of their official duties have access to this data under stringent security measures involving guards, identity cards and photographs, etc. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are maintained until a determination decision is made, at which time the tape records are erased.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>SSA Privacy Officer, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by contacting the system manager at the address shown above and furnishing his or her name, Social Security number, approximate date and place claim was filed, type of claim (Disability Black Lung, of Supplemental Security Income), and return address. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification.
 These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are prepared from control sheets showing date of requests, date request was processed and type of request.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa50" toc="yes">
<systemNumber>60-0050</systemNumber>
<subsection type="systemName">Completed Determination Record--Continuing Disability Determinations, Social Security Administration, Office of Disability Determinations.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This file contains a record on allowed disability claimants on which a continuing disability issue has occurred and a decision of continuance or cessation has been approved. This file also covers Title II and Title XVI disability beneficiaries who have been selected to receive a Ticket-to-Work as part of the Ticket-to-Work and Self-Sufficiency Program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name and Social Security number (SSN) of the individual and other data such as date of birth, district office and State agency code, date disability began, type of claim, reason for reopening, continuance or cessation code, date of termination (if applicable), date of completion, etc. In addition, data related to the Ticket-to-Work program, such as Ticket eligibility, receipt, assignment and use, alleged and verified earnings and suspension of continuing disability determinations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 221 and 1148 of the Social Security Act (42 U.S.C. 421 and 1320b-19).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is used by the Social Security Administration (SSA) to (1) record the result of continuing disability investigations, and (2) record information related to the administration of the Ticket-to-Work and Self-Sufficiency Program.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service IRS, or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from the office made at the request of the subject of a record.
</p><p>2. To the Internal Revenue Service, Department of the Treasury, as necessary, for the purpose of auditing the Social Security Administration?s compliance with the safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>3. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>4. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>5. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>6. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>7. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>8. To contractors for the purpose of assisting SSA in the efficient administration of the Ticket-to-Work and Self-Sufficiency Program. (These contractors would be limited to the Program Manager, which is directly assisting the Social Security Administration (SSA) in administering the Ticket program, and to Employment Networks, which are providing services to SSA beneficiaries under the Ticket program.)
</p><p>9. To a Federal, State, or congressional support agency (<i>e.g.</i>, Congressional Budget Office and the Congressional Research Staff in the Library of Congress) for research, evaluation, or statistical studies. Such disclosures include, but are not limited to, release of information in assessing the extent to which one can predict eligibility for Supplemental Security Income (SSI) payments or Social Security disability insurance benefits; examining the distribution of Social Security benefits by economic and demographic groups and how these differences might be affected by possible changes in policy; analyzing the interaction of economic and non-economic variables affecting entry and exit events and duration in the Title II Old Age, Survivors, and Disability Insurance and the Title XVI SSI disability programs; and, analyzing retirement decisions focusing on the role of Social Security benefit amounts, automatic benefit recomputation, the delayed retirement credit, and the retirement test, if the Social Security Administration (SSA):
</p><p>(a) Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;
</p><p>(b) Determines that the purpose for which the proposed use is to be made:
</p><p>(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;
</p><p>(ii) Is of sufficient importance to warrant the effect on, or risk to, the privacy of the individual which such limited additional exposure of the record might bring;
</p><p>(iii) Has reasonable probability that the objective of the use would be accomplished;
</p><p>(iv) Is of importance to the Social Security program or the Social Security beneficiaries or is for an epidemiological research project that relates to the Social Security program or beneficiaries;
</p><p>(c) Requires the recipient of information to:
</p><p>(i) Establish appropriate administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record and agree to on-site inspection by SSA?s personnel, its agents, or by independent agents of the recipient agency of those safeguards;
</p><p>(ii) Remove or destroy the information that enables the individual to be identified at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the project, unless the recipient receives written authorization from SSA that it is justified, based on research objectives, for retaining such information;
</p><p>(iii) Make no further use of the records except:
</p><p>(1) Under emergency circumstances affecting the health and safety of any individual, following written authorization from SSA;
</p><p>(2) For disclosure to an identified person, approved by SSA, for the purpose of auditing the research project;
</p><p>(iv) Keep the data as a system of statistical records. A statistical record is one which is maintained only for statistical and research purposes and which is not used to make any determination about an individual;
</p><p>(d) Secures a written statement by the recipient of the information attesting to the recipient?s understanding of, and willingness to abide by, these provisions.
</p><p>10. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in magnetic media (<i>e.g.</i>, magnetic tapes).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records are retrieved by the SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Only authorized personnel having a need for this information in the performance of their official duties have access to this data under stringent security measures involving guards, building passes and photographs, etc. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are maintained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Office of Disability Determinations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by contacting the system manager at the address shown above and furnishing his or her name, SSN, approximate date and place claim was filed, type of claim (DI, BL, or SSI), and return address. (Furnishing the SSN is voluntary, but it will make searching for an individual?s record easier and avoid delay.)
</p><p>An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p><p>An individual who requests access to his or her medical record must also name a representative in writing. The representative may be a physician, other health professional, or other responsible individual who would be willing to explain the contents of the medical record(s) before giving the entire medical record(s) to the individual. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p><p>A parent or guardian who requests notification of, or access to, a minor?s medical record shall, at the time he/she makes the request, designate a physician or other health professional (other than a family member) who will be willing to explain the contents of the medical record(s) before giving the entire medical record(s) to the parent or guardian. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably specify the record contents being sought. These access procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>These records summarize information contained in the claims folder which was obtained from the individual or someone acting on the individual?s behalf and from this individual?s physician or a physician performing a consultative examination or from hospitals and other treatment sources.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa52" toc="yes">
<systemNumber>60-0052</systemNumber>
<subsection type="systemName">Disposition of Vocational Rehabilitation Report to Social Security Administration, SSA/ODP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Disability beneficaries accepted for vocational rehabilitation services under the reimbursement provisions and now reported as closed (no longer receiving service).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in this system consist of the name and Social Security number of the disabled beneficiary, date of birth, and other information such as the closure status and date, medical improvement status, work status, date work began, and average weekly wage.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 222 and 1615 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system serves as a source for statistical and accounting data about beneficiaries involved in the vocational rehabilitation reimbursement program.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from the office made at the request of the subject of a record.
</p><p>Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The records are stored in magnetic media (e.g., magnetic tapes).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records are retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for the records have been established in accordance with the Department of Health and Human Services Automated Data Processing Manual, "Part 6, ADP System Security." Only authorized personnel having a need for this information in the performance of their official duties have access to this data under stringent security measures involving guards, identity cards and photographs, etc. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employes to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are maintained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Disability Programs, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by contacting the system manager at the address shown above and furnishing his or her name, Social Security number, approximate date and place claim was filed, type of claim (Disability, or Supplemental Security Income), and return address. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.)
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably specify the record contents they are seeking. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The data is extracted from vocational rehabilitation reports submitted to the Social Security Administration by State offices of vocational rehabilitation.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa53" toc="yes">
<systemNumber>60-0053</systemNumber>
<subsection type="systemName">Reimbursement from Trust Fund for Vocational Rehabilitation Services, SSA/ODP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Disabled beneficiaries referred and undergoing consideration for vocational rehabilitation services.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in this system consist of the name and Social Security number of the beneficiary, information relating to the costs of vocational rehabilitation services to be reimbursed from Social Security trust or general funds providing a beneficiary status exists, vocational rehabilitations State and district office code, type of claim, amount of benefit (at time of referral), date of request for status.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 222 and 1615 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This record serves as a control and monitor of vocational rehabilitation referred activity in the Disability Insurance program in order to validate the use of trust funds and general funds expended for services rendered.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from the office made at the request of the subject of a record.
</p><p>Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in magnetic media (e.g., magnetic tapes).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed and retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>System security has been established for the records in accordance with the Department of Health and Human Services? Automated Data Processing Manual, "Part 6, ADP System Security." Only authorized personnel having a need for this information in the performance of their official duties have access to this data under stringent security measures involving guards, identity cards and photographs, etc. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed upon notification of closure from the State agency or upon expiration of 5 years from date record was created, whichever occurs first.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Disability Programs, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by contacting the system manager at the address shown above and furnishing his or her name, Social Security number, approximate date and place claim was filed, type of claim (Disability, Black Lung, or Supplemental Security Income), and return address. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) These procedures are in accordance with HHS Regulations 45 CFR part 5.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably specify the record contents they are seeking. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The basic record is prepared as the result of a written or teletyped request for benefit status from the State agency. Additional information is secured from the Master Beneficiary Record (09-60-0090) and the Supplementary Security Income Record (09-60-0103) systems of records.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa56" toc="yes">
<systemNumber>60-0056</systemNumber>
<subsection type="systemName">Vocational Rehabilitation Savings Calculation, SSA/ODP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Disability beneficiaries reported by State vocational rehabilitation agencies as no longer receiving vocational rehabilitation service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in this system consist of the name and Social Security number of the beneficiary and identifying information about the notice of disclosure, the date of termination or reduction in benefits, if any, amount of benefit, amount of savings and other miscellaneous data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 222 and 1615 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This record serves primarily as a source for furnishing statistical and benefit information on the vocational rehabilitation reimbursement program.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from the office made at the request of the subject of a record.
</p><p>Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are stored in magnetic media (e.g., magnetic tapes).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed and retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>System security has been established for this system in accordance with the Department of Health and Human Services? Automated Data Processing Manual, "Part 6, ADP System Security." Only authorized personnel having a need for this information in the performance of their official duties have access to this data under stringent security measures involving guards, identity cards and photographs, etc. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Tapes are maintained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Disability Programs, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by contacting the system manager at the address shown above and furnishing his or here name, Social Security number, approximate date and place claim was filed, type of claim (Disability Insurance or Supplemental Security Income), and return address. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record casier and avoid delay.)
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably specify the record contents they are seeking. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The information is extracted and compiled from the vocational rehabilitation closure report, and the Earnings Recording and Self-Employment Income System (09-60-0059), Master Beneficiary Record (09-60-0090), and Supplemental Security Income Record (09-60-0103) systems of records.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa57" toc="yes">
<systemNumber>60-0057</systemNumber>
<subsection type="systemName">Quality Evaluation Data Records, SSA/OA.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Assessment, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Each individual who has filed an application for Social Security Disability Insurance benefits and/or Supplementary Security Income disability payments.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information in this system consists of the claimant?s name and Social Security numbers; and demographic, diagnostic, and other types of data generated as a result of a review of the State actions on the claim.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 221 f the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is used for the purpose of assisting in the assessment of the quality of disability determinations made by State Disability Determination Services. Records are used to report monthly results of the review of the State disability determination progress.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from the office made at the request of the subject of a record.
</p><p>Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>Disclosure may be made to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form and in magnetic media (e.g., magnetic tape and disk).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records are indexed and retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are kept in secured physical areas. Safeguards for automated records have been established in accordance with the Department of Health and Human Services Automated Data Processing Manual, "Part 6, ADP System Security." This includes maintaining automated records in an enclosure attended by security guards. Data is tramsmitted from Field Assessment Offices and headquarters to Computer Sciences Corporation (CSC) time sharing computer facilities, and return, over leased lines provided through CSC. Internal computer security is safeguarded by account numbers, access codes, passwords and edit checks. These assure that only authorized access to the computer system is permitted, that the particular data requested from the system can be released to the requester, and that control is maintained over the locations to which systems data may be sent. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal records.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are maintained for a period of 48 months. Paper records are disposed of by shredding; tape and disc records are destroyed magnetically.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Disability Program Quality, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager at the address shown above and furnishing name, Social Security number, approximate date and place claim was filed, type of claim (Disability or Supplemental Security Income), and address. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.)
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p><p>A parent of guardian who requests notification of or access to a minor?s medical record shall at the time he or she makes the request designate a physician or other health professional (other than a family member) who will be willing to review the record and inform the parent of guardian of its contents at the physician?s or health professional?s discretion. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably specify the record contents they are accessing. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are prepared from Form SSA 3094 and show decision, diagnosis and other information.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa58" toc="yes">
<systemNumber>60-0058</systemNumber>
<subsection type="systemName">Master Files of Social Security Number (SSN) Holders and SSN Applications, Social Security Administration (SSA).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>SSA, Office of Telecommunications and Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system contains a record of each person who has applied for, and to whom we have assigned, a Social Security number (SSN). This system also contains records of each person who applied for an SSN, but to whom we did not assign one, for one of the following reasons: (1) His or her application was supported by documents that we suspect may be fraudulent and we are verifying the documents with the issuing agency; (2) we have determined the person submitted fraudulent documents; (3) we do not suspect fraud, but we need to further verify information the person submitted or we need additional supporting documents; or (4) we have not yet completed processing the application.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>We collect applications for SSNs. This system contains all of the information we received on the applications for SSNs (<i>e.g.,</i> name, date and place of birth, sex, both parents? names, and race/ethnicity data). If the application for an SSN is for a person under the age of 18, we also maintain the SSNs of the parents. The system also contains:
</p><p>&#149; Changes in the information on the applications the SSN holders submit;
</p><p>&#149; Information from applications supported by evidence we suspect or determine to be fraudulent, along with the mailing addresses of the persons who filed such applications and descriptions of the documentation they submitted;
</p><p>&#149; Cross-references when multiple numbers have been issued to the same person;
</p><p>&#149; A form code that identifies the Form SS-5 (Application for a Social Security Card Number) as the application the person used for the initial issuance of an SSN, or for changing the identifying information (<i>e.g.,</i> a code indicating original issuance of the SSN, or that we assigned the person?s SSN through our enumeration at birth program);
</p><p>&#149; A citizenship code that identifies the number holder?s status as a U.S. citizen or the work authorization of a non-citizen;
</p><p>&#149; A special indicator code that identifies types of questionable data or special circumstances concerning an application for an SSN (<i>e.g.,</i> false identity; illegal alien; scrambled earnings);
</p><p>&#149; An indication that an SSN was assigned based on harassment, abuse, or life endangerment; and
</p><p>&#149; An indication that a person has filed a benefit claim under a particular SSN.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a) and 205(c)(2) of the Social Security Act (42 U.S.C. 405(a) and 405(c)(2)).
</p><p>Purpose:</p>
<p>We use information in this system to assign SSNs and for a number of administrative purposes:
</p><p>&#149; For various Old Age, Survivors, and Disability Insurance, Supplemental Security Income, and Medicare/Medicaid claims purposes, including using the SSN itself as a case control number, as a secondary beneficiary cross-reference control number for enforcement purposes, for verification of claimant identity factors, and for other claims purposes related to establishing benefit entitlement;
</p><p>&#149; To prevent the processing of an SSN card application for a person whose application we identified was supported by evidence that either:
</p><p>&#9675; We suspect may be fraudulent and we are verifying evidence; or
</p><p>&#9675; We determined to be fraudulent information.
</p><p>We alert our offices when an applicant who attempts to obtain an SSN card visits other offices to find one that might unknowingly accept fraudulent documentation;
</p><p>&#149; As a basic control for retained earnings information;
</p><p>&#149; As a basic control and data source to prevent us from issuing multiple SSNs;
</p><p>&#149; As a means to identify reported names or SSNs on earnings reports;
</p><p>&#149; For resolution of earnings discrepancy cases; and
</p><p>&#149; For statistical studies.
</p><p>The information also is provided to:
</p><p>&#149; Our Office of the Inspector General, Office of Audit, for auditing benefit payments under Social Security programs;
</p><p>&#149; The Department of Health and Human Services (DHHS), Office of Child Support Enforcement, for locating parents who owe child support;
</p><p>&#149; The National Institute of Occupational Safety and Health for epidemiological research studies required by the Occupational Safety and Health Act of 1974;
</p><p>&#149; The DHHS Office of Refugee Resettlement for administering Cuban refugee assistance payments;
</p><p>&#149; The DHHS Centers for Medicare and Medicaid Services (CMS) for administering Titles XVIII and XIX claims;
</p><p>&#149; The Secretary of the Treasury for use in administering those provisions of the Internal Revenue Code of 1986 (IRC) that grant tax benefits based on support for or residence of children. The IRC provisions apply specifically to SSNs that parents provide to us on applications for persons who are not yet age 18.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are as indicated below; however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code, unless authorized by statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To employers in order to complete their records for reporting wages to us pursuant to the Federal Insurance Contributions Act and section 218 of the Social Security Act.
</p><p>2. To Federal, State, and local entities to assist them with administering income maintenance and health-maintenance programs, when a Federal statute authorizes them to use the SSN.
</p><p>3. To the Department of Justice (DOJ), Federal Bureau of Investigation and United States Attorney?s Offices, and to the Department of Homeland Security, United States Secret Service, for investigating and prosecuting violations of the Social Security Act.
</p><p>4. To the Department of Homeland Security, United States Citizenship and Immigration Services, for identifying and locating aliens in the United States pursuant to requests received under section 290(b) of the Immigration and Nationality Act (8 U.S.C. 1360(b)).
</p><p>5. To a contractor for the purpose of collating, evaluating, analyzing, aggregating, or otherwise refining records. We require the contractor to maintain Privacy Act safeguards with respect to such records.
</p><p>6. To the Railroad Retirement Board to:
</p><p>(a) Administer provisions of the Railroad Retirement and Social Security Act relating to railroad employment; and
</p><p>(b) Administer the Railroad Unemployment Insurance Act.
</p><p>7. To the Department of Energy for its epidemiological research study of the long-term effects of low-level radiation exposure, as permitted by our regulations at 20 CFR 401.150(c).
</p><p>8. To the Department of the Treasury for:
</p><p>(a) Tax administration as defined in section 6103 of the IRC (26 U.S.C. 6103);
</p><p>(b) Investigating the alleged theft, forgery, or unlawful negotiation of Social Security checks; and
</p><p>(c) Administering those sections of the IRC that grant tax benefits based on support or residence of children. As required by section 1090(b) of the Taxpayer Relief Act of 1997, Public Law 105-34, this routine use applies specifically to the SSNs of parents shown on an application for an SSN for a person who has not yet attained age 18.
</p><p>9. To a congressional office in response to an inquiry from that office made at the request of the subject of a record or a third party on that person?s behalf.
</p><p>10. To the Department of State for administering the Social Security Act in foreign countries through its facilities and services.
</p><p>11. To the American Institute, a private corporation under contract to the Department of State, for administering the Social Security Act on Taiwan through facilities and services of that agency.
</p><p>12. To the Department of Veterans Affairs (DVA), Regional Office, Manila, Philippines, for administering the Social Security Act in the Philippines and other parts of the Asia-Pacific region through facilities and services of the DVA, Manila.
</p><p>13. To the Department of Labor for:
</p><p>(a) Administering provisions of the Black Lung Benefits Act; and
</p><p>(b) Conducting studies of the effectiveness of training programs to combat poverty.
</p><p>14. To Department Veterans Affairs:
</p><p>(a) To validate SSNs of compensation recipients/pensioners so that DVA can release accurate pension/compensation data to us for Social Security program purposes; and
</p><p>(b) Upon request, for purposes of determining eligibility for, or amount of DVA benefits, or verifying other information with respect thereto.
</p><p>15. To Federal agencies that use the SSN as a numerical identifier in their recordkeeping systems for the purpose of validating SSNs.
</p><p>16. To DOJ, a court, other tribunal, or another party before such court or tribunal when:
</p><p>(a) SSA or any of our components; or
</p><p>(b) Any SSA employee in his or her official capacity; or
</p><p>(c) Any SSA employee in his or her individual capacity when DOJ (or SSA when we are authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof when we determine that the litigation is likely to affect the operations of SSA or any of our components, is party to litigation or has an interest in such litigation, and we determine that the use of such records by DOJ, a court, other tribunal, or another party before such court or tribunal is relevant and necessary to the litigation. In each case, however, we must determine that such disclosure is compatible with the purpose for which we collected the records.
</p><p>17. To State audit agencies for auditing State supplementation payments and Medicaid eligibility considerations.
</p><p>18. To the Social Security agency of a foreign country to carry out the purpose of an international Social Security agreement entered into between the United States and the other country, pursuant to section 233 of the Social Security Act.
</p><p>19. To Federal, State, or local agencies (or agents on their behalf) for the purpose of validating SSNs those agencies use to administer cash or non-cash income maintenance programs or health maintenance programs, including programs under the Social Security Act.
</p><p>20. To third party contacts (<i>e.g.,</i> State bureaus of vital statistics and the Department of Homeland Security) that issue documents to persons when the third party has, or is expected to have, information that will verify documents when we are unable to determine if such documents are authentic.
</p><p>21. To DOJ, Criminal Division, Office of Special Investigations, upon receipt of a request for information pertaining to the identity and location of aliens for the purpose of detecting, investigating, and, when appropriate, taking legal action against suspected Nazi war criminals in the United States.
</p><p>22. To the Selective Service System for the purpose of enforcing draft registration pursuant to the provisions of the Military Selective Service Act (50 U.S.C. App. 462, as amended by section 916 of Pub. L. 97-86).
</p><p>23. To contractors and other Federal agencies, as necessary, to assist us in efficiently administering our programs.
</p><p>24. To organizations or agencies, such as prison systems, required by Federal law to furnish us with validated SSN information.
</p><p>25. To the General Services Administration and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information that is not restricted from disclosure by Federal law for their use in conducting records management studies.
</p><p>26. To DVA or third parties under contract to DVA to disclose SSNs and dates of birth for the purpose of conducting DVA medical research and epidemiological studies.
</p><p>27. To the Office of Personnel Management (OPM) upon receipt of a request from that agency in accordance with 5 U.S.C. 8347(m)(3), to disclose SSN information when OPM needs the information to administer its pension program for retired Federal Civil Service employees.
</p><p>28. To the Department of Education, upon request, to verify SSNs that students provide to postsecondary educational institutions, as required by Title IV of the Higher Education Act of 1965 (20 U.S.C. 1091).
</p><p>29. To student volunteers, persons working under a personal services contract, and others, when they need access to information in our records in order to perform their assigned agency duties.
</p><p>30. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>(a) To enable them to ensure the safety of our employees and customers, the security of our workplace, and the operation of our facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of our facilities.
</p><p>31. To recipients of erroneous Death Master File (DMF) information, to disclose corrections to information that resulted in erroneous inclusion of persons in the DMF.
</p><p>32. To State vital records and statistics agencies, the SSNs of newborn children for administering public health and income maintenance programs, including conducting statistical studies and evaluation projects.
</p><p>33. To State motor vehicle administration agencies (MVA), and to State agencies charged with administering State identification card programs (ICP) for the public, to verify names, dates of birth, and Social Security numbers on those persons who apply for, or for whom the State issues, driver?s licenses or State identification cards.
</p><p>34. To entities conducting epidemiological or similar research projects, upon request, pursuant to section 1106(d) of the Social Security Act (42 U.S.C. 1306(d)), to disclose information as to whether a person is alive or deceased, provided that:
</p><p>(a) We determine, in consultation with the Department of Health and Human Services, that the research may reasonably be expected to contribute to a national health interest;
</p><p>(b) The requester agrees to reimburse us for the costs of providing the information; and
</p><p>(c) The requester agrees to comply with any safeguards and limitations we specify regarding re-release or re-disclosure of the information.
</p><p>35. To employers in connection with a pilot program, conducted with the Department of Homeland Security under 8 U.S.C. 1324a(d)(4), to test methods of verifying that persons are authorized to work in the United States. We will inform an employer participating in such pilot program that the identifying data (SSN, name, and date of birth) furnished by an employer concerning a particular employee match, or do not match, the data maintained in this system of records, and when there is such a match, that information in this system of records indicates that the employee is, or is not, a citizen of the United States.
</p><p>36. To a State Bureau of Vital Statistics (BVS) that is authorized by States to issue electronic death reports when the State BVS requests that we verify the SSN of a person on whom the State will file an electronic death report after we verify the SSN.
</p><p>37. To the Department of Defense (DOD) to disclose validated SSN information and citizenship status information for the purpose of assisting DOD in identifying those members of the Armed Forces and military enrollees who are aliens or non-citizen nationals who may qualify for expedited naturalization or citizenship processing. These disclosures will be made pursuant to requests made under section 329 of the Immigration and Nationality Act, 8 U.S.C. 1440, as executed by Executive Order 13269.
</p><p>38. To a Federal, State, or congressional support agency (<i>e.g.,</i> Congressional Budget Office and the Congressional Research Staff in the Library of Congress) for research, evaluation, or statistical studies. Such disclosures include, but are not limited to, release of information in assessing the extent to which one can predict eligibility for Supplemental Security Income (SSI) payments or Social Security disability insurance benefits; in examining the distribution of Social Security benefits by economic and demographic groups and how these differences might be affected by possible changes in policy; analyzing the interaction of economic and non-economic variables affecting entry and exit events and duration in the Title II Old Age, Survivors, and Disability Insurance and the Title XVI SSI disability programs; and, analyzing retirement decisions focusing on the role of Social Security benefit amounts, automatic benefit recomputation, the delayed retirement credit, and the retirement test, but only after we:
</p><p>(a) Determine that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;
</p><p>(b) Determine that the purpose for which the proposed use is to be made:
</p><p>i. Cannot reasonably be accomplished, unless the record is provided in a form that identifies persons; and
</p><p>ii. Is of sufficient importance to warrant the effect on, or risk to, the privacy of the person by such limited additional exposure of the record;
</p><p>iii. Has reasonable probability that the objective of the use would be accomplished;
</p><p>iv. Is of importance to the Social Security program or Social Security beneficiaries; or
</p><p>v. Is of importance to the Social Security program or Social Security beneficiaries or is for an epidemiological research project that relates to the Social Security program or beneficiaries;
</p><p>(c) Require the recipient of information to:
</p><p>vi. Establish appropriate administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record and agree to on-site inspection by SSA?s personnel, its agents, or by independent agents of the recipient agency of those safeguards;
</p><p>vii. Remove or destroy the identifying information at the earliest time consistent with the purpose of the project, unless the recipient receives written authorization from SSA that it is justified, based on research objectives, for retaining such information;
</p><p>viii. Make no further use of the records except:
</p><p>(1) Under emergency circumstances affecting the health and safety of any person, following written authorization from us; or
</p><p>(2) For disclosure to an identified person approved by us for the purpose of auditing the research project;
</p><p>ix. Keep the data as a system of statistical records (a statistical record is one which is maintained only for statistical and research purposes, and which is not used to make any determination about a person);
</p><p>(d) Secure a written statement by the recipient of the information attesting to the recipient?s understanding of, and willingness to abide by, these provisions.
</p><p>39. To State and Territory MVA officials (or agents or contractors on their behalf), and to State and Territory chief election officials to verify the accuracy of information the State agency provides with respect to applications for voter registration, when the applicant provides the last four digits of the SSN instead of a driver?s license number.
</p><p>40. To State and Territory MVA officials (or agents or contractors on their behalf), and to State and Territory chief election officials, under the provisions of section 205(r)(8) of the Social Security Act (42 U.S.C. 405(r)(8)), to verify the accuracy of information the State agency provides with respect to applications for voter registration for those persons who do not have a driver?s license number:
</p><p>(a) When the applicant provides the last four digits of the SSN, or
</p><p>(b) When the applicant provides the full SSN, in accordance with section 7 of the Privacy Act (5 U.S.C. 552a note), as described in section 303(a)(5)(D) of the Help America Vote Act of 2002. (42 U.S.C. 15483(a)(5)(D))
</p><p>41. To the Secretary of Health and Human Services, or to any State, any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if we disclosed records or information of such type under applicable rules, regulations, and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>42. To the appropriate Federal, State, and local agencies, entities, and persons when: (1) We suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we find, as a result of the suspected or confirmed compromise, a risk of harm to economic or property interests, risk of identity theft or fraud, or harm to the security or integrity of this system or our other systems or programs that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
</p><p>43. To State agencies charged with administering Medicaid and the Children?s Health Insurance Program (CHIP) to verify personal identification data (<i>e.g.,</i> name, SSN, and date of birth) and to disclose citizenship status information to assist them in determining new applicants? entitlement to benefits provided by the CHIP.
</p><p>44. To the Department of Health and Human Services, Department of Agriculture?s National Finance Center, Office of Personnel Management, the States, or the States? respective contractors or agents charged with administering the Pre-existing Condition Insurance Program (PCIP) to verify personal identification data (<i>e.g.,</i> name, SSN, and date of birth) and to confirm citizenship status information in our records to assist these agencies with determining applicants? entitlement to benefits under PCIP.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We maintain records in this system in paper form (Forms SS-5 (Application for a Social Security Card), and system generated forms); magnetic media (magnetic tape and disc with on-line access); in microfilm and microfiche form; and on electronic files (NUMIDENT and Alpha-Index).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We will retrieve records by both SSN and name. If we deny an application because the applicant submitted fraudulent evidence, or if we are verifying evidence we suspect to be fraudulent, we will retrieve records either by the applicant?s name plus month and year of birth, or by the applicant?s name plus the eleven-digit reference number of the disallowed application.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We have established safeguards for automated records in accordance with our Systems Security Handbook. These safeguards include maintaining the magnetic tapes and discs within a secured enclosure attended by security guards. Anyone entering or leaving this enclosure must have a special badge we issue only to authorized personnel.
</p><p>For computerized records, we or our contractors, including organizations administering our programs under contractual agreements, transmit information electronically between Central Office and Field Office locations. Safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal-oriented transaction matrix, and an audit trail. Only authorized personnel who have a need for the records in the performance of their official duties may access microfilm, microfiche, and paper files.
</p><p>We annually provide to all our employees and contractors appropriate security guidance and training that include reminders about the need to protect personally identifiable information and the criminal penalties that apply to unauthorized access to, or disclosure of, personally identifiable information. <i>See</i> 5 U.S.C. 552a(i)(1). Furthermore, employees and contractors with access to databases maintaining personally identifiable information must sign a sanction document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>We retain most paper forms only until we film and verify them for accuracy. We then shred the paper records. We retain electronic and updated microfilm and microfiche records indefinitely. We update all tape, discs, microfilm, and microfiche files periodically. We erase out-of-date magnetic tapes and discs and we shred out-of-date microfiches.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Division of Enumeration Verification and Death Alerts, Office of Earnings, Enumeration, and Administrative Systems, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Persons can determine if this system contains a record about them by writing to the system manager at the above address and providing their name, SSN, or other information that may be in this system of records that will identify them. Persons requesting notification by mail must include a notarized statement to us to verify their identity or must certify in the request that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification of records in person must provide their name, SSN, or other information that may be in this system of records that will identify them, as well as provide an identity document, preferably with a photograph, such as a driver?s license. Persons lacking identification documents sufficient to establish their identity must certify in writing that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record about which notification is sought. If we determine that the identifying information the person provides by telephone is insufficient, we will require the person to submit a request in writing or in person. If a person requests information by telephone on behalf of another person, the subject person must be on the telephone with the requesting person and with us in the same phone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name), and ask for his or her consent to provide information to the requesting person. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Persons must also reasonably specify the record contents they are seeking. These procedures are in accordance with our regulations at 20 CFR 401.40(c).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Persons must also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with our regulations at 20 CFR 401.65(a).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>We obtain information in this system from SSN applicants (or persons acting on their behalf).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa" toc="yes">
<systemNumber>60-0059</systemNumber>

<subsection type="systemName">Earnings Recording and Self-Employment Income System, Social Security Administration, Office of Systems.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Social Security Administration, Office of Earnings, Enumerations and Administrative Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Social Security Administration, Office of Central Operations, Metro West Building, 300 North Greene Street, Baltimore, Maryland 21201.
</p><p>Records also may be located at contractor sites and in Social Security Administration (SSA) program service centers (PSC) (contact the system manager at the address below for contractor and PSC addresses).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system contains information about individuals who have been issued a Social Security number (SSN) and who may or may not have earnings under Social Security; or any person requesting, reporting, changing and/or inquiring about earnings information; or any person affected by the Coal Industry Retiree Health Benefit Act of 1992; or any person having a vested interest in a private pension fund.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system contains records of every SSN holder, his/her name, date of birth, sex, and race/ethnic data and a summary of his/her yearly earnings and quarters of coverage; special employment codes (i.e., self-employment, military, agriculture, and railroad); benefit status information; employer identification (i.e., employer identification numbers and pension plan numbers); minister waiver forms (i.e., forms filed by the clergy for the election or waiver of coverage under the Social Security Act); correspondence received from individuals pertaining to the above-mentioned items; the replies to such correspondence; information about miners and their families needed to administer the Coal Industry Retiree Health Benefit Act of 1992 and pension plan information (i.e., nature, form, and amount of vested benefits); and information about the period during which an employee or self-employed person is exempt from coverage and taxes under the social security system of a foreign country as a result of a Social Security agreement between the United States and that foreign country.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a) and 205(c)(2) and 233 of the Social Security Act (42 U.S.C. 405 and 433), the Federal Records Act of 1950 (64 Stat. 583), and the Employee Retirement Income Security Act of 1974 (Pub. L. 93-406), and the Coal Industry Retiree Health Benefit Act of 1992 (Pub. L. 102-486, 106 Stat. 2776).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is used for the following purposes:
</p><p>&#149; As a primary working record file of all SSN holders;
</p><p>&#149; As a quarterly record detail file to provide full data in wage investigation cases;
</p><p>&#149; To provide information for determining amount of benefits;
</p><p>&#149; To record all incorrect or incomplete earnings items;
</p><p>&#149; To reinstate incorrectly or incompletely reported earnings items;
</p><p>&#149; To record the latest employer of a wage earner;
</p><p>&#149; For statistical studies;
</p><p>&#149; For identification of possible overpayments of benefits;
</p><p>&#149; For identification of individuals entitled to additional benefits;
</p><p>&#149; To provide information to employers/former employers for correcting or reconstructing earnings records and for Social Security tax purposes;
</p><p>&#149; To provide workers and self-employed individuals with earnings statements or quarters of coverage statements;
</p><p>&#149; To provide information to SSA?s Office of the Inspector General for auditing benefit payments under Social Security programs;
</p><p>&#149; To provide information to the National Institute for Occupational Safety and Health for epidemiological research studies required by the Occupational Health and Safety Act of 1974;
</p><p>&#149; To assist SSA in responding to general inquiries about Social Security, including earnings or adjustments to earnings, and in preparing responses to subsequent inquiries;
</p><p>&#149; To store minister waivers, thus preventing erroneous payment of Social Security benefits;
</p><p>&#149; To make assignments of responsibility for paying premiums and to perform other functions under the Coal Industry Retiree Health Benefit Act of 1992;
</p><p>&#149; To issue certificates of coverage forms for United States citizens and residents who qualify for a foreign coverage exemption under the terms of a Social Security agreement between the United States and another country;
</p><p>&#149; To determine whether an individual who requests a certificate of coverage, establishing a foreign coverage exemption under a Social Security agreement, has been issued one or more certificates in the past; and
</p><p>&#149; To respond to inquiries concerning a worker?s Social Security coverage status from an appropriate agency in a country which has a Social Security agreement with the United States.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service IRS, or IRS regulations.
</p><p>1. To employers or former employers, including State Social Security administrators, for correcting and reconstructing State employee earnings records and for Social Security purposes.
</p><p>2. To the Department of the Treasury for:
</p><p>(a) Investigating the alleged forgery, or unlawful negotiation of Social Security checks; and
</p><p>(b) Tax administration as defined in 26 U.S.C. 6103 of the Internal Revenue Code.
</p><p>3. To the Railroad Retirement Board for administering provisions of the Railroad Retirement and Social Security Acts relating to railroad employment.
</p><p>4. To the Department of Justice (Federal Bureau of Investigation and United States Attorneys) for investigating and prosecuting violations of the Social Security Act.
</p><p>5. To a contractor for the purpose of collating, evaluating, analyzing, aggregating or otherwise refining records when the Social Security Administration contracts with a private firm. (The contractor shall be required to maintain Privacy Act safeguards with respect to such records.)
</p><p>6. To the Department of Energy for their study of low-level radiation exposure.
</p><p>7. To a congressional office in response to an inquiry from the congressional office made at the request of the subject of a record.
</p><p>8. To the Department of State for administering the Social Security Act in foreign countries through services and facilities of that agency.
</p><p>9. To the American Institute, a private corporation under contract to the Department of State, for administering the Social Security Act on Taiwan through facilities and services of that agency.
</p><p>10. To the Department of Veterans Affairs, Regional Office, Manila, Philippines, for administering the Social Security Act in the Philippines and other parts of the Asia-Pacific region through services and facilities of that agency.
</p><p>11. To State audit agencies for auditing State supplementation payments and Medicaid eligibility considerations.
</p><p>12. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>13. To a party named in an order, process, or interrogatory, in accordance with section 459 of the Social Security Act if a designee of the Agency is served with any such order, process, or interrogatory with respect to an individual?s child support or alimony payment obligations.
</p><p>14. To the Social Security Agency of a foreign country, to carry out the purpose of an international Social Security agreement entered into between the United States and the other country, pursuant to section 233 of the Social Security Act.
</p><p>15. To Federal, State, or local agencies (or agents on their behalf) for the purpose of validating Social Security numbers used in administering cash or non-cash income maintenance programs or health maintenance programs (including programs under the Social Security Act).
</p><p>16. To officers and employees of Federal, State or local agencies upon written request in accordance with the Internal Revenue Code (IRC) U.S.C. 6103(l)(7)), tax return information (e.g., information with respect to net earnings from self-employment, wages, payments of retirement income which have been disclosed to the Social Security Administration, and business and employment addresses) for purposes of, and to the extent necessary in, determining an individual?s eligibility for, or the correct amount of, benefits under certain programs listed in the IRC. These programs are:
</p><p>(a) Temporary Assistance to Needy Families provided under a State plan approved under part A of Title IV of the Social Security Act;
</p><p>(b) Medical assistance provided under a State plan approved under Title XIX of the Social Security Act;
</p><p>(c) Supplemental Security Income benefits provided under Title XVI of the Social Security Act, and federally administered supplementary payments of the type described in section 1616(a) of the Social Security Act (including payments pursuant to an agreement entered into under section 212(a) of Pub. L. 93-66);
</p><p>(d) Any benefits provided under a State plan approved under Title I, X, XIV, or XVI of the Social Security Act (as those Titles apply to Puerto Rico, Guam and the Virgin Islands);
</p><p>(e) Unemployment compensation provided under a State law described in section 3304 of the IRC;
</p><p>(f) Assistance provided under the Food Stamp Act of 1977; and
</p><p>(g) State-administered supplementary payments of the type described in section 1616(a) of the Social Security Act (including payments pursuant to an agreement entered into under section 212(a) of Pub. L. 93-66).
</p><p>17. To appropriate officers and employees of a State or local child support enforcement agency, upon written request in accordance with the Internal Revenue Code (26 U.S.C. 6103(l)(8)), tax return information (e.g., information with respect to net earnings from self-employment, wages, payments of retirement income which have been disclosed to the Social Security Administration, and business and employment addresses) for purposes of, and to the extent necessary in:
</p><p>(a) Establishing and collecting child support obligations from individuals who owe such obligations, and
</p><p>(b) Locating those individuals under a program established under Title IV-D of the Social Security Act (42 U.S.C. 651ff).
</p><p>18. To the Office of Personnel Management (OPM) the fact that a veteran is, or is not, eligible for retirement insurance benefits under the Social Security program for OPM?s use in determining a veteran?s eligibility for a civil service retirement annuity and the amount of such annuity.
</p><p>19. To the Department of Homeland Security (United States Citizenship and Immigration Services in accordance with 8 U.S.C. 1360(b), employee and employer name and address information for the purpose of informing that agency of the identities and locations of aliens who appear to be illegally employed.
</p><p>20. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>21. To the Office of Personnel Management information derived from this system for the purpose of computing civil service annuity offsets of civil service annuitants with military service or the survivors of such individuals pursuant to provisions of section 307 of Pub. L. 97-253.
</p><p>22. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>23. To the Office of Personnel Management, upon written request, tax return information for the purpose of administering the Civil Service and Federal Employees Retirement Systems in accordance with Chapter 83 and 84 of Title 5, U.S.C.
</p><p>24. To Rehabilitation Services Administration (RSA) for use in its program studies of, and development of enhancements for, State vocational rehabilitation programs. These are programs to which applicants or beneficiaries under Titles II and/or XVI of the Social Security Act may be referred. Data released to RSA will not include any personally identifying information (such as names or Social Security numbers).
</p><p>25. To Department of Veterans Affairs in accordance with the Internal Revenue Code (26 U.S.C. 6103(l)(7)), upon written request, tax return information for purposes of, and to the extent necessary for determining eligibility for, or the amount of, benefits under the following programs:
</p><p>(a) Any needs-based pension provided under chapter 15 of Title 38, U.S.C. or under any other law administered by the Secretary of Veterans Affairs;
</p><p>(b) Parents? dependency and indemnity compensation provided under section 1315 of Title 38, U.S.C.;
</p><p>(c) Health-care services furnished under sections 1710(a)(1)(I), 1710(a)(2), 1710(b), and 1712(a)(2)(B) of Title 38, U.S.C.;
</p><p>(d) Compensation paid under chapter 11 of Title 38, U.S.C., at the 100 percent rate based solely on unemployables and without regard to the fact that the disability or disabilities are not rated as 100 percent disabling under the rating schedule.
</p><p>The tax return information which may be disclosed under this paragraph includes wages, net earnings from self-employment, payments of retirement income which have been disclosed to the Social Security Administration, and business and employment addresses, except that information on payments of retirement income will not be disclosed for use with respect to programs described in subparagraph (d).
</p><p>26. To trustees of the United Mine Workers of America Combined Benefit Fund pursuant to section 9706(e)(1) of the Internal Revenue Code as added by the Coal Industry Retiree. Health Benefit Act of 1992, Pub. L. 102-486, 106 Stat. 2776 (codified at 26 U.S.C. 9701-9721 (1992)), the identity of each coal industry assigned operator determined to be responsible for annual premiums, and the names and Social Security numbers of eligible beneficiaries with respect to whom the operator is identified.
</p><p>27. To the United Mine Workers of America Combined Benefit Fund pursuant to section 9706(e)(2) of the Internal Revenue Code as added by the Coal Industry Retiree Health Benefit Act of 1992, Pub. L. 102-486, 106 Stat. 2776 (codified at 26 U.S.C. 9701-9721 (1992)), the names and Social Security numbers of eligible beneficiaries who have been assigned to a coal industry assigned operator responsible for that individual?s annual premiums payable and a brief summary of the facts related to the basis for such assignments.
</p><p>28. To the coal industry assigned operator determined to be responsible for an individual?s annual premiums payable to the United Mine Workers of America Combined Benefit Fund pursuant to section 9706(f)(1) of the Internal Revenue Code as added by the Coal Industry Retiree Health Benefit Act of 1992, Pub. L. 102-486, 106 Stat. 2776 (codified at 26 U.S.C. 9701-9721 (1992)), detailed information from an individual?s work history and other detailed information as to the basis for the assignment of that individual.
</p><p>29. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>30. To entities conducting epidemiological or similar research projects, upon request, information as to whether an individual is alive or deceased pursuant to section 1106(d) of the Social Security Act (42 U.S.C. 1306(d)), provided that:
</p><p>(a) The Social Security Administration (SSA) determines, in consultation with the Department of Health and Human Services, that the research may reasonably be expected to contribute to a national health interest; and
</p><p>(b) The requester agrees to reimburse SSA for the costs of providing the information; and
</p><p>(c) The requester agrees to comply with any safeguards and limitations specified by SSA regarding re-release or re-disclosure of the information.
</p><p>31. To Federal, State, and local agencies for determining alien applicants? eligibility for programs or benefit programs covered by sections 402, 412, 421 and/or 435 of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, Pub. L. 104-193, SSA will disclose information regarding quarters of coverage (non-tax return information) earned by:
</p><p>&#149; The alien applicant;
</p><p>&#149; His/her parents while the alien was under age 18; and/or
</p><p>&#149; His/her spouse during the marriage (if the alien remains married to such spouse or the marriage ended with the death of the spouse).
</p><p>32. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>33. To the Department of Housing and Urban Development (HUD) in accordance with the Internal Revenue Code (26 U.S.C. 6103(l)(7)), upon written request, tax return information (e.g., information with respect to wages, net earnings from self-employment, and payments of retirement income which have been disclosed to the Social Security Administration,) for use by HUD in an initial or periodic review of the income of an applicant or participant in any HUD housing assistance program.
</p><p>34. To any source that has, or is expected to have, information that the Social Security Administration needs in order to establish or verify a person?s eligibility for a certificate of coverage under a Social Security agreement authorized by section 233 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained as paper forms, correspondence in manila folders on open shelving, paper lists, punch-cards, microfilm, magnetic tapes, and discs with online access files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed by SSN, name, and employer identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for automated records have been established in accordance with the Systems Security Handbook. This includes maintaining the magnetic tapes and discs within an enclosure attended by security guards. Anyone entering or leaving this enclosure must have a special badge issued only to authorized personnel.
</p><p>For computerized records electronically transmitted between Central Office and field office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal-oriented transaction matrix, and an audit trail. All microfilm and paper files are accessible only by authorized personnel who have a need for the information in the performance of their official duties.
</p><p>Expansion and improvement of SSA?s telecommunications systems has resulted in the acquisition of terminals equipped with physical key locks. The terminals also are fitted with adapters to permit the future installation of data encryption devices and devices to permit the identification of terminal users. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>All paper forms and cards are retained until they are filmed or are entered on tape and their accuracy is verified. Then they are destroyed by shredding. All tapes, discs, and microfilm files are updated periodically. The out-of-date magnetic tapes and discs are erased. The out-of-date microfilm is shredded.
</p><p>SSA retains correspondence for 1 year when it concerns documents returned to an individual, denials of confidential information, release of confidential information to an authorized third party and undeliverable material, for 4 years when it concerns information and evidence pertaining to coverage, wage, and self-employment determinations or when the statute of limitations is involved, and permanently when it affects future claims development especially coverage, wage, and self-employment determinations. Correspondence is destroyed, when appropriate, by shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Division of Earnings Correction and Use, Office of Earnings, Enumeration and Administration Systems, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>SSN applicants, employers and self-employed individuals; DOJ, the Department of Homeland Security (United States Citizenship and Immigration Services); the Department of Treasury; the United Mine Workers of America Combined Benefit Fund; an existing system of records maintained by SSA, Master Beneficiary Record, 60-0090; correspondence, replies to correspondence, and earnings modifications resulting from SSA internal processes.
</p></xhtmlContent></subsection></section>
<section id="ssa63" toc="yes">
<systemNumber>60-0063</systemNumber>
<subsection type="systemName">Resource Accounting and Project Management System, SSA/OS.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of System Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All employees of the Social Security Administration who are responsible for ADP-related workloads.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Personnel, including skills and availability utilization, and machine resource expenditures by work effort for ADP-related workloads. Information is captured by use of individual clerk number to identify employee time and by information contained in computer run card to identify machine time. Time is associated to work effort by a project/service request/task number structure. Data captured relating to work efforts includes: Description of work, planned, authorized and obligated resources by skill category, responsible organizational component and responsible manager, user(s) priority and start and target dates.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 702 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system is used to project and account for all Office of Systems personnel and machine resource expenditures as they relate to ADP-related workloads. Report packages and on-line capabilities are available for use by all levels of management within the SSA Office of Systems. Data included in the reports may be sorted in various ways to show information including personnel utilization, work effort in progress as well as budget and project status.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendent is:
</p><p>(a) The Department of Health and Human Service (HHS), any component of HHS, or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determined that the claim, if successful is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>3. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>4. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>5. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in magnetic media (e.g., magnetic tapes and discs).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Personnel records are indexed based on individual clerk number. Work efforts are identified by project service request number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards are established in accordance with the HHS Automated Data Processing Manual, "Part 6, ADP System Security." Information is distributed to the user and project managers only. The records are accessible only by use of assigned secure passwords. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administratioin employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Active records will remain on-line until complete. Records will be purged on an annual basis with complete records transferred to tape for 2 years. At the end of 2 years, tapes are erased and returned to stock.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Division of Strategic Planning and Integration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if ths system contains a record pertaining to him or her by providing his or her name and clerk number to: Chief, Resource Accounting Branch, Division or Strategic Planning and Integration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably specify the record contents they are seeking. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the individual or project managers.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa75" toc="yes">
<systemNumber>60-075</systemNumber>
<subsection type="systemName">Congressional Bills Tracking System, SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Legislative and Regulatory Policy, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of Congress.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Listing of bills to amend the Social Security Act. Includes bill number, sponsor?s name, state and party affiliation, date of introduction of bill, and a 3-digit subject code.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S. Code 301.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is used for the purposes of tracking Social Security legislation as it progresses in the Congress, and keeping a historical record and accounting of Social Security legislation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Computer terminal (magnetic tape), and paper listings.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Bill name, subject matter, and name of sponsor.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for the automated records have been established in accordance with the Department of Health and Human Services? Automated Data Processing Manual, "Part 6, ADP System Security." The information is accessed on a limited need-to-know basis by staff of the Legislative Reference Office. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal records.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Information in this system is retained for duration of each Congress. (A listing by subject matter is retained indefinitely.)
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Legislative Reference Officer, Room 416, Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by writing to the system manager at the address shown above. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably specify the record contents they are seeking. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is derived from the Congressional Record.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa77" toc="yes">
<systemNumber>60-0077</systemNumber>
<subsection type="systemName">Congressional Inquiry File, Social Security Administration, Regional Offices.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>1. Offices of the Regional Commissioners, Social Security Administration (SSA) (see the system manager section below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_c.htm</i> for address information).
</p><p>2. Social Security field offices (consult local telephone directories for addresses and telephone numbers).
</p><p>3. Teleservice centers (contact the system manager at the address below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_e.htm</i> for the addresses of SSA?s teleservice centers).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system contains a record of congressional representatives and the individuals about whom they inquire.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Correspondence to and from congressional representatives.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205(a) of the Social Security Act (42 U.S.C. 405).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is used to control and respond to correspondence from congressional representatives.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of the Treasury, Internal Revenue Service, as necessary, for the purpose of auditing the Social Security Administration?s compliance with the safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>3. To Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records generally are maintained in paper form in manila type folders. However, records also may be maintained in magnetic media (e.g., on disc, microcomputer).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved alphabetically by the Congressperson?s or individual?s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>These records usually are available to personnel who have a need for them in the performance of their official duties. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>These records are generally retained for 6 months to 3 years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont):
</p><p>Assistant Regional Commissioner, Field Operations, Office of the Regional Commissioner, Room 1100, John F. Kennedy Federal Building, Boston, MA 02203.
</p><p>In the New York Region (New Jersey, New York, Puerto Rico, Virgin Islands):
</p><p>Executive Support Staff, Office of the Regional Commissioner, Room 40-100, 24 Federal Plaza, New York, NY 10278.
</p><p>In the Philadelphia Region (Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia):
</p><p>Assistant Regional Commissioner for Processing Center Operations, Office of the Regional Commissioner, P.O. Box 8788, Mail Stop 22, Philadelphia, PA 19101.
</p><p>In the Atlanta Region (Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee):
</p><p>Director, Office of Congressional, Governmental and External Affairs, Office of the Regional Commissioner, 101 Marietta Tower, Suite 1902, P.O. Box 1684, Atlanta, GA 30301.
</p><p>In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin):
</p><p>Regional Public Affairs Office, Office of the Regional Commissioner, 105 W. Adams St., 10th Floor, Chicago, IL 60603.
</p><p>In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas):
</p><p>Executive Officer, Office of the Regional Commissioner, Room 1420, 1200 Main Tower Building, Dallas, TX 75202.
</p><p>In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
</p><p>Assistant Regional Commissioner, Programs Operations and Systems, Office of the Regional Commissioner, Room 436, Federal Office Building, 601 East 12th Street, Kansas City, MO 64106.
</p><p>In the Denver Region (Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming):
</p><p>Assistant Regional Commissioner, Management and Budget, Office of the Regional Commissioner, Federal Office Building, 1961 Stout Street, Denver, CO 80294.
</p><p>In the San Francisco Region (American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Marianna Islands):
</p><p>Regional Public Affairs Officer, Office of the Regional Commissioner, 75 Hawthorne St., San Francisco, CA 94105.
</p><p>In the Seattle Region (Alaska, Idaho, Oregon, Washington):
</p><p>Assistant Regional Commissioner, Field Operations, Office of the Regional Commissioner, M/S RX-52, 2201 Sixth Avenue, Seattle, WA 98121.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from congressional representatives.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa78" toc="yes">
<systemNumber>60-0078</systemNumber>
<subsection type="systemName">Public Inquiry Correspondence File, Social Security Administration, Regional Offices.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>1. Offices of the Regional Commissioners, Social Security Administration (SSA) (see system manager section below for address information).
</p><p>2. Social Security field offices (consult local telephone directories for addresses and telephone numbers).
</p><p>3. Teleservice centers (contact the system manager at the address below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_e.htm</i> for the addresses of SSA?s teleservice centers).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the public who make inquiries to SSA, generally regarding benefit information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Copies of inquires from the public and replies from SSA, generally regarding benefit information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205(a) of the Social Security Act (42 U.S.C. 405).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is maintained in this file in case an inquirer requests information or files a formal application for benefits. Consequently, the information can be used as a filing date for benefit purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of the Treasury, Internal Revenue Service, as necessary, for the purpose of auditing the Social Security Administration?s compliance with the safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>3. To Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>(a) To enable them to protect the safety of Social Security Administration (SSA) employees and customers, the security of the SSA workplace and the operation of SSA facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.
</p><p>7. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>8. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records generally are maintained in paper form in folders in standard file cabinets. However, records also may be maintained in magnetic media (e.g., disc, microcomputer).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name of inquirer or name of person about whom information is requested.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Information in this system is restricted to Agency personnel who need them in the performance of their official duties. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are retained for up to 3 years and then disposed of by shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont)
</p><p>Assistant Regional Commissioner, Field Operations, Office of the Regional Commissioner, Room 1900, John F. Kennedy Federal Building, Boston, MA 02203-1900.
</p><p>In the New York Region (New Jersey, New York, Puerto Rico, Virgin Islands)
</p><p>Regional Public Affairs Office, Office of the Regional Commissioner, Social Security Administration, Room 40-100, 26 Federal Plaza, New York, NY 10278.
</p><p>In the Philadelphia Region (Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia)
</p><p>Assistant Regional Commissioner, Programs, Office of the Regional Commissioner, P.O. Box 8788, Mail Stop 22, Philadelphia, PA 19101.
</p><p>In the Atlanta Region (Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee)
</p><p>Regional Commissioner?s Inquiry Unit, Office of the Regional Commissioner, Social Security Administration, 61 Forsyth Street, NW., Atlanta, GA 30303.
</p><p>In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin)
</p><p>Assistant Regional Commissioner, Programs Operations and Systems, Office of the Regional Commissioner, 105 W. Adams Street, 10th Floor, Chicago, IL 60603.
</p><p>In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas)
</p><p>Office of the Regional Commissioner, Social Security Administration, Room 1440, 1200 Main Tower, Dallas, TX 75202.
</p><p>In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska)
</p><p>Assistant Regional Commissioner, Programs Operations and Systems, Office of the Regional Commissioner, Room 436, Federal Office Building, 601 East 12th Street, Kansas City, MO 64106.
</p><p>In the Denver Region (Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming)
</p><p>Assistant Regional Commissioner, Management and Budget, Office of the Regional Commissioner, Federal Office Building, 1961 Stout Street, Denver, CO 80294.
</p><p>In the San Francisco Region (American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Marianna Islands):
</p><p>Regional Communications Director, Office of the Regional Commissioner, P.O. Box 4201, Richmond, CA 94804.
</p><p>In the Seattle Region (Alaska, Idaho, Oregon, Washington)
</p><p>Assistant Regional Commissioner, Field Operations, Office of the Regional Commissioner, M/S RX-52, 2201 Sixth Avenue, Seattle, WA 98121.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him/her by contacting the most convenient SSA field office (FO) or by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. FO addresses and telephone numbers can be found in local telephone directories under "Social Security Administration," or by accessing <i>http://www.ssa.gov/regions/regional.html</i>. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is furnished by the inquirer and generated by SSA in response to inquiries.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa89" toc="yes">
<systemNumber>60-0089</systemNumber>
<subsection type="systemName">Claims Folders System, Social Security Administration, Office of the General Counsel, Office of Public Disclosure.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>The claims folders initially are established and maintained in Social Security field offices when claims for benefits are filed or a lead is expected to result in a claim. Telephone and address information for Social Security field offices may be found in local telephone directories under Social Security Administration (SSA). This information can also be found on the Agency?s Web site, Social Security Online. The claims folders are retained in field offices until all development has been completed, and then transferred to the appropriate processing center as set out below. In addition, the information provided by Social Security claimants on the application for benefits is maintained as a computerized record. The computerized records are maintained at the following address: Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>Supplemental Security Income (SSI) claims folders are held in Social Security field offices pending establishment of a payment record, or until the appeal period in a denied claim situation has expired. The folders are then transferred to a folder-staging facility (FSF) in Wilkes-Barre, Pennsylvania. The address is:
</p><p>Social Security Administration, SSI Folder Staging Operations, Wilkes-Barre Data Operations Center, PO Box 7000, Wilkes-Barre, PA 18703.
</p><p>Retirement and Survivors Insurance (RSI) claims folders are maintained primarily in the SSA?s PSCs (contact the system manager at the address below for PSC address information). If the individual to whom the claim pertains resides outside the United States or any of its possessions, the folder is maintained in the Office of Central Operations (OCO) Rolling Heights Building (Megasite). The address for the Megasite is: 2255 Rolling Road, Baltimore, MD 21244.
</p><p>Disability Insurance (DI) claims folders for individuals under age 55 are maintained primarily in the OCO Megasite (see the address above).
</p><p>DI claims folders for disabled individuals age 55 and over are maintained in SSA?s National Records Center (NRC). The address for the NRC is: 601 S. 291 Hwy., 6000 E. Geospace Dr., Independence, MO 64056.
</p><p>If the individual to whom the claim pertains resides outside the United States or any of its possessions, DI claims folders for individuals are maintained in the OCO Megasite (see the address above).
</p><p>Special Veterans Benefits (SVB) claims folders are held in Social Security field offices and the Veterans Affairs Regional Office (VARO), Philippines pending establishment of a payment record or until the appeal period in a denied claim situation has expired. Contact the system manager for address information for SVB claims folders maintained in the VARO, Philippines. The VA data file associated with SVB claims is located in SSA?s San Francisco Regional Office. The address is: Center for Infrastructure, Systems Support Staff, Frank Hagel Federal Building, 1221 Nevin Avenue, Richmond, California 94801.
</p><p>In addition, claims folders are transferred to the General Services Administration and on occasion may be temporarily transferred to other Federal agencies. The DI claims folders also are transferred to State agencies for disability and vocational rehabilitation determinations. Contact the system manager for address information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants, applicants, beneficiaries and potential claimants for benefits and payments administered by the Social Security Administration (e.g., title II RSI and DI benefits; and title VIII SVB and title XVI SSI payments). Folders also are maintained on claims that have been denied.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The claims folder contains the name and Social Security number of the claimant or potential claimant; the application for benefits; earnings record information established and maintained by SSA; documents supporting findings of fact regarding factors of entitlement and continuing eligibility; payment documentation; correspondence to and from claimants and/or representatives; information about representative payees; and leads information from third parties such as social service agencies, IRS, VA and mental institutions. There is also a VA data file associated with SVB claims. This data includes potential beneficiaries for title VIII SVB and will be used to help determine individuals? eligibility.
</p><p>The claims folder also may contain data collected as a result of inquiries or complaints, and evaluation and measurement studies of the effectiveness of claims policies. Separate files may be maintained of certain actions, which are entered directly into the computer processes. These relate to reports of changes of address, work status, and other post-adjudicative reports. Separate files also temporarily may be maintained for the purpose of resolving problem cases. Separate abstracts also are maintained for statistical purposes (i.e., disallowances, technical denials, and demographic and statistical information relating to disability decisions).
</p><p>In addition, the claims folder may contain information collected in connection with SSA?s Claimant Identification Pilot Projects. This information includes: photocopies of identification documents, photographs taken by field office personnel or a report of contact or other documentation explaining why an individual refused to allow SSA to take their photograph, flag on the folder indicating the case is part of the pilot, and the evaluation forms developed for the pilot.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 202-205, 223, 226, 228, 1611, 1631, 1818, 1836, and 1840 (42 U.S.C. 402-405, 423, 426, 428, 1382, 1383, 1395i-2, 1395o and 1395s and title VIII of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Each claim constitutes a basic record for payments and determinations under the Social Security Act. The information in the claims folder is used to produce and maintain the Master Beneficiary Record (60-0090), which is the automated payment system for RSI and DI benefits; the Supplemental Security Income Record (60-0103), which is the automated payment system for SSI payments for the aged, blind, disabled and SVB payments under title VIII of the Act; the Black Lung Payment System (60-0045), which is the payment system for BL claims; and the Health Insurance Billing and Collection Master Record system (70-0522) which is the payment system for HI and Supplementary Medical Insurance (Medicare) benefits.
</p><p>Claims folders information is used throughout SSA for purposes of pursuing claims; determining, organizing and maintaining documents for making determinations of eligibility for benefits, the amount of benefits, the appropriate payee for benefits; reviewing continuing eligibility; holding hearings or administrative review processes; ensuring that proper adjustments are made based on events affecting entitlement; and answering inquiries.
</p><p>Claims folders may be referred to State disability determination services agencies or vocational rehabilitation agencies in disability cases. They may also be used for quality review, evaluation, and measurement studies, and other statistical and research purposes. Extracts may be maintained as interviewing tools, activity logs, records of claims clearance, and records of type or nature of actions taken.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To third party contacts in situations where the party to be contacted has, or is expected to have, information relating to the individual?s capability to manage his/her affairs or his/her eligibility for or entitlement to benefits under the Social Security program when:
</p><p>(a) The individual is unable to provide information being sought. An individual is considered to be unable to provide certain types of information when:
</p><p>(i) He/she is incapable or of questionable mental capability;
</p><p>(ii) He/she cannot read or write;
</p><p>(iii) He/she cannot afford the cost of obtaining the information;
</p><p>(iv) He/she has a hearing impairment, and is contacting SSA by telephone through a telecommunications relay system operator;
</p><p>(v) A language barrier exists; or
</p><p>(vi) The custodian of the information will not, as a matter of policy, provide it to the individual; or
</p><p>(b) The data are needed to establish the validity of evidence or to verify the accuracy of information presented by the individual, and it concerns one or more of the following:
</p><p>(i) His/her eligibility for benefits under the Social Security program;
</p><p>(ii) The amount of his/her benefit payment; or
</p><p>(iii) Any case in which the evidence is being reviewed as a result of suspected abuse or fraud, concern for program integrity, or for quality appraisal, or evaluation and measurement activities.
</p><p>2. To third party contacts where necessary to establish or verify information provided by representative payees or payee applicants.
</p><p>3. To a person (or persons) on the rolls when a claim is filed by an individual which is adverse to the person on the rolls, i.e.,
</p><p>(a) An award of benefits to a new claimant precludes an award to a prior claimant; or
</p><p>(b) An award of benefits to a new claimant will reduce the benefit payments to the individual(s) on the rolls; but only for information concerning the facts relevant to the interests of each party in a claim.
</p><p>4. To employers or former employers for correcting or reconstructing earnings records and for Social Security tax purposes only.
</p><p>5. To the Department of the Treasury for:
</p><p>(a) Collecting Social Security taxes or as otherwise pertinent to tax and benefit payment provisions of the Act (including SSN verification services); or
</p><p>(b) Investigating alleged theft, forgery, or unlawful negotiation of Social Security checks.
</p><p>6. To the United States Postal Service for investigating the alleged forgery, theft or unlawful negotiation of Social Security checks.
</p><p>7. To the Department of Justice (DOJ) for:
</p><p>(a) Investigating and prosecuting violations of the Act to which criminal penalties attach,
</p><p>(b) Representing the Commissioner, or
</p><p>(c) Investigating issues of fraud by agency officers or employees, or violation of civil rights.
</p><p>8. To the Department of State and its agents for administering the Act in foreign countries through facilities and services of that agency.
</p><p>9. To the American Institute of Taiwan and its agents for administering the Act in Taiwan through facilities and services of that organization.
</p><p>10. To the Department of Veterans Affairs, Philippines Regional Office and its agents for administering the Act in the Philippines through facilities and services of that agency.
</p><p>11. To the Department of Interior and its agents for administering the Act in the Northern Mariana Islands through facilities and services of that agency.
</p><p>12. To RRB for administering provisions of the Act relating to railroad employment.
</p><p>13. To State Social Security Administrators for administration of agreements pursuant to section 218 of the Act.
</p><p>14. To State audit agencies for:
</p><p>(a) Auditing State supplementation payments and Medicaid eligibility considerations; and
</p><p>(b) Expenditures of Federal funds by the State in support of the DDS.
</p><p>15. To private medical and vocational consultants for use in making preparation for, or evaluating the results of, consultative medical examinations or vocational assessments which they were engaged to perform by SSA or a State agency acting in accord with sections 221 or 1633 of the Act.
</p><p>16. To specified business and other community members and Federal, State, and local agencies for verification of eligibility for benefits under section 1631(e) of the Act.
</p><p>17. To institutions or facilities approved for treatment of drug addicts or alcoholics as a condition of the individual?s eligibility for payment under section 1611(e)(3) of the Act and as authorized by regulations issued by the Special Action Office for Drug Abuse Prevention.
</p><p>18. To applicants, claimants, prospective applicants or claimants, other than the data subject, their authorized representatives or representative payees to the extent necessary to pursue Social Security claims and to representative payees when the information pertains to individuals for whom they serve as representative payees, for the purpose of assisting SSA in administering its representative payment responsibilities under the Act and assisting the representative payees in performing their duties as payees, including receiving and accounting for benefits for individuals for whom they serve as payees.
</p><p>19. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>20. In response to legal process or interrogatories relating to the enforcement of an individual?s child support or alimony obligations, as required by sections 459 and 461 of the Act.
</p><p>21. To Federal, State, or local agencies (or agents on their behalf) for administering cash or non-cash income maintenance or health maintenance programs (including programs under the Act). Such disclosures include, but are not limited to, release of information to:
</p><p>(a) RRB for administering provisions of the Railroad Retirement and Social Security Acts relating to railroad employment and for administering the Railroad Unemployment Insurance Act;
</p><p>(b) The VA for administering 38 U.S.C. 412, and upon request, information needed to determine eligibility for or amount of VA benefits or verifying other information with respect thereto;
</p><p>(c) The Department of Labor for administering provisions of Title IV of the Federal Coal Mine Health and Safety Act, as amended by the Black Lung Benefits Act;
</p><p>(d) State welfare departments for administering sections 205(c)(B)(i)(II) and 402(a)(25) of the Act requiring information about assigned SSNs for AFDC program purposes only;
</p><p>(e) State agencies for making determinations of Medicaid eligibility; and
</p><p>(f) State agencies for making determinations of food stamp eligibility under the food stamp program.
</p><p>22. To State welfare departments:
</p><p>(a) Pursuant to agreements with SSA for administration of State supplementation payments;
</p><p>(b) For enrollment of welfare recipients for medical insurance under section 1843 of the Act; and
</p><p>(c) For conducting independent quality assurance reviews of SSI recipient records, provided that the agreement for Federal administration of the supplementation provides for such an independent review.
</p><p>23. To State vocational rehabilitation agencies or State crippled children?s service agencies (or other agencies providing services to disabled children) for consideration of rehabilitation services per sections 222(a) and 1615 of the Act.
</p><p>24. To the Social Security agency of a foreign country, to carry out the purpose of an international Social Security agreement entered into between the United States and the other country, pursuant to section 233 of the Act.
</p><p>25. To IRS, Department of the Treasury, for the purpose of auditing SSA?s compliance with the safeguard provisions of the IRC of 1986, as amended.
</p><p>26. To the Office of the President for responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>27. To third party contacts (including private collection agencies under contract with SSA) for the purpose of their assisting SSA in recovering overpayments.
</p><p>28. To DOJ (Immigration and Naturalization), upon request, to identify and locate aliens in the United States pursuant to section 290(b) of the Immigration and Nationality Act (8 U.S.C. 1360(b)).
</p><p>29. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>30. Non-tax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archive and Records Administration (NARA) for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984.
</p><p>31. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>32. Addresses of beneficiaries who are obligated on loans held by the Secretary of Education or a loan made in accordance with 20 U.S.C. 1071, et seq. (the Robert T. Stafford Student Loan Program) may be disclosed to the Department of Education as authorized by section 489A of the Higher Education Act of 1965.
</p><p>33. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>34. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>(a) To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace and the operation of SSA facilities, or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>35. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records generally are maintained manually in file folders. However, some records may be maintained in magnetic media (e.g., on disk and microcomputer).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Claims folders are retrieved both numerically by SSN and alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper claims folders are protected through limited access to SSA records. Access to the records is limited to those employees who require such access in the performance of their official duties. All employees are instructed in SSA confidentiality rules as a part of their initial orientation training.
</p><p>Safeguards for automated records have been established in accordance with the Systems Security Handbook. All magnetic tapes and disks are within an enclosure attended by security guards. Anyone entering or leaving this enclosure must have special badges, which are issued only to authorized personnel. All microfilm and paper files are accessible only by authorized personnel and are locked after working hours.
</p><p>For computerized records, electronically transmitted between SSA?s central office and field office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal oriented transaction matrix, and an audit trail.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The retention periods for claims folders are as follows:
</p><p>A. RSI Claims Folders
</p><p>Folders for disallowed life and death claims, withdrawals, and lump-sum claims in which potential entitlements exist are transferred to the FRC after being so identified and then destroyed 10 years thereafter.
</p><p>Folders for awarded claims where the last payment has been made and there is no future potential claimant indicated in the record are transferred to the FRC and then destroyed 5 years thereafter.
</p><p>B. DI Claims Folders
</p><p>Folders for DI denial claims are transferred to the FRC after expiration of the reconsideration period and then destroyed 10 years thereafter.
</p><p>Folders for terminated DI claims are transferred to the FRC after being identified as eligible for transfer and then destroyed 10 years thereafter.
</p><p>C. SSI Claims Folders and SVB Folders
</p><p>Folders for SSI and SVB death termination claims are destroyed 2 years after resolution of possible outstanding overpayments or underpayments. Folders for other SSI and SVB terminations are transferred to the FRC after termination and destroyed after 6 years, 6 months.
</p><p>When a subsequent claim is filed on the SSN the claim folder is recalled from the FRC. Similarly, claims folders may be recalled from the FRC at any time by SSA, as necessary, in the administration of Social Security programs. When this occurs, the folder will be temporarily maintained in a Social Security field, regional or central office.
</p><p>Separate files of actions entered directly into the computer processes are shredded or destroyed by heat after 1 to 6 months. Claims leads that do not result in a filing of an application are destroyed 6 months after the inquirer is invited by letter to file a claim.
</p><p>All paper claim files are disposed of by shredding or the application of heat when the retention periods have expired.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Executive Director, Office of Public Disclosure, Office of the General Counsel, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>When requesting notification, the individual should provide the type of claim he or she filed (RSI, DI, HI, BL special minimum payments, SSI or SVB). If more than one claim is filed, each should be identified, whether he/she is or has been receiving benefits, whether payments are being received under his or her own SSN, and if not, the name and SSN under which received, if benefits have not been received, the approximate date and place the claim was filed, and his/her address and/or telephone number. (Furnishing the SSN is voluntary, but it will make searching for an individual?s record easier and prevent delay.)
</p><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him or her and who would be willing to provide the entire record(s) to the individual. These procedures are in accordance with SSA Regulations (20 CFR 401.55).
</p><p>A parent or guardian who requests notification of or access to a minor?s medical record shall at the time he/she makes the request designate a physician or other health professional (other than a family member) who is capable of explaining the contents of the medical record(s) to him or her and who would be willing to provide the entire record(s) to the individual. These procedures are in accordance with SSA Regulations (20 CFR 401.55).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the information they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from claimants, beneficiaries, applicants and recipients; accumulated by SSA from reports of employers or self-employed individuals; various local, State, and Federal agencies; claimant representatives and other sources to support factors of entitlement and continuing eligibility or to provide leads information.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa90" toc="yes">
<systemNumber>60-0090</systemNumber>
<subsection type="systemName">Master Beneficiary Record, Social Security Administration, Deputy Commissioner for Systems, Office of Retirement and Survivors Insurance Systems (ORSIS).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Telecommunications and Systems Operations, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Social Security beneficiaries who are, or were, entitled to receive Retirement and Survivors Insurance (RSI), or Disability Insurance (DI) benefits, including individuals who have received a RSI or DI payment since November 1978, even if their payment is not part of an ongoing award of benefits; individuals (non-claimants) on whose earnings records former spouses apply for RSI or DI benefits; persons who are only enrolled in the Hospital or Supplementary Medical Insurance (SMI) programs; and claimants whose benefits have been denied or disallowed.
</p><p>The system also contains short references to records for persons entitled to Supplemental Security Income payments, black lung benefits or railroad retirement board benefits.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The Master Beneficiary Record (MBR) contains information about each claimant who has applied for RSI or DI benefits, or to be enrolled in the Hospital or SMI programs; a record of the amount of Federal tax withheld on benefits paid to nonresident aliens; and the aggregate amount of benefit payments, repayments and reductions with respect to an individual in a calendar year. A record is maintained under each individual?s Social Security number (SSN). However, if the individual has filed on another person?s SSN, only a short "pointer" record is maintained. Personal and general data about the claim is maintained under the SSN of that claim. Data about the claimant can be accessed using the claimant?s SSN or the SSN on which benefits have been awarded or claimed (claim account number (CAN)).
</p><p>There are three types of data in each CAN:
</p><p><i>Account data:</i> This includes the primary insurance amount, insured status of the SSN holder (if no monthly benefits are payable), data relating to the computation (use of military service credits, railroad retirement credits, or coverage credits earned under the Social Security system of a foreign country when the claim is based on a totalization agreement), and, if only survivor?s benefits have been paid, identifying data about the SSN holder (full name, date of birth, date of death and verification of date of death).
</p><p><i>Payment data:</i> This includes the payee?s name and address, data about a financial institution (if benefits are sent directly to the institution for deposit), the monthly payment amount, the amount and date of a one-time payment of past due benefits, and, where appropriate, a scheduled future payment.
</p><p><i>Beneficiary data:</i> This includes personal information (name, date of birth, sex, date of filing, relationship to the SSN holder, other SSNs, benefit amount and payment status), and, if applicable, information about a representative payee, data about disability entitlement, worker?s compensation offset data, estimates and report of earnings, or student entitlement information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 202-205, 223, 226, 228, 1818, 1836, and 1840 of the Social Security Act (42 U.S.C. 402-405, 423, 426, 428, 1395i-2, 1395o, and 1395s).
</p><p>Purposes(s):
</p><p>Data in this system are used by a broad range of Social Security Administration (SSA) employees for responding to inquiries, generating follow-ups on beneficiary reporting events, computer exception processing, statistical studies, conversion of benefits, and generating records for the Department of the Treasury to pay the correct benefit amount.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To applicants or claimants, prospective applicants or claimants (other than the data subject), their authorized representatives or representative payees to the extent necessary to pursue Social Security claims, and to representative payees, when the information pertains to individuals for whom they serve as representative payees, for the purpose of assisting the Social Security Administration in administering its representative payment responsibilities under the Act and assisting the representative payees in performing their duties as payees, including receiving and accounting for benefits for individuals for whom they serve as payees.
</p><p>2. To third party contacts (e.g., employers and private pension plan) in situations where the party to be contacted has, or is expected to have, information relating to the individual?s capability to manage his/her affairs or his/her eligibility for, or entitlement to, benefits under the Social Security program when:
</p><p>(a) The individual is unable to provide information being sought. An individual is considered to be unable to provide certain types of information when:
</p><p>(i) He/she is incapable or of questionable mental capability;
</p><p>(ii) He/she cannot read or write;
</p><p>(iii) He/she cannot afford the cost of obtaining the information;
</p><p>(iv) He/she has a hearing impairment, and is contacting SSA by telephone through a telecommunications relay system operator;
</p><p>(v) A language barrier exists; or
</p><p>(vi) The custodian of the information will not, as a matter of policy, provide it to the individual; or
</p><p>(b) The data are needed to establish the validity of evidence or to verify the accuracy of information presented by the individual, and it concerns one or more of the following:
</p><p>(i) His/her eligibility for benefits under the Social Security program;
</p><p>(ii) The amount of his/her benefit payment; or
</p><p>(iii) Any case in which the evidence is being reviewed as a result of suspected fraud, concern for program integrity, quality appraisal, or evaluation and measurement activities.
</p><p>3. To third party contacts that may have information relevant to the Social Security Administration?s establishment or verification of information provided by representative payees or payee applicants.
</p><p>4. To a Social Security beneficiary/claimant when a claim is filed by another individual on the same record which is adverse to the beneficiary, but only information concerning the facts relevant to the interests of each party in a claim; e.g.:
</p><p>(a) An award of benefits to a new claimant precludes an award to a prior claimant; or
</p><p>(b) An award of benefits to a new claimant will reduce the benefit payments to the individual(s) on the roll.
</p><p>5. To the Department of the Treasury for:
</p><p>(a) Collecting Social Security taxes or as otherwise pertinent to tax and benefit payment provisions of the Social Security Act (including Social Security number verification services);
</p><p>(b) Investigating the alleged theft, forgery, or unlawful negotiation of Social Security checks;
</p><p>(c) Determining the Federal tax liability on Social Security benefits pursuant to 26 U.S.C. 6050F, as amended by Pub. L. 98-21. The information disclosed will consist of the following:
</p><p>(i) The aggregate amount of Social Security benefits paid with respect to any individual during any calendar year;
</p><p>(ii) The aggregate amount of Social Security benefits repaid by such individual during such calendar year;
</p><p>(iii) The aggregate reductions under section 224 of the Social Security Act in benefits which would otherwise have been paid to such individual during the calendar year on account of amounts received under a worker?s compensation act; and
</p><p>(iv) The name and address of such individual;
</p><p>(d) Depositing the tax withheld on benefits paid to nonresident aliens in the Treasury (Social Security Trust Funds) pursuant to 26 U.S.C. 871, as amended by Pub. L. 98-21.
</p><p>6. To the United States Postal Service for investigating the alleged theft or forgery of Social Security checks.
</p><p>7. To the Department of Justice for:
</p><p>(a) Investigating and prosecuting violations of the Act to which criminal penalties attach;
</p><p>(b) Representing the Commissioner of Social Security; and
</p><p>(c) Investigating issues of fraud by Agency officers or employees, or violation of civil rights.
</p><p>8. To the Department of State for administering the Social Security Act in foreign countries through services and facilities of that agency.
</p><p>9. To the American Institute, a private corporation under contract to the Department of State, for administering the Social Security Act on Taiwan through facilities and services of that agency.
</p><p>10. To the Department of Veterans Affairs, Regional Office, Manila, Philippines, for administering the Act in the Philippines and other parts of the Asia-Pacific region through the services and facilities of that agency.
</p><p>11. To the Social Security Agency of a foreign country, to carry out the purpose of an international Social Security agreement entered into between the United States and the other country, pursuant to section 233 of the Social Security Act.
</p><p>12. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his/her behalf.
</p><p>13. To the Department of Education for determining eligibility of applicants for basic educational opportunity grants.
</p><p>14. To the Bureau of the Census when it performs as a collecting agent or data processor for research and statistical purposes directly relating to this system of records.
</p><p>15. To the Department of the Treasury, Office of Tax Analysis, for studying the effects of income taxes and taxes on earnings.
</p><p>16. To the Office of Personnel Management for the study of the relationship of civil service annuities to minimum Social Security benefits, and the effects on the Social Security trust fund.
</p><p>17. To State Social Security Administrators for administering agreements pursuant to section 218 of the Social Security Act.
</p><p>18. To the Department of Energy for its epidemiological research study of the long-term effects of low-level radiation exposure, as permitted by SSA Regulations 20 CFR 401.150(c).
</p><p>19. To contractors under contract to the Social Security Administration (SSA), or under contract to another agency with funds provided by SSA, for the performance of research and statistical activities directly relating to this system of records.
</p><p>20. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>21. To the Department of Labor for conducting statistical studies of the relationship of private pensions and Social Security benefits to prior earnings.
</p><p>22. To a party named in an order, process, or interrogatory, in accordance with section 459 of the Social Security Act, if a designee of the Agency is served with any such order, process, or interrogatory with respect to an individual?s child support or alimony payment obligations.
</p><p>23. To Federal, State, or local agencies (or agents on their behalf) for administering income maintenance or health maintenance programs (including programs under the Social Security Act). Such disclosures include, but are not limited to, release of information to:
</p><p>(a) Railroad Retirement Board for administering provisions of the Railroad Retirement Act relating to railroad employment; for administering the Railroad Unemployment Insurance Act and for administering provisions of the Social Security Act relating to railroad employment;
</p><p>(b) Department of Veterans Affairs for administering 38 U.S.C. 1312, and upon request, for determining eligibility for, or amount of, veterans benefits or verifying other information with respect thereto pursuant to 38 U.S.C. 5106;
</p><p>(c) State welfare departments for administering sections 205(c)(2)(B)(i)(II) and 402(a)(25) of the Social Security Act requiring information about assigned Social Security numbers for Temporary Assistance for Needy Families (TANF) program purposes and for determining a recipient?s eligibility under the TANF program; and
</p><p>(d) State agencies for administering the Medicaid program.
</p><p>24. To the Department of Justice, Criminal Division, Office of Special Investigations, upon receipt of a request for information pertaining to the identity and location of aliens for the purpose of detecting, investigating and, where appropriate, taking legal action against suspected Nazi war criminals in the United States.
</p><p>25. To third party contacts such as private collection agencies and credit reporting agencies under contract with the Social Security Administration (SSA) and State motor vehicle agencies for the purpose of their assisting SSA in recovering overpayments.
</p><p>26. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under the routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>27. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>28. To the Federal Reserve Bank of New York for the purpose of making direct deposit/electronic funds transfer of Social Security benefits to foreign-resident beneficiaries.
</p><p>29. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) Social Security Administration (SSA), or any component thereof, or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>30. To the Rehabilitation Services Administration (RSA) for use in its program studies of, and development of enhancements for, State vocational rehabilitation programs. These are programs to which applicants or beneficiaries under Titles II and or XVI of the Social Security Act may be referred. Data released to RSA will not include any personally identifying information (such as names or Social Security numbers).
</p><p>31. To the Department of Education addresses of beneficiaries who are obligated on loans held by the Secretary of Education or a loan made in accordance with 20 U.S.C. 1071, <i>et seq.</i> (the Robert T. Stafford Federal Student Loan Program) as authorized by section 489A of the Higher Education Act of 1965.
</p><p>32. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>33. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>(a) To enable them to protect the safety of Social Security Administration (SSA) employees and customers, the security of the SSA workplace and the operation of SSA facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.
</p><p>34. To recipients of erroneous Death Master File (DMF) information, corrections to information that resulted in erroneous inclusion of individuals in the DMF.
</p><p>35. To entities conducting epidemiological or similar research projects, upon request, information as to whether an individual is alive or deceased pursuant to section 1106(d) of the Social Security Act (42 U.S.C. 1306(d)), provided that:
</p><p>(a) The Social Security Administration (SSA) determines, in consultation with the Department of Health and Human Services, that the research may reasonably be expected to contribute to a national health interest; and
</p><p>(b) The requester agrees to reimburse SSA for the costs of providing the information; and
</p><p>(c) The requester agrees to comply with any safeguards and limitations specified by SSA regarding re-release or re-disclosure of the information.
</p><p>36. To a Federal, State, or congressional support agency (e.g., Congressional Budget Office and the Congressional Research Staff in the Library of Congress) for research, evaluation, or statistical studies. Such disclosures include, but are not limited to, release of information in assessing the extent to which one can predict eligibility for Supplemental Security Income (SSI) payments or Social Security disability insurance benefits; examining the distribution of Social Security benefits by economic and demographic groups and how these differences might be affected by possible changes in policy; analyzing the interaction of economic and non-economic variables affecting entry and exit events and duration in the Title II Old Age, Survivors, and Disability Insurance and the Title XVI SSI disability programs; and, analyzing retirement decisions focusing on the role of Social Security benefit amounts, automatic benefit recomputation, the delayed retirement credit, and the retirement test, if the Social Security Administration (SSA):
</p><p>(a) Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;
</p><p>(b) Determines that the purpose for which the proposed use is to be made:
</p><p>(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;
</p><p>(ii) Is of sufficient importance to warrant the effect on, or risk to, the privacy of the individual which such limited additional exposure of the record might bring;
</p><p>(iii) Has reasonable probability that the objective of the use would be accomplished;
</p><p>(iv) Is of importance to the Social Security program or the Social Security beneficiaries or is for an epidemiological research project that relates to the Social Security program or beneficiaries;
</p><p>(c) Requires the recipient of information to:
</p><p>(i) Establish appropriate administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record and agree to on-site inspection by SSA?s personnel, its agents, or by independent agents of the recipient agency of those safeguards;
</p><p>(ii) Remove or destroy the information that enables the individual to be identified at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the project, unless the recipient receives written authorization from SSA that it is justified, based on research objectives, for retaining such information;
</p><p>(iii) Make no further use of the records except:
</p><p>(1) Under emergency circumstances affecting the health and safety of any individual, following written authorization from SSA;
</p><p>(2) For disclosure to an identified person approved by SSA for the purpose of auditing the research project;
</p><p>(iv) Keep the data as a system of statistical records. A statistical record is one which is maintained only for statistical and research purposes and which is not used to make any determination about an individual;
</p><p>(d) Secures a written statement by the recipient of the information attesting to the recipient?s understanding of, and willingness to abide by, these provisions.
</p><p>37. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>38. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 as amended (31 U.S.C. 3701, <i>et seq.</i>) or the Social Security Domestic Employment Reform Act of 1994, Public Law 103-387, 42 U.S.C. 404(f). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal Government, typically, to provide an incentive for debtors to repay delinquent Federal Government debts by making these part of their credit records.
</p><p>Disclosure of records is limited to the individual?s name, address, SSN, and other information necessary to establish the individual?s identity; the amount, status, and history of the claim and the agency or program under which the claim arose. The disclosure will be made only after the procedural requirements of 31 U.S.C. 3711(e) has been followed.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in magnetic media (e.g., magnetic tape and magnetic disk) and in microform and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved by SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for automated records have been established in accordance with the Systems Security Handbook. All magnetic tapes and disks are within an enclosure attended by security guards. Anyone entering or leaving this enclosure must have special badges which are issued only to authorized personnel. All microform and paper files are accessible only by authorized personnel and are locked after working hours.
</p><p>For computerized records, electronically transmitted between SSA?s central office and field office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal oriented transaction matrix, and an audit trail. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Primary data storage is on magnetic disk. A new version of the disk file is generated each month based on changes to the beneficiary?s record (adjustment in benefit amount, termination, or new entitlements). The prior version is written to tape and retained for 90 days in SSA?s main data processing facility and is then sent to a secured storage facility for indefinite retention.
</p><p>Selected records also are retained on magnetic disk for on-line query purposes. The query files are updated monthly and retained indefinitely. Microform records are disposed of by shredding or the application of heat after periodic replacement of a complete file.
</p><p>Paper records are usually destroyed after use, by shredding, except where needed for documentation of the claims folder. (See the notice for the Claims Folders System, 60-0089 for retention periods and method of disposal for these records).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Retirement and Survivors Insurance Systems, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data for the MBR come primarily from the Claims Folders System, 60-0089 and/or are furnished by the claimant/beneficiary at the time of filing for benefits, via the application form and necessary proofs, and during the period of entitlement when notices of events such as changes of address, work, marriage, are given to SSA by the beneficiary; and from States regarding Hospital Insurance third party premium payment/buy-in cases.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa91" toc="yes">
<systemNumber>60-0091</systemNumber>
<subsection type="systemName">Social Security Administration Claims Control System, SSA/OSR.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system contains a record for each individual who has filed a claim for Retirement, Survivors and Disability Insurance benefits and/or Health Insurance benefits on a particular Social Security number. Only one record is established for each Social Security number even though more than one claim may be filed simultaneously (e.g., claims for the wage earner, his wife, and children on one Social Security number).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Data in this system consist of the wage earner?s name and Social Security number; the date the application was filed (for a few cases it is not included because it is not known when the record is established); the type of action (i.e., Retirement, Survivors, Disability, and/or Health Insurance Benefits); the potential month of entitlement (for monthly benefits this will be the first month for which benefits may be paid); the code for the district office that processed the application; the district office that released the claim to the State agency or processing center; the present location of the claim; and the date the claim was released by one office and received by another.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205q of the Social Security Act. (This provision necessitates a systems control of claims to ensure payment within prescribed time pars.)
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This record system is used to control claims from the point they originate in a district/branch office until they are finally processed to completion. The record enables the Social Security Administration to identify those claims for which inordinate delays occur. Once identified, expeditious processing is initiated. Additionally, the data present in the system is useful in the reconstruction of a claim if the application were to be lost.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from the congressional office made at the request of that individual.
</p><p>Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Magnetic tape and disk for online and offline retrieval.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed by Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards have been established in accordance with the Department of Health and Human Services? Automated Data Processing Manual, "Part 6, ADP System Security." Magnetic tape and disk records protected through standard security measures used for all SSA?s computer records--limited access to Social Security Administration offices--limited employee access to computer facilities based on specific authorization.
</p><p>For computerized records, electronically transmitted between Central Office and field office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal oriented transaction matrix, and an aduit trail. (See Appendix J to this publication for information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records on the magnetic tapes are purged when the decision of award or disallowance is made on the Social Security number or at 1 year from the date the record is established, whichever occurs first. The old versions of tapes are erased and returned to stock. The disk files are continuously updated and retained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of User Requirements and Validation, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by contacting the most convenient Social Security office (see Appendix F for address information) and providing his/her Social Security claim number (Social Security number plus alphabetic symbols), name, address and proper identification. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. The data in this system are extremely limited since the system is a mechanism used by SSA to control and expedite the processing of claims. However, requesters who wish to reference this system, should provide their name, social security number, approximate date and place claim was filed, type of claim (retirement, survivors, disability, or health insurance), and return address or phone number. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. It is maintained that little of the data in this system is contestible; however, should an individual wish to contest it upon review, he or she may do so by contacting staff at the office specified under notification procedures above. If he or she decides to contest the data, he or she should reasonably identify the record, specify the information being contested and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The data are derived from the information furnished by the claimant on his application and by control data that is received as the claim is sent from the district/branch office to other Social Security offices.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa92" toc="yes">
<systemNumber>60-0092</systemNumber>
<subsection type="systemName">Automated Control System for Case Folders, SSA/OSR.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Division of International Operations, PO Box 1756, Baltimore, Maryland 21203
</p><p>Social Security Administration, Office of Disability Operations, Baltimore, Maryland 21241 and
</p><p>Social Security Administration, Program Service Centers, (see Appendix A for address information).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system contains a record of each individual who has filed a claim for Title II benefits (Retirement, Survivors and Disability Insurance); Title XVI payments (Supplemental Security Income); and Title XVIII benefits (Health Insurance benefits) whose claims have been processed through to a decision of award, disallowance, withdrawal, or termination.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Data in this system consist of a control record by social security number containing data relative to the location of the claim serviced by one of the offices maintaining jurisdictional responsibility; and whether the claims folder is maintained in that office, temporarily or permanently transferred to an other office within the Social Security Administration, a State disability, or vocational rehabilitation agency, or for storage in a Federal Records Center.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The payment provisions of the Social Security Act and Federal Coal Mine Health and Safety Act, sections 202, 223, 226, 228, 1611, 1631, 1818, and 1836 of the Social Security Act and 411 of the Federal Coal Mine Health and Safety Act. The information for this system is derived from the claims filing process and duplicates, in fact, that set out in Claim Folder System notice, 09-60-0089.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is used by Social Security offices to identify the location of claims as well as enabling them to associate and process incoming material in a timely fashion. The identification and exact location feature assists SSA in meeting the standards of service to the public in processing and deciding claims for benefits. Data are also used to identify where operating weaknesses are to facilitate corrective action by management.
</p><p>Management data also is derived from the control records to provide statistical data relative to workloads, staffing, and manpower usage.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Magnetic disk storage files and magnetic tape files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Disk and tape files protected through standard security measures used for all of Social Security Administration?s computer records--limited access to Social Security offices, and limited employee access to computer facilities based on specific authorizations. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The control records are maintained indefinitely. When disk files are rewritten, the old disks are erased and returned to stock.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of User Requirements and Validations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by providing name and Social Security number and following the instructions below. Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay:
</p><p>If the records relate to a Retirement of Survivors claims, the individual should contact the appropriate Program Service Center (see Appendix A for Social Security number and address information).
</p><p>If the individual named in the record resides outside the United States, or any of its possessions, or if the requested information relates to a foreign claim, the individual should write to the Division of International Operations (see Appendix A for address information).
</p><p>Requests for other information should be forwarded to the Office of User Requirements and Validation at the address shown above under system manager.
</p><p>These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. The data in this file is extremely limited since the system is a mechanism used by SSA to locate claims folders and claims in process. However, if an individual would like access to records in this system, he or she should provide his or her name, Social Security number, and related address to the appropriate address specified under notification procedures above. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. It is maintained that little of the data here is contestible, however, should an individual wish to contest it upon review, he or she may do so by writing to the appropriate address specified under notification procedures and reasonably identify the record, specity the information being contesting and state the corrective action sought and the reasons for the correction with supporting justification.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The control records are developed from recordings of cards containing Social Security numbers and coded location identifiers. Also, magnetic tape files prepared in the Social Security Central Office in Baltimore containing Social Security numbers and location identifications are provided to the jurisdictional offices to reflect the location of claims wherever located in Social Security Administration offices.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa94" toc="yes">
<systemNumber>60094</systemNumber>
<subsection type="systemName">Recovery of Overpayments, Accounting and Reporting /Debt Management System (ROAR/DMS) SSA/OTSO.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Telecommunications and Systems Operations, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>Program Service Centers (Contact the system manager(s) for PSC address information).
</p><p>Social Security Administration, Office of Central Operations, 1500 Woodlawn Drive, Baltimore, MD 21241.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Social Security beneficiaries, former beneficiaries, and representative payees who may have received excess benefits; persons holding conserved (accumulated) funds received on behalf of a Social Security beneficiary; and persons who received Social Security payments in error or on behalf of a beneficiary and are suspected to have misused those payments.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Identifying characteristics of each program debt or instance of misused or conserved funds (e.g., name, Social Security number (SSN) and address of the individual(s) involved, recovery efforts made and the date of each action, and planned future actions).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 204(a) of the Social Security Act (42 U.S.C. 404(a)).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The ROAR/DMS system of records controls the recovery and collection activity of:
</p><p>--Retirement, Survivors and Disability Insurance (RSDI), Supplemental Security Income (SSI), and Health Insurance (HI) program debt when refund is requested or adjustment is proposed;
</p><p>--SSI, and HI program debt recovered from RSDI accounts;
</p><p>--Misused funds cases;
</p><p>--Conserved funds cases;
</p><p>--Civil Monetary Penalty cases; and
</p><p>--Program debts created by fraudulent acts.
</p><p>The ROAR/DMS system of records encompasses SSA?s automated system for recording, classifying, and summarizing information on SSA?s program debt collection responsibilities. The users of this system are employees of the Social Security field offices, as well as selected personnel of SSA?s 8 Processing Centers, Regional and Area offices, and Teleservice Centers. The data are used to maintain control of program debt, and misused or conserved funds, from the time of discovery to the final resolution, and for the proper adjustments of payment and refund amounts. The DMS front-end screens, object programs, and other processes are used to create transaction records that are used to establish and update the ROAR/DMS system of records, update the Master Beneficiary Record, and update the Supplemental Security Income Record and Special Veterans Benefits System. These transaction record data produce accounting and statistical reports at specified intervals.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information constituting "returns or return information" within the scope of the Internal Revenue Code will not be disclosed unless disclosure is authorized by that statute.
</p><p>(1) To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>(2) To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or a third party on his/her behalf.
</p><p>(3) To third party contacts such as private collection agencies and credit reporting agencies under contract with SSA and other agencies, including the Veterans Administration, the Armed Forces, the Department of the Treasury, and State motor vehicle agencies, for the purpose of their assisting SSA in recovering program debt.
</p><p>(4) Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>(5) Non-tax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984.
</p><p>(6) To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) any SSA employee in his/her official capacity; or
</p><p>(c) any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) the United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Wage and other information which are subject to the disclosure provisions of the IRC (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>(7) To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>(8) To employers to assist SSA in the collection of debts owed by former beneficiaries and representative payees of Social Security payments who received an overpayment and owe a delinquent debt to the SSA. Disclosure under this routine use is authorized under the Debt Collection Improvement Act of 1996 (Pub. L. 104-134) and implemented through administrative wage garnishment provisions of this Act (31 U.S.C. 3720D).
</p><p>(9) We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 as amended (31 U.S.C. 3701, et seq.) or the Social Security Domestic Employment Reform Act of 1994, Pub. L. 103-387, 42 U.S.C. 404(f). The purpose of this disclosure is to aid in the collection of outstanding program debts owed to the Federal government, typically, to provide an incentive for debtors to repay delinquent Federal government program debts by making these part of their credit records. Disclosure of records is limited to the individual?s name, address, SSN, and other information necessary to establish the individual?s identity; the amount, status, and history of the claim and the agency or program under which the claim arose. The disclosure will be made only after the procedural requirements of 31 U.S.C. 3711(e) have been followed.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are, or have been, maintained in magnetic cartridges, microfiche and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>System security for automated records has been established in accordance with the Systems Security Handbook. This includes maintaining automated records in a secured building, the SSA National Computer Center, and limiting access to the building to employees who have a need to enter in the performance of their official duties. Paper and other non-ADP records are protected through standard security measures (e.g., maintenance of the records in buildings which are manned by armed guards).
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Magnetic cartridges are updated daily and retained for 75 days. The magnetic cartridges produced in the last operation of the month are retained in security storage for a period of 75 days, after which the tapes are erased and returned to stock. The microfiche records are normally updated monthly, retained for 3 years after the month they are produced, and then destroyed by application of heat.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Retirement and Survivors Insurance System, Division of Title II Payments and Accounting, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland, 21235, is the system manager for ROAR.
</p><p>Director, Office of Financial Policy and Systems Design, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland, 21235, is the system manager for DMS.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by contacting the most convenient Social Security field office and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably specify the record contents they are seeking. An individual may also have access to certain program debt management data via Internet queries when he or she is authorized by SSA to conduct business transactions electronically using a personal identification number (PIN) and password. Using a PIN and password individuals may obtain information such as the reason for the program debt, the amount owed on the debt, how much has been withheld from the last check to cover the debt, and the same information about their next check. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The information for the computer files is received directly from beneficiaries, from Social Security field offices, and as the result of earnings enforcement operations. The paper listings are updated as a result of the computer operations.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa102" toc="yes">
<systemNumber>60-0102</systemNumber>
<subsection type="systemName">Fee Ledger System for Representatives, SSA/OIP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records pertaining to representatives in Retirement, Survivors, Disability, Health Insurance, Supplemental Security Income and Black Lung benefits claims are maintained as indicated below:
</p><p>Claims where a fee petition was processed through November 1974 involving Retirement, Survivors and Disability Insurance and Supplemental Security Income for the aged are located at: Social Security Administration, Office of Insurance Programs, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Claims involving Disability Insurance benefits, Black Lung and Supplemental Security Income for the blind and disabled are located at: Social Security Administration, Office of Disability Operations, 1500 Woodlawn Drive, Baltimore, Maryland 21241.
</p><p>Claims that involve a hearing for Disability, Retirement, and Survivors benefits, Health Insurance, Black Lung, or Supplemental Security Income are located at: Social Security Administration, Office of Hearings and Appeals, 801 North Randolph Street, Arlington, Virginia 22203.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Attorneys and non-attorney representatives of claimants before the Social Security Administration.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name and address of representative, firm affiliation, if any, claimant?s Social Security number, fee requested by representative, amount of fee approved by the Social Security Administration, amount withheld from claimant?s past-due benefits, date the fee was approved, type of service rendered; and information pertaining to reviewing and approving offices.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 206 and 1631(d) of the Social Security Act, and section 413(b) of the Federal Coal Mine Health and Safety Act of 1969.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system provides a statistical base for projections of workloads, trends, cost analyses of legislative proposals, and similar activities. Such information is supplied upon request to government agencies, the Congress, and the public.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in paper form (e.g., ledger cards and carbon copies).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed by a combination of name and Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The records are maintained in locked filing cabinets. Only those SSA employees who have a need for the records in the performance of their official duties are permitted access to the records. All employees are issued photographic passes and must display the passes upon entering buildings which house the records. Additionally, entrances and exits to the buildings are manned by armed security guards. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Ledger records are retained for a period of 5 years from the date of the latest entry. If no entries are recorded within this period, the record is destroyed. When the ledger is destroyed, the name, address of the representative, and at least one Social Security number of an involved claim, is recorded and indexed for indefinite retention. Copies of the representatives petition are retained for 1 to 2 years. The fee ledgers are maintained indefinitely, as are the records in the Social Security Administration Offices of Disability Operations (through November 1978), Assistance Programs and Hearings and Appeals.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>See location above for appropriate manager to contact.
</p><p>Director, Office of Insurance Programs, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Director, Office of Disability Operations, 6401 Security Boulevard, Baltimore, Maryland 21235 and
</p><p>Director, Office of Hearings and Appeals, 801 North Randolph Street, Arlington, Virginia 22203.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by writing to the appropriate system manager (see location above) at one of the addresses shown above and providing his/her name and Social Security number. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) When the appropriate system manager cannot be idenfified, the individual may contact the Director, Office of Insurance Programs at the address shown under system manager above.
</p><p>All requests for information should include the representative?s name, address, type of claim, date the fee was approved, and the Social Security number under which the claim was filed. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is extracted from forms completed by the representative and the Social Security Administration.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa103" toc="yes">
<systemNumber>60-0103</systemNumber>
<subsection type="systemName">Supplemental Security Income Record and Special Veterans Benefits, Social Security Administration, Office of Systems, Office of Disability and Supplemental Security Income Systems (ODSSIS).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Telecommunications and Systems Operations, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>Records also may be located in the Social Security Administration (SSA) regional offices (contact the system manager at the address below or access <i>http://www.socialsecurity.gov/foia/bluebook/app_c.htm</i> for address information) and field offices (individuals should consult their local telephone directories for address information).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This file contains a record for each individual who has applied for Supplemental Security Income (SSI) payments, including individuals who have requested an advance payment; SSI recipients who have been overpaid; and ineligible persons associated with an SSI recipient. This file also covers those individuals who have applied for and who are entitled to the Special Veterans Benefits (SVB) under Title VIII of the Social Security Act. (This file does not cover applicants who do not have a Social Security number (SSN).)
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This file contains data regarding SSI eligibility; citizenship; residence; Medicaid eligibility; eligibility for other benefits; alcoholism or drug addiction data, if applicable (disclosure of this information may be restricted by 21 U.S.C. 1175 and 42 U.S.C. 290dd-3 and ee-3); income data; resources; payment amounts, including the date and amount of advance payments; overpayment amounts, including identifying characteristics of each overpayment (e.g., name, SSN, address of the individual(s) involved, recovery efforts made and the date of each action and planned future actions); and date and amount of advance payments; living arrangements; case folder location data; appellate decisions, if applicable; SSN used to identify a particular individual, if applicable; information about representative payees, if applicable; and a history of changes to any of the persons who have applied for SSI payments. For eligible individuals, the file contains basic identifying information such as the applicant?s name, Social Security number (SSN), and date of birth (DOB), income and resources (if any) and, in conversion cases, the State welfare number.
</p><p>This file also contains information about applicants for SVB. The information maintained in this system of records is collected from the applicants for Title VIII SVB, and other systems of records maintained by SSA. The information maintained includes a data element indicating this is a Title VIII SVB claim. It will also include: identifying information such as the applicant?s name, SSN and DOB; telephone number (if any); foreign and domestic addresses; the applicant?s sex; income data, payment amounts (including overpayment amounts); and other information provided by the applicant relative to his or her entitlement for SVB.
</p><p>If the beneficiary has a representative payee, this system of records includes data about the representative payee such as the payee?s SSN; employer identification number, if applicable; and mailing address.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 1602, 1611, 1612, 1613, 1614, 1615, 1616, 1631, 1633, 1634 of Title XVI and Title VIII of the Social Security Act (42 U.S.C. 1382, 1382a, 1382b, 1382c, 1382d, 1382e, 1383, 1383b, 1383c.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>SSI records begin in Social Security field offices where an individual or couple files an application for SSI payments. SVB records begin in Social Security field offices and the Veterans Affairs Regional Office where an individual files an application for SVB payments. The SSI and SVB applications contain data which may be used to prove the identity of the applicant, to determine his/her eligibility for SSI or SVB payments and, in cases where eligibility is determined, to compute the amount of the payment. Information from the application, in addition to data used internally to control and process SSI and SVB cases, is used to create the Supplemental Security Income Record (SSR). The SSR also is used as a means of providing a historical record of all activity on a particular individual?s or couple?s record.
</p><p>In addition, statistical data are derived from the SSR for actuarial and management information purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "returns or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To the Department of the Treasury to prepare SSI, Energy Assistance, and SVB checks to be sent to claimants or beneficiaries.
</p><p>2. To the States to establish the minimum income level for computation of State supplements.
</p><p>3. To the following Federal and State agencies to prepare information for verification of benefit eligibility under section 1631(e) of the Social Security Act: Bureau of Indian Affairs; Office of Personnel Management; Department of Agriculture; Department of Labor; U.S. Citizenship and Immigration Services; Internal Revenue Service; Railroad Retirement Board; State Pension Funds; State Welfare Offices; State Worker?s Compensation; Department of Defense; United States Coast Guard; and Department of Veterans Affairs.
</p><p>4. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>5. To the appropriate State agencies (or other agencies providing services to disabled children) to identify Title XVI eligibles under the age of 16 for the consideration of rehabilitation services in accordance with section 1615 of the Act, 42 U.S.C. 1382d.
</p><p>6. To contractors under contract to the Social Security Administration (SSA), or under contract to another agency with funds provided by SSA, for the performance of research and statistical activities directly relating to this system of records.
</p><p>7. To State audit agencies for auditing State supplementation payments and Medicaid eligibility consideration.
</p><p>8. To State agencies to effect and report the fact of Medicaid eligibility of Title XVI recipients in the jurisdiction of those States which have elected Federal determinations of Medicaid eligibility of Title XVI eligibles and to assist the States in administering the Medicaid program.
</p><p>9. To State agencies to identify Title XVI eligibles in the jurisdiction of those States which have not elected Federal determinations of Medicaid eligibility in order to assist those States in establishing and maintaining Medicaid rolls and in administering the Medicaid program.
</p><p>10. To State agencies to enable those agencies which have elected Federal administration of their supplementation programs to monitor changes in applicant/recipient income, special needs, and circumstances.
</p><p>11. To State agencies to enable those agencies which have elected to administer their own supplementation programs to identify SSI eligibles in order to determine the amount of their monthly supplementary payments.
</p><p>12. To State agencies to enable them to assist in the effective and efficient administration of the Supplemental Security Income program.
</p><p>13. To State agencies to enable those which have an agreement with the Social Security Administration to carry out their functions with respect to Interim Assistance Reimbursement pursuant to section 1631(g) of the Social Security Act.
</p><p>14. To State agencies to enable them to locate potentially eligible individuals and to make eligibility determinations for extensions of social services under the provisions of Title XX of the Social Security Act.
</p><p>15. To State agencies to assist them in determining initial and continuing eligibility in their income maintenance programs and for investigation and prosecution of conduct subject to criminal sanctions under these programs.
</p><p>16. To the United States Postal Service for investigating the alleged theft, forgery or unlawful negotiation of Supplemental Security Income and Special Veterans Benefit checks.
</p><p>17. To the Department of the Treasury for investigating the alleged theft, forgery or unlawful negotiation of Supplemental Security Income and Special Veterans Benefit checks.
</p><p>18. To the Department of Education for determining the eligibility of applicants for Basic Educational Opportunity Grants.
</p><p>19. To Federal, State or local agencies (or agents on their behalf) for administering cash or non-cash income maintenance or health maintenance programs (including programs under the Social Security Act). Such disclosures include, but are not limited to, release of information to:
</p><p>(a) The Department of Veterans Affairs (DVA) upon request for determining eligibility for, or amount of, DVA benefits or verifying other information with respect thereto in accordance with 38 U.S.C. 5106;
</p><p>(b) The Railroad Retirement Board for administering the Railroad Unemployment Insurance Act;
</p><p>(c) State agencies to determine eligibility for Medicaid;
</p><p>(d) State agencies to locate potentially eligible individuals and to make determinations of eligibility for the food stamp program;
</p><p>(e) State agencies to administer energy assistance to low income groups under programs for which the States are responsible; and
</p><p>(f) Department of State (DOS) and its agents to assist SSA in administering the Social Security Act in foreign countries; the American Institute on Taiwan, a private corporation under contract to DOS, to assist in administering the Social Security Act in Taiwan; and the DVA, Regional Office, Manila, Philippines, and its agents, to assist in administering the Social Security Act in the Philippine and other parts of the Asia-Pacific region.
</p><p>20. To the Internal Revenue Service, Department of the Treasury, as necessary, for the purpose of auditing the Social Security Administration?s compliance with the safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>21. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or a third party on his/her behalf.
</p><p>22. To the Department of Justice, Criminal Division, Office of Special Investigations, upon receipt of a request for information pertaining to the identity and location of aliens for the purpose of detecting, investigating and, where necessary, taking legal action against suspected Nazi war criminals in the United States.
</p><p>23. To third party contacts such as private collection agencies and credit reporting agencies under contract with the Social Security Administration (SSA) and State motor vehicle agencies for the purpose of their assisting SSA in recovering overpayments.
</p><p>24. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>25. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>26. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) Social Security Administration (SSA), or any component thereof, or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>27. To representative payees, when the information pertains to individuals for whom they serve as representative payees, for the purpose of assisting the Social Security Administration in administering its representative payment responsibilities under the Act and assisting the representative payees in performing their duties as payees, including receiving and accounting for benefits for individuals for whom they serve as payees.
</p><p>28. To third party contacts (e.g., employers and private pension plans) in situations where the party to be contacted has, or is expected to have, information relating to the individual?s capability to manage his/her affairs or his/her eligibility for, or entitlement to, benefits under the Social Security program when:
</p><p>(a) The individual is unable to provide information being sought. An individual is considered to be unable to provide certain types of information when:
</p><p>(i) He/she is incapable or of questionable mental capability;
</p><p>(ii) He/she cannot read or write;
</p><p>(iii) He/she cannot afford the cost of obtaining the information;
</p><p>(iv) He/she has a hearing impairment, and is contacting SSA by telephone through a telecommunications relay system operator;
</p><p>(v) A language barrier exists; or
</p><p>(vi) The custodian of the information will not, as a matter of policy, provide it to the individual; or
</p><p>(b) The data are needed to establish the validity of evidence or to verify the accuracy of information presented by the individual, and it concerns one or more of the following:
</p><p>(i) His/her eligibility for benefits under the Social Security program;
</p><p>(ii) The amount of his/her benefit payment; or
</p><p>(iii) Any case in which the evidence is being reviewed as a result of suspected fraud, concern for program integrity, quality appraisal, or evaluation and measurement activities.
</p><p>29. To the Rehabilitation Services Administration (RSA) for use in its program studies of, and development of enhancements for, State vocational rehabilitation programs. These are programs to which applicants or beneficiaries under Titles II and or XVI of the Social Security Act may be referred. Data released to RSA will not include any personally identifying information (such as names or Social Security numbers).
</p><p>30. To the Department of Education, addresses of beneficiaries who are obligated on loans held by the Secretary of Education or a loan made in accordance with 20 U.S.C. 1071, <i>et. seq.</i> (the Robert T. Stafford Student Loan Program), as authorized by section 489A of the Higher Education Act of 1965.
</p><p>31. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>32. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, if information is necessary:
</p><p>(a) To enable them to protect the safety of Social Security Administration (SSA) employees and customers, the security of the SSA workplace and the operation of SSA facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>33. To recipient of erroneous Death Master File (DMF), corrections to information that resulted in erroneous inclusion of individuals DMF.
</p><p>34. To entities conducting epidemiological or similar research projects, upon request, information as to whether an individual is alive or deceased pursuant to section 1106(d) of the Social Security Act (42 U.S.C. 1306(d)), provided that:
</p><p>(a) The Social Security Administration (SSA) determines, in consultation with the Department of Health and Human Services, that the research may reasonably be expected to contribute to a national health interest; and
</p><p>(b) The requester agrees to reimburse SSA for the costs of providing the information; and
</p><p>(c) The requester agrees to comply with any safeguards and limitations specified by SSA regarding re-release or re-disclosure of the information.
</p><p>35. To a Federal, State, or congressional support agency (e.g., Congressional Budget Office and the Congressional Research Staff in the Library of Congress) for research, evaluation, or statistical studies. Such disclosures include, but are not limited to, release of information in assessing the extent to which one can predict eligibility for Supplemental Security Income (SSI) payments or Social Security disability insurance benefits; examining the distribution of Social Security benefits by economic and demographic groups and how these differences might be affected by possible changes in policy; analyzing the interaction of economic and non-economic variables affecting entry and exit events and duration in the Title II Old Age, Survivors, and Disability Insurance and the Title XVI SSI disability programs; and analyzing retirement decisions focusing on the role of Social Security benefit amounts, automatic benefit recomputation, the delayed retirement credit, and the retirement test, if the Social Security Administration (SSA):
</p><p>(a) Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;
</p><p>(b) Determines that the purpose for which the proposed use is to be made:
</p><p>(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;
</p><p>(ii) Is of sufficient importance to warrant the effect on, or risk to, the privacy of the individual which such limited additional exposure of the record might bring;
</p><p>(iii) Has reasonable probability that the objective of the use would be accomplished;
</p><p>(iv) Is of importance to the Social Security program or the Social Security beneficiaries or is for an epidemiological research project that relates to the Social Security program or beneficiaries;
</p><p>(c) Requires the recipient of information to:
</p><p>(i) Establish appropriate administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record and agree to on-site inspection by SSA?s personnel, its agents, or by independent agents of the recipient agency of those safeguards;
</p><p>(ii) Remove or destroy the information that enables the individual to be identified at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the project, unless the recipient receives written authorization from SSA that it is justified, based on research objectives, for retaining such information;
</p><p>(iii) Make no further use of the records except:
</p><p>(1) Under emergency circumstances affecting the health and safety of any individual, following written authorization from SSA;
</p><p>(2) For disclosure to an identified person approved by SSA for the purpose of auditing the research project;
</p><p>(iv) Keep the data as a system of statistical records. A statistical record is one which is maintained only for statistical and research purposes and which is not used to make any determination about an individual;
</p><p>(d) Secures a written statement by the recipient of the information attesting to the recipient?s understanding of, and willingness to abide by, these provisions.
</p><p>36. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>37. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701, <i>et seq.</i>), as amended. The disclosure will be made in accordance with 31 U.S.C. 3711(e) when authorized by sections 204(f), 808(e) or 1631(b)(4) of the Social Security Act (42 U.S.C. 404(f), 1008(e) or 1383(b)(4)). The purpose of this disclosure is to aid in the collection of outstanding debts owed the Federal Government, typically, to provide an incentive for debtors to repay delinquent Federal Government debts by making these debts part of their credit records. The information to be disclosed is limited to the individual?s name, address, SSN, and other information necessary to establish the individual?s identity; the amount, status, and history of the debt and the agency or program under which the debt arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in magnetic media (e.g., magnetic tape) and in microform and microfiche form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed and retrieved by SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Systems security for automated records has been established in accordance with the Systems Security Handbook. This includes maintaining all magnetic tapes and magnetic disks within an enclosure attended by security guards. Anyone entering or leaving that enclosure must have special badges which are only issued to authorized personnel. All authorized personnel having access to the magnetic records are subject to the penalties of the Privacy Act. The microfiche are stored in locked cabinets, and are accessible to employees only on a need-to-know basis. All SSR State Data Exchange records are protected in accordance with agreements between SSA and the respective States regarding confidentiality, use, and re-disclosure. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Original input transaction tapes received which contain initial claims and posteligibility actions are retained indefinitely although these are processed as received and incorporated into processing tapes which are updated to the master SSR tape file on a monthly basis. All magnetic tapes appropriate to SSI information furnished to specified Federal, State, and local agencies for verification of eligibility for benefits and under section 1631(e) are retained, in accordance with the Privacy Act accounting requirements, for at least 5 years or the life of the record, whichever is longer.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Disability and Supplemental Security Income Systems (ODSSIS), Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to or visiting any Social Security field office (FO) and providing his or her name and SSN. (FO addresses and telephone numbers can be found in local telephone directories under Social Security Administration, or by accessing <i>www.ssa.gov/regions/regional.html.</i>) Applicants for SVB who reside in the Philippines should contact Department of Veterans Affairs (DVA), Regional Office, Manila, Philippines. (Furnishing the SSN is voluntary, but it will make searching for an individual?s record easier and prevent delay.)
</p><p>An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. An individual who requests notification of, or access to, a medical record shall, at the time he or she makes the request, designate in writing a responsible representative who will be willing to review the record and inform the subject individual of its contents at the representative?s discretion. A parent or guardian who requests notification of, or access to, a minor?s medical record shall, at the time he or she makes the request, designate a physician or other health professional (other than a family member) who will be willing to review the record and inform the parent or guardian of its contents at the physician?s or health professional?s discretion. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data contained in the SSR are obtained for the most part from the applicant for SSI and SVB payments and are derived from the Claims Folders System, 60-0089 and the Modernized Supplemental Security Income Claims System. The States and other Federal agencies such as the DVA also provide data affecting the SSR.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="ssa104" toc="yes">
<systemNumber>60-0104</systemNumber>
<subsection type="systemName">Race and Ethnicity Collection System (RECS), Social Security Administration (SSA).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>SSA, Office of Telecommunications and Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Successfully enumerated applicants for Social Security number (SSN) cards, other than those who receive cards through the enumeration-at-birth (EAB) or enumeration-at-entry programs (EAE), when such persons voluntarily provide race and ethnicity (RE) data.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>SSN and RE data collected during contacts with the successfully enumerated applicants for SSN cards described above.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 702, 704 and 1106 of the Social Security Act (42 U.S.C. 902, 904, and 1306), and SSA regulations at 20 CFR 401.165.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system of records will cover RE data collected during contacts with persons who conduct enumeration business with us, other than those who receive cards through the EAB or EAE programs.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are as indicated below:
</p><p>1. To the Office of the President in response to an inquiry from that office made at the request of the subject of the record or a third party on that person?s behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record or a third party on that person?s behalf.
</p><p>3. To the Department of Justice (DOJ), a court, other tribunal, or another party before such court or tribunal when:
</p><p>(a) SSA or any of our components;
</p><p>(b) Any SSA employee in his or her official capacity;
</p><p>(c) Any SSA employee in his or her individual capacity when DOJ (or SSA when we are authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof when we determine that the litigation is likely to affect the operations of SSA or any of our components,  is party to litigation or has an interest in such litigation, and we determine that the use of such records by DOJ, a court, other tribunal, or another party before such court or tribunal is relevant and necessary to the litigation. In each case, however, we must determine that such disclosure is compatible with the purpose for which we collected the records.
</p><p>4. To a Federal, State, or congressional support agency (<i>e.g.,</i> Congressional Budget Office and the Congressional Research Staff in the Library of Congress) for research, evaluation, or statistical studies. Such disclosures include, but are not limited to:
</p><p>(a) Releasing information to assess the extent to which one can predict eligibility for Supplemental Security Income (SSI) payments or Social Security disability insurance benefits or other programs under the Social Security Act;
</p><p>(b) Examining the distribution of benefits under programs of the Social Security Act by economic and demographic groups and how these differences might be affected by possible changes in policy;
</p><p>(c) Analyzing the interaction of economic and non-economic variables affecting entry and exit events and duration in the Title II Old Age, Survivors, and Disability Insurance and the Title XVI SSI disability programs; and,
</p><p>(d) Analyzing retirement decisions focusing on the role of Social Security benefit amounts, automatic benefit recomputation, the delayed retirement credit, and the retirement test.  We may make these disclosures if we:
</p><p>(1) Determine that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;
</p><p>(2) Determine that the purpose for which the proposed use is to be made:
</p><p>(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies a person;
</p><p>(ii) Is of sufficient importance to warrant the effect on, or risk to, the privacy of the person which such limited additional exposure of the record might bring;
</p><p>(iii) Has a reasonable probability of being accomplished;
</p><p>(v) Is of importance to the programs under the Social Security Act and beneficiaries of such programs or is for an epidemiological research project that relates to programs under the Social Security Act or beneficiaries of such programs;
</p><p>(3) Require the recipient of information to:
</p><p>(i) Establish appropriate administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record and agree to on-site inspection by our employees, our agents, or by independent agents of the recipient agency of those safeguards;
</p><p>(ii) Remove or destroy the information that enables the person to be identified at the earliest time that the recipient can do so consistent with the purpose of the project, unless the recipient receives written authorization from us that it is justified, based on research objectives, in retaining such information;
</p><p>(iii) Make no further use of the records except:
</p><p>(a) Under emergency circumstances affecting the health and safety of a person following written authorization from us;
</p><p>(b) For disclosure to an identified person approved by us for the purpose of auditing the research project;
</p><p>(iv) Keep the data as a system of statistical records. A statistical record is one which is maintained only for statistical and research purposes and which is not used to make any determination about a person;
</p><p>(4) Secure a written statement by the recipient of the information attesting to the recipient?s understanding of, and willingness to abide by, these provisions.
</p><p>5. To our contractors and grantees performing program evaluation, research, and statistical activities directly relating to this system of records, and to contractors or grantees for another Federal or State agency performing such activities.
</p><p>6. To student volunteers, persons working under a personal services contract, and others who are not technically Federal employees, when they are performing work for us as authorized by law, and they need access to information in our records in order to perform their assigned agency duties.
</p><p>7. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act, information that is not restricted from disclosure by Federal law for their use in conducting records management studies.
</p><p>8. To the appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 our other systems or programs that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. We will use this routine use to respond only to those incidents involving an unintentional release of our records.
</p><p>9. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>(a) To enable them to assure the safety of our employees and the public, the security of our workplace, and the operation of our facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of our facilities.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We will store records in this system in electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We will retrieve records by SSN.
</p><p>Accessibility:
</p><p>Our researchers and statisticians prepare micro-data files about persons who are current, recently terminated, or potential recipients of benefits from Social Security and related programs for program evaluation, research, and statistical studies. When the product is in the form of micro-data, we make it available without personal identifiers to our other components and certain other agencies for data processing and data manipulation.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We retain electronic and paper files with personal identifiers in secure storage areas accessible only to our authorized employees and contractors. We limit access to data with personal identifiers from this system to persons or organizations authorized by our Office of Research, Evaluation, and Statistics. We furnish specially edited micro-files on request to public and private organizations for purposes of research and analysis. We include further confidentiality protections in our data agreements.
</p><p>We provide appropriate security awareness and training annually to all our employees and contractors that include reminders about the need to protect personally identifiable information and the criminal penalties that apply to unauthorized access to, or disclosure of, personally identifiable information. <i>See</i> 5 U.S.C. 552a(i)(1). Furthermore, employees and contractors with access to databases maintaining personally identifiable information must sign a sanction document annually, acknowledging their accountability for making unauthorized access to, or disclosure of, such information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>For purposes of records management disposition authority, we will follow the NARA and Department of Defense (DOD) 5015.2 regulations (DOD Design Criteria Standard for Electronic Records Management Software Applications). We will permanently maintain RE data covered by the RECS system of records. We will retain the research and statistical micro-data extract (stored on the mainframe) for a maximum of 100 years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Division of Enumeration and Death Alerts, Office of Earnings, Enumeration, and Administrative Systems, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Persons can determine if this system contains a record about them by writing to the system manager at the above address and providing their name, SSN, or other information that may be in this system of records that will identify them. Persons requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as voter registration card, etc. Persons lacking identification documents sufficient to establish their identity must certify in writing that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record to which notification is being requested. If we determine that the identifying information the person provides by telephone is insufficient, the person will be required to submit a request in writing or in person. If a person requests information by telephone on behalf of another individual, the subject person must be on the telephone with the requesting person and with us in the same phone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name), and ask for his or her consent to provide information to the requesting person. Persons requesting notification submitted by mail must include a notarized statement to us to verify their identity or must certify in the request that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>We obtain information covered by this system of records from successfully enumerated applicants for original or replacement SSN cards (or from third parties acting on their behalf) who are not enumerated through the EAB or EAE programs.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa110" toc="yes">
<systemNumber>60-0110</systemNumber>
<subsection type="systemName">Supplemental Security Income File of Refunds, SSA/OURV.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of User Requirement and Validation, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Social Security Administration, Office of System Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system contains a record of each individual who has refunded a Supplemental Security Income payment to which he/she was not entitled or that was received as a result of an overpayment.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This file contains information about refunds sent in by persons who were overpaid or not entitled to Supplemental Security Income payments they received. Specific information is name of individual, Social Security number, date of refund, and amount of refund.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 1602, 1611, and 1631 of Title XVI of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This file is established after supplemental security income refunds received have been recorded and deposited in the Federal Reserve bank. The money refunded is broken into Federal share and State share for accounting purposes.
</p><p>The information in this system is keyed directly onto tapes which are kept in SSA?s tape library. The tapes are used to prepare cross reference listing and to input information into the system.
</p><p>Manual records are used to prepare responses to inquiries from district offices.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. State audit agencies pursuant to agreements with HHS for auditing State supplementation payments.
</p><p>3. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>4. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>5. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in magnetic media (e.g., magnetic tape) and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Listings are referenced by Social Security number. The source document is filed by bank deposit schedule number; the cross reference listing, in Social Security number sequence, by month.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The source documents and listings are kept in an area which is secured at night--doors locked. Information is furnished only to other Social Security Administration components with limited access by employees who have a need for the records in the performance of their official duties. The magnetic tapes are retained in secure storage areas accessible only to authorized persons within the Office of Systems. The storage area is controlled by marshalls responsible for insuring that only authorized personnel are admitted. Official identification badges or passes are required to gain entrance to the storage area. All employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information on individuals. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The source documents and listings are being held indefinitely. Eventually they will be retired to the Federal Record Center. The tapes are stored in the Social Security tape library.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of User Requirement and Validation, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by providing his or her name, Social Security number, pertinent information about his or her case, and the name of this system to the system manager at the address shown above. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The receipt form completed by an employee in the Social Security district/branch office plus the actual check, money order, etc., used to remit the money.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa" toc="yes">
<systemNumber>60-0117</systemNumber>

<subsection type="systemName">Age at First Payment of Retirement Insurance Benefit, SSA/OACT.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of System Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Recently entitled Retirement Insurance beneficiaries.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Payment history and demographic information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 702 of the Social Security Act (42 U.S.C. Sec. 702).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system is used for statistical purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored on magnetic tape.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual records are identified by claim account number (Social Security number plus alphabetic code).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>All magnetic tapes are retained in secure storage areas accessible only to authorized persons within the Bureau of Data Processing and Data Development. All employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information on individuals. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>This system is updated infrequently and magnetic tapes are returned to blank stock.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Chief Actuary, Short-Range Estimates, Office of the Actuary, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by writing to the system manager at the address shown above and providing his or her claim account number. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system are derived from another Social Security system, The Master Beneficiary Record, 09-60-0090.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="ssa118" toc="yes">
<systemNumber>60-0118</systemNumber>
<subsection type="systemName">Non-Contributory Military Service Reimbursement System, Social Security Administration, Office of the Actuary.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>A sample of beneficiaries who have noncontributory military service wage credits.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information in this system consists of the beneficiary?s name and claim account number (CAN) (Social Security number (SSN) plus alphabetic symbol), information concerning covered earnings, benefits and payment status.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 217, 229, and 231 of the Social Security Act (42 U.S.C. 417, 429 and 431).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Data in this system are used to determine amounts to be transferred between the Old-Age, Survivors and Disability Insurance Trust Funds and the general fund of the Treasury, as required by section 217(g) of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>3. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>4. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>5. To the Office of the Actuary, Centers for Medicare and Medicaid Services (CMS), a list of Claim Account Numbers (CAN) for which it has been determined that the corresponding workers would have been uninsured in the absence of military service wage credits. CMS, using CMS data pertaining to these CANs, determines the amount to be transferred between the Hospital Insurance Trust Fund and the general fund of the Treasury under section 217(g) of the Social Security Act.
</p><p>6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored on magnetic tape and/or disc.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Data in the system are retrieved by the CAN (SSN plus alphabetic symbol).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>System security has been established in accordance with the Systems Security Handbook. This includes retaining all magnetic tape files in secure storage areas accessible only to authorized persons who have a need for the files to perform their assigned duties and informing all employees having access to records of the criminal sanctions for unauthorized disclosure of information about individuals. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>This system is updated annually. The records are retained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Chief Actuary, Short-Range Estimates, Office of the Actuary, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data in this system are derived from information in other SSA systems of records (e.g., the Earnings Recording and Self-Employment Income System, 60-0059, Claims Folders System, 60-0089 and the Master Beneficiary Record, 60-0090).
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="ssa119" toc="yes">
<systemNumber>60-0119</systemNumber>

<subsection type="systemName">Special Age 72 Benefit Trust Fund Transfer Project, SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system covers all individuals entitled to benefits under the Prouty amendments.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records consist of information pertaining to benefit entitlement, demographic information, and earnings.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 223 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to maintain information which is used to determine an amount of money to be transferred from General Revenue to the Old Age and Survivors Insurance Trust Fund.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored on magnetic tape.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual records are identified by claim account number (Social Security number plus alphabetic symbol).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>All magnetic tapes are retained in secure storage areas accessible only to authorized personnel. All employees having access to records have been notified of criminal sanctions for unauthorized disclosures of information on individuals. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal records.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>This system is updated periodically and magnetic tapes are erased and returned to blank stock.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Chief Actuary, Short-Range Estimates, Office of the Actuary, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by providing his or her claim account number to the system manager at the address shown above. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system are derived from other SSA systems, namely the Earnings Recording and Self-Employment Income System (09-60-0059) and the Master Beneficiary Record (09-60-0090).
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="ssa128" toc="yes">
<systemNumber>60-0128</systemNumber>

<subsection type="systemName">Retirement, Survivors and Disability Insurance Claims Study, SSA/OA.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Social Security Administration, Office of Assessment, Office of Payment and Eligibility Quality, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Social Security Administration, Program Service Centers (See Appendix A for addresses)
</p><p>Social Security Administration, Division of International Operations, P.O. Box 1756, Baltimore, Maryland 21203.
</p><p> and
</p><p>Social Security Administration, Office of Disability Operations, Baltimore, Maryland 21241
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National stratified probability sample of individuals allowed or denied benefits, as well as those awarded lump sum death benefits, beginning November 1964 for Retirement and Survivors claims, May 1966 for Disability claims.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Demographic characteristics of beneficiary, description of allegations, evidence and findings, and case control data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This is a study to evaluate the effectiveness of Retirement, Survivors, and Disability Insurance program policies. Date from this study are compiled for evaluative purposes, and subsequently stored in the claims folders. Adverse data received in the conduct of this study may be used to review earlier claims or post-adjudicative decisions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To third parties for verification of information given by claimants.
</p><p>3. To the Internal Revenue Service, Department of the Treasury, as necessary, for the purpose of auditing the Social Security Administration?s compliance with safeguard provisions of the Internal Revenue Code of 1954, as amended.
</p><p>Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The records are maintained on magnetic tape and in paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed by identification sequence number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>All folders are kept in secure areas, accessible only to authorized staff (i.e., statisticians, analyst, and programmers). For computerized records, safeguards are established in accordance with the Department of Health and Human Services Automated Data Processing Manual, "Part 6, ADP System Security." (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposal of file folders is conducted in accordance with Social Security Administration guidelines for Title II claims, while magnetic tapes are held for 5 years before being erased.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Division of Payment and Eligibility Quality, Office of Assessment, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him or her by writing to the system manager at the address shown above. When requesting notification, the individual should provide the name of this system, Social Security number and for verification purposes, name (woman?s maiden name, if applicable), address, date of birth and sex, the month and year in which the individual was allowed or denied benefits (Retirement or Disability). These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system are derived from other SSA systems: e.g., the Earnings Recording and Self-Employment System (09-60-0059), Claim Folders (09-60-0089) and Supplemental Security Income Record (09-60-0103); and survey data collected by Social Security employees.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa129" toc="yes">
<systemNumber>60-0129</systemNumber>
<subsection type="systemName">Adjudication of Supplemental Security Income Policy Analysis Review, SSA/OA.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Social Security Administration, Office of Assessment, Office of Payment and Eligibility Quality, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Social Security Administration, Program Service Centers, (See Appendix A for addresses)
</p><p>Social Security Administration, Division of International Operations, PO Box 1756, Baltimore, Maryland 21203
</p><p> and
</p><p>Social Security Administration, Office of Disability Operations, Baltimore, Maryland 21241
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National stratified probability sample of individual allowed or denied Supplemental Security Income benefits since January 1975.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Demographic characteristics of the beneficiary, description of allegations, evidence and findings, and case control data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205 and 1631 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This is a study to evaluate the effectiveness of supplemental security income program policies. Data from this study are compiled for evaluation purposes and subsequently stored in the claim folders system (09-60-0089). Adverse data received in the conduct of this study may be used to review earlier claims or post-adjudicative decisions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To third parties for verification of information given by claimants.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>All records are stored on magnetic tape.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed by identification sequence number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>All folders are kept in secure areas, accessible only by authorized staff (i.e. statisticians, analyst, and programmers).
</p><p>For computerized records, safeguards are established in accordance with the Department of Health and Human Services Automated Data Processing Manual, "Part 6, ADP System Security." (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposal of file folders is conducted in accordance with Social Security Administration guidelines for Title XVI claims, while magnetic tapes are held for 5 years before being erased.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Payment and Eligibility Quality, Office of Assessment, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by writing to the system manager at the address shown above. When requesting notification, the individual should provide the name of this system, Social Security number, and, for verification purposes, name (woman?s maiden name, if applicable), address, date of birth and sex, the month and year in which the individual was allowed or denied supplemental security income payments. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system are derived from other SSA systems, e.g.: Earnings Recording and Self-Employment Income System (09-60-0059), Claim Folders (09-60-0089) (Title II and Title XVI claims folders), Master Beneficiary Record (09-60-0090), and Supplementary Security Income Record (09-60-0103); and survey data collected by Social Security employees.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa148" toc="yes">
<systemNumber>60-0148</systemNumber>
<subsection type="systemName"> Matches of Internal Revenue Service and Social Security Administration Data with Census Survey Data (Joint Social Security Administration/Census Statistics Development Project), SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Social Security Administration, Office of Research and Statistics, 1875 Connecticut Avenue, NW, Washington, DC 20009
</p><p>and
</p><p>Bureau of the Census, Suitland, Maryland 20233
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Samples of United States civilian population and those Armed Forces personnel residing with their families as of March 1975-1980 and subsequent periods.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Basic demographic characteristics from Census survey-labor force, work experience and income items from the survey; Social Security Administration earnings and benefit record information; selected Internal Revenue Service tax return items.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 702 of the Social Security Act (42 U.S.C., Section 902), and Title 13 U.S. Code, section 182 for Census participation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This data file is used as the basis of microsimulations of tax and transfer programs. These microsimulations provide policy makers with information about the costs and effects of proposed changes in the social security tax and benefit structures and in the Federal income tax program. It also is used to estimate the number of non-filers and the magnitude of the effects of noncompliance with IRS and SSA regulations. During those matching steps which occur at the Social Security Administration, identifiable data is solely under the control of a limited number of Social Security employees who are required to uphold the Census and IRS statutes as well as the confidentiality restrictions of the Social Security Administration. Similar provisions are made for the handling of identifiable data from the project at the Census Bureau. Contractors provide storage of and remote terminal access to files which do not carry identifiers.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>(Through the Census Bureau) to a congressional office in response to an inquiry from that office made at the request of the subject of a record. Tax return information may be disclosed only with the expressed authorization of the Internal Revenue Service.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on magnetic tape and in paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed by Social Security number during the matching steps at the Social Security Administration and Census but identifiers are not retained at the Social Security Administration after matching is completed.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards are established in accordance with the HHS ADP System Manual, Part 6, ADP System Security. Employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information about individuals.
</p><p>Magnetic tapes or other files with personal identifiers, are retained in secured storage areas accessible only to authorized personnel. Microdata files prepared for purposes of research and analysis are purged of personal identifiers and are subject to procedural safeguards to assure anonymity. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Following the match, all identifiers are removed from the records kept at the Social Security Administration. The Census Bureau retains identifiers for possible longitudinal updating.
</p><p>Records with identifiers will be held in secure storage areas at the Census Bureau and will be disposed of as soon as they are determined to be no longer needed for Census or SSA analysis. Means of disposal will be appropriate to the record storage medium, e.g., erasure of tapes, shredding of printouts, etc.
</p><p>As long as identifiable records exist, a periodic review will be made at least every two years to determine the need for their retention.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Research and Statistics, Social Security Administration, Universal North Building/Room 1121, 1875 Connecticut Avenue, NW, Washington, DC 20009.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system contains limited data selected for statistical analysis which individuals would not ordinarily be interested in. Individuals inquiring about their records in SSA program should consult other SSA systems of records which contain more detailed information. However, individuals may obtain notification of or access to information that may be maintained during processing stages in this system, by writing to the system manager (at the above address) and providing the name of this system, their name and Social Security number and a description of the information being sought. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) Also, to verify identity, he/she should provide name, address and date of birth.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Except in transitory stages of preparation, files at SSA which are based on Census or Internal Revenue Service samples do not have personal identifiers, and cannot be located on an individual basis. Records with identifiers maintained at the Bureau of Census are considered by Census to be exempt from access.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulation 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system are derived from other Social Security Administration systems, the Earnings Recording and Self-Employment Income System (09-60-0059) and Master Beneficiary Record (09-60-0090), Internal Revenue tax returns; and Census surveys.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa149" toc="yes">
<systemNumber>60-0149</systemNumber>
<subsection type="systemName"> Continuous Work History Sample (Statistics), SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>and
</p><p>Parklawn, 5600 Fishers Lane, Rockville, Maryland 20857.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>A sample of persons with social security numbers issued through the cutoff date of the file. Included are those persons working for the Federal government and those covered by the Railroad Retirement Act, as well as those covered under social security.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Demographic characteristics; employer information; type of work information; earnings information; self-employment information; insured status information; benefit status; and geography information (residence).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 702 of the Social Security Act. (42 U.S.C. sec. 902).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system provides a one percent overview of SSA programs. With identifiers, the system is used by Office of Research and Statistics (ORS) staff in analysis and research of SSA programs, workloads, and revenue. Purged of identifiers, it has been an important resource for HHS planning and evaluation and for health research in the Health Care Financing Administration and the Public Health Services. Its wide scope and coverage of the income structure of the United States, make the data from the system useful to many agencies, including the Census Bureau and the Bureau of Economic Analysis, as a fundamental source of data.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the Department of Labor for administering provisions of Title IV of the Federal Coal Mine Health and Safety Act and for studies on the effectiveness of training programs to combat poverty.
</p><p>2. To the Bureau of Census when it performs as a collecting agent or data processor for research and statistical purposes directly relating to this system of records.
</p><p>3. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>4. To a Federal or State agency (or its agent) lawfully charged with the administration of a Federal or State unemployment compensation law or contribution or tax levied in connection therewith, for the purpose of such administration but solely for use in compiling statistics to be used in aggregated or anonymous forms.
</p><p>5. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored on magnetic tape.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The file is indexed and retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards are established in accordance with the HHS ADP System Manual, Part 6, ADP System Security. Employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information about individuals. Magnetic tapes or other files with personal identifiers, are retained in secured storage areas accessible only to authorized personnel. Microdata files prepared for purposes of research and analysis are purged of personal identifiers and are subject to procedural safeguards to assure anonymity. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>This is a longitudinal sample. Records with identifiers will be retained as long as needed to permit addition of future earnings and other Social Security Administration program data for individuals in sample. When no longer needed, the tape records are erased and returned to stock.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Research and Statistics, Social Security Administration, 1875 Connecticut Avenue NW, Washington, DC 20009.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system contains limited data selected for statistical analysis which individuals would not ordinarily be interested in. Individuals inquiring about their records in SSA program should consult other SSA system of records which contain more detailed information. However, if the individual wishes notification of or access to information that may be maintained during processing stages in this system, he/she should write to the system manager (at the above address) and provide the name of this system, his/her name and Social Security number and a description of the information being sought. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) Also, to verify identity, he/she should provide address and date of birth.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p><p>These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are derived from other Social Security Administration systems: e.g., the Master Files or Social Security Number Holders (09-60-0058), Earnings Recording and Self-Employment Income System (09-60-0059), Master Beneficiary Record (09-60-0090); quarterly earnings items file; and the Internal Revenue Service name and address file.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa184" toc="yes">
<systemNumber>60-0184</systemNumber>
<subsection type="systemName"> Hearing Officer Master Calendar, SSA/OHA.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>All Hearing Offices (See Appendix G for address information).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants--Title II (Retirement, Survivors and Disability); Title XI (Claimants Subject to Professional Standards Review); Title XVI (Supplemental Security Income); Title XVIII (Health Insurance) and claimants for Black Lung benefits pursuant to provisions of the Federal Coal Mine Health and Safety Act.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>A list of all cases pending in the hearing office.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205, 1631(d)(1) and 1872 of the Social Security Act, as amended, and section 413(b) of the Federal Coal Mine Health and Safety Act, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to enable the Hearing Office to ascertain the location of cases within the Office of Hearings and Appeals and maintain control of the pending case load.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>4. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>5. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (e.g., folders in filing cabinets).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Folders are kept in metal filing cabinets. Access to and use of the records are limited to those employees whose official duties require such access. All employees are instructed in Social Security Administration confidentiality rules as part of their initial orientation training. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>As each case is disposed of, it is removed from the master calendar. Individual files are disposed of by shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Hearings and Appeals, Room 402, 3833 North Fairfax Drive, Arlington, Virginia 22203.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him or her by providing his or her name, address and Social Security number to the address below. Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay: Social Security Administration, Office of Hearings and Appeals, PO Box 2518, Washington, DC 20013. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From hearing office personnel and from information on incoming cases.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa186" toc="yes">
<systemNumber>60-0186</systemNumber>
<subsection type="systemName">Civil Action Tracking System.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of the General Counsel, 6401 Security Blvd., Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who are involved, as plaintiffs, in class action litigation concerning one or more of the programs administered by the Social Security Administration (SSA), who are affected by an Acquiescence Ruling (AR). When SSA determines that a holding in a Circuit Court decision conflicts with our interpretation of a provision of the Social Security Act or regulation, SSA issues an AR. When we publish an AR, we send notices to those individuals whose claims may be affected. The notice tells the claimant that an AR may affect a prior decision. In this regard, the Civil Action Tracking System (CATS) contains a given claimant?s Social Security number (SSN), name and address, and maintains a list of those claimants possibly affected by the AR.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records for individuals involved in the class action contain beneficiary and claims-related information from SSA?s Master Beneficiary Record (MBR) and/or the Supplemental Security Income Record (SSR). During the lifetime of the implementation of the court order, the records will also contain information about notices sent, reply forms received, alerts generated, class membership screenings and decisions. With respect to an AR, as mentioned above, CATS contains basic information (e.g., SSN, name and address) that came from one of SSA?s master files or was typed into CATS in the case of a walk-in.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205(a) of the Social Security Act (42 U.S.C. 405(a)).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records in this system are used by staff in various SSA offices to implement court orders and settlement agreements related to class actions.
</p><p>From an AR standpoint, we use CATS to store addresses to send notices to claimants affected by an AR.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office about an individual claimant made at the request of the subject of a record.
</p><p>2. To DOJ, a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) any SSA employee in his/her official capacity; or
</p><p>(c) any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) the United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>However, any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be made unless authorized by the IRC, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>3. To IRS, as necessary, for the purpose of auditing SSA?s compliance with the safeguard provisions of the Internal Revenue Code (IRC) of 1986, as amended.
</p><p>4. Non-tax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archive and Records Administration (NARA) for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984.
</p><p>5. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records to perform their assigned Agency functions.
</p><p>6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on mainframe computer disk and cartridges. Occasionally, there may be paper copies of small amounts of data.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records are retrieved by the Beneficiary?s SSN, last name, and date of birth.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Files in this system are maintained in SSA?s secure computer center and occasionally in paper form in desks or file cabinets that lock. Access to the files is limited to employees who require the files to perform their duties. All personnel having access to the records have been informed of criminal sanctions for unauthorized disclosure of information relating to individuals. Access http://www.ssa.gov/foia/bluebook/app--g.htm for additional information regarding the safeguards SSA employs to protect its paper and automated.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are archived on mainframe computer cartridges when the implementation of the court order is completed. The cartridges are stored indefinitely in a secured location.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Management Information and Process Analysis Staff, Office of the General Counsel, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information being contested and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Systems of records maintained by SSA such as the Claims Folders System, 60-0089; Master Beneficiary Record, 60-0090; Supplement Security Income Record and Special Veterans Benefits 60-0103.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa196" toc="yes">
<systemNumber>60-0196</systemNumber>
<subsection type="systemName"> Disability Studies, Surveys, Records and Extracts (Statistics), SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Bureau of the Census, Washington, DC 20233.
</p><p>Bureau of the Census, Jeffersonville, Indiana 47130.
</p><p>Contractor sites: Addresses may be obtained by writing to the system manager at the address below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Samples of persons who are present or potential recipients of SSA disability payment/benefits, including specifically selected subsets of each category; applicants/participants in State vocational rehabilitation programs; and samples of other persons regardless of status of purposes of comparison in the above categories.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Socio-economic, demographic, medical and disability characteristics, attitudes, earnings and employment history, benefit information, and use of medical and rehabilitative services.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 702 of the Social Security Act (42 U.S.C. 902); 13 U.S.C. 182 for Census participation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to collect data by the following methods: (1) Extraction from program records (including records compiled at the State level); and (2) through surveys which may be augmented with program data. The SSA Office of Research and Statistics uses this data to examine the medical, economic, and social consequences of limitations in work activity for the disabled person and his/her family; from program planning and evaluation; for evaluation of proposals for policy and legislative changes; for determinations of the characteristics of program applicants and benefit recipients, etc.
</p><p>Access to microdata files with identifiers comprised of data from this system is limited to researchers and statisticians authorized by the SSA Office of Research and Statistics (ORS). Public-use tapes containing microdata or tabulations are furnished on request by mail to public and private organizations.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To a contractor under contract to SSA, or under contract to another agency with funds provided by SSA, for the performance of research and statistical activities directly related to this system of records.
</p><p>3. To the Rehabilitation Services Administration (RSA) for use in the program studies of, and development of enhancements for, State vocational rehabilitation programs. These are programs to which applicants or beneficiaries under titles II and/or XVI of the Act may be referred. Data released to RSA will not include any personally identifying information (such as names or SSNs).
</p><p>4. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in paper form (e.g., questionnaire forms, computer printouts and punch cards), on microfilm, and in magnetic media (e.g., magnetic tapes and discs).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Files are indexed by Social Security Number (SSN) or by SSA assigned case numbers. Files based on Census sample populations are indexed by Census assigned case numbers. These numbers are cross referenced at Census to SSN?s which are available only to Census employees or SSA staff who are Census special-sworn employees.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards are established in accordance with the Department of Health and Human Services (HHS) Automated Data Processing (ADP) System Manual, "Part 6, ADP System Security." Employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information about individuals.
</p><p>Magnetic tapes or other files with personal identifiers, are retained in secured storage areas accessible only to authorized personnel.
</p><p>Microdata files prepared for purposes of research and analysis are purged of personal identifiers and are subject to procedural safeguards to assure anonymity.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hard copy questionnaires are destroyed when survey reports are completed. Records with identifiers are held in secure storage areas and are disposed of as soon as they are determined to be no longer needed for SSA analysis. Means of disposal are appropriate to the record storage medium; e.g., erasure of tapes, shredding of printouts, etc. Periodic reviews are made to determine the need for retention.
</p><p>In longitudinal studies, working files are purged of identifiers and given randomly assigned case numbers. A separate link file is maintained in secure storage areas for updating with individual identifiers.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Research and Statistics, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system contains limited data selected for statistical analysis. Individuals inquiring about their records in SSA programs may wish to contact other SSA systems of records which contain more detailed information.
</p><p>However, if an individual wishes notification of or access to information in this system, he/she should write to the system manager (at the address above) and provide the name of this system, his/her name, SSN and a description of the information being sought. (Furnishing the SSN is voluntary, but it will make searching for an individual?s record easier and avoid delay.)
</p><p>An individual requesting notification of records in person need not furnish any special documents of identity. Documents he/she would normally carry on his/her person would be sufficient (e.g., credit cards, driver?s license, or voter registration).
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p><p>These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Except in transitory stages of preparation, files at SSA which are based on Census samples do not have personal identifiers, and cannot be located on an individual basis. Records with identifiers maintained at the Bureau of Census are considered by Census to be exempt from access.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are derived from other SSA systems; (e.g., Earnings Records System (09-60-0059); Claims Folders System (09-60-0089) (disability case folders), etc. and Master Beneficiary Record (09-60-0090); survey data collected by contractors; case service reports of the vocational rehabilitation agencies (R-300); SSA OHA Records Locator; the Health Insurance Master Files (09-70-0502) of the HHS Health Care Financing Administration; and SSA Administrative Awards File. Bureau of the Census records may be used as a sampling frame.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa199" toc="yes">
<systemNumber>60-0199</systemNumber>
<subsection type="systemName">Extramural Surveys (Statistics), Social Security Administration, Deputy Commissioner for Disability and Income Security Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Research, Evaluation and Statistics, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>Contractor sites:
</p><p>Addresses may be obtained by writing to the system manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Samples of individuals who are current or potential recipients of benefits from Social Security and related programs; personnel administering Social Security and related programs.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Socioeconomic, demographic, medical and disability characteristics; attitudes concerning subjects such as health, work experience, and family relationships; earnings and employment history, benefits, use of medical and rehabilitative services.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 1110 and 1115 of the Social Security Act (42 U.S.C. 1310 and 1315).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to obtain information for research and statistical studies of individuals who are current or potential recipients of benefits from Social Security and related programs. When the product is in the form of micro data it is available without personal identifiers to other Social Security Administration (SSA) components for data processing and data manipulation, with appropriate safeguards.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.
</p><p>2. To a contractor under contract to the Social Security Administration (SSA), or under contract to another agency with funds provided by SSA, for the performance of research and statistical activities directly related to this system of records.
</p><p>3. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>4. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data may be stored in paper form (e.g., computer printouts) and in magnetic media (e.g., magnetic tape and disc).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Files based on SSA sample populations are indexed by SSA-assigned case numbers or Social Security numbers (SSN). Files based on contractor sample populations are indexed by contractor-assigned case numbers which may be cross-referred to SSNs. These files are retrieved by SSN or assigned case numbers.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p> Safeguards are established in accordance with the Systems Security Handbook. Employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information about individuals.
</p><p>Magnetic tapes or other files with personal identifiers are retained in secured storage areas accessible only to authorized personnel.
</p><p>Microdata files prepared for purposes of research and analysis are purged of personal identifiers and are subject to procedural safeguards to assure anonymity. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hard copy questionnaires will be destroyed when survey reports are completed. Records with identifiers will be held in secure storage areas and will be retained only as long as needed for analysis.
</p><p>Identifiers will be removed at the earliest possible time after data collection is completed. The need to retain identifiers will be evaluated at the time each survey is completed. Records with identifiers will be disposed of as soon as they are determined to be no longer needed. Means of disposal will be appropriate to the record storage medium; e.g., erasure of tapes, shredding of printouts, etc.
</p><p>In longitudinal studies, working files are stripped of identifiers and given randomly assigned case numbers. A separate link file will be maintained in secure storage for updating with individual identifiers.
</p><p>As long as identifiable records exist, a periodic review will be made at least every 2 years to determine the need for their retention.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Associate Commissioner, Office of Program Development and Research, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system contains limited data selected for statistical analysis. Individuals inquiring about their records in SSA programs may wish to consult other SSA systems of records which contain more detailed information.
</p><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Survey data obtained by the contractor; SSA administrative records; medical data compiled by extramural research under contracts or grants.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa200" toc="yes">
<systemNumber>60-0200</systemNumber>
<subsection type="systemName"> Retirement and Survivors Studies, Surveys, Records, and Extracts (Statistics), SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Bureau of the Census, Washington, DC 20233, Jeffersonville, Indiana 47130
</p><p>Social Security Administration, Office of Research and Statistics, 1875 Connecticut Avenue, NW, Washington, DC 20009
</p><p>Datacrown/SDL, 12401 Columbia Pike, Silver Spring, Maryland 20904
</p><p>and
</p><p>Contractor sites: Addresses may be obtained by writing to the system manager (at the address below).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Sample groups of adults or children who are current, past or potential recipients of Social Security payments, or pension or survivor benefits from public or private sources; and samples of other persons or families regardless of recipient or benefit status for purposes of comparison with persons or families in the above categories.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Socio-economic, demographic, medical, insurance, welfare, attitudes, earnings, employment, and benefits.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 702 of the Social Security Act (42 U.S.C., section 902); section 182, Title 13 of the U.S. Code for Census participation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to collect data by the following methods: extraction from program records (including records compiled at the State level); and through surveys which may be augmented with program data. The statistical aggregated data provided by this system is used for program planning and evaluation purposes. Systems data typically exist with identifiers removed and are available to other SSA and HHS components for similar program analysis purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To contractor under contract to the Social Security Administration (SSA), or under contract to another agency with funds provided by SSA, for the performance of research and statistical activities directly related to this system of records.
</p><p>3. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data may be stored in paper form (e.g., hardcopy questionnaires, punch cards and computer printouts) on microfilm, and in magnetic media (e.g., magnetic tape and disc).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Files are indexed and retrieved by use of the Social Security number or by SSA assigned case numbers. Files based on Census sample populations are indexed by Census assigned case numbers. These numbers are cross referenced at Census to Social Security numbers which are available only to Census employees or SSA staff who are Census special sworn employees.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards are established in accordance with the HHS ADP System Manual, "Part 6, ADP System Security." Employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information about individuals. Magnetic tapes or other files with personal identifiers, are retained in secured storage areas accessible only to authorized personnel. Microdata files prepared for purposes of research and analysis are purged of personal identifiers and are subject to procedural safeguards to assure anonymity. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hard copy questionnaires are destroyed when survey reports are completed. Records with identifiers are held in secure storage areas and are retained only as long as needed for SSA analysis.
</p><p>Identifiers are removed at the earliest possible time, after data collected is completed. Records with identifiers are disposed of as soon as they are determined to be no longer needed. Means of disposal are appropriate to the record medium, e.g., erasure of tapes, shredding of printouts, etc.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Research and Statistics, Social Security Administration, Universal North Building/Room 1121, 1875 Connecticut Avenue NW, Washington, DC 20009.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system contains limited data selected for statistical analysis which individuals would not ordinarily be interested in. Individuals inquiring about their records in SSA programs should consult other SSA systems of records which contain more detailed information. However, if an individual wishes notification of or access to information in this system, he/she should write to the system manager (at the above address) and provide the name of this system, his/her name and Social Security number and a description of the information being sought. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) Also, to verify identity, he/she should provide address and date of birth. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Except in transitory stages of preparation, files at SSA which are based on Census samples do not have personal identifiers, and cannot be located on an individual basis. Records with identifiers maintained at the Bureau of Census are considered by Census to be exempt from access.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, individuals should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system are derived from: SSA administrative records, e.g., the Earnings Recording and Self-Employment Income System (09-60-0059) and Master Beneficiary Record (09-60-0090); and survey data collected by contractor. Bureau of the Census records may be used as a sampling frame.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa202" toc="yes">
<systemNumber>60-0202</systemNumber>
<subsection type="systemName">Old Age, Survivors and Disability Beneficiary and Worker Records and Extracts (Statistics), SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Datacrown/SDL, 12401 Columbia Pike, Silver Spring, Maryland 20904
</p><p>and
</p><p>Contractor sites: Addresses may be obtained by writing to the system manager (see below).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Groups of applicants for and recipients of Social Security Old-Age, Survivors, Disability and Black Lung benefits; persons with taxable earnings; persons issued Social Security numbers. Most files are samples of selected subgroups.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Socio-economic, demographic, medical and disability characteristics, earnings, employment history, benefits, and use of medical and rehabilitative services.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 702 of the Social Security Act (42 U.S.C., section 902).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to obtain research and statistical information about Social Security beneficiaries for use in various research and publication projects. Transfers to other components of HHS are made in summary form or with all identifiers suppressed.
</p><p>Transfers within the Office of Research and Statistics are the only transfers that include identifiers, except for a routine use.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To contractor under contract to the Social Security Administration (SSA), or under contract to another agency with funds provided by SSA, for the performance of research and statistical activities directly related to this system of records.
</p><p>3. Disclosure may be made to a Federal, State, or congressional support agency (e.g., Congressional Budget Office and the Congressional Research Staff in the Library of Congress) for research, evaluation, or statistical studies. Such disclosures include, but are not limited to, release of information in assessing the extent to which one can predict eligibility for Supplemental Security Income (SSI) payments or Social Security disability insurance (SSDI) benefits; examining the distribution of Social Security benefits by economic and demographic groups and how these differences might be affected by possible changes in policy; analyzing the interaction of economic and non-economic variables affecting entry and exit events and duration in the Title II Old Age, Survivors, and Disability Insurance and the Title XVI SSI disability programs; and, analyzing retirement decisions focusing on the role of Social Security benefit amounts, automatic benefit recomputation, the delayed retirement credit, and the retirement test, if SSA:
</p><p>a. Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;
</p><p>b. Determines that the purpose for which the proposed use is to be made:
</p><p>(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;
</p><p>(ii) Is of sufficient importance to warrant the effect on, or risk to, the privacy of the individual which such limited additional exposure of the record might bring;
</p><p>(iii) Has reasonable probability that the objective of the use would be accomplished;
</p><p>(iv) Is of importance to the Social Security program or the Social Security beneficiaries or is for an epidemiological research project that relates to the Social Security program or beneficiaries;
</p><p>c. Requires the recipient of information to:
</p><p>(i) Establish appropriate administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record and agree to on-site inspection by SSA?s personnel, its agents, or by independent agents of the recipient agency of those safeguards;
</p><p>(ii) Remove or destroy the information that enables the individual to be identified at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the project, unless the recipient receives written authorization from SSA that it is justified, based on research objectives, for retaining such information;
</p><p>(iii) Make no further use of the records except
</p><p>(a) Under emergency circumstances affecting the health or safety of any individual following written authorization from SSA;
</p><p>(b) For disclosure to an identified person approved by SSA for the purpose of auditing the research project;
</p><p>(iv) Keep the data as a system of statistical records. A statistical record is one which is maintained only for statistical and research purposes and which is not used to make any determination about an individual;
</p><p>d. Secures a written statement by the recipient of the information attesting to the recipient?s understanding of, and willingness to abide by, these provisions.
</p><p>4. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data may be stored in paper form (e.g., hardcopy questionnaires, punch cards and computer printouts), in magnetic media (e.g., magnetic tape) and on microfilm.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Files are indexed and retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards are established in accordance with the HHS ADP System Manual, "Part 6, ADP System Security." Employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information about individuals. Magnetic tapes or other files with personal identifiers, are retained in secured storage areas accessible only to authorized personnel. Microdata files prepared for purposes of research and analysis are purged of personal identifiers and are subject to procedural safeguards to assure anonymity. (See Appendix J to the publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records with identifiers will be held in secure storage areas and will be disposed of as soon as they are determined to be no longer needed for SSA analysis. Means of disposal will be appropriate to the record storage medium, e.g., erasure of tapes, shredding of printouts, etc.
</p><p>As long as identifiable records exist, a periodic review will be made at least every two years to determine the need for their retention.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Research and Statistics, Social Security Administration, Universal North Building/Room 1121, 1875 Connecticut Avenue, NW, Washington, DC 20009
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system contains limited data selected for statistical analysis which individuals would not ordinarily be interested in. Individuals inquiring about their records in SSA programs should consult other SSA systems of records which contain more detailed information. However, if the individual wishes notification of or access to information in this system, he/she should write to the system manager (at the above address) and provide the name of this system, his/her name and Social Security number and a description of the information being sought. (Furnishing the Social Security number if voluntary, but it will make searching for an individual?s record easier and avoid delay.) Also, to verify identity, he/she should provide address and date of birth.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p><p>These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are derived from other SSA system; e.g., Earnings Recording and Self-Employment System (09-60-0059) and Master Beneficiary Record (09-60-0090); and other SSA records related to earnings and applications for, or payment of benefits. For selected employers, lists of persons working in covered employment.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa203" toc="yes">
<systemNumber>60-0203</systemNumber>
<subsection type="systemName"> Supplementary Security Income (SSI) Studies, Surveys, Records and Extracts (Statistics), SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>Social Security Administration, 1875 Connecticut Avenue, NW, Washington, DC 20009
</p><p>Bureau of the Census, Washington, DC 20233, Jeffersonville, Indiana 47130
</p><p>Datacrown/SDL, 12401 Columbia Pike, Silver Spring, Maryland 20904
</p><p>and
</p><p>Contractor sites: Addresses may be obtained by writing to the system manager (see below)
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Sample groups and Supplemental Security Income population subsets of persons and families receiving or potentially eligible to receive welfare assistance under the SSI and related Federal/State welfare programs, including Aid to Families with Dependent Children, General Assistance, Emergency Assistance and Food Stamps and low-income energy assistance; samples of specially selected subsets of persons from the above programs; other persons or families, regardless of SSI or poverty status, for use within the same system of records for comparison purposes with persons or families in the above categories; Federal/State personnel responsible for the administration of SSI and related welfare programs.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Basic demographic characteristics; medical and disability information; socio-economic information; living conditions; attitudes; earnings and employment history, benefits; use of medical and rehabilitative services; participation in and benefits received under SSI and related Federal/State welfare programs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 702 of the Social Security Act (42 U.S.C. section 902); Title 13 of the U.S. Code, section 182 for Census participation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to collect data by the following methods: Extraction from program records (including records compiled at the State level); and through surveys which may be augmented with program information. Basic data on SSI recipients and others are collected, analyzed and published by the SSA Office of Research and Statistics for program planning and evaluation purposes. Such information is then used in the budget process for legislative change and as a basis for studying the effectiveness of the SSI and related welfare programs in meeting the need of the target population served. Currently, access to microdata files with identifiers comprised of data from within this system is limited to Office of Research and Statistics researchers. Other components of HHS receive summary data or microdata without identifiers.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To contractor under contract to the Social Security Administration (SSA), or under contract to another agency with funds provided by SSA, for the performance of research and statistical activities directly related to this system of records.
</p><p>3. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data may be stored in paper form (e.g., hard copy questionnaire, punch cards and computer printouts) on microfilm and in magnetic media (e.g., magnetic tape and disc).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed and retrieved by use of the Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards are established in accordance with the HHS ADP System Manual, "Part 6, ADP System Security." Employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information about individuals. Magnetic tapes or other files with personal identifiers, are retained in secured storage areas accessible only to authorized personnel. Microdata files prepared for purposes of research and analysis are purged of personal identifiers and are subject to procedural safeguards to assure anonymity. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hard copy questionnaires will be destroyed when survey reports are completed. Records with identifiers will be held in secure storage areas and will be disposed of as soon as they are determined to be no longer needed for SSA analysis. Means of disposal are appropriate to the storage medium; e.g., erasure of tapes shredding of printouts, etc.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Research and Statistics, Social Security Administration, Universal North Building/Room 1121, 1875 Connecticut Avenue, NW, Washington, DC 20009
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system contains limited data selected for statistical analysis which individuals would not ordinarily be interested in. Individuals inquiring about their records in SSA programs should consult other SSA systems of records which contain more detailed information. However, if an individual wishes notification of or access to information in this system, he/she should write to the system manager (at the above address) and provide the name of this system, his/her name and Social Security number and a description of the information being sought. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.)
Also, to verify identity, he/she should provide address and date of birth.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p><p>These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Except in transitory stages of preparation, files at SSA which are based on Census samples do not have personal identifiers, and cannot be located on an individual basis. Records with identifiers maintained at the Bureau of Census are considered by Census to be exempt from access.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system are derived from other SSA systems; e.g., Earnings Recording and Self-Employment System (09-60-0059), Claim Folders (09-60-0089) (Disability Case Folders), Master Beneficiary Record (09-60-0090) and Supplemental Security Income Record (09-60-0103) (SSI Applications); program records of other Federal/State welfare programs; and/or survey data collected by contractor; the Health Insurance Master File and related files of the HHS Health Care Financing Administration and other SSA administrative records; and case service reports of the vocational rehabilitation agencies. Bureau of Census records may be used as a sampling frame.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa206" toc="yes">
<systemNumber>60-0206</systemNumber>
<subsection type="systemName"> Repatriation Records System, SSA/OFA.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Family Assistance, Repatriation Program Staff, 2100 2nd Street, SW, Room 111, Washington, DC 20201
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>U.S. Citizens and their dependents returned from foreign countries by the Department of State because of mental or physical illness, destitution, war, threat of war or international crisis.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Identifying data such as name, date and place of birth, social security number, resources, employment, eligibility for other Federal, State or local programs and related data. Other categories include State and Regional reports, correspondence and accounting data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Title XI of the Social Security Act, section 1113 and 24 U.S.C.A. section 321 et seq.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system provides a basis for the expenditure of Federal funds. Information is used for the administration of the repatriation program, by HHS regional staff, State and local health and human services agencies, and other private and public agencies as required.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operation of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deem desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To State and local Human Services agencies and other private and public agencies for the purpose of providing services through the repatriation program.
</p><p>4. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (e.g., individual case folders).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed and retrieved alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to an use of the records are limited to those persons whose official duties require such access. All employees are instructed in Social Security Administration confidentiality rules as part of their initial orientation training. The records are stored in metal cabinets with lock and key. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information).
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The policy is to maintain records for one year after closure then transfer them to the Federal Records Center in Suitland, Maryland.
</p><p>Records are maintained for five years by the Federal Records Center prior to destruction. Some records are maintained in the active files for considerably longer periods.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Repatriation Program Specialist, Repatriation Program Staff, OFA, SSA, HHS, 2100 2nd Street, SW, Room 111, Washington, DC 20201
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him/her by contacting the official at the address under system manager above and providing his/her full name, date of birth and approximate date of repatriation. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is secured from the individual, his relative, any person knowledgeable of his situation and from State and local Health and Human Services agencies and other private and public agencies.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa209" toc="yes">
<systemNumber>60-0209</systemNumber>
<subsection type="systemName"> Readership Surveys of Office of Research and Statistics (ORS) Publications (Statistics), SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, 1875 Connecticut Ave NW, Washington, DC 20009
</p><p>Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235
</p><p>and
</p><p>Contractor sites: Addresses may be obtained by writing to the system manager (see below).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Groups of readers and potential readers of ORS publications.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Type of access to publications, frequency and extent of use, relevance of publications to job and professional interests, socioeconomic and demographic characteristics, attitudes.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 702 of the Social Security Act (42 U.S.C., section 902).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to provide information about continued public use and reader interest as a measure of need for continued funding of publications programs.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To a contractor under contract to the Social Security Administration (SSA) or under contract to another agency with funds provided by SSA, for the performance of research and statistical activities directly related to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data may be stored on hard copy questionnaire forms, microfilm, punchcards, magnetic tape, disc, or printouts.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are indexed and retrieved by name and/or by Social Security number or contractor-assigned case numbers.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards are established in accordance with the HHS ADP System Manual, "Part 6, ADP System Security." Employees having access to records have been notified of criminal sanctions for unauthorized disclosure of information about individuals. Magnetic tapes or other files with personal identifiers, are retained in secured storage areas accessible only to authorized personnel. Microdata files prepared for purposes of research and analysis are purged of personal identifiers and are subject to procedural safeguards to assure anonymity. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hard copy questionnaires will be destroyed when survey reports are completed. Records with identifiers will be held in secure storage areas and will be retained only as long as needed for SSA analysis.
</p><p>Identifiers will be removed at the earliest possible time after data collection is completed. The need to retain identifiers will be evaluated at the time each survey is completed. Records with identifiers will be disposed of as soon as they are determined to be no longer needed. Means of disposal will be appropriate to the records storage medium: e.g., erasure of tapes, shredding of printouts, etc.
</p><p>As long as identifible records exist, a periodic review will be made at least every 2 years to determine the need for their retention.
</p><p>In longitudinal studies, working files are stripped of identifiers maintained in secure storage for updating with individual identifiers.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Research and Statistics, Social Security Administration, Universal North Building, Room 1121, 1875 Connecticut Avenue NW, Washington, DC 20009
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system contains limited data selected for statistical analysis which individuals would not normally be interested in. Individuals inquiring about their records in SSA programs should consult other SSA systems of records which contain more detailed information. However, if an individual wishes notification of or access to information in this system, he/she should write to the system manager (at the above address) and provide the name of this system, his/her name and social security number and a description of the information being sought. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.) Also, to verify identity, he/she should provide address and date of birth. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Mailing lists maintained by ORS and by the Government Printing Office and survey data collected by SSA or contractor.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa210" toc="yes">
<systemNumber>60-0210</systemNumber>
<subsection type="systemName"> Record of Individuals Authorized Entry to Secured Automated Data Processing (ADP) Area, SSA/OS.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p> Office of Systems Operations, Computer Center Building, 6401 Security Boulevard, Baltimore, Maryland 21235
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Those individuals with a legitimate need who are authorized entry to secured ADP area.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system contains the name, badge number, employer, access level, a unique five-digit identifying number, and a nine-digit number which is either the Social Security number or driver?s license number for each individual authorized to enter the secured ADP area. The system also contains the date and time of actual or attempted entry to and exit from secured areas.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 552a(e)(10).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is the basic system which we use to safeguard personal and sensitive records about individuals. Records in the system are used to restrict access to the SSA computer facility and other secured areas which house the information.
</p><p>Data in the system also are used for management purposes to ensure the security of the computer facility and secured area and to verify time and attendance when employee fraud or abuse is suspected.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from the congressional office made at the request of that individual.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deem desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To the Internal Revenue Service, Department of the Treasury, as necessary, for the purpose of auditing the Social Security Administration?s compliance with safeguard provisions of the Internal Revenue Code of 1954, as amended.
</p><p>4. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>5. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>SSA stores records in this system on magnetic media and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>SSA retrieves magnetic media records by name, badge number and the unique five--digit identifying number and paper records alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>SSA maintains computerized records in a highly secured room within the secured area and hard copy records in a locked room. Only authorized security personnel and the Directors within the Office of Systems Operations (or their authorized representatives) have access to these records. SSA has established system security for this system in accordance with the HHS ADP System Manual, "Part 6, ADP System Security."
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>SSA retains records in this system for up to 3 years following expiration of an individual?s authority to enter the secured area. SSA destroys paper records by shredding. When an individual is no longer authorized, SSA deletes information from magnetic media immediately.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by writing to the individual specified under system manager above. When requesting notification, an individual should provide his or her social security number, name, signature, or other personal identification and refer to this system. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>SSA obtains information in this system from the individuals who are covered by the system.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa211" toc="yes">
<systemNumber>60-0211</systemNumber>
<subsection type="systemName"> Beneficiary, Family, and Household Surveys, Records and Extracts System (Statistics), SSA/OP.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records in this system may be located at the following locations:
</p><p>Office of Research, Statistics and International Policy, Social Security Administration, 1875 Connecticut Avenue, NW, Washington, DC 20009;
</p><p>Office of Systems, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235;
</p><p>Datacrown/SDL, 770 Brookfield Road, Ottawa, Ontario K1B 6J5, Canada;
</p><p>Parklawn, 5600 Fishers Lane, Rockville, Maryland 20857;
</p><p>National Institute of Health, 9000 Rockville Pike, Bethesda, Maryland 20205; and
</p><p>Bureau of Census, Washington, DC 20857.
</p><p>Records also may be maintained at contractor sites (contact the system manager at the address below to obtain contractor addresses).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Samples of United States individuals and households presently or potentially receiving benefits from the Department of Health and Human Services (HHS) or other related Federal/State programs, and other comparison individuals and households.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Basic demographic characteristics; marital and childcare histories; medical and disability information; information which relates to ability to work; living conditions; attitudes; socioeconomic information; earnings and employment history; financial assets and liabilities; real and personal property; benefit and pension information; use of medical and rehabilitative services; and participation in HHS and related Federal/State welfare programs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 702 and 1110 of the Social Security Act; and 13 U.S.C. 182.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system will enable the SSA Office of Research Statistics and International Policy to collect, compile, and analyze data through survey and record extracts. Data collected through the surveys in their developmental and operational phases will be used within ORSIP for program planning and evaluation purposes, subject to applicable restrictions of title 13, U.S. Code, regarding data supplied by the Bureau of the Census; and 26 U.S.C. 6103(p)(4) regarding Federal tax return information. In compliance with section 6103 of the Internal Revenue Code, no Federal tax return information contained in the proposed system of records will be disclosed by SSA to contractors or other agencies without the express approval of the Internal Revenue Service. Information resulting from these efforts will provide HHS with: (1) Reliable estimates of future outlays under various program alternatives; (2) a base for validation of other data sources currently used in policy analysis; and (3) an evaluation of the Retirement, Survivors and Disability Insurance program.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a contractor under contract with SSA or another agency for the performance of research and statistical activities directly related to the purpose served by this system of records.
</p><p>2. To another government agency (such as the Bureau of the Census) serving as a data source, collecting agent, or data processor for SSA in connection with research and statistical activities directly related to the purpose served by this system of records.
</p><p>Disclosure may be made to a Federal, State, or congressional support agency (e.g., Congressional Budget Office and the Congressional Research Staff in the Library of Congress) for research, evaluation, or statistical studies. Such disclosures include, but are not limited to, release of information in assessing the extent to which one can predict eligibility for Supplemental Security Income (SSI) payments or Social Security disability insurance (SSDI) benefits; examining the distribution of Social Security benefits by economic and demographic groups and how these differences might be affected by possible changes in policy; analyzing the interaction of economic and non-economic variables affecting entry and exit events and duration in the Title II Old Age, Survivors, and Disability Insurance and the Title XVI SSI disability programs; and, analyzing retirement decisions focusing on the role of Social Security benefit amounts, automatic benefit recomputation, the delayed retirement credit, and the retirement test, if SSA:
</p><p>a. Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;
</p><p>b. Determines that the purpose for which the proposed use is to be made:
</p><p>(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;
</p><p>(ii) Is of sufficient importance to warrant the effect on, or risk to, the privacy of the individual which such limited additional exposure of the record might bring;
</p><p>(iii) Has reasonable probability that the objective of the use would be accomplished;
</p><p>(iv) Is of importance to the Social Security program or the Social Security beneficiaries or is for an epidemiological research project that relates to the Social Security program or beneficiaries;
</p><p>c. Requires the recipient of information to:
</p><p>(i) Establish appropriate administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record and agree to on-site inspection by SSA?s personnel, its agents, or by independent agents of the recipient agency of those safeguards;
</p><p>(ii) Remove or destroy the information that enables the individual to be identified at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the project, unless the recipient receives written authorization from SSA that it is justified, based on research objectives, for retaining such information;
</p><p>(iii) Make no further use of the records except
</p><p>(a) Under emergency circumstances affecting the health or safety of any individual following written authorization from SSA;
</p><p>(b) For disclosure to an identified person approved by SSA for the purpose of auditing the research project;
</p><p>(iv) Keep the data as a system of statistical records. A statistical record is one which is maintained only for statistical and research purposes and which is not used to make any determination about an individual;
</p><p>d. Secures a written statement by the recipient of the information attesting to the recipient?s understanding of, and willingness to abide by, these provisions.
</p><p>3. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on hard copy forms, discs, or magnetic tape.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records will be indexed by Social Security number (SSN) during the matching steps but identifiers will not be retained by SSA after matching is completed.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards have been established in accordance with the HHS Automated Data Processing (ADP) System Manual, Part 6, ADP System Security; standards established by the Bureau of Census for protection of data collected by the Census under title 13, U.S. Code; and in accordance with 26 U.S.C. 6103(p)(4), which provides for protection of Federal tax return information, principally earnings records. These safeguards include maintaining the data in an enclosure attended by security guards, and using locked files and passwords. Only authorized personnel who have a need for the data in the performance of their official duties and have the appropriate identification and clearance will be permitted in areas containing records.
</p><p>Employees having access to records will receive prior notification of criminal sanctions for unauthorized disclosure of personal information about individuals. Magnetic tape and other files with personal identifiers will be retained in secured storage areas accessible only to authorized personnel who have a need to enter the areas in the performance of their official duties. Microdata files prepared for purposes of research and analysis will be stripped of personal identifiers and will be subject to procedural safeguards to assure anonymity.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records with identifiers will be held in secured storage areas at SSA or at the Bureau of Census and will be disposed of as soon as they are determined to be no longer needed for analysis. Means of disposal will be appropriate to the records storage medium (e.g., erasure of tapes, shredding of printouts, etc.).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Research, Statistics, and International Policy, Social Security Administration, Room 1121 Universal North Building, 1875 Connecticut Avenue, Washington, DC 20009.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system will contain limited data selected for statistical analysis about which individuals normally would not be interested. Individuals inquiring about their records in SSA programs may wish to consult other SSA systems of records which contain more complete information.
</p><p>However, if an individual wishes notification of or access to information that may be maintained in this system during processing stages, he/she should write to the system manager at the address above and provide his/her name, SSN, and a description of the information he/she is seeking. Also, to verify identity, the individual should provide his/her address and date of birth. Disclosure of the SSN is voluntary. If an individual is unable or unwilling to provide his/her SSN, he/she should provide date and place of birth and both parents? names to enable us to attempt to locate the number so that we can use it to attempt to locate any requested records.
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should reasonably identify the information they are seeking. These procedures are in accordance with HHS regulations (45 CFR part 5b).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS regulations (45 CFR part 5b).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system of records will be derived from other existing systems of records maintained by SSA for its retirement, disability, and income supplementation programs (e.g., the Master Beneficiary Record, 09-60-0090; the Supplemental Security Income Record, 09-60-0103; the Earnings Recording and Self-Employment Income System, 09-60-0059; the disability data systems, 09-60-0049 through 09-60-0051); Census survey data obtained from the Bureau of Census; Medicare records obtained from the HHS Health Care Financing Administration; and survey records from personal interviews.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa213" toc="yes">
<systemNumber>60-0213</systemNumber>
<subsection type="systemName"> Quality Review of Hearing/Appellate Process, SSA/OHA.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Hearings and Appeals, 3833 North Fairfax Drive, Arlington, Virginia 22203
</p><p>and
</p><p>Social Security Administration, Office of Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants/applicants for Social Security and Black Lung benefits and Supplemental Security Income payments; and Administrative Law Judges.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in this system consist of claimant?s name and Social Security number, claim type, hearing type, administrative law judge code, case processing locations and dates, administrative law judge and Appeals Council actions, claimant demographic and diagnostic information, aspects of case handling, identifiers which determine to what sample the case belongs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205, 221(c), 702, 1631(d)(1), and 1872 of the Social Security Act, as amended, and section 413(b) of the Federal Coal Mine Health and Safety Act, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is used by the Office of Hearings and Appeals to analyze the handling of cases at the hearing level and in the preparation of studies and reports used to improve the hearing process.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To the Internal Revenue Service, Department of the Treasury, as necessary, for the purpose of auditing the Social Security Administration?s compliance with safeguard provisions of the Internal Revenue Code of 1954, as amended.
</p><p>4. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>6. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the tribunal, or other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were disclosed.
</p><p>Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in magnetic media (e.g., magnetic tape and disks) and in paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by either the Social Security number and by Administrative Law Judge code.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>System security for this system is maintained in accordance with the HHS ADP System Manual, "Part 6, ADP System Security." SSA employees are able to access data elements only on a "need-to-know" basis. This includes maintaining the magnetic tape and disk records in an enclosure attended by security guards. Anyone entering or leaving the area must have a special badge which is issued only to personnel authorized to enter the area. All employees are instructed in Social Security Administration confidentiality rules as part of their initial orientation training. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal information.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Automated records are retained for a period of 10 years and then erased. The retention period for paper and card records (including source documents) are as specified in the SSA Administrative Directives Guide Retention and Disposal Schedule for records. Generally, the records may be retained from 6 months to 5 years. The records are disposed of by shredding when no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Hearings and Appeals, 3833 North Fairfax Drive, Arlington, Virginia 22203
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him or her by writing to the following address:
</p><p>Director, Office of Appraisal, Office of Hearings and Appeals, 4040 North Fairfax Drive, Arlington, Virginia 22203.
</p><p>When requesting notification, the individual should provide name, address and Social Security number. (Furnishing the Social Security number is voluntary, but it will make searching for an individual?s record easier and avoid delay.)
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him and who would be willing to provide the entire record(s) to the individual.
</p><p>A parent or guardian who requests notification of, or access to, a minor?s medical record shall, at the time he or she makes the request, designate a physician or other health professional (other than a family member) who will be willing to review the record and inform the parent or guardian of its contents at the physician?s or health professional?s discretion. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The main source of data in this system is information in the system of records entitled Claim Folders system (09-60-0089). Another source of data is information furnished by claimants/applicants under the Retirement, Survivors, and Disability Insurance programs, the Supplemental Security Income program, the Black Lung program, representatives of such individuals, (where appropriate), Social Security offices, and other Federal, State, and local agencies. Data also comes from private sources.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section>
<section id="ssa214" toc="yes">
<systemNumber>60-0214</systemNumber>
<subsection type="systemName">Personal Identification Number File (PINFile), SSA/OPIR.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of System Operations, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Social Security Administration (SSA) employees, student volunteers and other non-Federal workers, some employees of the State Disability Determination Services, some employees of the Health Care Financing Administration and its carriers and intermediaries, certain employees of the Department of Health and Human Services (HHS); and employees of other Federal government agencies who have been granted direct terminal access to SSA?s data bases.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Timekeeper number, name of employee, job title, Social Security number (SSN), personal identification numbers (PIN) and passwords for validation purposes, office code, branch code, division, department, facilities available and access profile information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205(a) of the Social Security Act and 5 U.S.C. 552a(e)(10).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The PINFile is used to limit access to computer-based SSA information resources to specific individuals and to specific transactions. Its purpose is to minimize the risk of unauthorized access to SSA?s files of personal data.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. Information may be disclosed to a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. Information may be disclosed to the Department of Justice, a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, any component thereof, or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components,
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal, or other party before such court or tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>4. Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under these routine uses unless disclosure is permitted by the IRC.
</p><p>5. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>SSA maintains records in the PINFile on magnetic disk as part of the data communications system. The disk file is written to tape daily for backup purposes.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>SSA retrieves records individually from the PINFile by name, SSN, PIN, and, as members of a group, by office code, branch code, division, department, facilities and access profile.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Steps to minimize the unauthorized use of the PINFile include: (1) Limiting access to data on file to SSA regional, local, component and systems security officers, and managers with security responsibilities and (2) monitoring additions, deletions, and changes to the PINFile through daily reports.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disk files are permanent; the magnetic tape backup file is maintained for 7 operational days and then erased.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>SSA Systems Security Officer, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him or her by contacting the system manager at the address shown above. An individual requesting notification must furnish a minimum of his/her name, SSN, date of birth and address in order to establish identity, plus any additional verification of identity requested. (Furnishing the SSN is voluntary, but it will make searching for an individual?s record easier and avoid delay.) An individual requesting notification of records in person need furnish only a document he/she would normally carry on his/her person (e.g., a credit card, driver?s license, or voter registration card). These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These access procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>SSA obtains information in the PINFile from the individuals, their supervisors, and from SSA time and attendance files.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa216" toc="yes">
<systemNumber>60-0216</systemNumber>
<subsection type="systemName"> Indochina Refugee Data System, SSA/ORR.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Refugee Resettlement, Room 1229, Switzer Building, 330 C Street SW, Washington, DC 20201
</p><p>Department of State, R/POAR SA-2, Room 500, 515 22nd Street NW, Washington, DC 20520
</p><p>and
</p><p>Red Cross Refugee Locator Service, 4th Floor, 18th and D Streets NW, Washington, DC 20006
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who are refugees from Indochina as defined in the authorizing legislation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information in this system consists of the names of refugees, their identification numbers (ID), Immigration and Naturalization Service (INS) alien number, age, sex, English ability, marital and family status, education, occupational skills, health status, and administrative data (e.g., arrival date, voluntary resettlement agency, destination), and HHS refugee financial assistance data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Refugee Act of 1980, 94 Stat. 109 (8 U.S.C. 1521 et seq.).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system is used by the Social Security Administration (SAA) Office of Refugee Resettlement to administer the refugee program, including the development of statistical and other studies to facilitate program and policy analysis, evaluation, legislative recommendations, and to meet statutory reporting requirements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To the appropriate Federal, State or local agency responsible for investigating or prosecuting a violation or potential violation of civil, criminal or regulatory law, or responsible for enforcing or implementing a statute, regulation, rule or order which has been violated.
</p><p>4. To the Department of Justice for the purpose of obtaining its advice in determining whether particular records are required to be disclosed under the Freedom of Information Act.
</p><p>5. To a Federal, State or local agency maintaining civil, criminal or other relevant enforcement records if needed to obtain a record relevant to an agency decision concerning the:
</p><p>(a) Hiring or retention of an employee;
</p><p>(b) Issuance of a security clearance;
</p><p>(c) Letting of a contract; or
</p><p>(d) Issuance of a license, grant or other benefit.
</p><p>6. To a Federal agency, upon request, in connection with:
</p><p>(a) Hiring or retention of an employee;
</p><p>(b) Issuance of a security clearance;
</p><p>(c) Letting of a contract; or
</p><p>(d) Issuance of a license, grant or other benefit to the extent that the record is relevant and necessary.
</p><p>7. To Federal agencies having the power to subpoena other Federal agencies? records when a subpoena is issued to HHS/SSA for records in this system of records.
</p><p>8. To a contractor for the purpose of collating, analyzing, aggregating or otherwise refining records in the system of records. (The contractor shall be required to maintain Privacy Act safeguards with respect to such records.)
</p><p>9. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>10. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in electromagnetic form (disk and tape) and in hard copy form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records concerning refugees are indexed by "A" (alien) number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Hardcopy records are maintained in limited access space. Computer records are maintained in accordance with the HHS Automated Data Processing Manual, "Part 6, ADP System Security." This includes restricting access to the records to computer records to authorized operating personnel who require the information contained in the record to perform assigned duties. Also, all employees periodically are briefed on Privacy Act requirements and SSA confidentiality rules. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personal records.)
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>We maintain automated records for 10 years from date of creation, then offer them to National Archives. Printed records will be destroyed when updated information is received.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Refugee Resettlement, Social Security Administration, Room 1229 Switzer Building, 300 C Street SW, Washington, DC 20201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by contacting the system manager at the address above and providing his or her alien number and year of birth. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should reasonably specify the record contents being sought.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the Department of State, the Intergovernmental Committee for Migration, national voluntary resettlement agencies, the Inter-Agency Task Force (through December 31, 1975), State welfare agencies, the Immigration and Naturalization Service, the Center for Disease Control and the American Council for Voluntary Agencies.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa217" toc="yes">
<systemNumber>60-0217</systemNumber>
<subsection type="systemName"> Cuban Refugee Registration Records, SSA/ORR.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Refugee Registration--Miami, 701 Southwest 27th Avenue, Miami, Florida 33135.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Cuban refugees who, on their own initiative, have registered at the Cuban Refugee Emergency Center in order to qualify for federal benefits under the Cuban Refugee Program. (Registration is not required.)
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in this systems consists of the individual?s name, names of family members, dates and places of birth, occupation and related data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Refugee Act of 1980, 94 Stat. 109 (8 U.S.C. 1521 et seq.).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system is used by the Social Security Administration Office of Refugee Resettlement to administer the refugee program, including the development of statistical and other studies to facilitate program and policy analysis, evaluation, legislative recommendations, and to meet statutory reporting requirements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To voluntary resettlement agencies working under contract with the Federal Government in connection with possible resettlement of refugees from Miami to other locations.
</p><p>2. To the Florida Division of Family Services to verify eligibility of refugee to apply for Cuban refugee assistance.
</p><p>3. To State welfare, health or social services agencies to verify eligibility under the Cuban Refugee Program and to enable the State to claim Federal reimbursement for assistance provided.
</p><p>4. To Federal law enforcement and security agencies, including the Federal Bureau of Investigation and the Immigration and Naturalization Service, when requested.
</p><p>5. To Courts, when requested.
</p><p>6. For statistical research and reporting, provided the record will be used solely as a statistical research or reporting record and is to be transferred in a form that is not individually identifiable.
</p><p>7. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>8. To the Department of Justice in the event of litigation where the defendant is:
</p><p>(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;
</p><p>(b) The United States where HHS determines that the claim, if successful, is likely to directly affect the operations of HHS or any of its components; or
</p><p>(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;
</p><p>HHS may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
</p><p>9. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its program. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>10. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained on magnetic tape and punch cards.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name, Center file number and alien number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Locked areas, accessible only be record and data processing personnel to record areas, or accompanied by such personnel; guard service during non-office hours. Access to the records is limited to those employees who require the information contained in the record to perform assigned duties. Safeguards are established in accordance with the HHS ADP System Manual, "Part 6, ADP System Security,"
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for the duration of the program. No records are destroyed at this time.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Miami Operations, Cuban Refugee Program, PO Box 340188, Miami, Florida 33134.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by contacting the system manager at the address above and provide his or her alien number. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should reasonably specify the records contents they are seeking. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is derived from the individual who is the subject of record.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa218" toc="yes">
<systemNumber>60-0218</systemNumber>
<subsection type="systemName">Disability Insurance and Supplemental Security Income Demonstration Projects and Experiments System, Social Security Administration, Deputy Commissioner for Disability Income and Security Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>Social Security Administration, Office of Disability and Income Security Programs, Office of Program Development and Research, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>Certain Social Security Administration (SSA) field office (FO) locations (FO addresses and telephone numbers can be found in local telephone directories under "Social Security Administration," (SSA) or by accessing <i>http://www.ssa.gov/regions/regional.html</i>).
</p><p><i>Contractor sites:</i> Contractor addresses may be obtained by writing to the system manager at the address below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>A. Persons in sample groups of Social Security Title II disability insurance (DI) applicants, DI beneficiaries and their auxiliary beneficiaries; persons selected from State temporary DI programs; other persons who are representative payees of these persons and temporarily disabled persons receiving State benefits (non-applicants) in comparison groups for the vocational rehabilitation (VR) demonstrations.
</p><p>B. Persons in sample groups of individuals who apply for, or receive, Social Security Title XVI Supplemental Security Income (SSI) payments on the basis of a disability or blindness in general and particularly those who are medically determined to be drug addicted or alcoholic, mentally retarded or developmentally disabled, and representative payees of those individuals.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system maintains records which are used for statistical and research analysis only, as well as other records which will be used to conduct program functions involving the demonstrations and experiments. Tax return information, the disclosure of which would violate section 6103 of the Internal Revenue Code (IRC), will be used solely for internal SSA purposes and will not be disclosed to other entities. Participants will be informed at the time of data collection that information obtained by survey or interview exclusively for statistical and research purposes will be protected from disclosure for other purposes to the fullest extent permissible by law.
</p><p>Records in the system will consist of data relating to the following: Demographic characteristics, education, marital status, military service, dependents, family and household composition; medical history (mental and physical); medical expenses, disability characteristics and health information; living arrangements, health insurance coverage and use; medical and rehabilitation services; employment; occupation and industry classification; income (including tax return information subject to section 6103 of the IRC); earnings and expenditures; referrals to and participation in the SSI and related Federal/State welfare programs; benefits received; types of cost of services under DI, SSI and related Federal/State welfare programs; reasons for, or circumstances of, closure; attitudes toward work, rehabilitation or treatment programs; impairment-related work expenses; worker?s compensation benefits; job search methods; knowledge and understanding of provisions affecting entitlement to benefits; participation in, and services rendered, under the Ticket to Work program; also, for SSI projects only, driver?s license and alcohol and drug use (disclosure of this information may be restricted by 21 U.S.C. 1175 and 42 U.S.C. 4582).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 222, 234 and 1110 of the Social Security Act (42 U.S.C. 422, 434 and 1310); section 505 of Pub. L. 96-265 (the Social Security Disability Amendments of 1980), as amended by section 12101 of Pub. L. 99-272; section 10103 of Pub. L. 101-239; and section 5120 of Pub. L. 101-508.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to provide SSA with data necessary to carry out and evaluate demonstrations and experiments for testing alternative approaches to continuing benefit eligibility during employment and to the rehabilitation of Title II DI beneficiaries and individuals who apply for, or receive, Title XVI SSI payments on the basis of a disability or blindness and, to report to Congress, as required by section 505 of Pub. L. 96-265, as amended by section 12101 of Pub. L. 99-272 and section 10103 of Pub. L. 101-239, section 5120 of Pub. L. 101-508, and sections 301 and 302 of Pub. L. 106-170.
</p><p>Except for tax return information, and records collected by means of surveys or interviews for use solely for research and statistical purposes, SSA may also provide information from this system to components of the Department of Health and Human Services; e.g., the Centers for Medicare and Medicaid Services (CMS) for the purpose of determining eligibility for health insurance (HI) benefits or supplemental medical insurance (SMI) benefits under the demonstrations and experiments and for the purpose of obtaining data from CMS on HI and SMI utilization during the demonstrations and experiments; to State DDSs for the purpose of making disability determinations; and to State VR agencies for the purpose of screening DI beneficiaries and SSI recipients for VR potential and designing and implementing a plan of VR services for accepted beneficiaries and recipients.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. With respect to any records, including those collected by means of survey or interview to be used solely for research and statistical purposes, disclosure may be made:
</p><p>(a) To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>(b) To a contractor under contract to the Social Security Administration, subject to any restrictions imposed by 26 U.S.C. 6103 of the Internal Revenue Code, for the performance of research and statistical activities directly related to this system of records in conducting the demonstrations and experiments and to provide a statistical data base for research studies.
</p><p>2. With respect only to records that are not collected by means of surveys or interviews for use solely for research and statistical purposes, disclosure may be made subject to any restrictions imposed by 26 U.S.C. 6103 of the Internal Revenue Code:
</p><p>(a) To a third party organization under contract to SSA for the performance of project management activities directly related to this system of records.
</p><p>(b) To a State vocational rehabilitation agency in the State in which the disabled individual resides, for the purpose of assisting the agency in providing rehabilitation counseling and service to the individual that are necessary in carrying out the demonstrations and experiments.
</p><p>3. To the Internal Revenue Service, for the purpose of auditing the Social Security Administration?s compliance with the safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>4. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>5. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>6. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system may be stored in paper form (e.g., hard copy questionnaires and computer printouts) and in magnetic media (e.g., magnetic tape and disc) and on other media (e.g., compact, optical or zip diskette) formats.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved by the SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>SSA safeguards are established for automated records in accordance with the SSA Systems Security Handbook. This includes maintaining the records in a secured building, such as the National Computer Center (NCC). Entry into the NCC is restricted to employees whose duties require such entry. Special passes, including the employees? photographs, are issued to all personnel authorized to enter the NCC. The employees are required to wear their passes at all times. Marshals are stationed in the lobby of the center to ensure that only those employees authorized to enter the NCC do so.
</p><p>Manually maintained records are kept in locked cabinets or in otherwise secure areas. Access to the records is limited to those employees who require the information to perform their assigned duties. SSA employees and employees of contractors having access to the records in this system have been notified of criminal sanctions for unauthorized disclosure of information about individuals. Agreements ensure further confidentiality protections.
</p><p>Contractor use of records is restricted to performing the duties of the contract, and contractors are required to establish adequate safeguards to protect personal information. Additionally, contractors and their employees are subject to the same criminal penalties as SSA employees for violations of the Privacy Act. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Magnetic tapes or other files with personal identifiers are retained in secured storage areas accessible only to authorized personnel.
</p><p>Micro-data files, prepared for purposes of research, evaluation and analysis, are stripped of personal identifiers (e.g., purged, scrambled, encrypted, etc.) and are subject to procedural safeguards to assure anonymity.
</p><p>Hardcopy questionnaires will be destroyed when survey reports are completed. Records with identifiers will be held in secure storage areas and will be disposed of when they are no longer needed for SSA analysis.
</p><p>Means of disposal will be appropriate to the storage medium (e.g., erasure of tapes, shredding of paper records, etc.). Records used in administering the demonstration and experimental programs will be retained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Program Development and Research, Office of Disability Income and Security Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are attempting to obtain. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in this system are derived in part from other SSA systems of records such as the Earnings Record and Self-Employment Income System, 60-0059, the Claims Folders System, 60-0089 (disability case folders), the Master Beneficiary Record, 60-0090, the Supplemental Security Income Record and Special Veterans Benefits, 60-0103, the Completed Determination Record--Continuing Disability Determination, 60-0050, the National Disability Determination Services (NDDS) File, 60-0044, the Ticket-to-Work and Self-Sufficiency Program Payment Database, 60-0295, and the Ticket-to-Work Program Manager (PM) Management Information System, 60-0300; other SSA administrative records; program records of other Federal/State welfare programs; survey data collected by contractors or SSA personnel; from the individual; the Health Insurance Master Record, 09-70-0502 of the Centers for Medicare &amp; Medicaid Services (CMS); case service reports of VR agencies and referral and monitoring agencies; and employers.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa219" toc="yes">
<systemNumber>60-0219</systemNumber>
<subsection type="systemName">Representative Disqualification, Suspension and Non-Recognition Information File, Social Security Administration, Office of the General Counsel.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of the General Counsel, Office of General Law, 6401 Security Boulevard, Room 617 Altmeyer Building, Baltimore MD 21235, and Regional Chief Counsels Offices as follows:
</p><p>OGC Boston, Room 625, JFK Federal Building, Boston, MA 02203.
</p><p>OGC New York, 26 Federal Plaza, Room 3904, New York, NY 10278.
</p><p>OGC Philadelphia, 300 Spring Garden Street, 6th Floor, Philadelphia, PA 19123.
</p><p>OGC Atlanta, Atlanta Federal Center, 61 Forsyth Street SW., Suite 20T45, Atlanta, GA 30303.
</p><p>OGC Chicago, 200 W. Adams Street, 30th Floor, Chicago, IL 60606.
</p><p>OGC Dallas, 1301 Young Street, Room A-702, Dallas, TX 75202-5433.
</p><p>OGC Kansas City, 601 East 12th Street, Room 965, Federal Office Building, Kansas City, MO 64106.
</p><p>OGC Denver, 1961 Stout Street, Federal Office Building, 10th Floor, Denver, CO 80294.
</p><p>OGC San Francisco, 333 Market Street, Suite 1500, San Francisco, CA 94105-2116.
</p><p>OGC Seattle, 701 Fifth Avenue, Suite 2900 M/S 901, Seattle, WA 98104-7075.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system covers persons who allegedly fail to meet our qualifications to serve as a claimant?s representative, as provided by the Social Security Act or regulations relating to representation of claimants and beneficiaries before us. It includes representatives alleged to have violated the provisions of the Social Security Act or our regulations relating to representation of claimants and beneficiaries, representatives whom we have found to have committed such violations and have disqualified or suspended, and representatives we have investigated, but have not disqualified or suspended because we resolved the matter without an action to disqualify or suspend the representative or because we found that a violation did not occur.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>As applicable, the system will contain information about persons seeking to represent our claimants as well as representatives who have represented claimants and beneficiaries before us. For example, we collect name, date of birth, Social Security number (SSN), representative identification number, home or business address(es), telephone and facsimile (fax) numbers, e-mail address, and type of representative (<i>e.g.,</i> attorney, non-attorney, eligible direct pay non-attorney).
</p><p>The system will also contain information about the representative?s legal standing and business affiliations. For example, we collect status of the representative (<i>e.g.,</i> suspended, disqualified), bar, court, and Federal program or agency admission information (<i>e.g.,</i> year admitted, license number, present standing, and disciplinary history), copies of all documentation resulting from our investigation and actions taken due to violations of the Social Security Act and regulations relating to the representative, and employer identification number. The system will also maintain relevant claimant and beneficiary information.
</p><p>The following are examples of information covered by this system of records relating to the representation of claimants and beneficiaries: Documentation resulting from our investigation or actions taken due to violations of the Social Security Act or our regulations; Documentation relating to any request for recognition or reinstatement that a non-recognized person or disqualified or suspended representative files with us; documentation pertaining to hearings on charges of alleged violations of the Social Security Act or our regulations; and representation attestations made and information provided on our paper and electronic forms.
</p><p>The system may also contain documentation pertaining to Appeals Council reviews of the decisions rendered in hearings on charges of violations of the Social Security Act or our regulations, or of requests for reinstatement to practice as a claimant?s representative before us; copies of notifications of a representative?s disqualification or suspension or a person?s non-recognition; documentation pertaining to any legal or administrative action that a disqualified or suspended representative, or non-recognized person brings against us; and documentation of any disclosures made pursuant to the routine uses in this system of records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 206(a) and 1631(d)(2) of the Social Security Act (42 U.S.C. 406(a) and 1383(d)(2)).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The <i>Representative Disqualification, Suspension, and Non-Recognition Information File</i> system of records provides us real-time access to information key to decisionmaking in the disqualified or suspended representative business process. For example, the records provide timely access to information we need to make decisions about whether persons meet our qualifications to serve as a claimant?s representative and whether violations of the provisions of the Social Security Act or regulations relating to representation have previously occurred.
</p><p>The records also enable us to more efficiently investigate alleged administrative or criminal violations; take action against representatives; respond to the Appeals Council when a representative has requested reinstatement; provide detailed notice of, and information on, cases in which we have disqualified or suspended a representative; and assist the Department of Justice in Federal court litigation, including that which relates to our decision to disqualify or suspend a representative or not recognize a person as a claimant?s representative.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are indicated below; however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) unless authorized by the IRC, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To applicants for benefits or payments, claimants, and beneficiaries to inform them that we have disqualified or suspended the representative from further representation before us or that the person was not recognized as a representative, and the basis for our action.
</p><p>2. To a Federal court, State court, administrative tribunal, or bar disciplinary authority in the Federal jurisdiction(s) or State(s) in which an attorney is admitted to practice that we have disqualified or suspended the attorney from representing claimants or beneficiaries before us and the basis for our action.
</p><p>3. To an official or employee of a Federal, State, or local agency that we have disqualified or suspended a claimant?s representative from representing claimants and beneficiaries before us, and the basis for our action in order to permit that agency to perform its official duties related to representation of parties before that agency.
</p><p>4. To any person or entity from which we need information to pursue the investigation or litigation of any action against a representative, to the extent necessary to identify the representative about whom the record is maintained, inform the person or entity of the purpose(s) of the request, and identify the type of information needed.
</p><p>5. To the Department of Justice (DOJ), a court, other tribunal, or another party before such court or tribunal when:
</p><p>(a) SSA or any of our components;
</p><p>(b) Any SSA employee in his or her official capacity;
</p><p>(c) Any SSA employee in his or her individual capacity when DOJ (or SSA when we are authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States, or any agency thereof when we determine that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and we determine that the use of such records by DOJ, the court, other tribunal, or another party before such court or tribunal is relevant and necessary to the litigation. In each case, however, we must determine that such disclosure is compatible with the purpose for which we collected the records.
</p><p>6. To DOJ, the Federal Bureau of Investigation, Offices of United States Attorneys, and other Federal law enforcement agencies, for investigation and potential prosecution of violations of the Social Security Act.
</p><p>7. To a congressional office in response to an inquiry from that office made at the request of the subject of the record or a third party on that person?s behalf.
</p><p>8. To the public via our Internet Web site located at <i>http://www.socialsecurity.gov</i> that we have disqualified or suspended a representative from representation before us, or not recognized a person as a claimant?s representative.
</p><p>9. To persons, groups, organizations, or government entities that routinely refer potential claimants or beneficiaries to attorneys or persons other than attorneys for the purpose of putting such persons, groups, organizations or government entities on notice that we have disqualified or suspended a representative from representation before us, or not recognized a person as a claimant?s representative.
</p><p>10. To any person or entity with whom the representative is affiliated or has indicated that he or she wants to be affiliated in representing claimants before us, notice that we have disqualified or suspended the affiliated or potentially affiliated representative from representation before us, or not recognized that person as a claimant?s representative.
</p><p>11. To the General Services Administration and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act, information that is not restricted from disclosure by Federal law for their use in conducting records management studies.
</p><p>12. To the appropriate Federal, State, and local agencies, entities, and persons when: (1) We suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, risk of identity theft or fraud, or harm to the security or integrity of this system or other systems or programs that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. We will use this routine use to respond only to those incidents involving an unintentional release of our records.
</p><p>13. To the Office of the President in response to an inquiry made at the request of the subject of the record or a third party on that person?s behalf.
</p><p>14. To student volunteers, persons working under a personal services contract, and others who are not technically Federal employees, when they are performing work for us as authorized by law, and they need access to information in our records in order to perform their assigned duties.
</p><p>15. To Federal, State, and local law enforcement agencies and private security contractors as appropriate, information as necessary:
</p><p>(a) To enable them to assure the safety of our employees and customers, and the security of our workplace, and the operation of our facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of our facilities.
</p><p>16. To contractors and other Federal agencies, as necessary, for the purpose of assisting us in the efficient administration of our programs. We will disclose information under the routine use only in situations in which we may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We will store records in this system in paper and electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We will retrieve records by SSN, representative identification number, or alphabetically by the representative?s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We retain paper and electronic files with personal identifiers in secure storage areas accessible only to our authorized employees and contractors. We limit access to data with personal identifiers from this system to only authorized personnel who have a need for the information in the performance of their official duties. We annually provide all of our employees and contractors with appropriate security awareness training that includes reminders about the need to protect personally identifiable information and the criminal penalties that apply to unauthorized access to, or disclosure of, personally identifiable information. <i>See</i> 5 U.S.C. 552a(i)(l). Employees and contractors with access to databases maintaining personally identifiable information must sign a sanction document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>For purposes of records management dispositions authority, we follow the NARA and Department of Defense (DOD) 5015.2 regulations (DOD Design Criteria Standard for Electronic Records Management Software Applications). We will retain for 25 years records about the non-recognition of a person, the disqualification or suspension of a representative, and the investigation of representatives that we did not suspend or disqualify because we were able to resolve the matter without a disqualification or suspension. We will maintain for 2 years from the date of closure those records that indicate we investigated a representative, but did not disqualify or suspend the representative because we found that a violation did not occur. We will erase or destroy records in electronic form and shred records in paper form.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate General Counsel for General Law, Office of the General Counsel, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235. Regional Chief Counsels (<i>see</i> addresses in the System Location section of this notice).
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Persons can determine if this system contains a record about them by writing to the system manager at the above address and providing their name, SSN, or other information in this system of records that will identify them. Persons requesting notification by mail must include a notarized statement to us to verify their identity or they must certify in the request that they are the person they claim to be and understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. Persons lacking identification documents sufficient to establish their identity must certify in writing that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record to which notification is being requested. If we determine that the identifying information the person provides by telephone is insufficient, the person will be required to submit a request in writing or in person. If a person requests information by telephone on behalf of another person, the subject person must be on the telephone with the requesting person and us in the same telephone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his or her consent to provide information to the requesting person. These procedures are in accordance with our regulations (20 CFR 401.40 and 401.45).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with our regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with our regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>We obtain information covered by this system of records from existing records we maintain (<i>e.g.,</i> the Claims Folder System, 60-0089), which contain information relating to the representation of claimants before us.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa220" toc="yes">
<systemNumber>60-0220</systemNumber>
<subsection type="systemName"> Kentucky Birth Records System, SSA/DO(Ky).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security district and branch offices located in the State of Kentucky. Individuals should consult Kentucky telephone directories for address and telephone information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the general public whose birth records have been registered in the State of Kentucky.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system consists of an index of Kentucky birth records. Included on the index are the individual?s name, mother?s maiden name, date and place of birth, certificate number and volume number of the index.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in the system will be used by Social Security Administration (SSA) offices in the State of Kentucky to provide evidentiary proof of age and other facts about individuals applying for various Social Security benefits, Supplemental Security Income payments and Social Security numbers.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made as routine uses as indicated below:
</p><p>1. To a Congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>2. To the Department of Justice (DOJ), to a court or other tribunal, or to another party before such tribunal, when:
</p><p>(a) The Department of Health and Human Services (HHS)/SSA, or any component thereof; or
</p><p>(b) Any HHS/SSA employee in his/her official capacity; or
</p><p>(c) Any HHS/SSA employee in his/her individual capacity where DOJ (or HHS/SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where HHS/SSA determines that the litigation is likely to affect the operations of HHS/SSA or any of its components.
</p><p>Is a party to litigation or has an interest in such litigation, and HHS/SSA determines that the use of such records by DOJ, the tribunal, or the other party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, HHS/SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984.
</p><p>To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>4. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records will be stored on microfilm.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records will be retrieved by the individuals?s name and other identifying information (e.g., mother?s name and date of birth).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to records in the system will be restricted to personnel who need them in the performance of their official duties. Also, the information will be maintained in the secured facilities and kept from access by unauthorized individuals (e.g., stored in locked filing cabinets) when not in use.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records in the system will be updated biennially. Out-of-date microfilm records will be disposed of by the application of heat.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Managers of Social Security district/branch offices in the State of Kentucky. Individuals seeking office addresses and telephone numbers should consult Kentucky telephone directories.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual wishing to find out if this system of records contains information about him/her may do so by contacting any Social Security office and furnishing his/her name, date and place of birth and mother?s maiden name. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures above. Also, individuals requesting access to their records should reasonably describe the records they are seeking. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures above. Also, individuals contesting the contents of records in the system should reasonably describe the records, specify the information they are contesting and state the corrective action sought with supporting justification showing how the records are untimely, incomplete, in inaccurate or irrelevant. These procedures are in accordance with HHS Regulations 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records in the system will be obtained from the Kentucky Office of Vital Statistics.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa221" toc="yes">
<systemNumber>60-0221</systemNumber>
<subsection type="systemName">Vocational Rehabilitation Reimbursement Case Processing System, Social Security Administration, Office of Employment and Income Support Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Employment and Income Support Programs, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>In addition, reimbursement claims documents may be temporarily transferred to other locations within the Social Security Administration (SSA). Contact the system manager at the address below to inquire about these addresses.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system maintains information on disabled and blind individuals who received vocational rehabilitation (VR) services for which State VR agencies (VRA) or alternate participants seek reimbursement under sections 222(d) and 1615(d) of the Social Security Act because the individuals were entitled/eligible to Social Security benefits and/or Supplemental Security Income (SSI) payments based on disability or blindness while receiving those VR services.
</p><p>The individuals described above will be included in the system when they:
</p><p>(1) Performed substantial gainful activity (SGA) for a continuous period of at least 9 months as a result of VR services received or;
</p><p>(2) Medically recovered while in a VR program and continued to receive cash payments under section 225(b) and/or 1631(a)(6) of the Social Security Act; or
</p><p>(3) Refused, without good cause, to continue or to cooperate in a VR program in such a way as to preclude their successful rehabilitation; and
</p><p>(4) State VR agencies or alternate participants filed claims for reimbursement of the cost of VR services rendered to the individuals. (An alternate participant is a public or private agency, organization, institution, or individual which the Commissioner of Social Security may use to provide VR services to disabled and blind beneficiaries/recipients within a State if that State is unwilling to participate in the SSA-VR Program or does not have an approved plan for VR services.)
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Data in the system consist of:
</p><p>&#149; Identifying information such as the VR client?s name, Social Security number (SSN), disability diagnosis, sex and date of birth;
</p><p>&#149; The SSN and identification code under which the VR client received Social Security benefits/SSI payments;
</p><p>&#149; The type of benefits/payments received; the monthly benefit/payment amount;
</p><p>&#149; Information relating to the period he/she was entitled/eligible to benefits/payments and, if benefits/payments were terminated or suspended, the basis for termination/suspension;
</p><p>&#149; Information relating to his/her yearly earnings and employment;
</p><p>&#149; Information relating to the period he/she received VR services and the nature and costs of those services; and
</p><p>&#149; Information required to determine if and when he/she:
</p><p>&#149; Performed SGA for a continuous period of at least 9 months based on services the State VRA or alternate participant provided;
</p><p>&#149; Medically recovered while in a VR program and continued to receive cash payments under section 225(b) and/or 1631(a)(6) of the Social Security Act; or
</p><p>&#149; Refused, without good cause, to continue or to cooperate in a VR program in such a way as to preclude his/her successful rehabilitation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 222(d) and 1615(d) of the Social Security Act (42 U.S.C. 422 and 1382d).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Data in this system will be used to determine if a State VR agency or alternate participant can be reimbursed for the costs of VR services provided to individuals while they were entitled/eligible to Social Security benefits or SSI payments based on disability or blindness. Data also will be used for program evaluation purposes and to determine what types of individuals are being successfully rehabilitated so that Social Security beneficiaries/SSI recipients with similar profiles are targeted for rehabilitation. In some instances, information furnished by a VR agency or alternate participant may be used as a lead in determining if an individual?s disability/blindness payments should continue.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below.
</p><p>1. To a State vocational rehabilitation agency or alternate participant regarding the basis for SSA?s decision on its claim for reimbursement and the reason(s) costs were allowed or denied.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or to another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before the tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.
</p><p>4. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>5. To contractors or other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>6. To the Internal Revenue Service, for the purpose of auditing the Social Security Administration?s compliance with safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>7. To the Rehabilitation Service Administration (RSA) for use in its program studies and development of enhancements for, State vocational rehabilitation programs to which applicants or beneficiaries under Titles II and/or XVI of the Social Security Act may be referred. Data released to RSA will not include any personally identifying information such as names or Social Security numbers.
</p><p>8. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>9. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>10. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records will be stored in magnetic media (e.g., computer disc packs) and, on a temporary basis, in paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Data will be retrieved from the system by the SSN of the individual who received VR services for which the State VRA or alternate participant filed the reimbursement claim.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for automated data have been established in accordance with the Systems Security Handbook. This includes maintaining computer disc packs or other magnetic files with personal identifiers in secured storage areas accessible only to authorized personnel. SSA employees having access to the computerized records and employees of any contractor who may be utilized to develop and maintain the software for the automated system will be notified of criminal sanctions for unauthorized disclosure of information about individuals. Also, contracts with third parties, if any, will contain language which delineates the conditions under which contractors will have access to data in the system and what safeguards must be employed to protect the data.
</p><p>Manually maintained data will be stored in either lockable file cabinets within locked rooms or otherwise secured areas. Access to these records will be restricted to those employees who require them to perform their assigned duties. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Computerized records and manual data (claim applications, keyed claim forms, etc.) used in the VR claims reimbursement process will be maintained for a period of 6 years, 3 months, after the close of the fiscal year in which final adjudication was made. Means of disposal will be appropriate to the storage medium (e.g., erasure of discs, shredding of paper records, or transfer to another system of records).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Employment and Income Support Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, a requester should reasonably identify and specify the information he/she is attempting to obtain. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, an individual contesting data in the system should identify the data, specify the information he/she is contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data in this system will be derived in part from other SSA systems of records such as the Earnings Record and Self-Employment Income System, 60-0059, Claims Folder System, 60-0089, Master Beneficiary Record, 60-0090, and the Supplemental Security Income Record and Special Veterans Benefits, 60-0103; the reimbursement applications submitted by State VR agencies or alternate participants; earnings information provided by the wage-earner/beneficiary; and investigations conducted by SSA and State VR agencies field employees which relate to a VR client?s post-VR work activity, participation in a VR program after medical recovery, and/or reason(s) for failing to cooperate in a VR program.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa222" toc="yes">
<systemNumber>60-0222</systemNumber>
<subsection type="systemName">Master Representative Payee File, Social Security Administration, Office of Income Security Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Computer Center, Social Security Administration, 6201 Security Boulevard, Baltimore, MD 21235. The system database will be available by direct electronic access by Social Security field offices (FO).
</p><p>FO addresses and telephone numbers can be found in local telephone directories under "Social Security Administration," (SSA) or by accessing <i>www.ssa.gov/regions/regional.html</i>.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system maintains information about all payees and payee applicants, including persons whose certifications as representative payees have been revoked or terminated on or after January 1, 1991; persons who have been convicted of a violation of section 208 or section 1632 of the Social Security Act, persons convicted under other statutes in connection with services as a representative payee, and others whose certification as a representative payee SSA has revoked due to misuse of funds paid under Title II and Title XVI of the Social Security Act; persons who are acting or have acted as representative payees; representative payee applicants who were not selected to serve as representative payees; representative payee applicants who have been convicted of an offense resulting in more than one (1) year imprisonment; payees and payee applicants who have an outstanding felony warrant; organizational payees who have been authorized to collect a fee for their service; and beneficiaries/applicants who are being served by representative payees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in this system consist of:
</p><p>1. Names and Social Security numbers (SSNs) (or employer identification numbers (EINs)) of representative payees whose certifications for payment of benefits as representative payees have been revoked or terminated on or after January 1, 1991, because of misuse of benefits under Title II or Title XVI of the Social Security Act;
</p><p>2. Names and SSNs (or EINs) of all persons convicted of violations of sections 208 or 1632 of the Social Security Act;
</p><p>3. Names, addresses, and SSNs (or EINs) of persons convicted of violations of statutes other than sections 208 and 1632 of the Social Security Act, when such violations were committed in connection with the individual?s service as a Social Security representative payee;
</p><p>4. Names, addresses, SSNs, and information about the crime reported by the payee for those who have an outstanding felony warrant or who have been imprisoned for a period exceeding one (1) year. (An indicator will be used in the system to identify persons identified as having an outstanding felony warrant);
</p><p>5. Names, addresses, and SSNs (or EINs) of representative payees who are receiving benefit payments pursuant to section 205(j) or section 1631(a)(2) of the Social Security Act;
</p><p>6. Names, addresses, and SSNs of individuals for whom representative payees are reported to be providing representative payee services under section 205(j) or section 1631(a)(2) of the Social Security Act;
</p><p>7. Names, addresses, and SSNs of representative payee applicants who were not selected as representative payees;
</p><p>8. Names, addresses, and SSNs of persons who were terminated as representative payees for reasons other than misuse of benefits paid to them on behalf of beneficiaries/recipients;
</p><p>9. Information on the representative payee?s relationship to the beneficiaries/recipients they serve;
</p><p>10. Names, addresses, EINs and qualifying information of organizations authorized to charge a fee for providing representative payee services;
</p><p>11. Codes which indicate the relationship (other than familial) between the beneficiaries/recipients and the individuals who have custody of the beneficiaries/recipients;
</p><p>12. Dates and reasons for payee terminations (<i>e.g.</i>, performance not acceptable, death of payee, beneficiary in direct payment, etc.) and revocations;
</p><p>13. Codes indicating whether representative payee applicants were selected or not selected;
</p><p>14. Dates and reasons representative payee applicants were not selected to serve as payees and dates and reasons for changes of payees (<i>e.g.</i>, beneficiary in direct payment, etc.);
</p><p>15. Amount of benefits misused;
</p><p>16. Identification number assigned to the claim on which the misuse occurred;
</p><p>17. Date of the determination of misuse; and
</p><p>18. Information about a felony conviction reported by the representative payee.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a), 205(j), 1631(a) of the Social Security Act, and the Social Security Protection Act of 2004 (Pub. L. 108-203).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information maintained in this system will assist SSA in the representative payee selection process by enabling Social Security field offices to more carefully screen applicants and to determine their suitability to become representative payees. SSA also will use the data for management information and workload projection purposes and to prepare annual reports to Congress on representative payee activities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components,
</p><p>Is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before the tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of the records.
</p><p>3. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. &#167; 2904 and &#167; 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>4. To the Department of Veterans Affairs, Regional Office, Manila, Philippines, for the administration of the Social Security Act in the Philippines and other parts of the Asia-Pacific region through services and facilities of that agency.
</p><p>5. To the Department of State for administration of the Social Security Act in foreign countries through services and facilities of that agency.
</p><p>6. To the American Institute, a private corporation under contract to the Department of State, for administering the Social Security Act on Taiwan through facilities and services of that agency.
</p><p>7. To the Department of Justice for:
</p><p>(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach,
</p><p>(b) Representing the Commissioner of Social Security, and
</p><p>(c) Investigating issues of fraud or violations of civil rights by officers or employees of the Social Security Administration.
</p><p>8. To the Office of the President for responding to an inquiry received from that individual or from a third party acting on that individual?s behalf.
</p><p>9. To the Department of Veterans Affairs (DVA) for the shared administration of DVA?s and the Social Security Administration?s representative payee programs.
</p><p>10. To contractors and other Federal Agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement to obtain assistance in accomplishing an SSA function relating to this system of records.
</p><p>11. To a third party such as a physician, social worker, or community service worker, who has, or is expected to have, information which is needed to evaluate one or both of the following:
</p><p>(a) The claimant?s capability to manage or direct the management of his/her affairs.
</p><p>(b) Any case in which disclosure aids investigation of suspected misuse of benefits, abuse or fraud, or is necessary for program integrity, or quality appraisal activities.
</p><p>12. To a third party, where necessary, information pertaining to the identity of a payee or payee applicant, the fact of the person?s application for or service as a payee, and, as necessary, the identity of the beneficiary, to obtain information on employment, sources of income, criminal justice records, stability of residence and other information relating to the qualifications and suitability of representative payees or representative payee applicants to serve as representative payees or their use of the benefits paid to them under section 205(j) or section 1631(a) of the Social Security Act.
</p><p>13. To a claimant or other individual authorized to act on his/her behalf information pertaining to the address of a representative payee applicant or a selected representative payee when this information is needed to pursue a claim for recovery of misapplied or misused benefits.
</p><p>14. To the Railroad Retirement Board (RRB) for the administration of RRB?s representative payment program.
</p><p>15. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>16. To the Office of Personnel Management (OPM) for the administration of OPM?s representative payee programs.
</p><p>17. To the Secretary of Health and Human Services or to any State, any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>18. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in magnetic media (e.g., magnetic tape, microfilm, and disc) and manual forms.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Data are retrieved from the system by the SSN or the ZIP code and name (in a situation where the representative payee is an organization) of the representative payee, or the SSN of the beneficiary/recipient.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>For computerized records electronically transmitted between Central Office and FO locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal-oriented transaction matrix, and an audit trail. All microfilm files are accessible only by authorized personnel who have a need for the information in performing their official duties. Magnetic tapes are in secured storage areas accessible only to authorized personnel. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>National Archives and Records Administration (NARA) guidelines will be followed for retention and disposal of records in the <i>Master Representative Payee File.</i> Changes are being made to the <i>Master Representative Payee File</i> to ensure NARA compliance. To prevent lost of data, back-up files are maintained on disk file cartridges and are destroyed after two weeks.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Income Security Programs, Social Security Administration, Room 252 Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains data about him/her by writing to the systems manager at the address shown above and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of data in person should provide the same information, as well as provide any identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for access to records concerning another individual under false pretense is a criminal offense.
</p><p>These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, a requester should reasonably identify and specify the information he/she is attempting to obtain. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requester should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data in this system are obtained from representative payee applicants and representative payees, the SSA Office of Inspector General, and other SSA systems of records such as the <i>Claims Folder System, 60-0089; Master Beneficiary Record, 60-0090; Supplemental Security Income Record and Special Veterans Benefits, 60-0103; Master Files of SSN Holders and SSN Applications, 60-0058; and Recovery of Overpayments, Accounting and Reporting, 60-0094.</i>
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa224" toc="yes">
<systemNumber>60-0224</systemNumber>
<subsection type="systemName">SSA-Initiated Personal Earnings and Benefit Estimate Statement (SIPEBES) History File, SSA/OSR.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any person:
</p><p>Who lives in a state or territory of the United States or the District of Columbia;
</p><p>Who has reached age 25;
</p><p>Who has had earnings posted to his/her Social Security number (SSN);
</p><p>Who is not receiving benefits under title II of the Social Security Act; and
</p><p>For whom the Social Security Administration (SSA) can determine the current mailing address.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system contains the following information about each individual:
</p><p>Name;
</p><p>SSN;
</p><p>Address to which the PEBES was mailed;
</p><p>Date of birth;
</p><p>Sex;
</p><p>Disposition code (to indicate earnings discrepancy or refusal);
</p><p>Date of SIPEBES issuance;
</p><p>Whether the PEBES was issued at the individual?s request or SSA?s initiative;
</p><p>Primary language (English or Spanish);
</p><p>Address source (IRS, the individual, or other);
</p><p>IRARN-CD (a code reserved for future use).
</p><p>PROC-CD (a code reserved for future use).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a), 205(c)(2), and 1143 of the Social Security Act (42 U.S.C. 405(a), 405(c)(2), and 1320b-13); the Federal Records Act of 1950 (64 Stat. 583), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is used for the following purposes:
</p><p>To establish and retrieve specific records for PEBES processing;
</p><p>To identify whether or when a person has previously received an SIPEBES;
</p><p>To help SSA respond to PEBES inquiries; and
</p><p>To conduct statistical studies.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. Information may be disclosed to contractors and other Federal agencies, as necessary, to assist SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>Wage and other information which is subject to the disclosure provisions of the Internal Revenue Code (IRC, 26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>2. Information may be disclosed to a congressional office in response to an inquiry from the congressional office made at the request of the subject of the record.
</p><p>Wage and other information which is subject to the disclosure provisions of the Internal Revenue Code (IRC, 26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>3. To the Department of Justice (DOJ), a court, or other tribunal, or another party before such tribunal, when:
</p><p>(1) SSA, or any component thereof; or
</p><p>(2) Any SSA employee in his/her official capacity; or
</p><p>(3) Any SSA employee in his/her individual capacity when DOJ (or SSA, when it is authorized to do so) has agreed to represent the employee; or
</p><p>(4) The United States or any agency thereof when SSA determines that the litigation is likely to affect the operations of SSA or any of its components,
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal, or the other party before the tribunal is relevant and necessary to the litigation, provided, however, that in each case SSA determines that such disclosure is compatible with the purposes for which the records were collected.
</p><p>Wage and other information which is subject to the disclosure provisions of the Internal Revenue Code (IRC, 26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>4. Information may be disclosed to the Office of the President for responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>Wage and other information which is subject to the disclosure provisions of the Internal Revenue Code (IRC, 26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>5. Nontax return information, the disclosure of which is not expressly restricted by Federal law, may be disclosed to the General Services Administration and the National Archives and Records Administration under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>Wage and other information which is subject to the disclosure provisions of the Internal Revenue Code (IRC, 26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>6. Information may be disclosed to the Internal Revenue Service (IRS) for auditing SSA?s compliance with the safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored in magnetic media (e.g., magnetic tape and disc), microfilm, or paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Data will be retrieved from the system by SSN and name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for automated records have been established in accordance with the Department of Health and Human Services (HHS) Information Resources Management Manual, Part 6, Automated Information Systems Security Program Handbook. This includes maintaining the magnetic tapes and discs within an enclosure attended by security guards. Anyone entering or leaving this enclosure must have a special badge issued only to authorized personnel.
</p><p>For computerized records electronically transmitted between Central Office and Field Office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal-oriented transaction matrix, and an audit trail. All microfilm and paper files are accessible only by authorized personnel who have a need for the information in performing their official duties.
</p><p>SSA?s terminals are equipped with physical key locks. The terminals are also fitted with adapters to permit the future installation of data encryption devices and devices to permit the identification of terminal users.
</p><p>Contractors will safeguard information disclosed to them consistent with the requirements of the Privacy Act.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>All tapes, discs, and microfilm files are updated periodically. Out-of-date magnetic tapes and discs are erased. Out-of-date microfilm is shredded.
</p><p>SSA retains correspondence one year when it concerns documents returned to an individual, denials of confidential information, release of confidential information to an authorized third party, and undeliverable material; for four years when it concerns information and evidence pertaining to coverage, wage, and self-employment determinations or when it affects future claims development, especially coverage, wage, and self-employment determinations. Correspondence is destroyed, when appropriate, by shredding. Magnetic media records are maintained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Pre-Claims Requirements, Office of Systems Requirements, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him/her by providing his/her name, signature, and SSN, or, if the SSN is not known, name, signature, date and place of birth, mother?s birth name, and father?s name to the address shown above under "System manager" and by referring to this system. (Furnishing the SSN is voluntary, but it will enable an easier and faster search for an individuals record.)
</p><p>An individual requesting notification of records in person need not furnish any special documents of identify. Documents which one would normally carry on one?s person are sufficient (e.g., credit cards, driver?s license, or voter registration card). An individual requesting notification via mail or telephone must furnish a minimum of his/her name, date of birth, and address in order to establish identify, plus any additional information which may be requested. These procedures conform with HHS Regulations, 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record contents they are seeking. These procedures conform with HHS Regulations, 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures conform with HHS Regulations, 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from the Numident File of the SSA system of records entitled "Master File of Social Security Number Holders, HHS/SSA/OSR (09-60-0058)"; and from the IRS.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa225" toc="yes">
<systemNumber>60-0225</systemNumber>
<subsection type="systemName">SSA-Initiated Personal Earnings and Benefit Estimate Statement Address System for Certain Territories, SSA/OSR.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, MD 21235.
</p><p>Records may also be located at contractor sites. Contact the system manager at the address below for contractor addresses.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any person:
</p><p>Who lives in Guam, Puerto Rico, or the United States Virgin Islands,
</p><p>Who has reached age 25,
</p><p>Who has had earnings posted to his/her SSN,
</p><p>Who is not receiving benefits under Title II of the Social Security Act, and
</p><p>From whom SSA can determine the current mailing address.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system contains the following information about each individual:
</p><p>Name;
</p><p>Sex;
</p><p>SSN;
</p><p>Address;
</p><p>Whether a PEBES was issued at the individual?s request or SSA?s initiative;
</p><p>A country name code.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a), 205(c)(2), and 1143 of the Social Security Act (42 U.S.C. 405(a), 405(c)(2), and 1320b-13); the Federal Records Act of 1950 (64 Stat. 583).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system is used for the following purposes:
</p><p>To establish and retrieve specific records for PEBES processing for individuals living in the specified areas;
</p><p>To help SSA respond to PEBES inquiries; and
</p><p>To conduct statistical studies.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made from routine uses as indicated below:
</p><p>1. Information may be disclosed to contractors and other Federal agencies, as necessary, to assist SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>2. Information may be disclosed to a congressional office in response to an inquiry from the congressional office made at the request of the subject of the record.
</p><p>3. Information may be disclosed to the Department of Justice (DOJ), a court, or other tribunal, or another party before such tribunal, when:
</p><p>(1) SSA, or any component thereof; or
</p><p>(2) Any SSA employee in his/her official capacity; or
</p><p>(3) Any SSA employee in his/her individual capacity when DOJ (or SSA, when it is authorized to do so) has agreed to represent the employee; or
</p><p>(4) The United States or any agency thereof when SSA determines that the litigation is likely to affect the operation of SSA or any of its components.
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal, or the other party before the tribunal is relevant and necessary to the litigation, provided, however, that in each case SSA determines that such disclosure is compatible with the purposes for which the records were collected.
</p><p>4. Information may be disclosed to the Office of the President for responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>5. Nontax return information, the disclosure of which is not expressly restricted by Federal law, may be disclosed to the General Services Administration and the National Archives and Records Administration under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records will be stored in magnetic media (e.g., magnetic tape and disc).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Data will be retrieved from the system by SSN, name, and date of issuance of the PEBES.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for automated records have been established in accordance with the Department of Health and Human Services (HHS) Information Resources Management Manual, Part 6, Automated Information Systems Security Program Handbook. This includes maintaining the magnetic tapes and discs within an enclosure attended by security guards, Anyone entering or leaving this enclosure must have a special badge issued only to authorized personnel.
</p><p>For computerized records electronically transmitted between Central Office and Field Office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal-oriented transaction matrix, and an audit trail. All microfilm and paper files are accessible only by authorized personnel who have a need for the information in performing their official duties.
</p><p>SSA?s terminals are equipped with physical key locks. The terminals are also fitted with adapters to permit the future installation of data encryption devices and devices to permit the identification of terminal users.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>All tapes, discs, and microfilm files are updated periodically. Out-of-date magnetic tapes and discs are erased. Out-of-date microfilm is shredded.
</p><p>SSA retains correspondence one year when it concerns documents returned to an individual, denials of confidential information, release of confidential information to an authorized third party, and undeliverable material; for four years when it concerns information and evidence pertaining to coverage, wage, and self-employment determinations or when it affects future claims development, especially coverage, wage, and self-employment determinations. Correspondence is destroyed, when appropriate, by shredding. Magnetic media records are maintained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Pre-Claims Requirements, Office of Systems Requirements, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him/her by providing his/her name, signature, and SSN, or, if the SSN is not known, name, signature, date and place of birth, mother?s birth name, and father?s name to the address shown above under "System manager" and by referring to this system. (Furnishing the SSN is voluntary, but it will enable an easier and faster search for an individuals? record.)
</p><p>An individual requesting notification of records in person need not furnish any special documents of identity. Documents which one would normally carry on one?s person are sufficient (e.g., credit cards, driver?s license, or voter registration card). An individual requesting notification via mail or telephone must furnish a minimum of his/her name, date of birth, and address in order to establish identity, plus any additional information which may be requested. These procedures conform with HHS Regulations, 45 CFR Part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record contents they are seeking. These procedures conform with HHS Regulations, 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification. These procedures conform with HHS Regulations, 45 CFR part 5b.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from the Commonwealth of Puerto Rico and the Territories of Guam and the United States Virgin Islands.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa228" toc="yes">
<systemNumber>60-0228</systemNumber>
<subsection type="systemName">Safety Management Information System (SSA Accident, Injury and Illness Reporting System), Social Security Administration, Deputy Commissioner for Finance, Assessment and Management, Office of Facilities Management.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Facilities Management, Room 2-J-9 Operations Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Social Security Administration (SSA) employees, who are involved in an accident which arises out of and in the course of their employment whether occurring on SSA premises or not and results in:
</p><p>(a) A fatality;
</p><p>(b) Lost workdays beyond the day in which the accident occurred;
</p><p>(c) Nonfatal injuries which result in transfer to another job, termination of employment, medical treatment other than first aid, loss of consciousness or restriction of work or motion;
</p><p>(d) A possible tort claim;
</p><p>(e) A claim for compensation;
</p><p>(f) Property damage in excess of $50;
</p><p>(g) Interruption or interference with the orderly progress of work of other employees;
</p><p>(h) Radiation overexposure;
</p><p>(i) Biological exposure resulting in lost time or of accidental release of biologicals where the public may be over-exposed. It also covers visiting scientists, contractor personnel,
</p><p>(j) Hospitalized patients, out-patients, employees of other Federal agencies, State or local governments or members of the public who suffer injury, illness or property damage on or in SSA premises or as a result of SSA activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system consists of a variety of information and supporting documentation resulting from the reporting and investigation of accidents which have resulted in injury, illness, property damage or the interruption or interference with the orderly progress of work.
</p><p>The records contain information about individuals involved in, or experiencing, accidents including, but not limited to, the severity of the injury, whether consciousness was lost, the type of injury, culmination of any injury, days lost from work, if any, the nature of the injury, illness or disease, the body part affected, causal factors, weather factors, agency of accident, whether unsafe mechanical, physical, or personal acts or factors were involved, the accident?s area of origin and if fire was involved, the type and form of materials involved.
</p><p>Property damage (both public and private) is noted through the property sequence number, who owned the property involved, property damage and actual or estimated monetary loss, the SSA installation number, if appropriate, and the year of manufacture or construction if appropriate.
</p><p>Identifiers relating to a particular accident include the organization, case number assigned, date and time of occurrence, State or territory, site, type and classification of accident, estimated amount of tort claims, if appropriate, name of individual(s) involved, the Social Security number (SSN), sex, age, grade series and level, Computer Sciences Corporation (CSC) series, address, other departments notified of accident, duty status, activity at time of accident and time on duty before accident. Management?s evaluation and corrective action taken or proposed is also noted.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 19 of the Occupational Safety and Health Act of 1970 (Pub. L. 91-596, 29 U.S.C. 651, <i>et seq.</i>); 5 U.S.C. 7902; 29 CFR part 1960; Executive Order (E.O.) No. 12196 (45 FR 12769 4/26/80).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of the system is to comply with the reporting and statistical analyses requirements of section 19 of the Occupational Safety and Health Act (OSHA) of 1970 (Pub. L. 91-596) as amended (29 U.S.C. 668); 5 U.S.C. 7902; 29 CFR Part 1960; E.O. 12196 and such other purposes as are described below. The Safety Management Information System is a SSA-wide system utilized by all organizational components of the Agency. Thus, in addition to the routine uses subsequently noted in this system notice, there may be other ad hoc disclosures within the Agency on an official business "need-to-know" basis. Some of the purposes are the following:
</p><p>&#149; Establish a written record of the causes of accidents;
</p><p>&#149; Provide information to initiate and support corrective or preventive action;
</p><p>&#149; Provide statistical information relating to accidents resulting in occupational injuries; illnesses, and/or property damage;
</p><p>&#149; Provide management with information with which to evaluate the effectiveness of safety management programs;
</p><p>&#149; Provide the means for complying with the reporting requirements of section 19 of the Occupational Safety and Health Act of 1970 and such other reporting requirements as may be required by legislative or regulative requirements;
</p><p>&#149; Provide such other summary descriptive statistics and analytical studies as necessary in support of the function for which the records are collected and maintained including general requests for statistical information without personal identification of individuals;
</p><p>Information in these records is used by or may be disclosed to:
</p><p>&#149; The Office of Facilities Management (OFM), Office of the Deputy Commissioner for Finance, Assessment and Management (DCFAM), in the review of accident experience data to determine the adequacy of corrective actions, the effect of codes, standards and guides, the consolidation, summarization and dissemination of accident experience data throughout SSA and other government departments and agencies as needed or required;
</p><p>&#149; The supervisor, administrative officer or other official initiating an accident report, including each succeeding reviewing official in the chain of command through which the report passes, to insure that corrective action, as needed and appropriate, is taken; and
</p><p>&#149; Appropriately appointed Safety Directors, Officers, or others with safety responsibilities within the Agency in the verifying, assembling, analyzing, summarizing and disseminating data concerning the accident in their areas of responsibility and in the initiation of appropriate corrective action.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a Federal, State, local agency or private sources to obtain information relevant to the investigation of an accident and/or corrective action.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To Federal, State, or local law enforcement agencies if a record maintained by this agency to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in automated format (<i>e.g.</i>, on magnetic tapes, discs, computer storage,) and in paper form (<i>e.g.</i>, punch cards, lists, forms, in file folders, binders and index cards).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name, SSN, case number or cross reference.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to, and use of, those records is limited to those persons whose official duties require such access. Personnel screening is employed to prevent unauthorized disclosure. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>All accident reports, records, logs, and other information relating to an accident are retained by Headquarters and components for at least five years following the end of the calendar year in which the accident occurred. Specific occupational safety and health standards (such as the standards, covering the handling of carcinogenic chemicals) may be required to be kept for up to twenty years. Records may be retained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Safety Manager, Office of Facilities Management, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requester should also reasonably identify the record, specify the record contents being sought, and state time and brief description of the accident in which they were involved. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requester should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The information in this system is obtained from the following sources: (1) The individual to whom the record pertains; (2) witnesses to the accident; (3) investigation officials (Federal, State, local); (4) medical personnel seeing the individual as a result of the accident; (5) supervisory personnel; (6) reviewing officials; (7) personnel offices; (8) investigative material furnished by Federal, State, or local agencies; and (9) on site observations.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa230" toc="yes">
<systemNumber>60-0230</systemNumber>
<subsection type="systemName">Social Security Administration Parking Management Record System, Social Security Administration, Deputy Commissioner for Finance, Assessment and Management, Office of Facilities Management.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Facilities Management, Room 1-M-25 Operations Building, 6401 Security Boulevard, Baltimore, MD 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Headquarters Social Security Administration (SSA) employees as well as any carpool member, contractor, vendor or building tenant utilizing SSA Headquarters parking facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system includes the following information on all persons applying for a parking permit and those that may have received a parking citation: Name, office room number, office phone number, agency, home address, and automobile registration number, and where applicable, physician?s statement in support of handicapped parking assignments.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Federal Property and Administrative Services Act of 1949, as amended, 63 Statute 377, 390 (see 40 U.S.C. 471, 486 and 41 CFR 101-20.104-2).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To establish policy governing the acquisition and allocation of Federal parking facilities and the establishment and determination of charges to be paid for the use of such parking by Federal employees, contractor employees and other facility tenants. The purpose of the SSA Parking Policy is to provide standards for apportionment and assignment of parking spaces on SSA-managed and SSA-controlled property and on property assigned to SSA by the General Services Administration or any other agency and to allocate and check parking spaces assigned to government vehicles, visitors, handicapped personnel, key personnel, carpools and others.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine use as indicated below:
</p><p>1. To a congressional office from the record of an individual in response to an inquiry made at the request of that individual.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>4. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>5. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in automated format (e.g., on magnetic tapes, disks), and in paper form (e.g., binders in file cabinets).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name and the various categories of information described in the "categories of records" section above.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to, and use of, these records is limited to personnel whose official duties require such access. Security Safeguards meet the requirements of SSA Systems Security Handbook. A minicomputer is maintained in a secured area with access limited to authorized personnel. Computer tapes and disc are stored in locked cabinets. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Superseded materials are maintained by the SSA Protective Security Officer for historical purposes and the control purpose has been met and the records are then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Protective Security Services, Social Security Administration, 1-M-25 Operations Building, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are developed from information supplied by applicants for parking permits and, for handicapped parking assignments, by physicians and supervisors.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa231" toc="yes">
<systemNumber>60-0231</systemNumber>
<subsection type="systemName">Financial Transactions of SSA Accounting and Finance Offices, Social Security Administration, Deputy Commissioner for Finance, Assessment and Management, Office of Financial Policy and Operations.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deputy Commissioner for Finance, Assessment and Management, 800 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Travel vouchers submitted for reimbursement of travel and other expenditures while on official business may also be maintained at the administrative office of the Social Security Administration (SSA) employee?s unit of work. Records concerning delinquent debts may also be maintained at the program office or by designated claims officers apart from the finance office.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All persons who receive a payment from SSA finance offices and all persons owing monies to these offices. Persons receiving payments include, but are not limited to, travelers on official business, contractors, grantees and consultants. Persons owing monies include, but are not limited to, persons who have been overpaid and who owe SSA a refund and persons who have received from SSA goods or services for which there is a charge or fee (e.g., Freedom of Information Act requesters).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security number (SSN), address, employer identification numbers (EINs), purpose of payment, accounting classification and amount paid. Also, in the event of an overpayment, and for delinquent grants, the amount of the indebtedness, the repayment status and the amount to be collected.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Budget and Accounting Act of 1950 (Pub. L. 81-784), Debt Collection Act of 1982 (Pub. L. 97-365).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>These records are an integral part of SSA?s accounting system. The records are used to track payments to individuals, exclusive of salaries and wages, based upon prior entry into the systems of the official commitment and obligation of government funds. When an individual is to repay funds advanced, the records will be used to establish a receivable record and to track repayment status. In the event of an overpayment to an individual, the record is used to establish a receivable record for recovery of the amount claimed. The records are also used internally to develop reports to the Internal Revenue Service and applicable State and local taxing officials of taxable income. This is an Agency-wide notice of payment and collection activities at all locations. Intra-Agency uses and transfers concern the validation and certification for payment, and for SSA internal audits.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the Department of the Treasury for check preparation.
</p><p>2. To members of Congress concerning a Federal financial assistance program.
</p><p>3. To a congressional office from an individual?s record in response to an inquiry from the congressional office made at the request of that individual.
</p><p>4. To the Department of Justice in the event SSA deems it desirable, or necessary, in determining whether particular records are required to be disclosed under the Freedom of Information Act.
</p><p>5. To a Federal, State or local agency maintaining civil, criminal or other relevant enforcement records or other pertinent records, such as current licenses, if necessary to obtain a record relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract or the issuance of a license or other benefit.
</p><p>6. 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 or other benefit by the requesting agency, to the extent that the record is relevant and necessary to the requesting agency?s decision on the matter.
</p><p>7. To a Federal agency having the power to subpoena records, for example, the Internal Revenue Service or the Civil Rights Commission, in response to a subpoena for information contained in this system of records.
</p><p>8. To officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment.
</p><p>9. To the Department of Justice (DOJ), a court or other tribunal, or to another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>10. To credit reporting agencies to obtain a credit report about a potential contractor or grantee in order to determine the potential contractor?s or grantee?s creditworthiness.
</p><p>11. To the Department of the Treasury:
</p><p>(a) To find out whether or not the individual has a delinquent tax account for the purpose of determining the individual?s creditworthiness for the loan in question under the Internal Revenue Code (26 U.S.C. 6103(1)(3)(A)-(C)); and
</p><p>(b) To assist SSA in recovering the collection of delinquent administrative debts through Administrative Wage Garnishment (AWG) (31 U.S.C. 3720D) via the Treasury Crossing Servicing program as authorized by the Debt Collection Improvement Act of 1996.
</p><p>12. To the following entities in order to help collect a debt owed the United States:
</p><p>(a) To another Federal agency so that agency can effect a salary offset;
</p><p>(b) To another Federal agency so that agency can effect an administrative offset under common law or under 31 U.S.C. 3716 (withholding from money payable to, or held on behalf of, the individual);
</p><p>(c) To the Department of the Treasury to request the mailing address of an individual under the Internal Revenue Code (26 U.S.C. 6103(m)(2)(A)) for the purpose of locating the individual to collect or compromise a Federal claim against the individual in accordance with 31 U.S.C. 3711, 3717 and 3718;
</p><p>(d) To an agent of the Social Security Administration (SSA) that is a consumer reporting agency within the meaning of 15 U.S.C. 1681a(f), the mailing address of an individual may be disclosed to such agent for the purpose of allowing such agent to prepare a commercial credit report on the individual for use by SSA in accordance with 31 U.S.C. 3711, 3717 and 3718;
</p><p>(e) To debt collection agents under 31 U.S.C. 3718 or under common law to help collect a debt; and
</p><p>(f) To the Department of Justice for litigation or for further administrative action. In accordance with 31 U.S.C. 3711(e)(1)(F), disclosure under parts (a)-(c) and (e) is limited to information necessary to establish the identity of the person, including name, address and taxpayer identification or Social Security number; the amount, status, and history of the claim; the agency or program under which the claim arose.
</p><p>13. To another Federal agency that has asked the Social Security Administration to effect an administrative offset under common law or under 31 U.S.C. 3716 to help collect a debt owed the United States. Disclosure under this routine use is limited to the individual?s name, address, Social Security number, and other information necessary to identify the individual information about the money payable to, or held for, the individual, and other information concerning the administrative offset.
</p><p>14. To the Internal Revenue Service and State and local tax authorities when income and payments are reported to them concerning employees, contractors, and when amounts are written-off as legally or administratively uncollectible, in whole or in part.
</p><p>15. To banks enrolled in the treasury credit card network to collect a payment or debt when the individual has given his/her credit card number for this purpose.
</p><p>16. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>17. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>18. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>19. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701, <i>et seq.</i>) as amended. The disclosure will be made in accordance with 31 U.S.C. 3711(e) when authorized by sections 204(f), 808(e) or 1631(b)(4) of the Social Security Act (42 U.S.C. 404(f), 1008(e) or 1383(b)(4)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically, to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records. The information to be disclosed is limited to the individual?s name, address, SSN, and other information necessary to establish the individual?s identity; the amount, status, and history of the debt and the agency or program under which the debt arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in automated form (<i>e.g.</i>, disc packs and magnetic tapes).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name, SSN, and voucher number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>1. <i>Only authorized users have access to these records:</i> Employees and officials directly responsible for programmatic or fiscal activity, including administrative and staff personnel, financial management personnel, computer personnel, and managers who have responsibilities for implementing SSA programs.
</p><p>2. <i>Physical Safeguards:</i> File folders, reports and other forms of personnel data, and electronic diskettes are stored in areas where fire codes are strictly enforced. All documents and diskettes are protected during lunch hours and non-working hours in locked file cabinets or locked storage areas. Magnetic tapes, disks, etc., and computer matching tapes are locked in a computer room and tape vault.
</p><p>3. <i>Procedural Safeguards:</i> Password protection of automated records is provided. All authorized users protect information from public view and from unauthorized personnel entering an office. The safeguards are now maintained in accordance with SSA?s Systems Security guides.
</p><p>Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are purged from automated files once the accounting purpose has been served. Printed copies and manual documents are retained and disposed of in accord with General Accounting Office principles and standards, as authorized by the National Archives and Records Administration.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Commissioner for Finance, Assessment and Management, 800 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also clearly specify the record contents being sought, and may include an accounting of disclosures that have been made of their records, if any. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for requesting the correction, with supporting justification showing how the record is inaccurate, incomplete, untimely or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual travel vouchers, grants, contract and purchase order award documents; delinquent grant records, invoices of services rendered; and/or goods received, and applications for travel and/or salary advances.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section>
<section id="ssa232" toc="yes">
<systemNumber>60-0232</systemNumber>
<subsection type="systemName">Central Registry of Individuals Doing Business With SSA (Vendor File), Social Security Administration, Deputy Commissioner for Finance, Assessment and Management, Office of Financial Policy Operations.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Room 2-B-4 East Low Rise Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who are the recipients of Federal Domestic Assistance Grants or of contracts awarded by the Social Security Administration (SSA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>An index of names, addresses and Social Security numbers (SSN) of individuals or tax identification numbers (TIN) or employer identification numbers (EIN) of employer business entities doing business with SSA. The Central Registry (Vendor File) (VF) contains banking information, routing and transit numbers (RTAS) and deposit account numbers (DAN) for direct deposit payments for vendors. No other personally identifiable data are maintained. The index is termed public information since data relative to Federal Domestic Assistance and contracts are public information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This registry is maintained to provide a standard code to uniquely identify entities, including individuals, together with mailing address and other characteristic data, to all principal operating components, agencies, regional offices and staff offices of SSA. The use of a single code per entity in all SSA data systems enhances communications with an entity, as well as diminishing the need to maintain duplicative data and files at various locations. Major categories of entities in the central registry are those awarded contracts and grants under Federal Domestic Assistance programs. Only those persons in SSA with a "need to know" have access to the published registry and to the automated records. The Code Book provides a listing of data processing numbers for grant, contract and financial transactions. These numbers are used to access the name and address of the individual in the Automated Library (Central Registry). The information is used for check preparation, reports, mailings, etc.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office in response to an inquiry from that office made at the request of the subject individual.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation and would help in the effective representation of the governmental party, provided however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To the Department of Justice in the event the Social Security Administration deems it desirable or necessary, in determining whether particular records are required to be disclosed under the Freedom of Information Act for the purpose of obtaining its advice.
</p><p>4. To a Federal, State or local agency maintaining civil, criminal or other relevant enforcement records or other pertinent records, such as current licenses, if necessary to obtain a record relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.
</p><p>5. 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 record is relevant and necessary to the requesting agency?s decision on the matter.
</p><p>6. To a Federal agency having the power to subpoena records, for example, the Internal Revenue Service or the Civil Rights Commission in response to a subpoena for information contained in this system of records.
</p><p>7. To officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment.
</p><p>8. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>9. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>10. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>11. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in automated form (<i>e.g.</i>, disc packs and magnetic tapes) and in paper form (<i>e.g.</i>, Hard copy code booklets) at central computer sites.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by either name, SSN or other characteristic data.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Only specified employees have access to the vendor file database. A security profile is maintained in the computer system to limit and monitor access. Authorized employees must have a personal identification number (PIN) and password to access the system and clearance for the proper security profile to access the vendor file. Certain functions, such as "Delete" or "Purge," cannot be performed unless the vendor file systems administrator implements the function. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are purged from the automated file every two years; only persons actively dealing with SSA remain on file. Code Books are replaced each year. Inactive books are destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Office of Finance, Division of Administrative Payments, Social Security Administration, 2-B-4 East Low Rise Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call.
</p><p>SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, inaccurate, untimely or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Grant and Contract documents. Names, SSNs, TINs, RTAS, DANs and addresses are provided by the individual when applying for a grant or contract from the SSA.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa234" toc="yes">
<systemNumber>60-0234</systemNumber>
<subsection type="systemName">Employee Assistance Program (EAP) Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel, Center for Employee Services.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Human Resources, Office of Personnel, Center for Employee Services, Employee Assistance Program, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Social Security Administration (SSA) Regional Offices, Human Resources Center (contact the system manager or access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for address information).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system covers SSA employees, employees of other organizations serviced by SSA Employee Assistant Program (EAP), or family members of any of these employees who have been counseled and/or referred for counseling for personal problems by the EAP.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system contains records of each employee and family member who has utilized the EAP for a personal problem. Examples of information that may be found in each record are employee or family member name, date of birth, grade, job title, home address, telephone numbers, and supervisor?s name and telephone number. In addition to the demographic data, certain clinical information is normally maintained in each record including a psychosocial history, assessment of personal problems, information regarding referrals to treatment facilities in the community, and intervention outcomes. Also, information relating to finances that the employee voluntarily provides; disposition, including employees stated intentions; record of letters or tax forms sent as replies; letters from creditors or their representatives and copies of our replies and copies of tax levies against employees. Finally, if an employee is referred to the EAP by a supervisor, the record may contain information regarding the referral such as leave record, reasons for referral, and outcomes of supervisory interventions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7361, 7362, 7901, and 7904.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>These records are used to document the nature and extent of the employee?s or family member?s personal problem and the background information necessary for formulating an intervention plan in an effort to resolve the personal problem and return the employee to full productivity. The record is also used to document, when appropriate, where the employee or family member has been referred for treatment or rehabilitation and the progress in such treatment.
</p><p>Anonymous information from these records is also needed for the purpose of preparing statistical reports and analytical studies in support of the EAP?s management.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below.
</p><p>1. To contractors if the Social Security Administration contracts with private firms, individuals, or other groups such as a Federal Employee Assistance Program (EAP) consortium for the purpose of providing the EAP functions. The contractor shall be required to maintain Privacy Act safeguards with respect to such records. The contractors will surrender to the EAP all of these records as well as any new records at the time of contract termination.
</p><p>2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>3. To a congressional office in response to any inquiry from that office made at the request of the subject of the record.
</p><p>4. To a court or other tribunal, or a party before the same, where the records are covered by the Confidentiality of Alcohol and Drug Abuse Patient Records regulations (42 CFR part 2). Any disclosure of such patient records must be pursuant to a qualified service organization agreement that meets the requirements of 42 CFR part 2 and must also comply with all other aspects of these regulations. The Employee Assistance Program Administrators in each program location must personally approve any disclosure made under this routine use based on his or her determination that it is compatible with the purpose for which the records were collected.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in automated form (<i>e.g.</i>, computer readable media, hard drives, floppy disks, and Compact Disc-Read Only Memory (CD-ROM)) and in paper form (<i>e.g.</i>, folders, index cards).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by a case code number. These numbers are cross-indexed by name of employee or family member.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>1. <i>Authorized Users:</i> Access to these records is limited to the EAP Administrators who work directly with employees and family members in each program location and their immediate staffs (including staff counselors, staff secretaries, contract or consortia counselors and secretaries). All EAP Administrators, whether or not they directly provide clinical services, may access the records for the purposes of program evaluation, destroying records at the end of their period of maintenance, and transferring records from one contractor to another.
</p><p>2. <i>Physical Safeguards:</i> All records are stored in a metal filing cabinet equipped with at least a combination lock, and preferably a locking bar. This file cabinet is in a secured area, accessible only to the EAP staff, and is locked when not in use. Computer readable information is maintained in discrete systems and/or is password protected. Computers are also stored in secured areas, accessible to only the EAP staff. These records are always maintained separate from any other system of records.
</p><p>3. <i>Procedural Safeguards:</i> All persons having access to the records shall have previous training in the proper handling of records covered by the Privacy Act and 42 CFR part 2 (Confidentiality of Alcohol and Drug Abuse Patient Records). These restrict disclosures to unique situations, such as medical emergencies, except when the employee or family member has consented in writing. Furthermore, employees and family members who utilize the EAP will be informed in writing of the confidentiality provisions; and secondary disclosure of information is prohibited without employee consent.
</p><p>Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained until three years after the employee or family member has ceased contact with the EAP or until any litigation is resolved. However, if an employee has been terminated from SSA employment, records are retained for at least three years after the official date of termination and until any litigation is resolved. Files are then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Director, Center for Employee Services, Office of Personnel, Office of Human Resources, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Upon receiving a request, the EAP Administrator shall weigh the need for disclosure against the potential injury to the patient, to the physician-patient relationship, and to the treatment services. The EAP Administrator will then determine the extent to which any disclosure of all or any part of the record is necessary (42 CFR part 2 does not compel disclosure).
</p><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is: (1) Supplied directly by the individual, or (2) supplied by a member of the employee?s family, or (3) derived from information supplied by the individual, or (4) supplied by sources to whom the employee and/or family member has been referred for assistance, or (5) supplied by SSA officials, or (6) supplied by EAP counselors.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa236" toc="yes">
<systemNumber>60-0236</systemNumber>
<subsection type="systemName">Employee Development Program Records, Social Security Administration, Deputy Commissioner for Human Resources (DCHR), Office of Training (OT).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Training, Offices of the Deputy Commissioners, Deputy-level offices and/or Regional Commissioners? offices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Applicants and participants in all Social Security Administration (SSA) developmental programs at the specific grades covered by the programs.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system consists of a variety of records relating to an employee?s application for, and participation in, the Executive Development Program. In addition to the employee?s name, the system contains the employee?s title, grade and salary, Social Security number (SSN), organization in which employed, date of entry into the Executive Development Program, training needs while participating in the program, individual development plan and basis for participation in the Employee Development Program.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 3396, <i>et seq.</i>
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>These records are used to document employee?s application for, and participation in, the Executive Development Program. They may be used as a basis for promotion, transfer, or reassignment. They may be used as a basis for preparing management, budgetary or statistical reports to support organizational planning or manpower utilization studies.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To Federal, State and local law enforcement agencies in the event that this system of records indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature.
</p><p>2. To another Federal agency 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 record is relevant and necessary to the requesting agency?s decision on the matter.
</p><p>3. To a Federal agency having the power to subpoena records, for example, the Internal Revenue Service or the Civil Rights Commission, in response to a subpoena for information contained in this system of records.
</p><p>4. To officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment.
</p><p>5. To contractors when the Social Security Administration contracts with a private firm for the purpose of collating, analyzing, aggregating or otherwise refining records in this system. The contractor shall be required to maintain Privacy Act safeguards with respect to such records.
</p><p>6. To the Office of Personnel Management, the Merit Systems Protection Board, or the Office of the Special Counsel, when information is requested in connection with appeals, special studies of the civil service and other merit systems, review of those agencies? rules and regulations, investigation of alleged or possible prohibited personnel practices, and for such other functions of these agencies as may be authorized by law, <i>e.g.</i>, 5 U.S.C. 1205 and 1206.
</p><p>7. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>8. To the Federal Labor Relations Authority, its General Counsel, the Federation Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with investigations of allegation of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>9. To a congressional office from the record of an individual in response to an inquiry from congressional office made at the request of that individual.
</p><p>10. To the Department of Justice (DOJ), a court or other tribunal, or to another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>11. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>12. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>13. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in automated form (<i>e.g.</i>, magnetic tapes, hard drives, floppy disks, Compact Disk-Read Only Memory (CD-ROM)) and in paper form (<i>e.g.</i>, file folders, punch cards, forms).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name and SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to, and use of, these records is limited to those persons whose official duties require such access. A personnel screening is employed to prevent unauthorized disclosure. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records of an unsuccessful applicant are retained for 60 days after notification that he or she was not selected for participation, and are then destroyed. Records of a participant are retained for 5 years after the individual has ceased to participate in the program, and are then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>In the field, Applicable Personnel Officers who service the organization unit in which the individual is employed. In Headquarters, DCHR. Office of Personnel, Director, 6401 Security Boulevard, Baltimore, Maryland 21235. For all training related material: DCHR/OT, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN, or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is: (1) Supplied directly by the individual, or (2) derived from information supplied by the individual, or (3) supplied by SSA officials.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa237" toc="yes">
<systemNumber>60-0237</systemNumber>
<subsection type="systemName">Employees? Medical Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel, Center for Employee Services.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>These records are maintained on current Social Security Administration (SSA) employees receiving health services at the SSA Health Units at the following addresses:
</p><p>Social Security Administration, Headquarters, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Social Security Administration, Northeastern Program Service Center, 1 Jamaica Center Plaza, 155-10 Jamaica Avenue, Jamaica, New York 11432-3830.
</p><p>Social Security Administration, Mid-Atlantic Program Service Center, 300 Spring Garden Street, Philadelphia, Pennsylvania 19123.
</p><p>Social Security Administration, Wilkes-Barre Data Operations Center, 1150 East Mountain Drive, Wilkes-Barre, Pennsylvania 18702-7997.
</p><p>Social Security Administration, Southeastern Program Service Center, 3001 Twelfth Avenue, North, Birmingham, Alabama 35285.
</p><p>Social Security Administration, Western Program Service Center, Frank Hagel Federal Building, 1221 Nevin Avenue, Richmond, California 94802.
</p><p>Other SSA employees receive health services through Interagency Agreements with the Public Health Service.
</p><p>Addresses of Interagency Agreement Health Units
</p><p>Headquarters
</p><p>Social Security Administration, Metro West Building, Suite 200, South Building, 300 North Greene Street, Baltimore, Maryland 21203.
</p><p>Social Security Administration, National Computer Center Building, Room G-09, 6301 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Social Security Administration, Security West Building, Room 1-R-15, 1500 Woodlawn Drive, Baltimore, Maryland 21241.
</p><p>WOC Building, Suite 1209, 1718 Woodlawn Drive, Baltimore, Maryland 21207.
</p><p>Field Addresses
</p>
<p>In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont):
</p><p>&#149; John F. Kennedy Building, Government Center, Health Unit, Boston, MA 02203.
</p><p>&#149; Thomas P. O?Neill Federal Building, Health Unit, 10 Causeway Street, Boston, MA 02222.
</p><p>In the New York Region (New Jersey, New York, Puerto Rico, Virgin Islands)
</p><p>Jacob Javitz Federal Building, Health Unit, 26 Federal Plaza, New York, N.Y. 10278.
</p><p>In the Philadelphia Region (Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia):
</p><p>&#149; William J. Green, Jr. Federal Building, Health Unit, 600 Arch Street, Philadelphia, PA 19106-1611.
</p><p>&#149; Federal Employee and Service Center, National Underground Storage, 27S-221, Health Unit, Boyers, PA 16020-0221.
</p><p>&#149; Housing and Urban Development Building, Health Unit, 451 7th Street, SW., Washington, DC 20410-0001.
</p><p>In the Atlanta Region (Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee):
</p><p>Sam Nunn Federal Building, Health Unit, 61 Forsyth Street, SW., Atlanta, GA 30303.
</p><p>In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin):
</p><p>&#149; John C. Kluczynski Federal Building, Health Unit, 230 S. Dearborn Street, Chicago, IL 60604.
</p><p>&#149; Harold Washington Social Security Center, Health Unit, 600 West Madison Street, Chicago, IL 60661.
</p><p>In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
</p><p>Richard Bolling Federal Building, Health Unit, 601 E. 12th Street, Kansas City, MO 64106.
</p><p>In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas):
</p><p>&#149; Health Unit, 1301 Young Street, Dallas, TX 75202.
</p><p>&#149; Albuquerque Teleservice Center, Health Unit, 500 Lead, SW., Albuquerque, NM 87102.
</p><p>In the Denver Region (Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming):
</p><p>Federal Building and U.S. Courthouse, Health Unit, 1961 Stout Street, Denver, CO 80294.
</p><p>In the San Francisco Region (American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Marianna Islands):
</p><p>Federal Building, Health Unit, Room 443, 50 United Nations Plaza, San Francisco, CA 94102.
</p><p>In the Seattle Region (Alaska, Idaho, Oregon, Washington):
</p><p>&#149; Auburn Teleservice Center, Health Unit, 2801 C Street, SW., Auburn, WA 98001-7401.
</p><p>&#149; Bank of America Tower, Health Unit, 701 5th Avenue, Seattle, WA 98104-7075.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have received health services from any of the SSA Health Units.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system consists of a variety of records relating to an individual?s utilization of services provided by SSA Health Units. Examples of information which may be included in this system are, history of non-work related injuries, illness or complaint presented to Health Unit staff, immunization records, medication administered by Health Unit staff, referrals to other health care providers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7901; OMB Circular No. A-72.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>These records document utilization of health services provided by SSA Health Units.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the appropriate Federal, State, or local agency responsible for investigation of an accident, disease, medical condition, or injury as required by pertinent legal authority.
</p><p>2. To the Office of Worker?s Compensation Programs in connection with a claim for benefits filed by an employee.
</p><p>3. 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.
</p><p>4. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before the tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>7. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>8. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>These records are maintained as hard copy records.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrievable by name, date of birth, or Social Security Number (SSN) of the individual to whom they pertain.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>During the employment of the individual, medical records are maintained in files separate from the Official Personnel Folder and are located in lockable metal cabinets and/or in secured rooms with access limited to those whose official duties require access. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained up to six years from the date of the last entry. The records are shredded and appropriately disposed of approximately three months after separation.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, SSA Medical Director, Office of Human Resources, Center for Employee Services, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>An individual requesting access to records should submit his/her request in writing to the system manager or designated custodian of the records. An individual requesting access via mail or telephone also must furnish an address. Any individual requesting access must also follow the Office of Personnel Management?s Privacy Act regulations regarding verification of identity and access to records (5 CFR part 297). These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55(b)).
</p><p><b>Note:</b> At the Headquarter?s SSA Health Units, the individual will be asked to complete Form SSA-3465, Consent for Release of Personal Information. In other SSA Health Units the SSA-3465 or equivalent will be required.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is obtained from, the individual to whom the information pertains, laboratory reports and test results, SSA Health Unit medical officer, physicians, nurses and other medical technicians who have examined, tested, or treated the individual, the individual?s personal physician and other Federal employee health units.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa238" toc="yes">
<systemNumber>60-0238</systemNumber>
<subsection type="systemName">Pay, Leave and Attendance Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p><i>For Time and Attendance:</i> Deputy Commissioner for Human Resources, Office of Personnel, Director, Center for Personnel Management Information Systems and Payroll, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p><i>For Federal Personnel and Payroll Systems (FPPS):</i> Director, Payroll Operations Division, Department of the Interior, National Business Center, 7301 W. Mansfield Avenue, Denver, Colorado 80235-2230.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All paid employees of the Social Security Administration (SSA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system consists of a variety of records relating to pay and leave determinations made about each employee of SSA. In addition to the name of the employee, the system includes information such as the employee?s date of birth, Social Security number (SSN), home address, grade or rank, employing organization, timekeeper number, salary, civil service retirement fund contributions, pay plan, number of hours worked, annual and sick leave accrual rate and usage, administrative leave usage, annual and sick leave balance, deductions for Medicare and/or FICA, Federal, State and city tax withholdings, Federal Employees Governmental Life Insurance withholdings, Federal Employees Health Benefits withholdings, awards, commercial garnishments, child support and/or alimony wage assignments, savings allotments, union and management association dues withholdings allotments, savings bonds allotments; Combined Federal Campaign allotments; and Thrift Savings Plan contributions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Chapter 55, &#167; 5501 <i>et seq.</i>, Chapter 61, &#167; 6101, <i>et seq.</i> and Chapter 63 &#167; 6301 <i>et seq.</i>
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records in this system are used to insure that each employee receives the proper pay and allowances; that proper deductions and authorized allotments are made from employees? pay; and that employees are credited and charged with the proper amount of leave. Records are also used to produce summary descriptive statistics and analytical studies in support of the functions for which the records are collected and maintained and for related personnel management functions or pay studies, and for other purposes compatible with the intent for which the records system was created.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the Internal Revenue Service and to State and local government tax agencies: Records relating to employees? income including name, home address, Social Security number, earned income, and amount of taxes withheld.
</p><p>2. To Federal, State, Foreign and local law enforcement agencies in the event that this system of records indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature.
</p><p>3. To a Federal, State or local agency maintaining civil, criminal or other relevant enforcement records or other pertinent records, such as current licenses, if necessary to obtain a record relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.
</p><p>4. 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 record is relevant and necessary to the requesting agency?s decision on the matter.
</p><p>5. To a Federal agency having the power to subpoena records, for example, the Internal Revenue Service or the Civil Rights Commission, in response to a subpoena for information contained in this system of records.
</p><p>6. To officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment.
</p><p>7. To contractors or another Federal agency when the Social Security Administration contracts with a private firm or makes an arrangement with a Federal agency for the purpose of performing payroll related processing, in addition to collating, analyzing, aggregating or otherwise refining records in this system. The contractor shall be required to maintain Privacy Act safeguards with respect to such records.
</p><p>8. To the Office of Personnel Management, the Merit Systems Protection Board, or the Office of the Special Counsel when information is requested in connection with appeals, special studies of the civil service and other merit systems, review of those agencies? rules and regulations, investigation of alleged or possible prohibited personnel practices, and for such other function of these agencies as may be authorized by law, e.g., 5 U.S.C. 1205 and 1206.
</p><p>9. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>10. To the Federal Labor Relations Authority, its General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>11. To the Department of Labor in connection with a claim filed by the employee for compensation on account of a job-connected injury or disease.
</p><p>12. To respond to court orders for garnishment of an employee?s pay for alimony or child support or commercial debt.
</p><p>13. To respond to orders from Internal Revenue Service for garnishment of an employee?s pay for Federal income tax purposes.
</p><p>14. To the Department of the Treasury for the purposes of preparing and issuing employee salary and compensation checks and United States Savings Bonds.
</p><p>15. To State offices of unemployment compensation in connection with claims filed by current or former Social Security Administration employees for unemployment compensation.
</p><p>16. To a congressional office in response to an inquiry from the congressional office made at the request of that individual.
</p><p>17. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before the tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>18. To financial organizations designated to receive labor organization or management association dues withheld from employees? pay, in order to account for the amounts of such withheld dues which they receive.
</p><p>19. To a State or local agency for the purpose of conducting computer matching programs designed to reduce fraud, waste and abuse in Federal, State and local public assistance programs and operations.
</p><p>20. To a Federal agency for the purpose of conducting computer matching programs designed to reduce fraud, waste and abuse using loan or benefit records of a Federal, State or local agency to identify employee?s improperly receiving loans or benefits and to facilitate the collection of debts owed the United States.
</p><p>21. To a Federal agency in response to a written request from that agency, personally signed by a supervisor, specifying the particular portion desired and the law enforcement activity for which the record is sought. The request for the record must be connected with the agency?s auditing and investigative functions designed to reduce waste, fraud, and abuse. It must be based on information which raises questions about an individual?s eligibility for benefits or payments, and it must be made reasonably soon after the information is received.
</p><p>22. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>23. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>24. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>25. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in manual, microfilm, microfiche, imaged and printout form in the Payroll Office. Currently, applicable records are stored on magnetic media at the National Computer Center, and electronically at the National Business Center (NBC), Department of the Interior (DOI) in Denver, Colorado. Historic records are stored on magnetic media and electronically at the computer center and at NBC, DOI. Original input documents are kept in standard office filing equipment and/or stored as imaged documents on magnetic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrievable by name and SSN from NBC, DOI and by name, SSN and timekeeper number at SSA.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to, and use of, these records is limited to personnel whose official duties require such access. Personnel screening is employed to prevent unauthorized disclosure. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records submitted by the individual, such as allotment authorization forms, home address forms, and tax withholding forms, are retained until superseded by new forms or until the individual leaves SSA. Most of these records are then destroyed. Some of these records must be retained for an additional period, or forwarded to the new employing agency. Time and attendance records are retained for six years and are then destroyed. The automated payroll master record, established when the individual is first employed and continually updated throughout the period of his or her employment, is retained until the individual leaves SSA.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>In both the field and Headquarters: Deputy Commissioner for Human Resources, Office of Personnel, Director, CPMISP, 6401 Security Blvd., Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. This procedure is in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. This procedure is in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is (1) supplied directly by the individual, or (2) derived from information supplied by the individual, or (3) supplied by timekeepers and other SSA officials.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa239" toc="yes">
<systemNumber>60-0239</systemNumber>
<subsection type="systemName">Personnel Records in Operating Offices, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>These records are located within the servicing personnel offices that service specific Social Security Administration (SSA) organizational components and/or at a site closer to where the employee works; e.g., in an administrative office or in an employee record extension file maintained by the immediate supervisor.
</p><p><b>Note:</b> In the case of some personnel records, SSA has determined that duplicates need to be located in a second office closer to where the employee works (e.g., in an administrative office or in an employee record extension file maintained by the immediate supervisor). Any of these personnel records that are derived from OPM/GOVT 1 also are covered by that system notice.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current employees of SSA and former or current Federal employees submitting applications for employment with SSA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system consists of a variety of records relating to personnel actions and determinations made about an individual while employed. These records may contain information about an individual relating to name, birth date; emergency contact information; e.g., mailing address and telephone number; Social Security number (SSN); veterans preference; tenure; employment history; employment qualifications; past and present salaries, grades and position titles; training; awards and other recognition; approved suggestions; performance plan and rating of record; performance improvement plan; conduct; and data documenting reasons for personnel actions, decisions or recommendations made about an employee; and background data documentation leading to an adverse action or other personnel action being taken against an employee.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 3101, Chapter 33, Chapter 41, Chapter 43, Chapter 45, Chapter 55 and Chapter 75.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>These records are used by operating officials in carrying out their personnel management responsibilities. They may be used in recommending or taking personnel actions such as appointments, promotions, separations (e.g., retirements, resignations), reassignments, within-grade increases, adverse actions; as a basis for employee training, recognition, or disciplinary actions; and as a basis for staffing and budgetary planning and control, organizational planning, and manpower utilization purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below.
</p><p>1. To the Office of Personnel Management, the Merit Systems Protection Board (MSPB), or the Office of the Special Counsel when information is requested in connection with appeals, special studies of the civil service and other merit systems, review of those agencies? rules and regulations, investigation of alleged or possible prohibited personnel practices, and for such other function of these agencies as may be authorized by law, e.g., 5 U.S.C. 1205 and 1206.
</p><p>2. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>3. To the Federal Labor Relations Authority, its General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>4. To the appropriate agency in the event an appeal is made outside Social Security Administration records, which are relevant when that agency is charged with rendering a decision on the appeal.
</p><p>5. To Federal, State and local law enforcement agencies in the event that this system of records indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature.
</p><p>6. To the Department of Justice for the purpose of obtaining its advice in the event the Social Security Administration deems it desirable or necessary, in determining whether particular records are required to be disclosed under the Freedom of Information Act.
</p><p>7. To a Federal, State or local agency maintaining civil, criminal or other relevant enforcement records or other pertinent records, such as current licenses, if necessary to obtain a record relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.
</p><p>8. 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 record is relevant and necessary to the requesting agency?s decision on the matter.
</p><p>9. To a Federal agency having the power to subpoena records, for example, the Internal Revenue Service or the Civil Rights Commission, in response to a subpoena for information contained in this system of records.
</p><p>10. To officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment.
</p><p>11. To contractors for the purpose of collating, analyzing, aggregating or otherwise refining records in this system. The contractor shall be required to maintain Privacy Act safeguards with respect to such records.
</p><p>12. 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.
</p><p>13. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records of DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>14. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>15. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>16. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>17. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in automated form (e.g., hard drives, floppy disks, CD-ROM, magnetic tapes) and in paper form (e.g., file folders, index cards).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by any combination of name, SSN, or identification number.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records in this system are retained for varying lengths of time, ranging from a few months to 5 years. Most records are retained for a period of 1 to 2 years. Some records, such as individual applications, become part of the person?s permanent official records when hired, while some records are destroyed 45 days after the individual leaves the jurisdiction of the operating office or, if appropriate, are combined with the Official Personnel Folder (OPF), which is forwarded to the hiring Federal agency or, if the employee is leaving Federal service, to the National Personnel Records Center. Some records are destroyed by shredding or burning while magnetic tapes or disks are erased.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>For paper files
</p><p><i>In Headquarters:</i> Director, Center for Personnel Policy and Staffing, Office of Personnel, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p><i>In the Field:</i> Director, Center for Human Resources, Office of the Regional Commissioners:
</p><p>In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont):
</p><p>Social Security Administration, Boston Regional Office, J.F.K. Federal Building, Room 1900, Boston, Massachusetts 02203.
</p><p>In the New York Region (New Jersey, New York, Puerto Rico, Virgin Islands):
</p><p>Social Security Administration, New York Regional Office, Room 40-102, 26 Federal Plaza, New York, New York 10278.
</p><p>In the Philadelphia Region (Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia):
</p><p>Social Security Administration, Philadelphia Regional Office, 300 Spring Garden Street, Philadelphia, Pennsylvania 19123.
</p><p>In the Atlanta Region (Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee):
</p><p>Social Security Administration, Atlanta Regional Office, 61 Forsyth Street, S.W., Suite 22T64, Atlanta, Georgia 30303-8907.
</p><p>In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin):
</p><p>&#149; Social Security Administration, Chicago Regional Office, Harold Washington Social Security Center, P.O. Box 8280, 10th Floor, Chicago, Illinois 60680-8280.
</p><p>&#149; Social Security Administration, Office of Central Operations, Center for Management Support, 1500 Woodlawn Drive, Room 7030 Security West Tower, Baltimore, Maryland 21241-1500.
</p><p>In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas):
</p><p>Social Security Administration, Dallas Regional Office, 1301 Young Street, Suite 500, Dallas, Texas 75202-5433.
</p><p>In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
</p><p>Social Security Administration, Kansas City Regional Office, Richard Bolling Federal Building, Room 436, 601 East 12th Street, Kansas City, Missouri 64106.
</p><p>In the Denver Region (Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming):
</p><p>Social Security Administration, Denver Regional Office, Federal Office Building, 1961 Stout Street, Room 325, Denver, Colorado 80294.
</p><p>In the San Francisco Region (American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Marianna Islands):
</p><p>Social Security Administration, San Francisco Regional Office, Frank Hagel Federal Building, P.O. Box 4200, Richmond, California 94801.
</p><p>In the Seattle Region (Alaska, Idaho, Oregon, Washington):
</p><p>Social Security Administration, Seattle Regional Office, 701 Fifth Avenue, Suite 2900, M/S 301, Seattle, Washington 98104-7075.
</p><p><i>For magnetic media files:</i> Director, Center for Personnel Management Information Systems and Payroll, Office of Personnel, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. This procedure is in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records either comes from the individual to whom it applies, is derived from information supplied by the individual, or is provided by SSA officials.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p><p><b>Note:</b>When supervisors/managers retain personal "supervisory" notes (i.e., information on employees that the Agency exercises no control and does not require or specifically describe in its performance appraisal system, which remain solely for the personal use of the author and are not provided to any other person, and which are retained or discarded at the author?s sole discretion), such notes are not subject to the Privacy Act and are, therefore, not considered part of this system. If any of the above conditions are violated, these notes are no longer merely personal notes serving as an aid to the supervisor?s memory, but become records subject to the Privacy Act.
</p></xhtmlContent></subsection></section>
<section id="ssa241" toc="yes">
<systemNumber>60-0241</systemNumber>
<subsection type="systemName">Employee Suggestion Program Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel, Center for Employee Services.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Human Resources, Office of Personnel, Center for Employee Services, Central Suggestion Team, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have made suggestions in the Social Security Administration (SSA); and/or suggestions made by individuals in other Federal agencies requiring an SSA evaluation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Suggestions, evaluations of suggestions, name and address of individual submitting suggestions and evaluating the suggestions, other identifying information such as pay plan and grade, position title, Social Security number (SSN), timekeeper number and telephone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 4501 <i>et seq.</i>
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records in this system are used to control, evaluate, and make award determinations on employee suggestions. The Central Suggestion Team maintains these records in SSA?s Office of Personnel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the Office of Personnel Management information related to a suggestion award when approval from that office is needed in order to grant an award.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p> (b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before the tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>5. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The records are maintained in paper form (e.g., file folders) in locked file cabinets and in an electronic system on a server housed in the National Computer Center in Woodlawn, Maryland.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records are retrieved by suggestion number or by the name of the employee.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is restricted to authorized staff and evaluators. Component evaluators are given a copy of suggestions. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>After final action to make or deny an award, suggestion records are maintained for two more years and then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Center for Employee Services, Office of Personnel, Office of Human Resources, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requester should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Incoming suggestion, responses, evaluations and other material obtained during course of deciding to make an award.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa244" toc="yes">
<systemNumber>60-0244</systemNumber>
<subsection type="systemName">Administrative Grievances Filed Under Part 771 of 5 CFR, Social Security Administration, Deputy Commissioner for Human Resources, Office of Labor Management and Employee Relations.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deputy Commissioner, Office of Human Resources, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Social Security Administration (SSA) employees individually or as a group who have requested personal relief in a matter of concern or dissatisfaction which is subject to the control of SSA management.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information or documents relating to the grievance and personal relief sought; documented materials used in consideration of the grievance and correspondence related to disposition of the grievance.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 1302 and 5 CFR Part 771.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records in this system are used to initiate, consider, and resolve employee grievances filed under Part 771 of 5 CFR These records are maintained in each component of SSA. Information from this system may be used by SSA officials for preparing statistical summary of management reports.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the Department of Justice for the purpose of obtaining its advice in determining whether particular records are required to be disclosed under the Freedom of Information Act.
</p><p>2. To the appropriate Federal, State or local agency responsible for investigating, prosecuting, enforcing or implementing a statute, rule, regulation or order, where the Social Security Administration becomes aware of a violation or potential violation of civil or criminal law or regulation.
</p><p>3. To a Federal, State or local agency maintaining civil, criminal or other relevant enforcement records or other pertinent records, such as current licenses, if necessary to obtain a record relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.
</p><p>4. To another 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 record is relevant and necessary to the requesting agency?s decision on the matter.
</p><p>5. To a Federal agency having the power to subpoena records, for example, the Internal Revenue Service or the Civil Rights Commission, in response to a subpoena for information contained in this system of records.
</p><p>6. To officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment.
</p><p>7. To the Office of Personnel Management, the Merit Systems Protection Board, or the Office of the Special Counsel when information is requested in connection with appeals, special studies of the civil service and other merit systems, review of those agencies? rules and regulations, investigation of alleged or possible prohibited personnel practices, and for such other function of these agencies as may be authorized by law, e.g., 5 U.S.C. 1205 and 1206.
</p><p>8. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>9. To the Federal Labor Relations Authority, its General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with investigation of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>10. 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.
</p><p>11. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>12. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>13. To the Office of the President for responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>14. To any source from which additional information is requested in the course of resolving a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and to identify the type of information requested.
</p><p>15. To an appropriate licensing organization or Bar association responsible for investigating, prosecuting, enforcing or implementing standards for maintaining a professional licensing or Bar membership, if the Social Security Administration becomes aware of a violation or potential violation of professional licensing or Bar association requirements.
</p><p>16. To another Federal agency, a court, or a party in litigation before a court or in an administrative proceeding being conducted by a Federal agency, when the Government is a party to the judicial or administrative proceeding.
</p><p>17. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>18. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>19. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained electronically and paper form (e.g., files folders, binders, index).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the name of the individual filing the grievance.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in secured rooms with access limited to those whose official duties require access. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained for 3 years after the grievance case is closed, and are then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of Personnel, Personnel Management Specialist, Room L1141 West Low Rise Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is (1) supplied directly by the individual; or (2) derived from information supplied by the individual; or (3) supplied by SSA officials.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa245" toc="yes">
<systemNumber>60-0245</systemNumber>
<subsection type="systemName">Negotiated Grievance Procedure Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Labor Management and Employee Relations.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Personnel, Personnel Management Specialist, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former employees of the Social Security Administration (SSA) who have filed grievances under a negotiated grievance procedure.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system of records consists of a variety of records relating to an employee grievance filed under procedures established by labor-management negotiations. These records may include information such as: employee?s name, Social Security number (SSN), grade, job title, employment history, the names of supervisors, union representative and management officials, testimony of witnesses, a variety of employment and personnel records associated with the grievance, the arbitrator?s decision or report, and a record of an appeal to the Federal Labor Relations Authority and to the courts, and pleadings, submissions and decisions on appeal. (NOTE: Copies of these records are kept under the auspices of the Assistant Regional Commissioner, Management and Operations Support and in the originating office.)
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7121.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records in this system are used to initiate, consider and resolve employee grievances filed under procedures established by labor-management negotiations. These records are maintained centrally and in each component of SSA. Information from this system may be used by SSA officials for preparing statistical summary or management reports.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the Office of Personnel Management, the Merit Systems Protection Board, or the Office of the Special Counsel when information is requested in connection with appeals, special studies of the civil service and other merit systems, review of those agencies? rules and regulations, investigation of alleged or possible prohibited personnel practices, and for such other function of these agencies as may be authorized by law, e.g., 5 U.S.C. 1205 and 1206.
</p><p>2. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>3. To the appropriate Federal, State or local agency responsible for investigating, prosecuting, enforcing or implementing a statute, rule, regulation or order, where SSA becomes aware of a violation or potential violation of civil or criminal law or regulation.
</p><p>4. To the Department of Justice for the purpose of obtaining its advice in determining whether particular records are required to be disclosed under the Freedom of Information Act.
</p><p>5. To a Federal, State or local agency maintaining civil, criminal or other relevant enforcement records or other pertinent records, such as current licenses, if necessary to obtain a record relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.
</p><p>6. 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 record is relevant and necessary to the requesting agency?s decision on the matter.
</p><p>7. To a Federal agency having the power to subpoena records, for example, the Internal Revenue Service or the Civil Rights Commission, in response to a subpoena for information contained in this system of records.
</p><p>8. To officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment.
</p><p>9. To contractors for the purpose of collating, analyzing, aggregating or otherwise refining records in this system. The contractor shall be required to maintain Privacy Act safeguards with respect to such records.
</p><p>10. To the Department of Labor in carrying out its functions regarding labor-management relations to the Federal service.
</p><p>11. To the Federal Labor Relations Authority, its General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>12. 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.
</p><p>13. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) Social Security Administration (SSA), or any component thereof, or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>14. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>15. To any source from which additional information is requested in the course of resolving a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and to identify the type of information requested.
</p><p>16. To an appropriate licensing organization or Bar association responsible for investigating, prosecuting, enforcing or implementing standards for maintaining a professional licensing or Bar membership, if the Social Security Administration becomes aware of a violation or potential violation of professional licensing or Bar association requirements.
</p><p>17. To another Federal agency, a court, or a party in litigation before a court or in an administrative proceeding being conducted by a Federal agency, when the Government is a party to the judicial or administrative proceeding.
</p><p>18. To the Office of the President for responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>19. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>20. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>21. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (e.g., file folders).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>These records are retrieved by the names of individuals who have filed a grievance.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records maintained by management are stored in secured rooms with access limited to those whose official duties require access. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>As negotiated by the local parties to a labor contract. If not covered by contract, records are retained for 3 years after the grievance case is closed and are then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of Personnel, Personnel Management Specialist, Room L1141 West Low Rise Building, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Generally, an individual who has filed a grievance under a negotiated procedure is aware of that fact and has been provided access to the file. However, an individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. This procedure is in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is (1) supplied by the individual on whom the record is maintained; or (2) derived from information supplied by the individual; or (3) supplied by the testimony of witnesses; or (4) supplied by management representative or union officials; or (5) supplied by SSA officials.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa250" toc="yes">
<systemNumber>60-0250</systemNumber>
<subsection type="systemName">Equal Employment Opportunity (EEO) Counselor and Investigator Personnel Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Civil Rights and Equal Opportunity.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, 6401 Security Boulevard, Room 2200 West High Rise Building, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Employees who have volunteered or have been proposed for duty as Equal Employment Opportunity (EEO) Counselors on a part-time basis.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system of records contains information concerning the personal characteristics of EEO counselors. The records consist of the name and other identifying data, title, location, training received, information concerning qualifying background, case assignments, and evaluation of EEO counselors serving on a part-time basis and related information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>29 U.S.C. 633a; 42 U.S.C. 2000e; and Executive Order (E.O.) 11478.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>These records are used to identify, locate and determine the availability of employees who volunteer as counselors for assignments and to determine training needs of counselors. These records are maintained in Social Security Administration (SSA) field and regional offices. They may be used to provide information for production of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained, or for related personnel management functions or manpower studies, and to locate specific individuals for personnel research or other personnel management functions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To provide resources to another Federal agency, in response to its requests for loan of counselors.
</p><p>2. To another Federal agency, in response to its requests, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation or 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 record is relevant and necessary to the requesting agency?s decision on the matter.
</p><p>3. To a Federal agency having the power to subpoena records, for example, the Internal Revenue Service or the Civil Rights Commission, in response to a subpoena for information contained in this system of records.
</p><p>4. To official of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices and matters affecting conditions of employment.
</p><p>5. To contractors for the purpose of collecting, analyzing, aggregating or otherwise refining records in this system. The contractor shall be required to maintain Privacy Act safeguards with respect to such records.
</p><p>6. To the Office of Personnel Management, the Merit Systems Protection Board, or the Office of the Special Counsel when information is requested in connection with appeals, special studies of the civil service and other merit systems, review of those agencies? rules and regulations, investigation of alleged or possible prohibited personnel practices, and for such other function of these agencies as may be authorized by law, e.g., 5 U.S.C. 1205 and 1206.
</p><p>7. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>8. To the Federal Labor Relations Authority, its General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>9. 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.
</p><p>10. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before the tribunal, is relevant and necessary to the litigation, provided, however, that each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>11. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>12. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>13. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>These records are maintained in paper form (e.g., file folders, binders and index cards).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>These records are retrieved by the names of EEO counselors and investigators.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to, and use of, these records is limited to those persons whose official duties require access. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>These records are maintained up to one year after the counselor or investigator ceases to participate in the volunteer program, at which time they are destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Civil Rights and Equal Opportunity, 6401 Security Boulevard, Room 2200 West High Rise Building, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. This procedure is in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, inaccurate, untimely or irrelevant. This procedure is in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is obtained from individuals to whom the record pertains, SSA or other officials, official documents relating to appointments and case assignments as counselors and investigators, correspondence from specific persons or organizations, formal reports submitted by the individual in the performance of official volunteer work.
</p></xhtmlContent></subsection></section>
<section id="ssa255" toc="yes">
<systemNumber>60-0255</systemNumber>
<subsection type="systemName">Plans for Achieving Self-Support (PASS) Management Information System, Social Security Administration, Deputy Commissioner for Operations, Office of Public Service and Operations Support.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Deputy Commissioner for Operations, Office of Public Service and Operations Support, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>In addition, Plans for Achieving Self-Support (PASS) documents may be temporarily transferred to other locations within the Social Security Administration (SSA). Contact the system manager to inquire about these addresses.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system maintains information on disabled and blind individuals who are Supplemental Security Income applicants or recipients and who have submitted plans for achieving self-support under sections 1612(b)(4)(A), 1612(b)(4)(B), and 1613(a)(4) of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system contains the beneficiary?s name; Social Security number (SSN); disability diagnosis; occupational objective; information as to whether the individual?s plan was developed by a third party and, if so, the identity of the third party; if the PASS was disapproved, terminated or suspended, the basis for that action; information relating to his or her earnings and employment at the beginning and end of the PASS; the nature and costs of those goods and services which the individual has purchased or proposes to purchase under his or her plan; information about goods and services actually purchased with respect to an approved plan; and information about plans that were not approved (e.g., the basis for denial of approval of a plan).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 1602, 1612(b)(4)(A), 1612(b)(4)(B), and 1613(a)(4) of the Social Security Act (42 U.S.C. 1382, 1382a, 1382b).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>SSA uses the information in the system for workload control, program evaluation purposes and to help determine the number and types of individuals that are successfully returning to work as a result of the PASS.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "returns or return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To third-party contacts when the party to be contacted has, or is expected to have, information relating to the individual?s PASS, when:
</p><p>(a) The individual is unable to provide the information being sought. An individual is considered to be unable to provide certain types of information when:
</p><p>(i) He or she is incapable or of questionable mental capability;
</p><p>(ii) He or she cannot read or write;
</p><p>(iii) He or she cannot afford the cost of obtaining the information;
</p><p>(iv) He or she has a hearing impairment, and is contacting SSA by telephone through a telecommunications relay system operator;
</p><p>(v) A language barrier exists; or
</p><p>(vi) The custodian of the information will not, as a matter of policy, provide it to the individual; or
</p><p>(b) The data are needed to establish the validity of evidence or to verify the accuracy of information presented by the individual in connection with his or her PASS; or SSA is reviewing the information as a result of suspected abuse or fraud, concern for program integrity, quality appraisal, or evaluation and measurement activities.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.
</p><p>3. To the Department of the Treasury, Internal Revenue Service, for the purpose of auditing the Social Security Administration?s compliance with the safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>4. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>5. To a contractor or another Federal agency, as necessary for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an SSA function relating to this system of records.
</p><p>6. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>7. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) SSA or any component thereof, or
</p><p>(b) Any SSA employee in his or her official capacity, or
</p><p>(c) Any SSA employee in his or her individual capacity when DOJ (or SSA when it is authorized to do so) has agreed to represent the employee, or
</p><p>(d) The United States or any agency thereof (when SSA determines that the litigation is likely to affect the operations of SSA or any of its components), is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before the tribunal, is relevant and necessary to the litigation, provided, however, that each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>8. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>9. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are stored in magnetic media (e.g., computer hard drives) and on paper. Paper printouts of these data are made when required for study. The system also contains photocopies of benefit application forms, keyed application forms, and other claims documentation, when relevant to the PASS system.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved from the system by the name or SSN of the individual who submitted the PASS.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Safeguards for automated data have been established in accordance with the Systems Security Program Handbook. This includes maintaining computer disk packs or other magnetic fields with personal identifiers in secured storage areas accessible only to authorized personnel. SSA employees having access to the computerized records and employees of any contractor who may be utilized to develop and maintain the software for the automated system will be notified of criminal sanctions for unauthorized disclosure of information about individuals. Also, contracts, if any, will contain language that delineates the conditions under which contractors will have access to data in the system and the safeguards that must be employed to protect the data.
</p><p>Paper documents are stored either in lockable file cabinets within locked rooms or in otherwise secured areas. Access to these records is restricted to those employees who require them to perform their assigned duties. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Computerized records are maintained for a period of six years and three months after the end of the fiscal year in which final adjudication was made. Paper records produced for purposes of studies will be destroyed upon completion of the study. Photocopies of forms and documentation will be destroyed upon approval or denial of the PASS. Original copies of the forms and documentation are maintained in the Claims Folder System, 60-0089. Means of disposal are appropriate to the storage medium (e.g., erasure of disks, shredding of paper records, or transfer to another system of records).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Public Service and Operations Support, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Individuals requesting access to their records should also reasonably describe the records they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Individuals contesting the contents of a record in the system should also reasonably describe the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from other SSA systems of records such as the Claims Folder System, 60-0089 and the Supplemental Security Income Record and Special Veterans Benefits, 60-0103, from information provided by the beneficiary, and from investigations conducted by SSA employees relating to beneficiaries? PASS activity.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa259" toc="yes">
<systemNumber>60-0259</systemNumber>
<subsection type="systemName">Claims under the Federal Tort Claims Act and Military Personnel and Civilian Employees? Claim Act, Social Security Administration, Office of the General Counsel.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records are located at the following Social Security Administration (SSA) offices:
</p><p>Office of the General Counsel, Social Security Administration, Room 617 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont):
</p><p>Office of the General Counsel, Chief Counsel, Region I, Social Security Administration, John F. Kennedy Federal Building, Room 625, Government Center, Boston, Massachusetts 02203.
</p><p>In the New York Region (New Jersey, New York, Puerto Rico, Virgin Islands):
</p><p>Office of the General Counsel, Chief Counsel, Region II, Social Security Administration, Room 3904, 26 Federal Plaza, New York, NY 10278.
</p><p>In the Philadelphia Region (Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia):
</p><p>Office of the General Counsel, Chief Counsel, Region III, Social Security Administration, P.O. Box 41777, Philadelphia, Pennsylvania 19101.
</p><p>In the Atlanta Region (Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee):
</p><p>Office of the General Counsel, Chief Counsel, Region IV, Social Security Administration, Atlanta Federal Center, Suite 20T45, 61 Forsyth Street, S.W., Atlanta, Georgia 30303-8920.
</p><p>In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin):
</p><p>Office of the General Counsel, Chief Counsel, Region V, Social Security Administration, 200 West Adams Street, 30th Floor, Chicago, Illinois 60606-8920.
</p><p>In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas):
</p><p>Office of the General Counsel, Chief Counsel, Region VI, Social Security Administration, Suite 130, 1301 Young Street, Dallas, Texas 75202-5433.
</p><p>In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
</p><p>Office of the General Counsel, Chief Counsel, Region VII, Social Security Administration, Room 535, 601 East 12th Street, Kansas City, Missouri 64106-2898.
</p><p>In the Denver Region (Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming):
</p><p>Office of the General Counsel, Chief Counsel, Region VIII, Social Security Administration, Suite 120, Federal Office Building, 1961 Stout Street, Denver, Colorado 80294.
</p><p>In the San Francisco Region (American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Marianna Islands):
</p><p>Office of the General Counsel, Chief Counsel, Region IX, Social Security Administration, Room 405, 50 United Nations Plaza, San Francisco, California 94102.
</p><p>In the Seattle Region (Alaska, Idaho, Oregon, Washington):
</p><p>Office of the General Counsel, Chief Counsel, Region X, Social Security Administration, 701 Fifth Avenue, Suite 2900, M/S 901, Seattle, Washington 98104-7075.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>SSA employees and members of the public who have a claim against SSA under the Federal Tort Claims Act, and SSA employees who have a claim against SSA under the Military Personnel and Civilian Employees? Claim Act. In addition, other individuals may be mentioned in the records, such as witnesses to accidents, attorneys for claimants, insurance company personnel, police officers, SSA supervisors who completed forms or provided information about incidents relating to a claim, etc.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information that is pertinent to a claim, such as accident reports, statements of witnesses, police reports, medical records and bills, estimates for repairs to property, insurance policies, information on vehicle title and registration, legal analysis of the claim, final decision on the claim, and documents pertaining to any subsequent proceedings, such as reconsideration or litigation, and vouchers for payment.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Federal Tort Claims Act, 28 U.S.C. 2671-2680, and 1346(b); Military Personnel and Civilian Employees? Claims Act, 31 U.S.C. 3721-3723.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To process claims filed with the Agency.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine use as indicated below:
</p><p>1. To Federal, State and local government agencies, private individuals, private and public hospitals, private attorneys, insurance companies, individual law enforcement officers, and other persons or entities with relevant information for the purpose of investigating, settling or adjudicating claims and assisting with subsequent litigation.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry from that individual or from a third party on his/her behalf.
</p><p>4. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>5. To a Federal, State or local agency for law enforcement purposes concerning a violation of law pertaining to records in this system.
</p><p>6. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>7. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>8. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (e.g., file folders) and stored in file cabinets. Some records may be maintained on Agency computers.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the name of the claimant and claim number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Office buildings in which these records are maintained are locked after the close of business day. These records are only accessible by General Counsel staff. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are maintained in the Office of the General Counsel until final action is completed on the claims, then transferred to the Office of the Deputy Commissioner for Finance, Assessment and Management where they are stored for six years. They are disposed of in accordance with the Federal Records Act and applicable retention schedules.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Office of the General Counsel, Room 617 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235. (For additional addresses see Systems location).
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the records, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The information in this system comes from a number of sources, such as claim forms, accident reports, statements of witnesses, statements by supervisors in the case of employee claims, police reports, medical records, estimates of repairs for property damage, insurance policies, motor vehicle report about the incident, etc.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa262" toc="yes">
<systemNumber>60-0262</systemNumber>
<subsection type="systemName">Attorney Applicant Files, Social Security Administration, Office of the General Counsel.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the General Counsel, Social Security Administration, Room 600 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont):
</p><p>Office of the General Counsel, Chief Counsel, Region I, Social Security Administration, John F. Kennedy Federal Building, Room 625, Government Center, Boston, Massachusetts 02203.
</p><p>In the New York Region (New Jersey, New York, Puerto Rico, Virgin Islands):
</p><p>Office of the General Counsel, Chief Counsel, Region II, Social Security Administration, Room 3904, 26 Federal Plaza, New York, NY 10278.
</p><p>In the Philadelphia Region (Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia):
</p><p>Office of the General Counsel, Chief Counsel, Region III, Social Security Administration, P.O. Box 41777, Philadelphia, Pennsylvania 19101.
</p><p>In the Atlanta Region (Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee):
</p><p>Office of the General Counsel, Chief Counsel, Region IV, Social Security Administration, Atlanta Federal Center, Suite 20T45, 61 Forsyth Street, SW., Atlanta, Georgia 30303-8920.
</p><p>In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin):
</p><p>Office of the General Counsel, Chief Counsel, Region V, Social Security Administration, 200 West Adams Street, 30th Floor, Chicago, Illinois 60606-8920.
</p><p>In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas):
</p><p>Office of the General Counsel, Chief Counsel, Region VI, Social Security Administration, Suite 130, 1301 Young Street, Dallas, Texas 75202-5433.
</p><p>In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
</p><p>Office of the General Counsel, Chief Counsel, Region VII, Social Security Administration, Room 535, 601 East 12th Street, Kansas City, Missouri 64106-2898.
</p><p>In the Denver Region (Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming):
</p><p>Office of the General Counsel, Chief Counsel, Region VIII, Social Security Administration, Suite 120, Federal Office Building, 1961 Stout Street, Denver, Colorado 80294.
</p><p>In the San Francisco Region (American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Mariana Islands):
</p><p>Office of the General Counsel, Chief Counsel, Region IX, Social Security Administration, Room 405, 50 United Nations Plaza, San Francisco, California 94102.
</p><p>In the Seattle Region (Alaska, Idaho, Oregon, Washington):
</p><p>Office of the General Counsel, Chief Counsel, Region X, Social Security Administration, 701 Fifth Avenue, Suite 2900, M/S 901, Seattle, Washington 98104-7075.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Applicants for attorney positions in the Office of the General Counsel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The Attorney Applicant system consists of a variety of records relating to persons applying for attorney positions such as resumes, college transcripts, writing samples, recommendations from teachers and former employers, and professional credentials, etc.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 3301, <i>et seq.</i>
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain current information on individuals interested in employment as attorneys with the Office of the General Counsel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To a congressional office from the records of an individual in response to an inquiry from a congressional office made at the request of that individual or from a third party on his or her behalf.
</p><p>2. To the Office of the President for responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To a Federal, State or local agency for law enforcement purposes concerning a violation of law pertaining to the records in this system.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (e.g., file folders) in locked cabinets. Some records may be maintained on Agency computers.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the name of the applicant.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Office buildings in which files are kept are secure and these files are only accessible to General Counsel Staff and other Agency employees whose duties require access. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are maintained in the Office of the General Counsel for six months or, if an applicant requests that his application be held for a longer time, for one year. Records are then disposed of in accordance with the Federal Records Act and applicable schedules.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the General Counsel, Social Security Administration, Room 617 Altmeyer Building, Baltimore, Maryland 21235. (For additional addresses see Systems location).
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, Social Security number, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The information in this system comes from the applicant, educational institutions, past employers and records of interviews with OGC personnel.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa268" toc="yes">
<systemNumber>60-0268</systemNumber>
 <subsection type="systemName">Medicare Part B Buy-In Information System, SSA/OPB
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration
</p><p>Office of Research
</p><p>Evaluation and Statistics
</p><p>ITC Building, 9th Floor
</p><p>500 E. Street, SW
</p><p>Washington, DC 20254
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All persons screened in the Medicare Part B buy-in demonstration program for potential eligibility for Medicare buy-in programs. This includes Social Security beneficiaries who have attained age 65, disabled Social Security beneficiaries who have received 24 consecutive months of Social Security benefits, and certain individuals who suffer from end stage renal disease.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system contains information supplied by a beneficiary during a screening interview conducted by SSA staff to determine potential eligibility for Medicare Part B buy-in programs. This information may include the individual?s name, Social Security number (SSN), date of birth, address, marital status and such other information as may be supplied by the beneficiary regarding income, resources and living arrangements. Information may also be obtained from the Master Beneficiary Record and from the Supplemental Security Income Record, as needed. The beneficiary will also be surveyed as to how he or she learned about the Medicare Part B buy-in programs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Title IV of Division A, Social Security Administration, of the Omnibus Consolidated and Emergency Supplemental Appropriations Act, 1999, Public Law (Pub. L.) 105-277.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>All information on the system will be maintained under the beneficiary?s Social Security number. The system will be designed to determine a beneficiary?s potential eligibility for Medicare Part B buy-in and gather information to be used in evaluating the effectiveness of the methodologies tested under the demonstration authority in Pub. L. 105-277 to increase Medicare buy-in applications and enrollments.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. Disclosure to third parties in situations where the party to be contacted has, or is expected to have, information relating to the individual?s eligibility for, or entitlement to, benefits under a Social Security program when the data are needed to establish the validity of evidence or to verify the accuracy of information presented by the individual, and it concerns one or more of the following:
</p><p> (a) his or her eligibility for benefits under a Social Security program;
</p><p> (b) the amount of his or her benefit payment;
</p><p> (c) any case in which the evidence is being reviewed as a result of suspected fraud, concern for program integrity, quality appraisal, or evaluation and measurement activities.
</p><p>2. Disclosure to the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or a third party on his or her behalf.
</p><p>3. Disclosure to a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>4. Disclosure to State or local agencies, (or agents on their behalf), for administering the Medicaid program.
</p><p>5. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.
</p><p>6. Disclosure to the Department of Justice (DOJ), a court or other tribunal, or other third- party before such tribunal when:
</p><p> (a) SSA, or any component thereof, or
</p><p> (b) Any SSA employee in his or her official capacity; or
</p><p> (c) Any SSA employee in his or her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p> (d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>7. Information may be disclosed to student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>8. Non-tax return information, the disclosure of which is not expressly restricted by Federal law, may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>9. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data may be stored in paper form and on magnetic media (e.g., discs).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved by the SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data, and storage of the computerized records in secured areas which are accessible only to employees who require the information in performing their official duties. Any paper records will be kept in locked cabinets or in otherwise secure areas. Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data. SSA and contractor personnel having access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system of records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Magnetic discs and other files with personal identifiers are retained in secure areas accessible only to authorized personnel and will be disposed of as soon as they are determined to be no longer needed for contractor or SSA analysis. Means of disposal will be appropriate to the storage medium (e.g., deletion of magnetic discs or shredding of paper records). Records used in administering the demonstration and experimental programs will be retained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director
</p><p>Division of Representative Payment and Evaluation
</p><p>Office of Program Benefits
</p><p>Social Security Administration
</p><p>6401 Security Boulevard
</p><p>Baltimore, Maryland 21235
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a drivers license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individuals identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mothers maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. See 20 CFR 401.40(b)(1998).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA regulations 20 CFR 401.65(1998).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data for the system are secured primarily from individual beneficiaries (or their representative payees if applicable) who are screened for eligibility for Medicare Part B buy-in as part of SSA?s demonstration. Records in this system may also be derived in part from other SSA systems of records (e.g., the Master Beneficiary Record (60-0090) and the Supplemental Security Income Record and Special Veterans Benefits (60-0103)).
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa269" toc="yes">
<systemNumber>60-0269</systemNumber>
 <subsection type="systemName">Prisoner Update Processing System (PUPS), SSA/OPB
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration
</p><p>Office of Systems Operations
</p><p>6401 Security Boulevard
</p><p>Baltimore, MD 21235
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons reported to the Social Security Administration, under Privacy Act computer matching agreements as well as certain informal reporting arrangements, as confined in certain institutions. Certain data regarding confined individuals is reported to SSA under agreements which are, along with any information exchanged pursuant to the agreements, wholly exempt from the Privacy Act?s requirements. See section 1611(e)(1)(I) of the Social Security Act (Act), 42 U.S.C. 1386(e)(i)(I). The records in the system will include those of individuals reported by jails, prisons, other penal institutions or correctional facilities, certain mental health institutions and various third parties, including media sources. The records included will be those of Retirement, Survivors, or Disability Insurance (RSDI) and Supplemental Security Income (SSI) beneficiaries, as well as non-beneficiaries who may have claims in some stage of SSA?s adjudicative process.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>PUPS will contain all identifying information requested by SSA and supplied by the reporting source, including the individual?s name, Social Security number, date of birth, sex, date of conviction, date of confinement, release date, inmate status code, and such other information as may be supplied or acquired during the benefit suspension or reinstatement process.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 202(x)(1) and 1611(e)(1) of the Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>PUPS will record inmate information in support of the above cited provisions mandating nonpayment of RSDI and SSI benefits to certain confined individuals. All information on the system will be maintained under each affected individual?s Social Security number. The PUPS system will expedite the handling of inmate reports in SSA field offices, and provide a control mechanism for any inmate or confinement alerts generated by SSA?s computer matching programs or by informal reports to SSA regarding an individual?s confinement. It will facilitate the suspension of benefits to appropriate individuals, and the reinstatement of benefits to beneficiaries when such individuals are released from confinement.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. Disclosure to third-party contacts in situations where the party to be contacted has, or is expected to have, information relating to the individual?s eligibility for, or entitlement to, benefits under a Social Security program when the data are needed to establish the validity of evidence or to verify the accuracy of information presented by the individual, and it concerns one or more of the following:
</p><p> (a) his or her eligibility for benefits under a Social Security program;
</p><p> (b) the amount of his or her benefit payment;
</p><p> (c) any case in which the evidence is being reviewed as a result of suspected fraud, concern for program integrity, quality appraisal, or evaluation and measurement activities.
</p><p>2. Disclosure to third-party contacts where necessary to establish or verify information presented by representative payees or payee applicants.
</p><p>3. Disclosure to the Department of Justice (DOJ) for:
</p><p> (a) investigating and prosecuting violations of the Act to which criminal penalties attach;
</p><p> (b) representing the Commissioner of Social Security;
</p><p> (c) investigating issues of fraud by agency officers or employees, or violations of civil rights.
</p><p>4. Disclosure to the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his/her behalf.
</p><p>5. Disclosure to a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>6. Disclosure in response to legal process or interrogatories relating to the enforcement of an individual?s child support or alimony obligations, as required under sections 459 and 461 of the Act.
</p><p>7. Disclosure to Federal, State, or local agencies, (or agents on their behalf) for administering income-maintenance or health-maintenance programs (including programs under the Act).
</p><p>8. Disclosure to third-party contacts (including private collection agencies under contract to SSA) for the purpose of assisting SSA in recovering overpayments.
</p><p>9. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.
</p><p>10. Disclosure to DOJ, a court or other tribunal, or other third party before such tribunal when:
</p><p> (a) SSA, or any component thereof; or
</p><p> (b) Any SSA employee in his/her official capacity; or
</p><p> (c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p> (d) the United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components;
</p><p> is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>11. Non-tax return information which is not restricted from disclosure by federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Management (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>12. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in magnetic media (e.g., magnetic tape and magnetic diskette).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved by SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data, and storage of the computerized records in secured areas which are accessible only to employees who require the information in performing their official duties. SSA personnel who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system. For records electronically transmitted between SSA?s central office and field office locations, safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal oriented transaction matrix and secured printers.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>SSA will retain PUPS records for the period of time required for any processing related to the relevant data exchange and then, within 12 months, will either return the records to the source or destroy the records, unless the records must be retained in individual claim folders for documentation purposes and/or to meet evidentiary requirements. In that instance, the records eventually will be retired to the Federal Records Center and destroyed, in accordance with the applicable Federal Records Retention Schedule (44 U.S.C. 3303a) and any other relevant standards established by SSA and the National Archives and Records Administration.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director
</p><p>Division of Payment Policy
</p><p>Office of Program Benefits
</p><p>Social Security Administration
</p><p>6401 Security Boulevard
</p><p>Baltimore, Maryland 21235
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a drivers license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individuals identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mothers maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations 20 CFR Section 401.45.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing their reasons for believing that the record should be amended. These procedures are in accordance with SSA Regulations 20 CFR 401.65.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data for the PUPS are secured primarily from various facilities with which SSA has appropriate arrangements for reporting of such information including jails, prisons, other penal institutions or correctional facilities, departments or divisions of corrections or correctional services, and certain mental health facilities. Data is also reported by individuals and certain other third party sources, such as news media, etc.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa270" toc="yes">
<systemNumber>60-0270</systemNumber>
 <subsection type="systemName"> Records of Individuals Authorized Entry into Secured Areas by Digital Lock Systems, Electronic Key Card Systems or Other Electronic Access Devices, SSA.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Offices of the Regional Commissioners.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Those individuals who are authorized entry into secured areas in regional offices, field offices, teleservice centers, program service centers, hearings offices and satellite facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system of records contains the name and/or personal identifying number(s) for each individual who is authorized to enter secured areas in regional offices, field offices, teleservice centers, program service centers, hearing offices and satellite facilities. The system also contains the entry point, the date of entry and the time of entry.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>42 U.S.C. 902 and 1302; 5 U.S.C. 552a(e)(10); 41 CFR 101-20.302.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The principal purpose is to maintain a record of individuals who entered secured areas in the Social Security Administration?s facilities and to ensure the security of personnel and property. The system of record may also be used in a disciplinary action.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>1. To disclose pertinent information to the appropriate Federal, state or local agency responsible for investigating, prosecuting, enforcing or implementing a statute, rule or regulation, or order when the Agency becomes aware of an indication of a violation of civil or criminal law or regulations pertaining to this system of records.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, (including an adjudicative or administrative body) or other third-party before such tribunal when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components is a party to litigation or has an interest in such litigation: and SSA determines that the use of such records by DOJ, the court or other tribunal is relevant and necessary to the litigation.
</p><p>4. Nontax return information which is not restricted from disclosure by federal law may be disclosed to the General Services (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>5. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are stored in the digital lock systems, electronic key card systems, other electronic access devices, computer memory (including floppy diskettes) and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system may be retrieved by name of the individual, by assigned personal identifying number(s), by date, by time period, and by entry point.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Only authorized SSA personnel have access to this system of records. Employees who are authorized to retrieve records will be assigned a personal identification number (PIN) and passwords. The information will be processed in a manner that will protect confidentiality and in such a way that unauthorized individuals cannot retrieve it by means of computer, remote terminal or other means. The paper records that result from the digital lock or other electronic access systems are kept in locked cabinets or in otherwise secure areas. All SSA employees, including contractor personnel, having access to data in the system of records are required to adhere to SSA rules concerning safeguards, access, and use of the data. They also are informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system of records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>SSA retains records in this system up to 3 years following the expiration of an individual?s authority to enter into secured areas. SSA destroys a paper record by shredding and a non-paper record by deleting-wiping it from the digital, magnetic and/or computer memory.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>The systems manager will be the Regional Security Officer (or his/her designee) in those Regions where SSA purchases digital lock systems, electronic key card systems or other electronic access devices.
</p><p>Region I--Boston: Social Security Administration, Regional Security Officer, Room 1975, JFK Federal Building, Boston, Massachusetts 02203-1101, Telephone: (617) 565-2852.
</p><p>Region II--New York: Social Security Administration, Regional Security Officer, 26 Federal Plaza, Room 4011, New York, New York 10278, Telephone: (212) 264-1716.
</p><p>Region III--Philadelphia: Social Security Administration, P.O. Box 8788, Philadelphia, Pennsylvania 19101, Telephone: (215) 597-8531.
</p><p>Region IV--Atlanta: Social Security Administration, Atlanta Regional Security Office, Security and Integrity Team, P.O. Box 10085, Birmingham, Alabama 35202, Telephone: (205) 801-1300.
</p><p>Region V--Chicago: Social Security Administration, Center for Material Resources, Security and Integrity Section, Box 87479, Chicago, Illinois 60680, Telephone: (312) 353-1224.
</p><p>Region VI--Dallas: Social Security Administration, MB-1 Room 1400, Management and Budget, ATTN: RSO, 1200 Main Tower Building, Suite M110 Dallas, Texas 75202-4324, Telephone: (214) 767-4331.
</p><p>Region VII--Kansas City: Social Security Administration, MAMPSC, SIS, 601 East Twelfth Street, PO Box 15625, Kansas City, Missouri 64106, Telephone: (816) 426-3095.
</p><p>Region VIII--Denver: Social Security Administration /M&amp;B/BFS, Attn: Regional Security Office, 1961 Stout Street, Room 325, Denver, Colorado 80294-3538, Telephone: (303) 844-3347.
</p><p>Region IX--San Francisco: Social Security Administration, FHFB, Field Facilities Team, PO Box 4205, Richmond, California 98402, Telephone: (510) 970-8340.
</p><p>Region X--Seattle: Social Security Administration, Security and Integrity Team, Suite 2900, M/S-291B, 701 Fifth Avenue, Seattle, Washington 98104-7006, Telephone: (206) 615-2150.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual may determine if this system contains a record about him or her by writing to the systems manager. When requesting notification, the individual should provide his or her name and/or personal identifying number(s) and refer to this system.
</p><p>Record access procedures: Same as notification procedures. Requestors should also reasonably specify the contents of the record being sought.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requestors should also reasonably: identify the particular record; specify whether he/she is seeking an addition to or a deletion or substitution of the record; and state his/her reason(s) for requesting corrective action or amendment to the record (e.g., why it is not accurate, timely, complete, relevant or necessary).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>SSA obtains information in this system from the individuals who are covered by the system or the security personnel.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa273" toc="yes">
<systemNumber>60-0273</systemNumber>
 <subsection type="systemName">Social Security Title VIII Special Veterans Benefits Claims Development and Management Information System, SSA/RO/San Francisco.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, San Francisco Regional Office, Center for Infrastructure, Systems Support Staff, Frank Hagel Federal Building, 1221 Nevin Ave., Richmond, California 94801
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All applicants and beneficiaries for SVB under title VIII of the
Social Security Act (Act). Records also contain information on applicants whose claims have been denied.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The information maintained in systems of records is collected from the applicants for title VIII SVB and other systems of records maintained by SSA. The information maintained includes: Identifying information such as the applicant?s name, Social Security number (SSN) and date of birth (DOB); telephone number (if any); foreign and domestic addresses; the applicant?s sex; and other information provided by the applicant relative to his or her entitlement for SBV.
</p><p>In cases where an applicant?s claim for SVB is denied, this system of records includes the denial reason and date and information relative to the appellate process.
</p><p>There are also a number of data elements in the proposed system petinent to the beneficiary?s continued eligibility. These include payment, foreign residence information and other elements that help regional and local officesmaintain the tracking and management information required to administer the title VIII program efficiently.
</p><p>If the beneficiary has a representative payee, this system of records includes data about the representative payee such as the payee?s SSN; employer identification number. If applicable, mailing address/residence address; DOB; and place of birth.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Title VIII of the Social Security Act; Special Benefits for Certain World War II Veterans.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>All information in this system of records is maintained under the claimant/beneficiary?s name and SSN. The system of records is designed to permit electronic entry and retrieval of claims development and tracking and management information about title VIII SVB claims. This electronic record contains data applicable to the special veterans? eligibility to title VIII SVB and facilitates efforts to control and track this workload from the initial inquiry and application to further development. The system of records also maintains information about the implementation of title VIII to permit allocation of resources, budget projection and workload management. The information contained in this system of records will be centralized on a website allowing access by the regional and field offices to nationally consolidated data.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To third party contacts in situations where the party to be contacted has, or is expected to have, information relating to the individuals?s capacity to manage his/her affairs or his/her eligibility for or entitlement to benefits under the Social Security program when:
</p><p>(a) The individual is unable to provide information being sought. An individual is considered to be unable to provide certain types of information when:
</p><p>(i) He/she is incapable or of questionable mental capability;
</p><p>(ii) He/she cannot read or write;
</p><p>(iii) He/she cannot afford the cost of obtaining the information;
</p><p>(iv) He/she has a hearing impairment, and is contacting SSA by telephone through a telecommunications relay system operator;
</p><p>(v) A language barrier exists; or
</p><p>(vi) The custodian of the information will not, as a matter of policy, provide it to the individual; or
</p><p>(b) The data are needed to establish the validity of evidence or to verify the accuracy of information peresented by the individual, and it concerns on or more of the following:
</p><p>(i) His/her eligibility for benefits under the Social Security program;
</p><p>(ii) The amount of his/her benefit payment; or
</p><p>(iii) Any case in which the evidence is being reviewed as a result of suspected abuse or fraud, concern for program integrity, or for quality appraisal, or evaluation and measurement activities.
</p><p>2. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>3. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>4. To DOJ, a court, or other tribunal (either foreign or domestic) or another party before such tribunal when,
</p><p>(a)SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court, or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>5. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. Disclosures to Federal, State, local, or foreign agencies (or agents acting on their behalf) for administering Social Security affairs under the Act, including but not limited to the Title VIII SVB.
</p><p>7. Disclosure to the Department of Veterans Affairs (DVA), Philippines Regional Office and its agents, for administering Social Securrity title VIII SVB for applicants residing in the Philippines.
</p><p>8. To the Department of State and its agents for administering the Act in foreign countries through services and facilities of that agency.
</p><p>9. To the American Institute of Taiwan and its agents for administering the Act in Taiwan through services and facilities of that agency.
</p><p>10. To the Department of Interiof and its agents for administering the Act in the Northern Mariana Islands through services and facilities of that agency.
</p><p>11. To representative payees, when the information pertains to individuals for wheom they serve as representative payees, for the purpose of assisting SSA in administering its representative payment responsibilities under title VIII and assisting the representative payees in performing their duties as payees, including receiving and accounting for benefits for individuals for whom they swerve as payees.
</p><p>12. Disclosure to contractors, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.
</p><p>13. Nontax return information which is not restricted from disclosure by federal law may be disclosed to GSA and NARA for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984.
</p><p>14. To third party contacts (including private collection agencies under contract with SSA) for the purpose of their assisting SSA in recovering overpayments.
</p><p>15. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored in electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved both numerically by SSN and alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>This system of records is a data base that is accessible via an SSA intranet website. Security measures include the use of access codes to enter the data base, and storage of the electronic records in secured areas which are accessible only to employees who require the information in performing their official duties. The paper records that result from the electronic site are kept in locked cabinets or in otherwise secure areas. SSA, foreign site and contractor personnel having access to data in the system of recrods are required to adhere to SSA rules concerning safeguards, access, and use of the data. They are informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system of records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Claims development and tracking and management information maintained in this system are retained indefinitely or when it is determined that they are no longer needed. Means of disposal is appropriate to storage medium (e.g. deletion of individual records from the electronic site when appropriate or shredding of paper records that are produced from the system).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, San FRancisco Regional Office, Center for Infrastructure, Manager, Systems Support Staff, Frank Hagel Federal Building, 1221 Nevin Ave., Richmond, California 94801.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager at the above address and providing his/her name, address and SSN. An individual requesting notification of records in person need not provide any special documents of identity. Documents he/she would normally carry out his/her person would be sufficient (e.g., credit cards, drivers license, or voter registration card.) If an individual does not have identification papers sufficient to establish his/her identity, that individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for or acquisition of a record pertaining to an individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized request to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for or acquisition of a record pertaining to an individual under false pretenses is a criminal offense.
</p><p>These procedures are in accordance with SSA Regulations 20 CFR 401.50.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requester should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations 20 CFR 401.50.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective actions sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations 20 CFR 401.65.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data for the system are obtained primarily from individual claimants/beneficiaries (or the their representative payees if applicable) who claim benefits under title VIII. Records in this system may also be derived in part from other SSA systems of records (e.g. Claims Folder System, (09-60-0089) and the Supplemental Security Income Record, (09-60-0103)).
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section>
<section id="ssa274" toc="yes">
<systemNumber>60-0274</systemNumber>
 <subsection type="systemName">Litigation Docket and Tracking System, Social Security Administration, Office of the General Counsel.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records are located at the following Social Security Administration (SSA) offices:
</p><p>Office of the General Counsel, Social Security Administration, Room 617, Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Each Regional Office will also maintain information on those cases for which it is responsible.
</p><p>In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont):
</p><p>Office of the General Counsel, Chief Counsel, Region I, Social Security Administration, John F. Kennedy Federal Building, Room 625, Government Center, Boston, Massachusetts 02203.
</p><p>In the New York Region (New Jersey, New York, Puerto Rico, Virgin Islands):
</p><p>Office of the General Counsel, Chief Counsel, Region II, Social Security Administration, Room 3904, 26 Federal Plaza, New York, NY 10278.
</p><p>In the Philadelphia Region (Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia):
</p><p>Office of the General Counsel, Chief Counsel, Region III, Social Security Administration, P.O. Box 41777, Philadelphia, Pennsylvania 19101.
</p><p>In the Atlanta Region (Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee):
</p><p>Office of the General Counsel, Chief Counsel, Region IV, Social Security Administration, Atlanta Federal Center, Suite 20T45, 61 Forsyth Street, SW., Atlanta, Georgia 30303-8920.
</p><p>In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin):
</p><p>Office of the General Counsel, Chief Counsel, Region V, Social Security Administration, 200 West Adams Street, 30th Floor, Chicago, Illinois 60606-8920.
</p><p>In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas):
</p><p>Office of the General Counsel, Chief Counsel, Region VI, Social Security Administration, Suite 130, 1301 Young Street, Dallas, Texas 75202-5433.
</p><p>In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
</p><p>Office of the General Counsel, Chief Counsel, Region VII, Social Security Administration, Room 535, 601 East 12th Street, Kansas City, Missouri 64106-2898.
</p><p>In the Denver Region (Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming):
</p><p>Office of the General Counsel, Chief Counsel, Region VIII, Social Security Administration, Suite 120, Federal Office Building, 1961 Stout Street, Denver, Colorado 80294.
</p><p>In the San Francisco Region (American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Mariana Islands):
</p><p>Office of the General Counsel, Chief Counsel, Region IX, Social Security Administration, Room 405, 50 United Nations Plaza, San Francisco, California 94102.
</p><p>In the Seattle Region (Alaska, Idaho, Oregon, Washington):
</p><p>Office of the General Counsel, Chief Counsel, Region X, Social Security Administration, 701 Fifth Avenue, Suite 2900, M/S 901, Seattle, Washington 98104-7075.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>The individuals on whom records are maintained in this system are individuals who are involved in litigation with SSA or (in matters within the jurisdiction of SSA) the United States as defendants in civil matters seeking Social Security benefits payments. In addition, the names of attorneys representing such individuals and attorneys to who cases are assigned.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The records contain information to identify: (1) The court cases that SSA is either involved in or in which it believes it will, or may, become involved; (2) the people or groups involved in each case; (3) the component within the government to which each case has been assigned; (4) the status of the case, including the key events that occurred; and (5) the type of benefit claim which is the subject of the case.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The authorities for maintaining this system are the various statutes, regulations, rules or orders pertaining to the subject matter of the litigation (<i>e.g.</i>, the Social Security Act, 42 U.S.C. 405(g) and 1383(c)).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To enable the Office of the General Counsel to: Efficiently and effectively use its resources in judicial and administrative proceedings; provide a research tool that will permit attorneys to determine when and where certain litigation occurred; and balance the attorney workload.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To, among others, Federal and State agencies, private individuals, private attorneys, the United States Attorney and other Federal officials and agencies for the purpose of providing status information on pending litigation and managing the litigation workload.
</p><p>2. To any Federal, State or local agency when the information is relevant to a matter involving the administration of a Federal, State or local income program.
</p><p>3. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.
</p><p>4. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry from that individual or from a third party on his/her behalf.
</p><p>5. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity when DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>6. To a private firm under contract with the Social Security Administration for the purpose of having that firm convert the records to machine readable form, or collate, analyze, aggregate or otherwise refine the information in the records. The contractor will be required to maintain Privacy Act safeguards with respect to such records.
</p><p>7. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>8. To a Federal, State or local agency for law enforcement purposes concerning a violation of law pertaining to the records in this system.
</p><p>9. To Federal, State or local law enforcement agencies and private security contractors as appropriate, if information is necessary:
</p><p>(a) To enable them to protect the safety of Social Security Administration (SSA) employees and customers, the security of the SSA workplace, and the operations of SSA facilities, or
</p><p>(b) To assist in investigation or prosecutions with respect to activities that disrupt the operation of SSA facilities.
</p><p>10. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>11. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Information may be stored on a variety of computer-readable, electronic media (including disc, mass storage and magnetic tape) and on paper records (e.g., docket cards).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records in this system relating to litigation in court are retrieved by the court docket number. Records relating to a case involving programs administered by SSA are retrieved by the Social Security number (SSN) of each named party to the litigation. All records in this system are retrieved by the names of parties, names of the Office of the General Counsel attorneys assigned to the cases, and the legal or programmatic issues involved in the cases.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The buildings where these records are stored are safeguarded by a variety of physical security systems which permit access only by authorized personnel and authorized visitors escorted by authorized personnel. The computer terminals used to access the records are kept in rooms that are locked during non-business hours. Electronic records are protected against unauthorized access by several password oriented systems which produce an audit trail of all attempts (successful and unsuccessful) to access the records. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained until the administrative or judicial proceedings have ended and for varying periods of time thereafter, subject to the Federal Records Act and applicable retention schedules.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the General Counsel, Social Security Administration, Room 617 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235. (For additional addresses see Systems location).
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, requesters should reasonably specify the record contents being sought. Access will not be provided to information about materials compiled for litigation purposes, such as information about briefs and recommendations to appeal or not to appeal, except when such access is granted by the court. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Also requesters should reasonably identify the record, specify the information that is contested and the corrective actions sought, and the reasons for requesting the correction, and furnish supporting evidence to show why the record is not accurate, timely, complete, relevant or necessary. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The sources for information in this system include legal pleadings and other documents, formal and informal discovery, Federal and State agencies and the individuals involved in claims and litigation.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa275" toc="yes">
<systemNumber>60-0275</systemNumber>
 <subsection type="systemName">Civil Rights Complaints Filed by Members of the Public, Social Security Administration, Office of the General Counsel.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records are located at the following Social Security Administration (SSA) offices:
</p><p>Office of the General Counsel, Social Security Administration, Room 600 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont):
</p><p>Office of the General Counsel, Chief Counsel, Region I, Social Security Administration, John F. Kennedy Federal Building, Room 625, Government Center, Boston, Massachusetts 02203.
</p><p>In the New York Region (New Jersey, New York, Puerto Rico, Virgin Islands):
</p><p>Office of the General Counsel, Chief Counsel, Region II, Social Security Administration, Room 3904, 26 Federal Plaza, New York, NY 10278.
</p><p>In the Philadelphia Region (Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia):
</p><p>Office of the General Counsel, Chief Counsel, Region III, Social Security Administration, P.O. Box 41777, Philadelphia, Pennsylvania 19101.
</p><p>In the Atlanta Region (Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee):
</p><p>Office of the General Counsel, Chief Counsel, Region IV, Social Security Administration, Atlanta Federal Center, Suite 20T45, 61 Forsyth Street, SW., Atlanta, Georgia 30303-8920.
</p><p>In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin):
</p><p>Office of the General Counsel, Chief Counsel, Region V, Social Security Administration, 200 West Adams Street, 30th Floor, Chicago, Illinois 60606-2898.
</p><p>In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas):
</p><p>Office of the General Counsel, Chief Counsel, Region VI, Social Security Administration, Suite 130, 1301 Young Street, Dallas, Texas 75202-5433.
</p><p>In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
</p><p>Office of the General Counsel, Chief Counsel, Region VII, Social Security Administration, Room 535, 601 East 12th Street, Kansas City, Missouri 64106-2898.
</p><p>In the Denver Region (Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming):
</p><p>Office of the General Counsel, Chief Counsel, Region VIII, Social Security Administration, Suite 120, Federal Office Building, 1961 Stout Street, Denver, Colorado 80294.
</p><p>In the San Francisco Region (American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Marianna Islands):
</p><p>Office of the General Counsel, Chief Counsel, Region IX, Social Security Administration, Room 405, 50 United Nations Plaza, San Francisco, California 94102.
</p><p>In the Seattle Region (Alaska, Idaho, Oregon, Washington):
</p><p>Office of the General Counsel, Chief Counsel, Region X, Social Security Administration, 701 Fifth Avenue, Suite 2900, M/S 901, Seattle, Washington 98104-7075.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the public who file civil rights complaints against SSA, a component of SSA and/or present or former SSA employees, alleging discrimination on the basis of disability, race, color, national origin, sex, age, religion, or retaliation in any program or activity conducted by SSA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Personal identifying information regarding the member of the public who filed the civil rights complaint, complaint docket number, complaint allegations, information gathered during the complaint investigation, including witness interviews from SSA employees or eyewitnesses to an allegation of discrimination, findings and results of the investigation, reconsideration findings, and correspondence and telephone contact reports related to the complaint and investigation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The information collection is authorized by 5 U.S.C. 301; 29 U.S.C. 791 <i>et. seq</i>.; 42 U.S.C. 902(a)(5), 1304 note. Those statutes require SSA not to discriminate on the basis of disability and authorize the Commissioner to establish policies to prohibit SSA and SSA employees from discriminating based upon race, color, national origin, sex, age, religion, or retaliation in any program or activity conducted by SSA.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The file system is designed to store all civil rights complaints filed by members of the public, information gathered during the complaint investigation, correspondence and telephone contact reports related to the complaint and investigation, the findings and results of all OGC headquarters and regional complaint investigations, reconsideration decisions, and for retrieval of information about civil rights complaints. Files are maintained to track civil rights complaints and to record the findings and results of the complaint investigations so that OGC may enforce findings, monitor compliance, revise internal administrative procedures, manage and docket complaints, and provide status reports.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the Department of Justice, the Equal Employment Opportunity Commission, or other Federal and State agencies when necessary for the administration or enforcement of civil rights laws or regulations.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.
</p><p>3. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry from that individual or from a third party on his or her behalf.
</p><p>4. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>5. To a Federal, State or local agency for law enforcement purposes concerning a violation of law pertaining to the records in this system.
</p><p>6. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>7. To Federal, State and local law enforcement agencies and private security contractors as appropriate, if information is necessary:
</p><p>(a) To enable them to protect the safety of Social Security Administration (SSA) employees and customers, the security of the SSA workplace, and the operation of SSA facilities; or
</p><p>(b) To assist in investigations or prosecutions with respect to activities that disrupt the operation of SSA facilities.
</p><p>8. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>9. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper form (e.g., file folders) in file cabinets. Some records may be maintained on Agency computers.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name of the complainant and/or docket number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Office buildings in which these records are maintained are locked after the close of the business day. These records are only accessible by General Counsel Staff and other Agency employees for the processing of complaints or litigation. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are maintained in SSA headquarters OGC or regional OGC offices. They are disposed of in accordance with the Federal Records Act and applicable retention schedules.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Office of the General Counsel, Office of General Law, Room 617 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235. (For additional addresses see Systems location).
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulation (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the records, specify the information they are contesting and the correction sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Complaint and information filed with SSA by, or on behalf of, the individual complainant, witnesses, SSA employees, telephone contact reports, complainant?s attorney, and the alleged discriminator.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>This system is exempt from certain provisions of the Privacy Act under 5 U.S.C. 552a(k)(2). Pursuant to SSA regulations at 20 CFR 401.85(b)(2)(ii)(E), this system is exempt from the following subsections of the Privacy Act: (c)(3), (d)(1)-(4), (e)(4)(G), (H), and (I), and (f).
</p></xhtmlContent></subsection></section>
<section id="ssa276" toc="yes">
<systemNumber>60-0276</systemNumber>
 <subsection type="systemName">Social Security Administration?s (SSA) Talking and Listening to Customers (TLC).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Customer Service Integration, Room 938 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any SSA customer (individual or entity who is directly served by a department or agency), which includes the general public and Social Security claimants/beneficiaries who provide feedback via complaints, compliments, or suggestions to SSA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The information maintained in this system of records includes identifying information such as the customer?s name, Social Security number (SSN), Employer Identification Number (EIN) and/or Claim Number, telephone number, and address, if given by the individual. Also, information concerning the content and disposition of customers? compliments, complaints, or suggestions will be maintained in the system.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Executive Order 12862, "Setting Customer Service Standards."
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The TLC system will capture information our customers provide concerning complaints, compliments and/or suggestions about SSA programs, policy, laws, and service. We will use data from the TLC system to support SSA?s business planning, policy development, communication strategies, and operational and service enhancements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. Disclosure to the Office of the President for the purpose of responding to an individual pursuant to an inquiry from that office made at the request of the subject of a record.
</p><p>2. Disclosure to a Congressional Office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. Disclosure to student volunteers and other workers, who do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>4. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of a function relating to this system of records.
</p><p>5. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored in electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved by Name, SSN, EIN and/or Claim Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the database and the storage of the electronic records in secured areas which are accessible only to employees who require the information in performing their official duties. The paper records that result from the electronic site are kept in locked cabinets or in otherwise secure areas. SSA contractor personnel having access to data in the system of records are required to adhere to SSA rules concerning safeguards, access, and use of the data. They also are informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system of records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The TLC tracking and management information maintained in this system are retained indefinitely or until it is determined that they are no longer needed. Means of disposal is appropriate to storage medium (e.g., deletion of individual records from the electronic site when appropriate, or shredding of paper records, etc.).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Office of Systems, Office of Information Management, Room 3420 West High Rise Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the Systems Manager at the above address and providing his/her SSN, EIN and/or Claim Number, or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification document sufficient to establish his/her identity, the individual must certify in writing that he/she is the person he/she claims to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that is contained in the record to which notification is being requested. If we determine that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information on behalf of another individual and has the consent of subject individual, he/she must be able to provide his/her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person he/she claims to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>These procedures are in accordance with SSA Regulations 20 CFR 401.45 and 401.50.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations 20 CFR 401.40 to 401.50.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, state the corrective action sought, and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations 20 CFR 401.65.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data for the system are obtained primarily from the individuals to whom the record pertains.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section>
<section id="ssa279" toc="yes">
<systemNumber>60-0279</systemNumber>
 <subsection type="systemName">SSA?s Mandate Against Red Tape (SMART) Program Records, SSA/COSS/OCSI.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration (SSA), Office of the Commissioner, Office of Customer Service Integration (OCSI), 450 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>SSA employees who have made requests that the SSA eliminate and/or set aside administrative directives, polices and procedures that provide guidance for office operations, workflows and work processes that have lost their usefulness and/or effectiveness. Such requests for waivers of internal rules give employees real opportunities to perform their jobs faster, better and cost effectively.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Requests, evaluations of requests, name and office address of individual submitting the request and evaluating the request, other identifying information such as employee?s pay plan, employee?s series and grade, position title, organization/office, Social Security number (SSN), timekeeper number, e-mail address, FAX number, Internet address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>42 U.S.C. 405A and 5 U.S.C. 301.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records in this system are used to control, evaluate, approve and adopt practices that effectively encourage innovation through granting employees waivers from certain internal agency rules. These records are maintained within the Office of the Commissioner, Office of Customer Service Integration (OCSI) in SSA.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. Disclosure to the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. Disclosure 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.
</p><p>3. Disclosure to the Department of Justice (DOJ), to a court or other tribunal, or to another party before such tribunal, when
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect SSA or any of its components, is party to litigation or has in interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal, or the other party before the tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. Disclosure to student volunteers, individuals working under a personal services contract, and other individuals performing functions for SSA, but technically not having the status of Agency employees, if they need access to the records in order to perform their assigned Agency functions.
</p><p>5. Disclosure to contractors and other Federal Agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.
</p><p>6. Disclosure to the General Services Administration (GSA) and the National Archives and Records Administration (NARA), which is not expressly restricted by Federal law, under 44 U.S.C. 2904 and 2906, as amended by the National Archives and Records Administration Act of 1984, for the use of those agencies in conducting records management studies for Non-tax return information.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p><p>Polices and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
</p><p>Storage:</p>
<p>The records are maintained electronically and in paper form (e.g., file folders) in locked file cabinets within OCSI.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The records are indexed and retrieved by the SMART request number assigned to the employee?s request.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>This system of records is a data base that is accessible via an SSA Intranet Website. Security measures include the use of access codes to enter the data base, and storage of the electronic records in secured areas which are accessible only to employees who require the information in performing their official duties. The paper records that result from the electronic site are kept in locked cabinets or in otherwise secure areas. SSA, foreign site and contractor personnel having access to data in the system of records are required to adhere to SSA rules concerning safeguards, access, and use of the data. They also are informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system of records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>After final action to approve or deny a SMART request, it will be maintained for at least 7 years, or when it is determined that they are no longer needed, then destroyed in a manner appropriate to the storage media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Office of the Commissioner, Manager, Office of Customer Service Integration, 450 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by writing to the system manager at the above address. The requester should include his or her SMART request number along with and any other identifying information that?s listed on the SMART Request Form.
</p><p>An individual requesting notification of records in person need not furnish any special documents of identity. Documents he/she would normally carry on his/her person would be sufficient (e.g., employee identification badge, credit card, driver?s license, or voter registration card). If an individual does not have identification papers sufficient to establish his/her identify, that individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for or acquisition or a record pertaining to an individual under false pretenses, is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person.
</p><p>If a request for notification is submitted via mail, an individual must include a notarized request to SSA to verify his/her identity, or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for or acquisition of a record pertaining to an individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Also, requesters should reasonably identify the record, specify the information they are contesting, state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Incoming requests, responses, evaluations and other information obtained during the course of deciding to adopt a request.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa280" toc="yes">
<systemNumber>60-0280</systemNumber>
<subsection type="systemName">SSA Administrative Sanctions Database.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, New York Regional Office, Administrative Sanctions Coordinator, Room 4032, Federal Building, 26 Federal Plaza, New York, NY 10278.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All individuals for title II and title XVI benefits who may have knowingly provided false or misleading statements for use in determining eligibility for or the amount of benefits under title II and title XVI.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The following types of records are maintained in this system of records:
</p><p>--Information about the initial record setup: Identification of the SSA regional office (RO) and field office (FO) that initiated the record; identifying information about the suspect such as name, Social Security number (SSN), date of birth, and address; SSA program involved--title II or title XVI, or both; type of claim event--postentitlement or initial claim; information indicating whether the case is a sanctions case; date case referred to the SSA Office of the Inspector General (OIG);
</p><p>--Information about the initial level sanctions determination: The following data will be input by FOs and ROs: (through intranet screens)--information indicating whether sanctions will be imposed or deferred, whether the FO office is subject to early information system review (EIS) or FO is no longer subject to EIS review;
</p><p>--Information about immediate sanctions proposed: Data such as the following will be input by the FO or RO--information indicating whether a reconsideration was filed by the individual, the date of the reconsideration and the date a reconsideration decision was sent to the individual; if benefits were withheld, the amount withheld, date of the suspension, iteration (1st, 2nd, 3rd or 3rd +) the dates sanctions began and ended, date sent for End-of-Line review, if appropriate, and results of End-of-Line Review; if the individual requests a hearing, the date of the hearing, the hearing decision, date the hearing decision sent to the individual; if a decision is made to reinstate benefits, the date 60 day notice received in FO for EIS review, the date of input to end sanctions and the date sanctions are removed. If there is Appeals Council (AC) action, the date of the AC decision, the AC decision ("A" for affirmed, "R" for reversed), and date the AC decision was sent to individual.
</p><p>--Management Information: Data identifying savings to the trust fund, general revenue and the state, realized through the imposition of administrative sanctions and the amount of overpayments incurred by individuals who gave false or misleading statements for use in determining eligibility or benefit amount under title II or title XVI.
</p><p>--Deferred Sanctions Proposed: Data such as the following will be input by the FO when deferred sanctions have been proposed. The data gathered is similar to but less extensive than cases where immediate sanctions are proposed. Most notably, we will gather appeals data but will not gather data on benefit withholding since that action will take place at a later date. The data gathered will indicate whether a reconsideration was filed, the date the reconsideration was filed, date the reconsideration decision was sent to the individual, the reconsideration decision; whether a hearing request was filed, the date the hearing decision was sent to the beneficiary, and the hearing decision; and date sanctions removed. If there is Appeals Council (AC) action, the date of the AC decision, the AC decision ("A" for affirmed, "R" for reversed), and the date the AC decision was sent to the individual.
</p><p>--Information developed by the SSA OIG: OIG case number; date referred for administrative prosecution, whether such prosecution was declined or accepted ("Y/N" indicator), and date such prosecution declined or accepted; date referred for civil prosecution, whether civil prosecution was declined or accepted ("Y/N" indicator), and date civil prosecution declined or accepted; date referred for civil monetary penalty (CMP), whether CMP declined ("Y/N" indicator), and date CMP declined/CMP imposed; date returned to the SSA FO.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sec.1129A of the Social Security Act (42 U.S.C. 1320a-8).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system of records will be used by SSA to investigate and take appropriate action against individuals suspected of knowingly providing false or misleading information for use in determining their right to benefits under Social Security title II Old-Age, Survivors or Disability Insurance or title XVI Supplemental Security Income benefits. Instances where individuals are suspected of making false or misleading statements will be referred to the SSA Office of the Inspector General (OIG) for investigation and disposition. Information in the system of records will also be used to produce management information data and reports providing information such as:
</p><p>--Number of potential sanctions cases.
</p><p>--Average time from referral to return by OIG.
</p><p>--Number of cases found to be not sanctionable.
</p><p>--Number of cases prosecuted criminally.
</p><p>--Number of cases prosecuted civilly.
</p><p>--Number of cases where CMP was imposed.
</p><p>--Number of cases sanctioned (available by Region and FO code).
</p><p>--Number of reconsiderations filed.
</p><p>--Number of reconsiderations affirmations.
</p><p>--Number of reconsiderations reversals.
</p><p>--Number sent for consistency review.
</p><p>--Number of hearings filed.
</p><p>--Number of hearing affirmations.
</p><p>--Number of hearing reversals.
</p><p>--Amount of benefits withheld--title II and title XVI.
</p><p>--Amount of overpayments incurred--title II and title XVI.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures may be made for routine uses as indicated below:
</p><p>1. Disclosure to the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. Disclosure to a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. Information may be disclosed to student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>4. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.
</p><p>5. Nontax return information which is not restricted from disclosure by federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored in electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are by SSN and name of the individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>This system of records is a database that is accessible via an SSA intranet website. Security measures include the use of access codes to enter the database, and storage of the electronic records in secured areas, which are accessible only to employees who require the information in performing their official duties. The paper records that result from the electronic site are kept in locked cabinets or in otherwise secure areas. All SSA employees, including contractor personnel, having access to data in the system of records are required to adhere to SSA rules concerning safeguards, access, and use of the data. They also are informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system of records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Claims development and tracking and management information maintained in this system are retained indefinitely or when it is determined that they are no longer needed. Means of disposal is appropriate to storage medium (e.g., deletion of individual records from the electronic site when appropriate or shedding of paper records that are produced from the system).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Regional Commissioner, Social Security Administration, New York Regional Office, Room 4032, Federal Building, 26 Federal Plaza, New York, N.Y. 10278
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Per 5 U.S.C. 552a(k)(2) the Agency is exempt from publishing procedures whereby an individual can be notified at his/her request if the system of records contains a record pertaining to him/her. These procedures are in accordance with SSA Regulations (20 CFR 401.85).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Per 5 U.S.C. 552a(k)(2) the Agency is exempt from publishing procedures whereby an individual can be notified at his/her request how to gain access to any record pertaining to him/her contained in this system of records. These procedures are in accordance with SSA Regulations (20 CFR 401.85).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Per 5 U.S.C. 552a(k)(2), records in this system are exempt from access by the individual named in this system of records. These procedures are in accordance with SSA Regulations (20 CFR 401.85).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Per 5 U.S.C. 552a(k)(2), the Agency is exempt from publishing the record sources. These procedures are in accordance with SSA Regulations (20 CFR 401.85).
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Exemption of this system to the access provisions is claimed under 5 U.S.C. 552a(k)(2) inasmuch as these records are investigatory materials compiled for law enforcement purposes in anticipation of a administrative proceeding. These procedures are in accordance with SSA Regulations (20 CFR 401.85).
</p></xhtmlContent></subsection></section>
<section id="ssa290" toc="yes">
<systemNumber>60-0290</systemNumber>
<subsection type="systemName">Social Security Administration?s Customer PIN/Password (PPW) Master File System, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland, 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Social Security Administration (SSA) customers (applicants, beneficiaries and other customers) who elect to conduct transactions with SSA in an electronic business environment that requires the PPW infrastructure. This may include customers who elect to block PPW access to SSA electronic transactions by requesting SSA to disable their PPW capabilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The information maintained in this system of records is collected from customers who elect to conduct transactions with SSA in an electronic business environment that requires the PPW infrastructure. The information maintained includes identifying information such as the customer?s name, Social Security number (SSN) (which functions as the individual?s personal identification number (PIN) and mailing address. The system also maintains the customer?s Password Request Code (PRC), the password itself and the authorization level and associated data (<i>e.g.</i>, effective date of authorization).
</p><p>We also maintain transactional data elements necessary to administer and maintain the PPW infrastructure. These include access profile information such as blocked PINs, failed access data, effective date of password and other data linked to the required authentication processes for Internet and automated telephone system applications. The information on this system may also include archived transaction data and historical data.
</p><p>SSA will also use the data in the proposed system for management information purposes in order to effectively administer the PPW infrastructure used to conduct electronic business with SSA customers. Because we will maintain and retrieve data from the proposed system of records by the customer?s SSN (which acts as the individual?s PIN), the database will constitute a "system of records" under the Privacy Act.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205(a) of the Social Security Act (42 U.S.C. 405), 5 U.S.C. 552a(e)(10), and the Government Paperwork Elimination Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Customer PPW Master File System maintains information collected for use in connection with SSA?s implementation of a PIN/Password system that allows Social Security program applicants, beneficiaries, and other customers to conduct business with SSA in an electronic business environment. The system of records is designed to permit entry and retrieval of information associated with maintaining a PPW infrastructure that supports SSA?s electronic initiatives requiring a PPW entry process.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To contractors and other Federal agencies, as necessary, for the purpose of assisting the Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency functions relating to this system of records.
</p><p>5. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>6. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>7. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored in electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved by SSN (which acts as the individual?s PIN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include computer firewall technology, data encryption and other systems security measures to ensure that the PPW system is protected from inappropriate access. The existing SSA firewall architecture ensures that customers are limited only to electronic transactions the Agency determines and will not be able to access SSA?s other systems or data.
</p><p>Security measures also include the use of access codes to enter the database and storage of the electronic records in secured areas which are accessible only to employees who require the information in performing their official duties. The paper records that result from the data base site are kept in locked cabinets or in otherwise secure areas. Contractor personnel having access to data in the system of records are required to adhere to SSA rules concerning safeguards, access, and use of, the data. SSA personnel having access to the data on this system are informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system of records. Access <i>http://www.socialsecurity.gov/foia/bluebook/app_g.htm</i> for additional information relating to SSA data security measures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>PPW information maintained in this system is retained until notification of the death of the account holder plus seven years. Means of disposal is appropriate to storage medium (<i>e.g.</i>, deletion of individual records from the data base when appropriate or shredding of paper records that are produced from the system).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Social Security Administration, Associate Commissioner, Office of Income Security Programs, 6401 Security Boulevard, Baltimore, Maryland, 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification document sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her permission in providing access by telephone to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c).)
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a))
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data for the system are obtained primarily from the individuals to whom the record pertains.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa295" toc="yes">
<systemNumber>60-0295</systemNumber>
<subsection type="systemName">Ticket-to-Work and Self-Sufficiency Program Payment Database.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems Operations, 6401 Security Boulevard, Baltimore, MD 21043.
</p><p>Contractor Sites:
</p><p>Addresses may be obtained by writing to the system manager(s) at the address below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All title II and title XVI disability beneficiaries who are eligible to receive a Ticket under the Ticket-to-Work program and individuals who have been placed on inactive status.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The information maintained in this system of records is collected from title II and title XVI disability beneficiaries and from other systems of records maintained by SSA. Specifically, it will contain the beneficiaries? name, ticket number (which represents the SSN), payments requested by and made to employment networks (ENs) for specific beneficiaries under the Ticket Program. This information will be housed under both the EN?s employer identification number (EIN) and each beneficiary?s ticket number (SSN). Additional records will include: Type, amount and date of the payments made, as well as EN payment requests that are denied.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 1148 of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system of records will be used by SSA to implement and administer the Ticket-to-Work Program under section 1148 of the Act. Information in this system of records will also be used to produce management information and program evaluation data and reports providing such information as:
</p><p>--Number and classification of beneficiaries being served by ENs.
</p><p>--Number and classification of beneficiaries with increased work activity.
</p><p>--Classifications of ENs providing service.
</p><p>--Type of payments requested.
</p><p>--Amount of payments requested.
</p><p>--Type of payments made.
</p><p>--Amount of payments made.
</p><p>--Disposition of payment requests.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures may be made for routine uses as indicated below. However, disclosure of any information constituting "returns or return information" within the scope of the Internal Revenue Code (IRC) will not be disclosed unless disclosure is authorized by that statute.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>4. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.
</p><p>5. Non-tax return information which is not restricted from disclosure by federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. Sec. 2904 and Sec. 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>6. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components,
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court, or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Wage and other information which are subject to the disclosure provisions of the IRC (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>7. Information may be disclosed to State or private alternate providers having an approved business arrangement with SSA to perform vocational rehabilitation services for SSA disability beneficiaries and recipients.
</p><p>8. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored in electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are retrieved by name and SSN of the beneficiary, the employer identification number and the name of the employment network (EN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Only authorized SSA personnel who have a need for the information in the performance of their official duties will be permitted access to the information.
</p><p>Security measures include the use of access codes to enter the database and storage of the electronic records in secured areas that are accessible only to employees who require the information in performing their official duties. Any manually maintained records will be kept in locked cabinets or in otherwise secure areas. Also, all entrances and exits to SSA buildings and related facilities are patrolled by security guards.
</p><p>Contractor personnel having access to data in the systems of records and contractor personnel involved in the evaluation of the Ticket Program will be required to adhere to SSA rules concerning safeguards, access and use of the data. Specifically, the contractor will maintain the data in their data center, access to which will be restricted to those with electronic proximity cards. Access to the data files is further restricted by use of a three-tiered password which allows access to: (1) The system; (2) the specific application; and (3) the specific portion where the Ticket-to-Work and Self-Sufficiency Program Payment Database is stored. Further, this data will be stored on a secure server separate from other health benefit information the contractor maintains.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Payment and management information maintained in this system are retained 10 years or until it is determined that they are no longer needed. Means of disposal is appropriate to storage medium (e.g., deletion of individual records from the electronic site when appropriate or shredding of paper records that are produced from the system).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Systems Operations, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance to SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data contained in the Ticket-to-Work Self-Sufficiency Program Database are obtained from SSA, Employment Networks and Program Managers. Records from this system are also derived from the Supplemental Security Income Record and Special Veterans Benefits (SVB), 60-0103, Master Beneficiary Record, 60-0090, and the Completed Determination Record--Continuing Disability Determinations, 60-0050.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa300" toc="yes">
<systemNumber>60-0300</systemNumber>
<subsection type="systemName">Ticket-to-Work Program Manager (PM) Management Information System.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Applications Development, 1149 Sunset Hills Road, Reston, Virginia 20190-5207
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All title II and title XVI Social Security beneficiaries with disabilities who are eligible to receive or have received a Ticket, who are receiving services from Employment Networks (ENs), who have been placed on inactive status, or who have had their Tickets terminated.
</p><p>Categories of records in the system:
</p><p>The information maintained will consist of the title II or title XVI beneficiary?s name, Social Security number (SSN), date of birth, telephone number (if any), addresses (foreign or domestic), sex, association with a representative payee or legal guardian, as well as the individual?s disability type and the period of eligibility to a disability benefit.
</p><p>Also, information pertinent to the beneficiary?s relationship with an EN and status of ticket utilization will be maintained, e.g., the date the Ticket was mailed, the date the beneficiary assigned the Ticket to an EN, the name and identifying information of the EN and the date of the agreement between the beneficiary and EN, Individual Work Plan (IWP) data, Ticket in/out of use status, employment earnings data reported by the EN or by the beneficicary, (the EN will obtain this information from the beneficiary), verified earnings data (earnings data received by SSA from IRS is excluded under the Internal Revenue Code), data on any dispute between the beneficiary and any entity serving under the Ticket-to-Work Program, work review data or timely progress data, and any data relative to suspension of benefits (this information will be received from SSA).
</p><p>Additional information will be added to the system of records for each beneficiary as contact is made between him/her and the PM. This data will include records of telephone and mail requests for information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 1148 of the Social Security Act (42 U.S.C. 1320(b)(19)).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system of records will be used for management information purposes associated with implementing, administering and evaluating the Ticket Program. The PM will use this information to fulfill their duties in assisting SSA in administering the Ticket program. Information in this system will also be used to produce, with the PM?s assistance, management information data, program evaluation data, and reports providing such information as:
</p><p>--Number and classification of beneficiaries being served by ENs.
</p><p>--Number and classification of beneficiaries with increased work activity.
</p><p>--Classifications of ENs providing service.
</p><p>--Status changes relating to the use of the ticket.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures may be made for routine uses as indicated below. However, disclosure of any information constituting "returns or return information" within the scope of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed unless disclosure is authorized by that statute.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>4. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs relating to this system of records.
</p><p>5. Non-tax return information which is not restricted from disclosure by federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Management (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>6. To the Department of Justice (DOJ), a court, or other tribunal, or other party before such tribunal, when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components is party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court, or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Wage and other information which are subject to the disclosure provisions of the IRC (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>7. Information may be disclosed to State or Employment Networks having an approved business arrangement with SSA to perform vocational rehabilitation services for SSA disability beneficiaries and recipients.
</p><p>8. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data are stored in electronic form, computer data systems and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are retrieved by name and SSN of the beneficiary.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Only authorized SSA personnel and contractor personnel who have a need for the information in their performance of their official duties will be permitted access to the information in this system of records.
</p><p>Security measures include the use of access codes to enter the computer systems and storage of the computerized records in secured areas that are accessible only to employees who require the information in performing their official duties. Any manually maintained records will be kept in locked cabinets or in otherwise secure areas. Also, all entrances and exits to the contractor Ticket-to-Work Project Site buildings are controlled by card entry (proximity) systems and receptionists. Contractor personnel having access to data in the system of records and contractor personnel involved in the evaluation of the Ticket Program will be required to adhere to SSA rules concerning safeguards, access and use of the data. SSA and PM personnel having access to the data on this system will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system. See 5 U.S.C. 552a(i)(1). Further, this data will be stored on a secure server separate from other health benefit information the PM contractor maintains.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Payment and management information maintained in this system are retained 10 years or until it is determined that they are no longer needed. Means of disposal is appropriate to storage medium (e.g., deletion of individual records from the electronic sites when appropriate or shredding of paper records that are produced from the system).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Disability and Income Security Programs, Office of Employment Support Programs, 6401 Security Boulevard, Baltimore, Maryland 21235
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations(20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedure. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedure. Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data contained in the Ticket-to-Work Program Manager (PM) Management Information System are obtained from the Ticket-to-Work and Self-Sufficiency Program Payment Database, 60-0295, from ENs and Social Security beneficiaries with disabilities. Records from this system are also derived from the Supplemental Security Income Record and Special Veterans Benefits, 60-0103, Master Beneficiary Record, 60-0090, the Disability Determination Service Processing File, 60-0044 and the Completed Determination Record--Continuing Disability Determinations, 60-0050.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa305" toc="yes">
<systemNumber>60-0305</systemNumber>
<subsection type="systemName">SSA Mass Transportation Subsidy Program System/Social Security Administration/Office of Personnel.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Human Resources, Office of Personnel, 6401 Security Boulevard, Baltimore, Maryland 21235, and SSA Regional Offices, Centers for Human Resources (SSA Headquarters).
</p><p>Social Security Administration, Boston Regional Office, J.F.K. Federal Building, Room 1900, Boston, Massachusetts 02203.
</p><p>Social Security Administration, New York Regional Office, Room 40-102, 26 Federal Plaza, New York, NY 10278.
</p><p>Social Security Administration, Philadelphia Regional Office, 300 Spring Garden Street, Philadelphia, Pennsylvania 19123.
</p><p>Social Security Administration, Atlanta Regional Office, 61 Forsyth Street, SW., Suite 22T64, Atlanta, Georgia 30303-8907.
</p><p>Social Security Administration, Chicago Regional Office, Harold Washington Social Security Center, PO Box 8280, 10th Floor, Chicago, Illinois 60680-8280.
</p><p>Social Security Administration, Dallas Regional Office, 1301 Young Street, Suite 500, Dallas, Texas 75202-5433.
</p><p>Social Security Administration, Kansas City Regional Office, Richard Bolling Federal Building, Room 436, 601 East 12th Street, Kansas City, Missouri 64106.
</p><p>Social Security Administration, Denver Regional Office, Federal Office Building, 1961 Stout Street, Room 325, Denver, Colorado 80294.
</p><p>Social Security Administration, San Francisco Regional Office, Frank Hagel Federal Building, PO Box 4200, Richmond, California 94801.
</p><p>Social Security Administration, Seattle Regional Office, 701 Fifth Avenue, Suite 2900, M/S 301, Seattle, Washington 98104-7075.
</p><p>Social Security Administration, Office of Central Operations, Center for Management Support, 1500 Woodlawn Drive, Room 7030 Security West Tower, Baltimore, Maryland 21241-1500.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system covers SSA employees who are applicants for or participants in SSA?s Mass Transportation Subsidy Program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in the system include any paper and electronic records required by SSA to administer the mass transportation subsidy program in accordance with legal requirements. Paper records may include: copies of applications and certifications; distribution lists; correspondence to applicants/participants; and administrative reports. Electronic records may include data from the employee applications and may contain information reflecting: the distribution of transit passes and authorized cash reimbursements to program participants; names, office addresses, telephone and fax numbers for Local Transit Coordinators; the frequency of transit benefit distributions; transit benefit amounts received by participants during distributions; and the form and method by which transit passes are issued to program participants. Paper and electronic records may include information related to program applicants/participants such as: names; Social Security numbers; office addresses; office telephone numbers; bargaining unit status; transit providers and monthly transportation costs; and names, office addresses and office telephone numbers of supervisors.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7905, 26 U.S.C. 132(f), and Executive Order 13150.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in the system will be used to administer the SSA Mass Transportation Subsidy Program. Specifically, the information will assist SSA in managing and verifying the scheduling and distribution of transportation subsidies, in accounting for funds expended under the SSA Mass Transportation Subsidy Program, and in ensuring the integrity of the program.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures may be made for routine uses as indicated below. However, disclosure of any information constituting "return or return information" within the scope of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed unless disclosure is authorized by that statute.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Transportation (DOT), so that it may correctly purchase and distribute transit passes to employees; verify employee eligibility and participation in the program, and account to SSA for funds expended in administering SSA?s Mass Transportation Subsidy Program.
</p><p>4. To a Federal agency for the purpose of responding to surveys and preparing reports on mass transportation subsidy programs, including compliance with applicable laws and executive orders relating to such programs.
</p><p>5. To the Internal Revenue Service (IRS) and to State and local government tax agencies in response to inquiries regarding an employee?s receipt of qualified transportation fringe benefits.
</p><p>6. To the Department of Justice (DOJ), a court, or other tribunal, or other party before such tribunal when:
</p><p>(a) SSA, or any component thereof, or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court, or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Wage and other information which are subject to disclosure provisions of the IRC (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>7. To other Federal agencies having the power to subpoena records, for example, the Internal Revenue Service (IRS) or the Civil Rights Commission, in response to a subpoena for information contained in this system of records.
</p><p>8. To the Equal Employment Opportunity Commission (EEOC) when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>9. To the Federal Labor Relations Authority, the General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>10. To student volunteers, individuals working under a personal services contract, and other individuals performing functions for SSA but technically not having the status of agency employees, if they need access to the records in order to perform their assigned agency functions.
</p><p>11. Non-tax return information which is not restricted from disclosure by federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>12. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701, et seq.) as amended. The disclosure will be made in accordance with 31 U.S.C. 3711(e) when authorized by sections 204(f), 808(e), or 1631(b)(4) of the Social Security Act (42 U.S.C. 404(f), 1008(e), or 1383(b)(4)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically, to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records. The information to be disclosed is limited to the individual?s name, address, SSN, and other information necessary to establish the individual?s identity, the amount, status, and history of the debt and the agency or program under which the debt arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in both electronic and paper form at the system locations identified above.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by employee name and/or SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Only authorized personnel who have a need for the information in the performance of official duties will be permitted access to the information in this system of records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records in this system are retained for three years at which time they are destroyed. The means of disposal will be appropriate to the storage medium (e.g., deletion of individual electronic records or shredding of paper records).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>For Paper Files-In Headquarters: Associate Commissioner, Office of Personnel, Office of Human Resources, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235. In the Field: Center for Human Resources, Office of the Regional Commissioner (see systems location above for addresses). For Electronic Records: Associate Commissioner, Office of Personnel, Office of Human Resources, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. If an individual does not have identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as "Notification" procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as "Notification" procedures. Requesters also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is: (1) Supplied directly by the individual; (2) supplied by the Department of Transportation; or (3) supplied by SSA officials.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa310" toc="yes">
<systemNumber>60-0310</systemNumber>
<subsection type="systemName">Medicare Savings Programs Information System, Social Security Administration, Office of Income Security Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Social Security beneficiaries who have attained age 65 or are about to attain age 65; disabled Social Security beneficiaries who have received 24 months of Social Security benefits; disabled Social Security beneficiaries with amyotrophic lateral sclerosis; beneficiaries with a disabling impairment(s) who lost entitlement to free Medicare Part A because of work and certain individuals who suffer from end-stage renal disease; beneficiaries who may be eligible for subsidized transitional assistance prescription drug cards; and beneficiaries who may be eligible for subsidized payment of the cost of Medicare cost-sharing for voluntary prescription drug coverage under Medicare Part D.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system contains information about the beneficiary from records available to SSA. This information may include the individual?s name, Social Security number (SSN), date of birth, address, marital status and income. Information will be obtained from other SSA systems of records (e.g., Master Beneficiary Record, 60-0090, and Supplemental Security Income Record and Special Veterans Benefits, 60-0103) and from other databases available to SSA, such as the Department of Veterans Affairs and Office of Personnel Management benefits files.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 1144 of the Social Security Act (42 U.S.C. 1320b-14).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system will be used to determine a beneficiary?s potential eligibility for Medicare Part B buy-in; for subsidized purchase of Medicare Part A; for potential eligibility for subsidized transitional assistance prescription drug cards and for potential eligibility for subsidized Medicare Part D coverage. Information kept in the system will be used to increase Medicare buy-in applications and enrollments, and may be used by the General Accounting Office (GAO) for its evaluation of the effort as required by the statute.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be made unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To third parties in situations where the party to be contacted has, or is expected to have, information relating to the individual?s eligibility for, or entitlement to, benefits under a Social Security Act program when the data are needed to establish the validity of evidence or to verify the accuracy of information presented by the individual, and it concerns one or more of the following:
</p><p>(a) His or her eligibility for benefits under a Social Security Act program;
</p><p>(b) The amount of his or her benefit payment;
</p><p>(c) Any case in which the evidence is being reviewed as a result of suspected fraud, concern for program integrity, quality appraisal, or evaluation and measurement activities.
</p><p>4. To State or local agencies (or agents on their behalf), for the purpose of assisting SSA in the efficient administration of its programs.
</p><p>5. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof, or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA of any of its components, is party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Disclosures of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be made unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>6. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>7. Non-tax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>8. To the Centers for Medicare and Medicaid Services in the Department of Health and Human Services for the purpose of determining individuals? eligibility for subsidized transitional assistance under the Medicare Prescription Drug Discount Card Program and premium and cost-sharing subsidies under the Prescription Drug Card Part D Program.
</p><p>9. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data may be stored in paper form and on magnetic media (e.g., discs).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved by the SSN and/or name, and/or address.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data, and storage of the computerized records in secured areas which are accessible only to employees who require the information in performing their official duties. Any paper records will be kept in locked cabinets or in otherwise secured areas. Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data. SSA and contractor personnel having access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system of records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Electronic files and other files with personal identifiers are retained in secure areas accessible only to authorized personnel and will be disposed of as soon as they are determined to be no longer needed for contractor or SSA analysis. Means of disposal will be appropriate to the storage medium; e.g., deletion of magnetic discs or shredding of paper records. Records used in administering the demonstration and experimental programs will be retained indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Beneficiary Determinations and Services, Office of Income Security Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system of records contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. If an individual does not have identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought, and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data for the system are secured from other SSA systems of records (e.g. Master Beneficiary Record, 60-0090 and Supplemental Security Income Record and Special Veterans Benefits, 60-0103) and from other databases available to SSA, such as the Veterans Administration and the Office of Personnel Management benefits files.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa315" toc="yes">
<systemNumber>60-0315</systemNumber>
<subsection type="systemName">Reasonable Accommodation for Persons with Disabilities (RAPD), Social Security Administration, Deputy Commissioner for Human Resources.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Chief Actuary, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Office of the Chief Information Officer, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Office of the Chief Strategic Officer, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Office of the General Counsel, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Office of the Inspector General, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Deputy Commissioner for Communications, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Deputy Commissioner for Disability and Income Security Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Deputy Commissioner for Finance, Assessment and Management, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Deputy Commissioner for Human Resources, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Deputy Commissioner for Legislation and Congressional Affairs, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Deputy Commissioner for Operations, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Deputy Commissioner for Policy, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Deputy Commissioner for Systems, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>For Office of Central Operations:
</p><p>Manager, Civil Rights and Equal Opportunity Staff, Social Security Administration, Office of Central Operations, Room 7190 SWT, 1500 Woodlawn Drive, Baltimore, Maryland 21241.
</p><p>Regional addresses:
</p><p>Civil Rights and Equal Opportunity Regional Manager, Boston Region, Social Security Administration, Room 1900, John F. Kennedy Federal Building, Cambridge Street, Boston, Massachusetts 02203-1900.
</p><p>Civil Rights and Equal Opportunity Regional Manager, New York Region, Social Security Administration, Room 40-100 Federal Building, 26 Federal Plaza, New York, New York 10278.
</p><p>Civil Rights and Equal Opportunity Regional Manager, Philadelphia Region, Social Security Administration, 7th Floor, 300 Spring Garden Street, Philadelphia, Pennsylvania 19123.
</p><p>Civil Rights and Equal Opportunity Regional Manager, Atlanta Region, Social Security Administration, Suite 22T64, 61 Forsyth Street, S.W., Atlanta Federal Center, Atlanta, Georgia 30303.
</p><p>Civil Rights and Equal Opportunity Regional Manager, Chicago Region, Social Security Administration, 10th Floor, 600 West Madison Street, Chicago, Illinois 60661.
</p><p>Civil Rights and Equal Opportunity Regional Manager, Dallas Region, Social Security Administration, Suite 500, 1301 Young Street, Dallas, Texas 75202.
</p><p>Civil Rights and Equal Opportunity Regional Manager, Kansas City Region, Social Security Administration, Room 436, 601 East 12th Street, Kansas City, Missouri 64106.
</p><p>Civil Rights and Equal Opportunity Regional Manager, Denver Region, Social Security Administration, Room 1468, 1961 Stout Street, Denver, Colorado 80294.
</p><p>Civil Rights and Equal Opportunity Regional Manager, San Francisco Region, Social Security Administration, 6th Floor, 1221 Nevin Avenue, Richmond, California 94801.
</p><p>Civil Rights and Equal Opportunity Regional Manager, Seattle Region, Social Security Administration, Suite 2900, Mail Stop 291A, 701 5th Avenue, Seattle, Washington 98104.
</p><p>For Office of Hearings and Appeals:
</p><p>Director, Equal Employment Opportunity Staff, Social Security Administration, Office of Hearings and Appeals, Suite 1700, One Skyline Tower, 5107 Leesburg Pike, Falls Church, Virginia 22041.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Employees who have requested a reasonable accommodation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The records maintained in this system of records are collected for all reasonable accommodation (RA) requests made by employees. Specifically:
</p><p>--The employee?s name, Social Security number (SSN), number and types of RA requests and whether those requests have been granted or denied;
</p><p>--Medical documentation about the disability;
</p><p>--Occupational series, grade level and Agency component for which RAs have been requested;
</p><p>--Types of RAs for each job, by Agency component, that have been approved, and the number and types of RA requests that relate to the benefits or privileges of employment, and whether those requests have been granted or denied;
</p><p>--Reasons for denial of requests for RA;
</p><p>--Amount of time taken to process each request for RA; and
</p><p>--Sources of technical assistance that have been consulted in identifying possible RAs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Rehabilitation Act of 1974, as amended, 29 U.S.C. 791; Executive Order (E.O.) 13164; Equal Employment Opportunity Commission?s Policy Guidance on E.O. 13164; Establishing Procedures to Facilitate the Provisions of Reasonable Accommodation; Directives Transmittal Number 915.003, October 20, 2000.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system will be used to provide RAs to qualified employees with disabilities. SSA will provide RAs when:
</p><p>--A qualified individual with a disability needs an accommodation to be considered for a job;
</p><p>--A qualified employee with a disability needs an accommodation to enable him or her to perform the essential functions of the job or to gain access to the workplace; and
</p><p>--A qualified employee with a disability needs an accommodation to enjoy equal benefits and privileges of employment.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below.
</p><p>1.To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf. 2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record. 3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To the Equal Employment Opportunity Commission (EEOC) when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>5. To the Federal Labor Relations Authority, the General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with the investigations of allegations of unfair practices, matters before an arbitrator or the Federal Impasses Panel.
</p><p>6. To the Merit Systems Protection Board or the Office of the Special Counsel in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by law.
</p><p>7. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual, or similar agreement, with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>8. To student volunteer individuals working under a personal services contract, and other individuals performing functions for SSA, but technically not having the status of agency employees, if they need access to the records in order to perform their assigned agency functions.
</p><p>9. To the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, non-tax return information which is not restricted from disclosure by federal law for the use of those agencies in conducting records management studies.
</p><p>10. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>--to enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, the operation of SSA facilities, or
</p><p>--to assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.
</p><p>11. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained and stored in both electronic and paper form at the systems locations identified above.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are retrieved by the employee?s name and/or SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data and by storing computerized records in secured areas which are accessible only to employees who require the information in performing their official duties. Any manually maintained records will be kept in locked cabinets or in otherwise secure areas. SSA employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to, or disclosure of, information maintained in the system. See 5 U.S.C. 552a(i)(1).
</p><p>Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records and data created, received, maintained for purposes of tracking agency compliance with Executive Order 13164 and the Equal Employment Opportunity Commission guidance, will be deleted/destroyed in accordance with NARA GRS 1, Sec. 24.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Commissioner for Human Resources, Associate Commissioner, Office of Civil Rights and Equal Opportunity, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN, or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. The individual will be required to submit a request in writing or in person if it is determined that the identifying information provided by telephone is insufficient. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth, and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p><p>An individual who requests access to his or her medical records must also name a representative in writing. The representative may be a physician, other health professional, or other responsible individual, who would be willing to explain the contents of the medical record(s) before giving the entire medical record(s) to the individual. These procedures are in accordance with SSA Regulation (20 CFR 401.55).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is supplied directly by the requesting individuals and SSA officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa318" toc="yes">
<systemNumber>60-0318</systemNumber>
<subsection type="systemName">Representative Payee/Misuse Restitution Control System (RP/MRCS), Office of the Deputy Commissioner for Disability and Income Security Programs, Associate Commissioner for Income Security Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Associate Commissioner for Income Security Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system maintains information about representative payees that have misused benefits and beneficiaries/recipients whose benefits have been misused.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Data in this system consist of: (1) Names, mailing address, location address, phone number, employee identification number (EIN)/Social Security number (SSN), and identification number of representative payees; (2) Names, SSNs or other cross-referenced account numbers, the program in which the misuse occurred (Title II or Title XVI), current address, payment status, misuse amount, misuse determination date, misuse start date, misuse end date and SSA negligence code (Y or N) of beneficiaries/recipients; and (3) The original amount refunded by payee, original amount restored by SSA, new amount refunded by payee, new amount restored by SSA, case outcome and completion date.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Social Security Protection Act of 2004 (Pub. L. 108-203); Section 205(j)(5) of the Social Security Act; (42 U.S.C. 405(j)(5)).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system will assist SSA in investigating certain representative payee misuse cases going back to January 1, 1995, to determine whether the beneficiary has been repaid by either SSA or the representative payee. The information in this system will also be used to control completion of cases and to provide details about how the case was resolved.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return" or "return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be made unless authorized by a statute, the Internal Revenue Service (IRS) or IRS regulations.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when: (a) SSA, or any component thereof; or (b) Any SSA employee in his/her official capacity; or (c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or (d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, Is party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return" or "return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be made unless authorized by a statute, the Internal Revenue Service (IRS) or IRS regulations.
</p><p>4. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other individuals performing functions for SSA but technically not having the status of Agency employees if they need access to the records in order to perform their assigned Agency functions.
</p><p>6. Non-tax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>7. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>--To enable them to protect the safety of SSA employees and the public, the security of the SSA workplace, the operation of SSA facilities, or
</p><p>--To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>8. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained electronically.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system will be retrieved by the name, SSN or EIN of the representative payee, or name or SSN of the beneficiary/recipient.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data, the storage of computerized records in secured areas which are accessible only to employees who require the information in performing their official duties. SSA employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in the system. See 5 U.S.C. 552a(i)(1).
</p><p>Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Misuse data and contact information about misusers (payees) will be populated into RP/MRCS via a flat file produced by the Office of Systems from the Representative Payee System (RPS) using the criteria specified by section 205(j) of the Social Security Act. This flat file will also contain current beneficiary contact data from the Master Beneficiary Record and/or the Supplemental Security Income Record.
</p><p>Once the data is loaded into RP/MRCS, field offices will develop the status of repayment of each misuse event and post resolution information. Management information regarding cases pending and cleared will be collected and reported as will information about case resolution.
</p><p>Data collected during the course of an RP/MCRS action is stored in a database on the Dallas Regional Office?s Windows servers. Only a limited number of new records (those that were not recorded on RPS) will be added to the database. RP/MRCS will cover only misuse events related to the closed period of January 1, 1995, through the initial population of the database from SSA?s Representative Payee System in April 2004.
</p><p>Records in the system will be retained for 12 months after the final data are posted and then they will be archived.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner for Income Security Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. (20 CFR 401.40).
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual. (20 CFR 401.45)
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.45).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is obtained from existing systems of records such as the Claims Folder System, 60-0089, Master Beneficiary Record, 60-0090, Supplemental Security Income Record and Special Veterans Benefits, 60-0103 and the Master Representative Payee File, 60-0222.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section>
<section id="ssa320" toc="yes">
<systemNumber>60-0320</systemNumber>
<subsection type="systemName">Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>The eDib claim files are virtually established in Social Security field offices when claims for benefits are filed, or a lead is expected to result in a claim, and maintained in the National Computer Center at SSA Headquarters. The computerized records and database are maintained at Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Other authorized Federal and State agencies that have access to the current paper disability folder will also have electronic access as needed to the eDib claim file. State agencies process disability and vocational rehabilitation determinations. Contact the system manager for address information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants, applicants, beneficiaries and potential claimants for disability benefits and payments administered by the Social Security Administration (e.g., Title II and XVI disability claims).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The eDib Claim File contains the name and Social Security number (SSN) of the claimant or potential claimant and may contain the application for benefits; supporting evidence and documentation for initial and continuing entitlement; payment documentation; correspondence to and from claimants and/or representatives; information about representative payees; and leads information from third parties such as social service agencies, Internal Revenue Service, Veterans Administration and mental institutions.
</p><p>The eDib claim file also may contain data collected as a result of inquiries or complaints and evaluation and measurement studies of the effectiveness of claims policies. Separate files may be maintained of certain actions, which are entered directly into the electronic processes. These relate to reports of changes of address, work status, and other post-adjudicative reports. Separate abstracts also are maintained for statistical purposes i.e., disallowances, technical denials, and demographic and statistical information relating to disability decisions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 202-205, 223, 226, 228, 1611, 1631, 1818, 1836, and 1840 of the Social Security Act (42 U.S.C. 402-405, 423, 426, 428, 1382, 1383, 1395i-2, 1395o and 1395s
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The electronic disability claim file contains material related to the request for or continuation of benefit payments under Titles II and XVI of the Social Security Act. eDib claim file information is used throughout SSA for purposes of pursuing claims; collecting, documenting, organizing and maintaining information and documents for making determinations of eligibility for disability benefits, the amount of benefits, the appropriate payee for benefits; reviewing continuing eligibility; holding hearings or administrative review processes; ensuring that proper adjustments are made based on events affecting entitlement; and answering inquiries.
</p><p><i>eDib</i> claim files may be referred to State Disability Determination Service (DDS) agencies or vocational rehabilitation agencies. They may also be used for quality review, evaluation, and measurement studies, and other statistical and research purposes. Extracts may be maintained as interviewing tools, activity logs, records of claims clearance, and records of type or nature of actions taken.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof, or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components is party to litigation or has an interest in such litigation and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS Regulations.
</p><p>4. To third party contacts in situations where the party to be contacted has, or is expected to have, information relating to the individual?s capability to manage his/her affairs or his/her eligibility for or entitlement to benefits under the Social Security program when:
</p><p>(a) The individual is unable to provide information being sought. An individual is considered to be unable to provide certain types of information when:
</p><p>(i) He/she is incapable or of questionable mental capability;
</p><p>(ii) He/she cannot read or write;
</p><p>(iii) He/she cannot afford the cost of obtaining the information;
</p><p>(iv) He/she has a hearing impairment, and is contacting SSA by telephone through a telecommunications relay system operator;
</p><p>(v) A language barrier exists; or
</p><p>(vi) The custodian of the information will not, as a matter of policy, provide it to the individual; or
</p><p>(b) The data are needed to establish the validity of evidence to verify the accuracy of information presented by the individual, and it concerns one or more of the following:
</p><p>(i) His/her eligibility for benefits under the Social Security program;
</p><p>(ii) The amount of his/her benefit payment; or
</p><p>(iii) Any case in which the evidence is being reviewed as a result of suspected abuse or fraud, concern for program integrity, or for quality appraisal, or evaluation and measurement activities.
</p><p>5. To third party contacts where necessary to establish or verify information provided by representative payees or payee applicants.
</p><p>6. To a person (or persons) on the rolls when a claim is filed by an individual which is adverse to the person on the rolls, i.e.,
</p><p>(a) An award of benefits to a new claimant precludes an award to a prior claimant; or
</p><p>(b) An award of benefits to a new claimant will reduce the benefit payments to the individual(s) on the rolls; but only for information concerning the facts relevant to the interest of each party in a claim.
</p><p>7. To employers or former employers for correcting or reconstructing earnings records and for Social Security tax purposes only.
</p><p>8. To the Department of Treasury for:
</p><p>(a) Collecting Social Security taxes or as otherwise pertinent to tax and benefit payment provisions of the Act (including SSN verification services); or
</p><p>(b) Investigating alleged theft, forgery, or unlawful negotiation of Social Security checks.
</p><p>9. To the United States Postal Services for investigating the alleged forgery, theft or unlawful negotiation of Social Security checks.
</p><p>10. Information may be disclosed to DOJ for:
</p><p>(a) Investigating and prosecuting violations of the Act to which criminal penalties attach,
</p><p>(b) Representing the Commissioner, or
</p><p>(c) Investigating issues of fraud by agency officers or employees, or violation of civil rights.
</p><p>11. To the Department of State and its agents for administering the Act in foreign countries through facilities and services of that agency.
</p><p>12. To the American Institute of Taiwan and its agents for administering the Act in Taiwan through facilities and services of that organization.
</p><p>13. To the Department of Veterans Affairs, Philippines Regional Office and its agents for administering the Act in the Philippines through facilities and services of that agency.
</p><p>14. To the Department of Interior and its agents for administering the Act in the Northern Mariana Islands through facilities and services of that agency.
</p><p>15. To State Social Security Administrators for administration of agreements pursuant to section 218 of the Act.
</p><p>16. To private medical and vocational consultants for use in making preparation for, or evaluating the results of, consultative medical examinations or vocational assessments which they were engaged to perform by SSA or a State agency acting in accord with sections 221 or 1633 of the Act.
</p><p>17. To specified business and other community members and Federal, State, and local agencies for verification of eligibility for benefits under section 1631(e) of the Act.
</p><p>18. To institutions or facilities approved for treatment of drug addicts or alcoholics as a condition of the individual?s eligibility for payment under section 1611(e)(3) of the Act and as authorized by regulations issued by the Special Action Office for Drug Abuse Prevention.
</p><p>19. To applicants, claimants, prospective applicants or claimants, other than the data subject, their authorized representatives or representative payees to the extent necessary to pursue Social Security claims and to representative payees when the information pertains to individuals for whom they serve as representative payees, for the purpose of assisting SSA in administering its representative payment responsibilities under the Act and assisting the representative payees in performing their duties as payees, including receiving and accounting for benefits for individuals for whom they serve as payees.
</p><p>20. In response to legal process or interrogatories relating to the enforcement of an individual?s child support or alimony obligations, as required by sections 459 and 460 of the Act.
</p><p>21. To Federal, State, or local agencies (or agents on their behalf) for administering cash or non-cash income maintenance or health maintenance programs (including programs under the Act). Such disclosures include, but are not limited to, release of information to:
</p><p>(a) The Railroad Retirement Board for administering provisions of the Railroad Retirement and Social Security Acts relating to railroad employment and for administering the Railroad Unemployment Insurance Act;
</p><p>(b) The VA for administering 38 U.S.C. 412, and upon request, information needed to determine eligibility for or amount of VA benefits or verifying other information with respect thereto;
</p><p>(c) The Department of Labor for administering provisions of Title IV of the Federal Coal Mine Health and Safety Act, as amended by the Black Lung Benefits Act;
</p><p>(d) State agencies for making determinations of Medicaid eligibility; and
</p><p>(e) State agencies for making determinations of food stamp eligibility under the food stamp program;
</p><p>(f) To State audit agencies for auditing State supplementation payments and Medicaid eligibility considerations; and expenditures of Federal funds by the State in support of the Disability Determination Services (DDS);
</p><p>(g) To State welfare departments pursuant to agreements with SSA for administration of State supplementation payments; for enrollment of welfare recipients for medical insurance under section 1843 of the Act; and for conducting independent quality assurance reviews of SSI recipient records, provided that the agreement for Federal administration of the supplementation provides for such an independent review; and
</p><p>(h) To State vocational rehabilitation agencies or State crippled children?s service agencies (or other agencies providing services to disabled children) for consideration of rehabilitation services per sections 222 and 1615 of the Act.
</p><p>22. To the Social Security agency of a foreign country, to carry out the purpose of an international Social Security agreement entered into between the United States and the other country, pursuant to section 233 of the Act.
</p><p>23. To the IRS, Department of the Treasury, for the purpose of auditing SSA?s compliance with the safeguard provisions of the IRC of 1986, as amended.
</p><p>24. To third party contacts (including private collection agencies under contract with SSA) for the purpose of their assisting SSA in recovering overpayments.
</p><p>25. To the Department of Homeland Security (Bureau of Citizenship and Immigration Services (BCIS)), upon request, to identify and locate aliens in the United States pursuant to section 290(b) of the Immigration and Nationality Act (8 U.S.C. 1360(b)).
</p><p>26. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>27. Addresses of beneficiaries who are obligated on loans held by the Secretary of Education or a loan made in accordance with 20 U.S.C. 1071, et seq. (the Robert T. Stafford Student Loan Program) may be disclosed to the Department of Education as authorized by section 489A of the Higher Education Act of 1965.
</p><p>28. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>29. To Federal, State and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>--To enable them to protect the safety of SSA employees and customers, the security of SSA workplace and the operation of SSA facilities, or
</p><p>--To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.
</p><p>30. Non-tax return information which is not restricted from disclosure by Federal law to the General Services Administration (GSA) and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>31. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701, et seq.) as amended. The disclosure will be made in accordance with 31 U.S.C. 3711(e) when authorized by sections 204(f), 808(e), or 1631(b)(4) of the Social Security Act (42 U.S.C. 404(f), 1008(e), or 1383(b)(4)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically, to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records. The information to be disclosed is limited to the individual?s name, address, SSN, and other information necessary to establish the individual?s identity, the amount, status, and history of the debt and the agency or program under which the debt arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained electronically.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>eDib claim files are retrieved electronically by SSN and alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>eDib claim files are protected through limited access to SSA records. Access to the records is limited to those employees who require such access in the performance of their official duties. All employees are instructed in SSA confidentiality rules as a part of their initial orientation training.
</p><p>Safeguards for automated records have been established in accordance with the Systems Security Handbook. For computerized records, electronically transmitted between SSA?s central office and field office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal oriented transaction matrix, and an audit trail.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The retention schedule for the new eDib Claim File will be incorporated in the Social Security media neutral claim file retention schedule. The schedule includes authoritative instructions for the retention or destruction of existing and future disability claim file records under Title II and Title XVI of the Social Security Act.
</p><p>The retention periods for disability claim file records are as follows:
</p><p><b>A. Title II Domestic Disability Insurance (DI) Claim Files
</b></p><p>Files for Title II claims based on disability will be deleted/destroyed 7 years after the date of adjudication of the most recently awarded claim if: (1) The person has attained full retirement age; or (2) the medical reexamination date is scheduled to occur after attainment of full retirement age.
</p><p>Files for Title II DI claims denied or terminated for medical reasons will be deleted/destroyed 5 years after the Agency?s final denial or termination decision. Title II DI files denied or terminated for non-medical reasons, including death, will be deleted/destroyed 2 years after the Agency?s final denial or termination decision.
</p><p><b>B. Title II International DI Claim Files
</b></p><p>Files for Title II DI claims based on disability for persons receiving payments will be retained until the claim is terminated. Title II DI files for persons not receiving payments (denied or terminated) will be deleted/destroyed (including underpayment records) 5 years after the Agency?s final denial or termination decision.
</p><p>Files for Title II DI claims not based on disability for persons receiving payments will be retained until the claim is terminated. Title II DI files for persons not receiving payments (denied or terminated) will be deleted/destroyed (including underpayment records) 5 years after the Agency?s final denial or termination decision.
</p><p><b>C. Supplemental Security Income Claim Files
</b></p><p>Files for SSI disability claims will be deleted/destroyed 7 years after the adjudication date of the most recently awarded claim if: (1) The person attains age 65; or (2) the medical reexamination date is scheduled to occur after attainment of age 65.
</p><p>Files for claims denied or terminated for medical reasons will be deleted/destroyed 5 years after the Agency?s final denial or termination decision. Files for claims denied or terminated for non-medical reasons will be deleted/destroyed 2 years after the Agency?s final denial or termination decision.
</p><p>All paper claim files are disposed of by shredding or the application of heat when the retention periods have expired.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Commissioner, Disability and Income Security Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>When requesting notification, the individual should provide the type of claim he or she filed (DI and/or SSI). If more than one claim is filed, each should be identified, whether he/she is or has been receiving benefits, whether payments are being received under his or her own SSN, and if not, the name and SSN under which received, if benefits have not been received, the approximate date and place the claim was filed, and his/her address and/or telephone number. (Furnishing the SSN is voluntary, but it will make searching for an individual?s record easier and prevent delay.)
</p><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth, along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses, is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p><p>An individual who requests access to his or her medical records shall be given direct access to those records unless SSA determines that it is likely that direct access would adversely affect the individual. If SSA determines that direct access to the medical record(s) would likely adversely affect the individual, he or she must designate a responsible representative who is capable of explaining the contents of the medical record(s) to him or her and who would be willing to provide the entire record(s) to the individual. These procedures are in accordance with SSA Regulations (20 CFR 401.55).
</p><p>A parent or guardian who requests notification of or access to a minor?s medical record shall, at the time he/she makes the request, designate a physician or other health professional (other than a family member) who is capable of explaining the contents of the medical record(s) to him or her and who would be willing to provide the entire record(s) to the individual. These procedures are in accordance with SSA Regulations (20 CFR 401.55).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the information they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from claimants, beneficiaries, applicants and recipients; accumulated by SSA from reports of employers or self-employed individuals; various local, State, and Federal agencies; claimant representatives and other sources to support factors of entitlement and continuing eligibility or to provide leads information.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa321" toc="yes">
<systemNumber>60-0321</systemNumber>
<subsection type="systemName">Medicare Database (MDB) File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, National Computer Center, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>Other authorized Federal and State agencies that generally have access to information in SSA systems will also have access as needed to the <i>MDB File.</i> Contact the system manager for address information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Claimants, applicants, beneficiaries, ineligible spouses and potential claimants for Medicare Part A, Medicare Part B, Medicare Advantage Part C, Medicare Part D and for Medicare Part D prescription drug coverage subsidies.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This file contains the name, Social Security number (SSN) and income and resource data of the claimant or potential claimant for Part D subsidy; the subsidy application; supporting evidence and documentation for eligibility; documentation for income and resource verification; supporting evidence and documentation for appeal requests; premium payment documentation; correspondence to and from claimants and/or personal representatives; and leads information from third parties such as social service agencies and hospitals. Further, separate files may be maintained of certain actions which are entered directly into the MDB file. These relate to reports of changes of income and resources and other post-adjudicative reports. Separate data are also maintained for statistical purposes (<i>e.g.</i>, subsidy denial, and demographic and statistical information relating to subsidy decisions).
</p><p>This file also contains information about Medicare Part A, Part B, Medicare Advantage Part C, and non-subsidy Medicare Part D beneficiaries. The information maintained in this system of records is collected from beneficiaries for Medicare Part A, Part B, Medicare Advantage Part C, Medicare Part D, and other source systems maintained by SSA. The information maintained for Part B also include: The individual?s name and SSN; enrollment information; premium surcharge information; information from the Internal Revenue Service about such individual?s modified adjusted gross income (MAGI) from his/her Federal tax return, including adjusted gross income (AGI), and other tax-exempt income, and tax filing status for each year that the MAGI exceeds a statutory income threshold. Also included is information about MAGI provided by a claimant or beneficiary; supporting evidence and documentation for new initial determinations and appeal requests; Medicare Part B income-related monthly adjustment amount determinations; reconsiderations and appeals of Medicare Part B income-related monthly adjustment amount determinations; information essential to the deduction of premiums from Title II monthly benefits from Railroad Retirement annuities, Civil Service retirement benefits and direct billing by the Centers for Medicare &amp; Medicaid Services; and data necessary to providing fiscal accounting of premiums withheld.
</p><p>The file may also contain data collected as a result of inquires or complaints, and evaluation and measurement studies of the effectiveness of Medicare Prescription Drug Improvement and Modernization Act (MMA) policies.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 202-205, 223, 226, 228, 1611, 1631, 1818, 1836, 1839, 1840 and 1860D-1-1860D-15 of the Social Security Act (42 U.S.C. 402-405, 423, 426, 428, 1382, 1383, 1395i-2, 1395o, 1395r-1, 1395s and 1395w-101-1395w-115).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The <i>MDB File</i> is used for the collection and maintenance of material related to Medicare Part A, Part B, Medicare Advantage Part C, and Medicare Part D, including, but not limited to: Part D participation and premium deductions, and where applicable, subsidized prescription drug coverage eligibility information; Medicare Part B enrollment, surcharge and premium reduction information for participants in certain Medicare Advantage plans and for maintaining information necessary to set income-related monthly adjustment amounts to Part B premiums for certain individuals who exceed an income threshold; and Part C premium deduction authorized by the MMA. The information in this file is used throughout SSA for the purposes of collecting, documenting, organizing and maintaining information and documents for making determinations about eligibility for subsidized benefits, premium reductions and deduction under the MMA.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures may be made for routine uses as indicated below. However, any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by the IRC, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components is party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. Information may be disclosed to DOJ for:
</p><p>(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;
</p><p>(b) Representing the Commissioner; or
</p><p>(c) Investigating issues of fraud by agency officers or employees, or violation of civil rights.
</p><p>5. To applicants, claimants, prospective applicants or claimants (other than the data subjects and their authorized representatives) to the extent necessary for the purpose of pursuing Medicare Part D and Part D subsidy entitlement or appeal rights.
</p><p>6. To Federal, State, or local agencies (or agents on their behalf) for administering cash or non-cash income maintenance or health maintenance programs (including programs under the Social Security Act). Such disclosures include, but are not limited to, release of information to:
</p><p>(a) The Railroad Retirement Board for administering provisions of the Railroad Retirement and Social Security Acts relating to railroad employment and for administering the Railroad Unemployment Insurance Act;
</p><p>(b) The Department of Veterans Affairs (VA) for administering 38 U.S.C. 412, and upon request, information needed to determine eligibility for, or amount of, VA benefits or verifying other information with respect thereto;
</p><p>(c) The Department of Labor for administering provisions of Title IV of the Federal Coal Mine Health and Safety Act, as amended by the Black Lung Benefits Act;
</p><p>(d) State agencies for making determinations of Medicaid eligibility; and
</p><p>(e) State agencies for making determinations of food stamp eligibility under the food stamp program;
</p><p>(f) State audit agencies for auditing Medicaid eligibility considerations; and
</p><p>(g) State welfare departments pursuant to agreements with SSA for administration of State supplementation payments; for enrollment of welfare recipients for medical insurance under section 1843 of the Act; and for conducting independent quality assurance reviews of Supplemental Security Income recipient records, provided that the agreement for Federal administration of the supplementation provides for such an independent review.
</p><p>7. To the Internal Revenue Service, Department of the Treasury, for the purpose of auditing SSA?s compliance with the safeguard provisions of the Internal Revenue Code of 1986, as amended.
</p><p>8. To the Centers for Medicare &amp; Medicaid Services (CMS), for the purpose of administering Medicare Part D enrollment and premium collection and Medicare Advantage Part C premium collections, as well as Medicare Part B income-related monthly adjustment amounts.
</p><p>9. To Federal and State agencies administering Medicare Part D and Part D subsidy under the MMA of 2003. For example, release of information to:
</p><p>(a) The Bureau of Public Debt, Department of the Treasury;
</p><p>(b) The Internal Revenue Service;
</p><p>(c) The Office of Personnel Management;
</p><p>(d) The Railroad Retirement Board;
</p><p>(e) The Veterans Administration; and
</p><p>(f) The Office of Child Support Enforcement for the purpose of assisting in the verification of eligibility for the prescription drug subsidy.
</p><p>10. To a Federal, State, or congressional support agency (<i>e.g.</i>, the Congressional Budget Office and the Congressional Research Service in the Library of Congress) for research, evaluation, or statistical studies. Such disclosures include, but are not limited to, release of information in assessing the extent to which one can predict eligibility for Supplemental Security Income (SSI) payments or Social Security disability insurance benefits; examining the distribution of Social Security benefits by economic and demographic groups and how these differences might be affected by possible changes in policy; analyzing the interaction of economic and non-economic variables affecting entry and exit events and duration in the Title II Old Age, Survivors, and Disability Insurance and the Title XVI SSI disability programs; and analyzing retirement decisions focusing on the role of Social Security benefit amounts, automatic benefit recomputation, the delayed retirement credit, and the retirement test, if SSA:
</p><p>(a) Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;
</p><p>(b) Determines that the purpose for which the proposed use is to be made:
</p><p>(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;
</p><p>(ii) Is of sufficient importance to warrant the effect on, or risk to, the privacy of the individual which such limited additional exposure of the record might bring;
</p><p>(iii) Has reasonable probability that the objective of the use would be accomplished;
</p><p>(iv) Is of importance to the Social Security program or the Social Security beneficiaries or is for an epidemiological research project that relates to the Social Security program or beneficiaries;
</p><p>(c) Requires the recipient of information to:
</p><p>(i) Establish appropriate administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record and agree to on-site inspection, by SSA?s personnel, its agents, or by independent agents of the recipient agency, of those safeguards;
</p><p>(ii) Remove or destroy the information that enables the individual to be identified at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the project, unless the recipient receives written authorization from SSA that it is justified, based on research objectives, for retaining such information;
</p><p>(iii) Make no further use of the records except
</p><p>(a) Under emergency circumstances affecting the health or safety of any individual following written authorization from SSA;
</p><p>(b) For disclosure to an identified person approved by SSA for the purpose of auditing the research project;
</p><p>(iv) Keep the data as a system of statistical records. A statistical record is one which is maintained only for statistical and research purposes and which is not used to make any determination about an individual;
</p><p>(d) Secures a written statement by the recipient of the information attesting to the recipient?s understanding of, and willingness to abide by, the provisions.
</p><p>11. The Department of Homeland Security, Bureau of Citizenship and Immigration Services, upon request, to identify and locate aliens in the United States pursuant to section 290(b) of the Immigration and Nationality Act (8 U.S.C. 1360(b)).
</p><p>12. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>13. Addresses of beneficiaries who are obligated on loans held by the Secretary of Education or a loan made in accordance with 20 U.S.C. 1071, <i>et seq.</i> (the Robert T. Stafford Student Loan Program) may be disclosed to the Department of Education as authorized by section 489A of the Higher Education Act of 1965.
</p><p>14. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and who need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>15. To Federal, State and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>&#149; To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace and the operation of SSA facilities; or
</p><p>&#149; To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.
</p><p>16. To the General Services Administration (GSA) and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, non-tax return information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>17. To applicants, claimants, prospective applicants or claimants (other than the data subjects and their authorized representatives) to the extent necessary for the purpose of pursuing Medicare Part B Premium Reduction based on participation in a Medicare Advantage Part C Plan.
</p><p>18. To applicants, claimants, prospective applicants or claimants (other than the data subjects and their authorized representatives) to the extent necessary for the purpose of administering Medicare Part A, Part B, Medicare Advantage Part C, and Medicare Part D, including, but not limited to, pursuing Medicare Part B, Part C and Part D premium collection.
</p><p>19. To the Centers for Medicare &amp; Medicaid Services, for the purpose of administering Medicare Part A, Part B, Medicare Advantage Part C, and Medicare Part D, including but not limited to: Medicare Part C enrollment and premium collection processes; Part D enrollment and premium collection processes; Medicare Part B premium reduction based on participation in a Part C plan and Medicare Part B enrollment and income-related monthly adjustment amount determinations, appeals of determinations, and premium collection.
</p><p>20. To the Centers for Medicare &amp; Medicaid Services, the Railroad Retirement Board and the Office of Personnel Management for the purpose of administering Medicare Part A, Part B, Medicare Advantage Part C, and Medicare Part D, including, but not limited to, collecting Medicare Part B premiums, some of which include an income-related monthly adjustment amount.
</p><p>21. To the Office of Medicare Hearings and Appeals and to the Medicare Appeals Council in the Department of Health and Human Services for purposes of appeals of determinations of Medicare Part B income-related monthly adjustment amount determinations made by SSA.
</p><p>22. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p><p>We will disclose information to the Office of Medicare Hearings and Appeals and to the Medicare Appeals Council under this routine use only for the purpose of assisting that office with appeals of Medicare Part B income-related monthly adjustment amount decisions.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701, <i>et seq.</i>), as amended. The disclosure will be made in accordance with 31 U.S.C. 3711(e) when authorized by sections 204(f), 808(e), or 1631(b)(4) of the Social Security Act (42 U.S.C. 404(f), 1008(e), or 1383(b)(4)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically, to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records. The information to be disclosed is limited to the individual?s name, address, SSN, and other information necessary to establish the individual?s identity, the amount, status, and history of the debt and the agency or program under which the debt arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained electronically. Any manually maintained records will be kept in locked cabinets or in otherwise secure areas.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved electronically by SSN and alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The MDB File is protected through limited access to SSA records. Access to the records is limited to those employees who require such access in the performance of their official duties. All employees are instructed about SSA confidentiality rules as a part of their initial orientation training.
</p><p>Safeguards for automated records have been established in accordance with the Systems Security Handbook. For computerized records, electronically transmitted between SSA?s central office and field office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal oriented transaction matrix, and an audit trail.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Pursuant to 36 CFR 1228.26, SSA will submit to NARA, for approval, a schedule for the MDB, no later than one year from implementation of this new program. Until a schedule is developed and approved, records may not be destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Commissioner, Disability and Income Security Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record for which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent to providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the information they are seeking. These procedures are in accordance with SSA regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from claimants, beneficiaries, applicants and recipients; accumulated by SSA from reports of employers or self-employed individuals; various local, State, and Federal agencies; claimant representatives and other sources to support factors of entitlement and continuing eligibility or to provide leads information.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa325" toc="yes">
<systemNumber>60-0325</systemNumber>
<subsection type="systemName">Appointed Representative File, Social Security Administration (SSA), Office of Disability Adjudication and Review and Deputy Commissioner for Retirement and Disability Policy.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system covers all claimants? representatives who are currently eligible to represent SSA claimants or have represented SSA claimants in the past at the administrative or court level in SSA matters. A representative may be any person (<i>e.g.,</i> attorney, eligible direct pay non-attorney, or non-professional such as a friend, neighbor, or minister), a firm, or other professional entity that provides representative services, regardless of whether the representative charges or collects a fee for providing the representational services.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system will contain personally identifiable information and contact information for all appointed representatives. For example, we collect name (regardless of category, payment type, or representational status), date of birth, tax identification number (TIN)/Social Security number (SSN), representative identification number, tax mailing address, notice address, payment address, telephone numbers (<i>e.g.,</i> business, fax, and cell phone) and type of representative (<i>i.e.,</i> attorney, eligible direct pay non-attorney, non-professional, a firm, or other professional entity).
</p><p>The system will also contain information about the representative?s legal standing and business affiliations. For example, we collect current bar and court information (<i>e.g.,</i> year admitted, license number, present standing), sanction-related information (<i>e.g.,</i> "Disqualified or Suspended," and start/stop date of sanction), date the appointment was signed, termination of service date, business affiliation information (<i>e.g.,</i> sole proprietor or single-member Limited Liability Company/Limited Liability partnership, partner, or salaried employee), name and address of the firm or entity, employer identification number (EIN) of the entity, and banking information.
</p><p>The system will also maintain relevant claimants? SSNs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205, 206, 1631(d)(1) and 1631(d)(2) of the Social Security Act, as amended, sections 6041 and 6045 of the Internal Revenue Code, and implementing regulations at 26 CFR part 1.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>By altering the <i>Appointed Representative File</i> system of records, we will more efficiently collect, maintain, and use information about appointed representatives, regardless of category, payment type, or representational status, and strengthen the overall representative business process. We use information in this system to verify, document, and organize information about representatives.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are indicated below; however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC), unless authorized by the IRC, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To the Office of the President in response to an inquiry made at the request of the subject of the record or a third party on that person?s behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record or a third party on that person?s behalf.
</p><p>3. To the IRS and to State and local government tax agencies in response to inquiries regarding receipt of fees we paid directly starting in calendar year 2007.
</p><p>4. To the IRS to permit its auditing of our compliance with the safeguard provisions of the IRC of 1986, as amended.
</p><p>5. To the Department of Justice (DOJ), a court, other tribunal, or another party before such court or tribunal when:
</p><p>(a) SSA or any component thereof;
</p><p>(b) any SSA employee in his or her official capacity;
</p><p>(c) any SSA employee in his or her individual capacity when DOJ (or SSA when we are authorized to do so) has agreed to represent the employee; or
</p><p>(d) the United States, or any agency thereof, when we determine that the litigation is likely to affect the operations of SSA or any of its components,
is a party to litigation or has an interest in such litigation, and we determine that the use of such records by DOJ, a court, other tribunal, or another party before such court or tribunal is relevant and necessary to the litigation. In each case, however, we must determine that such disclosure is compatible with the purpose for which we collected the records.
</p><p>6. To DOJ for:
</p><p>(a) investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;
</p><p>(b) representing the Commissioner; or
</p><p>(c) investigating issues of fraud or violation of civil rights by agency officers or employees.
</p><p>7. To contractors and other Federal agencies, as necessary, to assist us in efficiently administering our programs. We will disclose information under this routine use only in situations in which we may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>8. To student volunteers, persons working under a personal services contract, and others who are not technically Federal employees, when they are performing work for us, as authorized by law, and they need access to information in our records in order to perform their assigned duties.
</p><p>9. To Federal, State, and local law enforcement agencies and private security contractors as appropriate, information as necessary:
</p><p>(a) to enable them to assure the safety of our employees and customers, the security of our workplace, and the operation of our facilities; or
</p><p>(b) to assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of our facilities.
</p><p>10. To the General Services Administration and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act, information that is not restricted from disclosure by Federal law for their use in conducting records management studies.
</p><p>11. To employers to assist us in collecting debts owed by claimants? representatives who received an excess or erroneous representational fee payment and owe a delinquent debt to us. Disclosure under this routine use is authorized under the Debt Collection Improvement Act of 1966 (Pub. L. 104-134) and implemented through administrative wage garnishment provisions of this Act. <i>See</i> 31 U.S.C. 3720D.
</p><p>12. To employers of claimants? representatives (<i>e.g.,</i> law firms, partnerships, or other business entities) in accordance with the requirements of sections 6041 and 6045(f) of the IRC as implemented by the IRS Regulations found at 26 CFR 1.6041-1, and as necessary for us to carry out the requirements for fee reporting to appointed representatives.
</p><p>13. To the appropriate Federal, State, and local agencies, entities, and persons when: (1) We suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, risk of identity theft or fraud, or harm to the security or integrity of this system or our other systems or programs that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. We will use this routine use to respond only to those incidents involving an unintentional release of our records.
</p><p>We will disclose appointed representative information under this routine use specifically in connection with response and remediation efforts in the event of an unintentional release of agency information, otherwise known as a "data security breach." This routine use will protect the interests of the people whose information is at risk by allowing us to take appropriate steps to facilitate a timely and effective response to a data breach. The routine use will also help us improve our ability to prevent, minimize, or remedy any harm that may result from a compromise of data covered in this system of records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Pursuant to 5 U.S.C. 552a(b)(12) of the Privacy Act, we may disclose information to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701, <i>et seq.</i>), as amended. We will make the disclosure in accordance with 31 U.S.C. 3711(e) when authorized by sections 204(f), 808(e), or 1631(b)(4) of the Social Security Act (42 U.S.C. 404(f), 1008(e), or 1383(b)(4)). We may disclose under these circumstances to facilitate the collection of outstanding debts owed to the Federal government, to provide an incentive for debtors to repay delinquent Federal government debts by making the debts part of their credit records. The information we disclose is limited to the person?s name, address, SSN, and other information necessary to establish the person?s identity, the amount, status, and history of the debt, and the agency or program under which the debt arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We will store records in this system in paper and electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We will retrieve records by SSN, representative identification number, or alphabetically by the person?s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We retain paper and electronic files with personal identifiers in secure storage areas accessible only to our authorized employees and contractors. We limit access to data with personal identifiers from this system to only our authorized personnel who have a need for the information when performing their official duties.
</p><p>We provide appropriate security awareness and training annually to all our employees and contractors that include reminders about the need to protect personally identifiable information and the criminal penalties that apply to unauthorized access to, or disclosure of, personally identifiable information. <i>See</i> 5 U.S.C. 552a(i)(l). Furthermore, employees and contractors with access to databases maintaining personally identifiable information must sign a sanction document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>For purposes of records management dispositions authority, we follow the NARA and Department of Defense (DOD) 5015.2 regulations (DOD Design Criteria Standard for Electronic Records Management Software Applications). We will destroy paper and electronic records three years after the final action is taken.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Commissioner for Budget, Finance and Management, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Persons can determine if this system contains a record about them by writing to the system manager at the above address to verify their identity or they must certify in the request that they are the person they claim to be and understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. Persons lacking identification documents sufficient to establish their identity must certify in writing that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record about which they are requesting notification. If we determine that the identifying information the person provides by telephone is insufficient, we will require the person to submit a request in writing or in person. If a person requests information by telephone on behalf of another person, the subject person must be on the telephone with the requesting person and us in the same phone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name) and ask for his or her consent to provide information to the requesting person. These procedures are in accordance with SSA Regulations (20 CFR 401.40 and 401.45).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Persons also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>We obtain information covered by the Appointed Representative File system of records from claimant representatives and SSA records, such as the Master Beneficiary Record, Supplemental Security Record, and Master Files of Social Security Number (SSN) Holders and SSN Applications.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa328" toc="yes">
<systemNumber>60-0328</systemNumber>
<subsection type="systemName">National Docketing Management Information System (NDMIS).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>The Office of the General Counsel, Executive Officer, Room 600, Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system maintains information about (1) Individuals and/or their representatives who filed a claim for benefits under Social Security Act programs and who may pursue, or have pursued, litigation with SSA; (2) individuals and/or their representatives who have communicated or corresponded with SSA about a matter that may result in litigation with SSA; (3) current, former, and prospective SSA employees and/or their representatives who may pursue, or have pursued, litigation about employment issues with SSA; (4) individuals, including current, former and prospective employees against whom SSA may pursue, or has pursued, legal action; and (5) Government representatives who work on these matters.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The NDMIS consists of identification information about a variety of administrative and civil litigation and identification information about communications and correspondence that may result, or has resulted, in litigation brought against, or by, SSA. SSA receives records of court dockets relating to legal matters from individuals and/or their representatives who may pursue, or have pursued, litigation with SSA. SSA receives documents submitted or filed by plaintiffs, grievants, complainants and appellants to prosecute civil or administrative litigation against SSA. NDMIS contains identification information about the litigation initiated against SSA by individuals who have filed a claim for benefits under SSA programs as well as civil rights complaints; and by current, former, and prospective employees such as complaints, grievances, unfair labor practice claims, appeals and waiver requests. SSA receives inquiries, communications and correspondence from individuals that may result in litigation brought against, or by, SSA. This system contains information about these matters, including the name of the individual/claimant/SSA employee, his/her Social Security number (SSN), date of the initial contact, type of inquiry, court civil action number, district court name, administrative case number, administrative case name, status of the case, disposition of the case, name of the claimant?s representative and Employer Identification number, if applicable, and identification information about the Government?s representatives.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a) (42 U.S.C. 405(a)), 206(a) (42 U.S.C. 406(a)) and (1631(d) (42 U.S.C. 1383(d)) of the Social Security Act, as amended; 44 U.S.C. 3103 et seq., as amended; 5 U.S.C. 7121, as amended; 5 CFR part 771; 5 CFR part 1201, as amended; 42 U.S.C. 2000e et seq., as amended; 29 CFR chapter XVI, as amended; 29 U.S.C. 633a and 701 et seq., as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Office of the General Counsel (OGC) in SSA is responsible for the Agency?s litigation workloads. The NDMIS system enables OGC to control, track, maintain and process these workloads. The system retains the history of a case and tracks movement of the case through the various levels of administrative and civil litigation. Information about events at each level are maintained in this system to aid OGC?s offices in SSA headquarters, and its 10 regional offices, in all phases of processing this workload through the resolution of each legal matter.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>--SSA, or any component thereof; or
</p><p>--Any SSA employee in his/her official capacity; or
</p><p>--Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>--the United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components,
</p><p>is party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return" or "return information" under 26 U.S.C. 6103 of the Internal Revenue Code will not be made unless authorized by a statute, the Internal Revenue Service (IRS) or IRS regulations.
</p><p>4. To student volunteers, individuals working under a personal services contract, and other individuals performing functions for SSA, but technically not having the status of Agency employees if they need access to the records in order to perform their assigned Agency functions.
</p><p>5. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>6. Non-tax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those Agencies in conducting records management studies.
</p><p>7. The Commissioner shall disclose to the Secretary of Health and Human Services (HHS), or to any State, any record or information requested in writing by the Secretary to be so disclosed for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>8. To the Equal Employment Opportunity Commission (EEOC) when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>9. To the Federal Labor Relations Authority, the General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with the investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>10. To the Merit Systems Protection Board or the Office of Special Counsel in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. chapter 12, or as may be authorized by law.
</p><p>11. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>--To enable them to protect the safety of SSA employees and the public, the security of the SSA workplace, the operation of SSA facilities, or
</p><p>--To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>12. To Federal, State, or local agencies (or agents on their behalf) for administering cash or non-cash income maintenance or health maintenance programs (including programs under the Act). Such disclosures include, but are not limited to, release of information to:
</p><p>--Railroad Retirement Board (RRB) for administering provisions of the Railroad Retirement and Social Security Acts relating to railroad employment and for administering the Railroad Unemployment Insurance Act;
</p><p>--The Veterans Administration (VA) for administering 38 U.S.C. 412, and upon request, information needed to determine eligibility for or amount of VA benefits or verifying other information with respect thereto;
</p><p>--The Department of Labor for administering provisions of Title IV of the Federal Coal Mine Health and Safety Act, as amended by the Black Lung Benefits Act;
</p><p>--State agencies for making determinations of Medicaid eligibility;
</p><p>--State agencies for making determinations of food stamp eligibility under the food stamp program;
</p><p>--To State audit agencies for auditing State supplementation payments and Medicaid eligibility considerations; and expenditures of Federal funds by the State in support of the Disability Determination Services (DDS);
</p><p>--To State welfare departments pursuant to agreements with SSA for administration of State supplementation payments; for enrollment of welfare recipients for medical insurance under section 1843 of the Act; and for conducting independent quality assurance reviews of SSI recipient records, provided that the agreement for Federal administration of the supplementation provides for such an independent review; and
</p><p>--To State vocational rehabilitation agencies or State crippled children?s service agencies (or other agencies providing services to disabled children) for consideration of rehabilitation services per sections 222 and 1615 of the Act.
</p><p>13. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained electronically.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrievable by claimant/employee name, his/her SSN, administrative tribunal number or court civil action number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data and the storage of computerized records in secured areas that are accessible only to employees who require the information in performing their official duties. SSA employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in the system. See 5 U.S.C. 552a(i)(1).
</p><p>Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Data will be maintained electronically on all active Agency litigation workloads from receipt through resolution. Information in this new system of records will be retained in accordance with OGC?s internal policy directive that information will be retained until final disposition of the matter.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Executive Officer, Office of the General Counsel, Social Security Administration, 6401 Security Blvd., Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If we determine that the identifying information that the individual provides by telephone is insufficient, we will require the individual to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.45).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as "Notification" procedure(s). Requesters also should specify reasonably the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as "Notification" procedure(s). Requesters also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from SSA claimants and/or their representatives; SSA employees (current, former and prospective) and/or their representatives; Government contractors; SSA personnel and records; documents relating to the claim, appeal, grievance or complaint; civil courts; the Equal Employment Opportunity Commission, the Merit Systems Protection Board and other similar organizations, and from information on incoming legal matters relating to litigation or possible litigation with the Agency.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa330" toc="yes">
<systemNumber>60-0330</systemNumber>
<subsection type="systemName">eWork System, Office of the Deputy Commissioner for Disability and Income Security Programs, Office of Employment Support Programs.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>In addition to the Headquarters location, SSA field locations; addresses may be obtained by writing to the system manager at the address below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system covers Social Security Title II disability beneficiaries who must undergo a continuing disability review (CDR) because of work activity, participate in the Ticket-to-Work Program, or make earnings or work reports; and Title XVI recipients making any report of work or earnings.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system contains the following types of records: Identifying information such as a Social Security number (SSN), name and date of birth; claim information such as type of claim, date disability began, reason for reopening, continuance or cessation code, date of termination (if applicable); work activity and employment information; evidence of earnings; district office and state agency code; data related to the Ticket-to-Work Program such as Ticket eligibility, receipt, assignment and use, alleged and verified earnings, and suspension of continuing disability determinations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sect. 222, 225, 1611, 1631 and 1633 of the Social Security Act (42 U.S.C. 422, 425, 1382, 1383 and 1383b); the Federal Records Act of 1950 (Pub. L. 81-754, 64 Stat. 583), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system will be used to:
</p><p>&#149; Generate requests to employers and Title II disability applicants or beneficiaries to verify the applicants/beneficiaries? earnings and work activity;
</p><p>&#149; Record and store monthly earnings and other work activity information, work and earnings reports, and evidence for Title II disability beneficiaries who are employed and/or self-employed, and for Title XVI recipients making any report of earnings;
</p><p>&#149; Produce reports of beneficiaries? current entitlement/eligibility and work status based on information from their families and representatives and information in other SSA databases;
</p><p>&#149; Produce receipts for all reports of earnings;
</p><p>&#149; Identify complex and sensitive cases for handling by appropriate direct service personnel, such as technical experts;
</p><p>&#149; Automate requests for disability folders that may be located at different locations within SSA;
</p><p>&#149; Obtain relevant information from other SSA databases for use in CDRs;
</p><p>&#149; Provide management information reports concerning "work" CDRs, work and earnings reports, and other related workloads; and
</p><p>&#149; Provide information for statistical studies, evaluations, research and demonstration projects relating to SSA?s disability programs, and specifically, to the Ticket-to-Work Program.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof, or
</p><p>(b) any SSA employee in his/her official capacity; or
</p><p>(c) any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) the United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components
</p><p>is party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>4. To the Internal Revenue Service (IRS), Department of the Treasury, for the purpose of auditing SSA?s compliance with the safeguard provisions of the Internal Revenue Code (IRC) of 1986, as amended.
</p><p>5. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>7. To Federal, State and local law enforcement agencies and private security contractors as appropriate, information is necessary:
</p><p>&#149; To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace and the operation of SSA facilities, or
</p><p>&#149; To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>8. To Federal agencies, contractors or third parties for the performance of evaluations, statistical studies, research and demonstration projects directly relating to this system of records, including the Ticket-to-Work Program.
</p><p>9. Non-tax return information which is not restricted from disclosure by Federal law to the General Services Administration (GSA) and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>10. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701, et seq.) as amended. The disclosure will be made in accordance with 31 U.S.C. 3711(e) when authorized by sections 204(f), 808(e), or 1631(b)(4) of the Social Security Act (42 U.S.C. 404(f), 1008(e), or 1383(b)(4)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically, to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records. The information to be disclosed is limited to the individual?s name, address, SSN, and other information necessary to establish the individual?s identity, the amount, status, and history of the debt and the agency or program under which the debt arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained in both electronic and paper form (e.g., magnetic tape and disc and microfilm).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system will be retrieved by the individual?s SSN and/or name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data, the storage of computerized records in secured areas which are accessible only to employees who require the information in performing their official duties. SSA employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in the system. See 5 U.S.C. 552a(i)(1).
</p><p>Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records in this system are retained for one year when they pertain to documents provided by and returned to an individual, denial of requests for confidential information, release of confidential information to an authorized third party, and undeliverable material. Records are maintained for at least 7 years when they contain information and/or evidence pertaining to Social Security coverage, wage, and self-employment determinations or when they affect future claims development. Additional information collected may be retained for longer periods for purposes of analysis and process improvement, without regard to individual records.
</p><p>The means of disposal of the information in this system will be appropriate to the storage medium (e.g., deletion of individual electronic records or shredding of paper records).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Deputy Commissioner for Disability and Income Security Programs, Associate Commissioner, Office of Employment Support Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense (20 CFR 401.45).
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual (20 CFR 401.45).
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.45).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonable specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is obtained from information collected from individuals interviewed in person in the SSA FOs or over the telephone, contractors, third parties and from existing systems of records such as the Claims Folder System, 60-0089, Master Beneficiary Record, 60-0090, Master Files of Social Security Numbers (SSN) Holders and SSN Application, 60-0058, and the Supplemental Security Income Record and Special Veterans Benefits, 60-0103.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section>
<section id="ssa340" toc="yes">
<systemNumber>60-0340</systemNumber>
<subsection type="systemName">Electronic Freedom of Information Act (eFOIA) System, SSA/OGC/OPD.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Public Disclosure, Office of the General Counsel, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals, or groups of individuals, who write to the Freedom of Information Officer, Social Security Administration.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Copies of Freedom of Information Act (FOIA) initial requests from individuals and groups of individuals and replies from SSA?s Freedom of Information Officer; FOIA appeals and replies to those appeals; and SSA records that relate to initial and appeal requests (e.g., copies of records that are disclosed and withheld).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Freedom of Information Act (5 U.S.C. 552).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system will be used to manage the Agency?s FOIA workload. This includes assigning work, processing work electronically, tracking the status of assignments and providing management information reports relating to the FOIA requests received by SSA.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be made unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Internal Revenue Service (IRS), as necessary, for the purpose of auditing SSA?s compliance with safeguard provisions of the Internal Revenue Code (IRC) of 1986, as amended.
</p><p>4. To the Department of Justice (DOJ) to defend SSA in FOIA litigation involving a record maintained in this system of records.
</p><p>5. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>a. SSA, any component thereof; or
</p><p>b. Any SSA employee in his/her official capacity; or
</p><p>c. Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>d. The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>Disclosure of any information defined as "returns or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be made unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>6. Non-tax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>7. To student volunteers, individuals working under a personal service contract, and other individuals performing functions for SSA but technically not having the status of Agency employees, if they need access to the records in order to perform their assigned Agency functions.
</p><p>8. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>a. To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, and the operation of SSA facilities, or
</p><p>b. To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>9. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>10. The Commissioner shall disclose to the Secretary of Health and Human Services (HHS), or to any State, any record or information requested in writing by the Secretary to be so disclosed for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>11. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained and stored in electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are retrieved by a requester?s or third party?s first name, last name, Social Security Number (SSN), subject matter, or control number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data, the storage of computerized records in secured areas which are accessible only to employees who require the information in performing their official duties. Any manually maintained records will be kept in locked cabinets or in otherwise secure areas. SSA employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in the system. See 5 U.S.C. 552a(i)(1).
</p><p>Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Any document related to a FOIA request that has been denied will be retained (stored electronically) for six years from the response date. Requests that have been granted will be retained for two years from the response date. When the time period has elapsed, the case will be deleted provided (1) it is a closed case and (2) there are no open cases linked to that case. If the case is still open or linked to another open case, deletion will be delayed until closure of all cases involved.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Freedom of Information Officer, Office of Public Disclosure, Office of the General Counsel, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing name, SSN, address, date of birth, place of birth, and at least one other piece of identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her permission to provide the information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is furnished by the inquirer and generated by SSA in response to FOIA requests.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa350" toc="yes">
<systemNumber>60-0350</systemNumber>
<subsection type="systemName">Visitor Intake Process/Customer Service Record (VIP/CSR) System.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system covers visitors to the Social Security Administration (SSA) field offices (FO) for various purposes (see "Purpose(s)" section below); individuals who have threatened an act of violence, commit, or attempt to commit, a violent crime against an SSA employee, a visitor to any SSA office conducting business or another individual accompanying such visitor, or to any SSA office; and SSA beneficiaries, claimants, attorney or non-attorney representatives, or representative payees who commit, or attempt to commit, a violent crime, have an outstanding arrest warrant, and who we reasonably believe will attempt to contact one of our facilities to conduct program business.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system contains the following information about each visitor:
</p><p>(1) Visitor information, such as Social Security number, full name and date of birth, when such information is provided by the visitor;
</p><p>(2) Visitor information, such as the time the visitor entered and left the office, an assigned group number, number of interviews associated with the visit and remarks associated with the visit;
</p><p>(3) Appointment information, such as date and time of appointment, source of appointment and appointment unit number (unit establishing appointment);
</p><p>(4) Notice information, such as close-out notice type (e.g., title II 6-month closeout letter, title XVI SSA-L991) and close-out notice date/time when sent;
</p><p>(5) Interview information, such as each occurrence, subject of interview, estimated waiting time, preferred language, type of translator, the number of the interview in the queue, interview disposition (e.g., completed, deleted, left without service), interview priority, start and ending time and name of interviewer;
</p><p>(6) SSN, full name and relationship to claimant or beneficiary, when such information is provided;
</p><p>(7) "High Risk" alert information about individuals who take action, or threaten to take action, that affects the security and safety of our employees, security guards, visitors, facilities, or records; i.e., personal information about the visitor such as name, SSN, date of birth, specific nature of the threat or act of violence, the date, time, and location of the threat or act of violence;
</p><p>(8) Source of the report from the SSA-3114-U4; and
</p><p>(9) "High Risk" alert information about beneficiaries, claimants, attorney or non-attorney representatives, or representative payees who commit, or attempt to commit, a violent crime, have an outstanding arrest warrant, and who we reasonably believe will attempt to contact one of our facilities to conduct program business; i.e., personal information about the individuals such as name, SSN, date of birth, information pertaining to the specific nature of the crime, and the date, time, and location of the crime.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 222, 223, 225, 1611, 1615, 1631 and 1633 of the Social Security Act (42 U.S.C. 422, 423, 425, 1382, 1382d, 1383 and 1383b); the Federal Records Act of 1950 (Pub. L. 81-754, 64 Stat. 583), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in <i>VIP/CSR System</i> is used to:
</p><p>&#149; Provide a means of collecting waiting time data on all in-office interviews in SSA FOs;
</p><p>&#149; Provide management information on other aspects of all in-office interviews in SSA FOs;
</p><p>&#149; Provide a source for customer service record data collection for such interviews and capture discrete data about the volume and nature of inquiries to support management decisions in the areas of process improvement and resource allocation;
</p><p>&#149; Provide a means of collecting information about individuals who have threatened an act of violence and/or have committed an act of violence against an SSA employee, or a visitor to any SSA office conducting business, and/or to any SSA office;
</p><p>&#149; Generate a timely "High Risk" alert to alert intake employees of an individual who may pose a security risk, including a "High Risk" alert for Social Security beneficiaries, claimants, attorney or non-attorney representatives, or representative payees who commit, or attempt to commit, a violent crime, have an outstanding arrest warrant, and who we reasonably believe will attempt to contact one of our facilities to conduct program business;
</p><p>&#149; Provide a standard approach to ensure the safety of SSA employees, visitors, security personnel, and facilities.
</p><p>The information collected from visitors to SSA FOs will be used for filing claims for benefits under title II, transacting post-entitlement actions if currently entitled to benefits under title II, filing claims for benefits under title XVI, transacting post-eligibility actions if currently eligible for benefits under title XVI, obtaining an SSN, transacting other actions related to a SSN, or other actions or queries that may require an interview at SSA.
</p><p>The information collected from the "High Risk" alert will be used to advise the intake employees at any SSA office of the potential security risk and to use extra caution when dealing with the individual who is before them and/or who has scheduled an appointment. The "High Risk" alert will include personal information about the visitor such as name, SSN, date of birth, specific nature of the threat or act of violence, and the date, time, and location of the threat or act of violence.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures may be made for routine uses as indicated below.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court, or other tribunal, or other party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof, or
</p><p>(b) Any SSA employee in his or her official capacity; or
</p><p>(c) Any SSA employee in his or her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States, or any agency thereof, where SSA determines that the litigation is likely to affect the operations of SSA or any of its components is party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court, or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To contractors and other Federal agencies, as necessary, to assist the Social Security Administration in the efficient administration of its programs.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other individuals performing functions for the Social Security Administration, but technically not having the status of Agency employees, if they need access to the records in order to perform their assigned Agency functions.
</p><p>6. To the General Services Administration and National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information that is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>7. To Federal, State, and local law enforcement agencies and private security contractors as appropriate, information necessary:
</p><p>(a) To enable them to protect the safety of Social Security Administration (SSA) employees and customers, the security of the SSA workplace and the operation of SSA facilities, or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.
</p><p>8. To the appropriate law enforcement official, the Social Security Administration (SSA) may disclose information regarding a Social Security beneficiary, claimant, attorney or non-attorney representative, or representative payee who is the subject of an outstanding arrest warrant for having committed, or having attempted to commit, a violent crime for the purposes of determining whether SSA should include an individual?s information in the <i>VIP/CSR System</i> or remove an individual?s information from the system because he or she no longer meets the criteria (i.e., the individual is in the custody of law enforcement, is no longer a suspect or has been exonerated, or is deceased).
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained in both electronic and paper form (e.g., magnetic tape and disc and microfilm).
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system will be retrieved by the individual?s SSN and/or name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter in the computer system, which will maintain the data and storage of the computerized records in secured areas that are accessible only to employees who require the information in performing their official duties. SSA employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in the system. See 5 U.S.C. 552a(i)(1).
</p><p>Contractor personnel and/or alternate participants having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records in the <i>Visitor Intake Process/Customer Service Record (VIP/CSR) System</i> "High Risk" file will be retained for five years in accordance with Section E of NC-47-76-12. The means of disposal of the information in the <i>Visitor Intake Process/Customer Service Record (VIP/CSR) System</i> "High Risk" file will be appropriate to the storage medium (e.g., deletion of individual electronic records or shredding of paper records). Additionally, management officials will have the ability to delete records from the "High Risk" file electronic database.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Commissioner, Office of Systems, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him or her by writing to the system manager(s) at the above address and providing his or her name, SSN, or other information that may be in the system of records that will identify him or her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. If an individual does not have identification documents sufficient to establish his or her identity, the individual must certify in writing that he or she is the person claimed to be and that he or she understands that knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his or her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his or her name, SSN, address, date of birth and place of birth, along with one other piece of information such as mother?s maiden name), and ask for his or her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his or her identity or must certify in the request that he or she is the person claimed to be and that he or she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedure(s). Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is obtained from information collected from individuals interviewed in person in SSA FOs, from existing systems of records, such as the Claims Folders System, 60-0089; Master Beneficiary Record, 60-0090, Supplemental Security Income Record and Special Veterans Benefits, 60-0103; from information generated by SSA, such as computer date/time stamps at various points in the interview process; and from law enforcement.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa355" toc="yes">
<systemNumber>60-0355</systemNumber>
<subsection type="systemName">Non-Attorney Representative Prerequisites Process File (NARPPF), Social Security Administration, Deputy Commissioner for Disability and Income Security Programs, Office of Hearings and Appeals.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Deputy Commissioner for Disability and Income Security Programs, Office of Hearings and Appeals, 5107 Leesburg Pike, Falls Church, Virginia, 22041.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any non-attorney individual who applies to participate in the demonstration project for direct payment of fees under section 303 of the Social Security Protection Act of 2004 (SSPA) (Public Law No. 108-203). Applications for participation will be filed directly with a contract vendor.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Demonstration project application and supporting documentation, and corresponding eligibility determination. This may include some or all of the following: (1) Application information, including filing date and fee information; (2) the applicant?s identifying information, including name, Social Security number, date and place of birth, business address, telephone numbers, e-mail addresses, fax numbers and fingerprints; (3) a work history, including employer names and addresses, dates of employment, self-employment information, and verification of employment; (4) the applicant?s educational background and continuing education; (5) certain integrity information including previous Federal employment, suspensions and/or terminations of representative authorization, criminal background, and circumstances for previous employment termination, if applicable; (6) examination and examination results; (7) professional liability insurance information; (8) background check and report information; (9) direct payment eligibility status; (10) post-application discovery information including previously undisclosed eligibility information; and (11) post-eligibility audit and evaluation information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 303 of the SSPA.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The prerequisites process application files will be used to determine the eligibility of a non-attorney representative who represents claimants before SSA to participate in the demonstration project for the direct payment of fees.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures may be made for routine uses as indicated below. However, disclosure of any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected. Wage and other information which is subject to the provisions of the IRC (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
</p><p>4. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other individuals performing functions for SSA, but technically not having the status of Agency employees, if they need access to the records in order to perform their assigned agency functions.
</p><p>6. Non-tax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, for the use of those agencies in conducting records management studies.
</p><p>7.To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>--To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, the operation of SSA facilities, or
</p><p>--To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>8. To inform a claimant/beneficiary that his/her representative is eligible to participate in the demonstration project or has been disqualified or suspended from participating in the demonstration project and/or from further representation before SSA.
</p><p>9. To a State agency or other certifying entity that uses such eligibility information in their certifying procedures.
</p><p>10. To contractors under contract to SSA and/or under contract to another agency with funds provided by SSA, for the performance of research, evaluation and statistical activities directly relating to this system of records.
</p><p>11. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are stored electronically and in paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system are indexed and retrieved by the name and SSN of the demonstration project applicant.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data, and the storage of computerized records in secured areas which are accessible only to employees who require the information in performing their official duties. Any manually maintained records will be kept in locked cabinets or in otherwise secure areas. SSA employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in the system. See 5 U.S.C. 552a(i)(1).
</p><p>Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Applications and supporting documentation are held for a minimum of 7 years. Paper files are destroyed by shredding when deemed appropriate. Computer files are archived after 12 months.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Policy, Planning and Evaluation, Office of Hearings and Appeals, 5107 Leesburg Pike, Falls Church, VA 22041.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. (20 CFR 401.45.)
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual. (20 CFR 401.45.) If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.45).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably specify the record contents they are seeking. These access procedures are in accordance with SSA Regulations (20 CFR 401.50).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Applications, supporting documentation, eligibility criteria, and corresponding eligibility determinations. As a part of the eligibility criteria, SSA may compare records from the Representative Disqualification/Suspension Information System (#60-0219) with those contained in the NARPPF system.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa" toc="yes">
<systemNumber>60-0356</systemNumber>
<subsection type="systemName">Administrative Law Judge/Public Alleged Misconduct Complaints (ALJ/PAMC) System.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>All SSA Office of Disability Adjudication and Review (ODAR) regional offices and the Office of the Chief Administrative Law Judge in Falls Church, Virginia.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Administrative Law Judges (ALJ) accused of misconduct or bias in connection with processing a claimant?s case and the claimant who was the subject of the alleged misconduct or bias. If the claimant?s advocate or representative files a complaint that an ALJ is biased against him or her, it may also cover a claimant?s advocate or representative.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information derived from complaints filed against ALJs; the information we gather in processing, reviewing, or investigating such complaints; the results of the review or investigation; case analyses; the information related to the hearing office, the regional office, and the ALJ?s duty station; information related to the alleged complaint; the Federal court, if a complaint is raised at the Federal court level; and copies of relevant correspondence. The <i>ALJ/PAMC</i> system may contain the following information about the claimant who filed the complaint: name, Social Security number (SSN), date of birth, address, and relevant claims-related information. In addition, the <i>ALJ/PAMC</i> system may contain information regarding the claimant?s gender and race or ethnic background, if that information is provided and is a basis for the complaint. The <i>ALJ/PAMC</i> system may contain information related to the claimant?s advocate or representative that is derived from the complaint (<i>e.g.,</i> name, gender, race and/or ethnic background, if provided and it is a basis for the complaint). The <i>ALJ/PAMC</i> system may also contain the following information about the ALJ associated with the complaint: name, ALJ assigned number, and our assigned tracking and control log numbers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205 and 1631(d)(1) of the Social Security Act, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>We will use the information covered by the system of records to manage and monitor complaints filed against ALJs. The information will:
</p><p>&#149; Provide us with information to manage and respond to complaints, which in turn will help us monitor and improve customer service and reduce manual work;
</p><p>&#149; Provide us with information to process, review, or investigate complaints filed;
</p><p>&#149; Provide us with information related to the complaint, including the name of the claimant and other identifying information, the name of the claimant?s advocate or representative, if any, and information about the ALJ who allegedly committed misconduct; and
</p><p>&#149; Provide us with management information to document, monitor, and track ALJ complaints, to identify patterns of improper ALJ behavior that may require further review and action, and to assist us in deterring recurring incidences of ALJ bias or misconduct.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are as indicated below.
</p><p>1. To the Office of the President in response to an inquiry from that office made at the request of the subject of the record or a third party on that person?s behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record or a third party on that person?s behalf.
</p><p>3. To the Department of Justice (DOJ), a court, other tribunal, or another party before such court or tribunal when:
</p><p>(a) The agency or any of our components;
</p><p>(b) Any agency employee in his or her official capacity;
</p><p>(c) Any agency employee in his or her individual capacity when DOJ (or the agency when we are authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof when we determine that the litigation is likely to affect our operations or any of our components,  is party to litigation or has an interest in such litigation, and we determine that the use of such records by DOJ, a court, other tribunal, or another party before such court or tribunal is relevant and necessary to the litigation. In each case, however, we must determine that such disclosure is compatible with the purpose for which we collected the records.
</p><p>4. To student volunteers, persons working under a personal services contract, and others who are not technically Federal employees, when they need access to information in our records in order to perform their assigned agency duties.
</p><p>5. To the Equal Employment Opportunity Commission (EEOC) when they request information in connection with an investigation into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>6. To the Federal Labor Relations Authority, the General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with investigations of allegations of unfair practices or of other matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>7. To the Office of Personnel Management, the Merit Systems Protection Board, or the Office of Special Counsel when they request information in connection with appeals, special studies of the civil service and other merit systems, review of those agencies? rules and regulations, investigation of alleged or possible prohibited personnel practices, and for other such functions of these agencies as may be authorized by law.
</p><p>8. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>a. To enable them to ensure the safety of our employees and customers, the security of our workplace, and the operation of our facilities; or
</p><p>b. To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of our facilities.
</p><p>9. To contractors and other Federal agencies, as necessary, to assist us in efficiently administering our programs.
</p><p>10. To the appropriate Federal, State, and local agencies, entities, and persons when: (1) We suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, risk of identity theft or fraud, or harm to the security or integrity of this system or our other systems or programs that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. We will use this routine use to respond only to those incidents involving an unintentional release of our records.
</p><p>11. To Federal, State, and local professional licensing boards, at our initiative or at the request of the licensing board, when such records indicate a violation of ethical conduct by a current or former employee who is seeking to be licensed or is licensed before the professional board.
</p><p>12. To a Federal or State agency in response to its request, or at our initiation, in connection with decisions to hire an employee, issue a security clearance, conduct a security or suitability investigation of a person, classify a job, award a contract, or regarding the requesting agency?s decision to issue a license, grant, or other benefit. We may disclose for lawful statutory administrative or investigative purpose to the extent that the information is relevant and necessary to the requesting agency?s decision.
</p><p>13. To officials of labor organizations recognized under 5 U.S.C. chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment.
</p><p>14. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act, information that is not restricted from disclosure by Federal law for their use in conducting records management studies.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We will store records covered by the <i>ALJ/PAMC</i> system of records in electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We will retrieve information covered by the <i>ALJ/PAMC</i> system of records by:
</p><p>&#149; The name of the ALJ who is the subject of the complaint, the ALJ?s assigned numerical identifier, and the hearing or regional office where the ALJ is stationed;
</p><p>&#149; The claimant?s name, SSN, date of birth, address, gender, and race or ethnic background, if the information is available;
</p><p>&#149; The advocate?s or representative?s name, if any, and any other identifiable information pertaining to the complaint filed;
</p><p>&#149; Our assigned tracking numbers, and other complaint and claims-related information;
</p><p>&#149; The congressional office associated with the complaint, if any; and
</p><p>&#149; The Appeals Council?s code.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We will keep paper records in locked cabinets or in other secure areas. We will safeguard the security of the information by requiring the use of access codes to enter the computer system that will maintain the data, and will store computerized records in secure storage areas accessible only to our authorized employees and contractors who require the information to perform their official duties.
</p><p>We annually provide all our employees and contractors with appropriate security awareness and training that includes reminders about the need to protect personally identifiable information and the criminal penalties that apply to unauthorized access to, or disclosure of, personally identifiable information. <i>See</i> 5 U.S.C. 552a(i)(1). Furthermore, employees and contractors with access to databases maintaining personally identifiable information must annually sign a sanction document, acknowledging their accountability for inappropriately accessing or disclosing such information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>We will maintain records at all agency ODAR regional offices and the Office of the Chief Administrative Law Judge in Falls Church, Virginia. We will delete or destroy records seven years after the date of the Office of the Chief Administrative Law Judge?s finding regarding the complaint, unless a special situation occurs. This seven-year requirement, which can be found in schedule N1-47-01, is consistent with the amount of time that we maintain most disability claim files.
</p><p>Special Situation--The following examples are situations in which we will maintain information beyond the scheduled period for destruction:
</p><p>&#149; Fraud, waste, abuse, or misuse--We will not destroy information where we identify possible fraud, waste, abuse, or misuse or information involving investigations of fraud, waste, abuse, or misuse, until the Office of the Inspector General provides approval to dispose of such information.
</p><p>&#149; Disciplinary action--We will not destroy information related to ALJ disciplinary action until the Office of the Chief Administrative Law Judge provides approval to dispose of such information.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Division of Quality Services, Office of the Chief Administrative Law Judge, Office of Disability Adjudication and Review, Social Security Administration, 5107 Leesburg Pike, Suite 1608, Falls Church, Virginia 22041.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Persons can determine if this system contains a record about them by writing to the system manager at the above address and providing their name, SSN, or other information in this system of records that will identify them. Persons requesting notification by mail must include a notarized statement to us to verify their identity or must certify in the request that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification of records in person must provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. Persons lacking identification documents sufficient to establish their identity must certify in writing that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record about which they are requesting notification. If we determine that the identifying information the person provides by telephone is insufficient, we will require the person to submit a request in writing or in person. If a person requests information by telephone on behalf of another person, the subject person must be on the telephone with the requesting person and us in the same phone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name) and ask for his or her consent to provide information to the requesting person. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Persons should also reasonably specify the record contents they are seeking. These procedures are in accordance with our regulations at 20 CFR 401.40(c).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Persons should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with our regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>We obtain records covered by the <i>ALJ/PAMC</i> system from the:
</p><p>&#149; Complaint filed by the claimant or his or her advocate or representative, if any;
</p><p>&#149; Information we receive from a congressional office regarding a claimant and a particular ALJ;
</p><p>&#149; Documentation that we develop during our review or investigation of a complaint; and
</p><p>&#149; Appeals Council.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section>
<section id="ssa360" toc="yes">
<systemNumber>60-0360</systemNumber>
<subsection type="systemName">Identity Protection Program (IPP) System.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Human Resources, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>SSA Employees who have requested participation in the IPP.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system consists of a variety of records concerning participation in the IPP. In addition to the employee?s name, this system includes information such as the employee?s personal identification number (PIN), locator information, telephone number, component, documentation submitted to support the reason for the request for program participation, as well as any subsequent documentation provided by the employee; employee?s written request to be removed from the IPP; the number of IPP requests that have been granted or denied by employee; the number of IPP requests that have been granted or denied by Agency component; reason for program participation request denial; and length of time taken to process each request for program participation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205 and 702(a)(5) of the Social Security Act (42 U.S.C. 405, 902(a)(5)).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in the <i>IPP System</i> is used to:
</p><p>&#149; Provide a means of collecting information about SSA employees who reasonably believe that they may be at risk of injury or other harm by the disclosure of their work location and telephone number.
</p><p>&#149; Provide a standard approach to ensuring the safety of SSA employees who reasonably believe that they may be at risk of injury or other harm by the disclosure of their work location and telephone number.
</p><p>The information in this system will be used to establish participation in the <i>IPP.</i> We will establish program participation when an employee has made known his/her request for program participation and all of the required documentation has been submitted.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures may be made for routine uses as indicated below.
</p><p>(1) To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>(2) To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>(3) To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA, or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>(4) To the Equal Employment Opportunity Commission (EEOC or Commission) when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>(5) To the Federal Labor Relations Authority, the General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with the investigations of allegations of unfair labor practices, matters before an arbitrator or the Federal Impasses Panel.
</p><p>(6) To the Office of Personnel Management, Merit Systems Protection Board, or the Office of the Special Counsel, in connection with appeals, special studies of the civil service and other merit systems, review of those agencies? rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by law.
</p><p>(7) To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>(8) To student volunteers, individuals who work under a personal services contract, and other individuals performing functions for SSA, who technically do not have the status of Agency employees, when they are performing work for SSA, as authorized by law, and they need access to the records in order to perform their assigned Agency functions.
</p><p>(9) To the General Services Administration (GSA) and National Archives and Records Administration (NARA) under 44 U.S.C. &#167; 2904 and &#167; 2906, as amended by the NARA Act of 1984, non-tax return information which is not restricted from disclosure by Federal law for use by those agencies in conducting records management studies.
</p><p>(10) To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>&#149; To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, the operation of SSA facilities, or
</p><p>&#149; To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.
</p><p>(11) To appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained and stored in both electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system will be retrieved by the employee?s PIN and/or name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system which will maintain the data, the storage of computerized records in secured areas that are accessible only to employees who require the information in performing their official duties. Manually maintained records will be kept in locked cabinets or in otherwise secure areas. SSA employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in the system. <i>See</i> 5 U.S.C. 552a(i)(1).
</p><p>Contractor personnel and/or alternate employees having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are maintained in SSA headquarters Office of Human Resources or regional Servicing Personnel Offices. They are disposed of in accordance with item 17a of the National Archives and Records Administration General Records Schedule 1.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Personnel, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record about him/her by writing to the system manager at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. Individuals providing insufficient identifying information by telephone will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, PIN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.45).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedure(s). Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedure(s). Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction, with supporting justification, showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from information collected from SSA employees and officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa361" toc="yes">
<systemNumber>60-0361</systemNumber>
<subsection type="systemName">Identity Management System (IDMS).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Computer Center, Social Security Administration (SSA), 6201 Security Boulevard, Baltimore, MD 21235. Some data covered by this system are at SSA locations, both Federal buildings and federally-leased space, where staffed guard stations have been established in facilities that have installed the Personal Identity Verification (PIV) system, as well as the physical security office(s) or computer security office(s) of those locations. Contact the systems manager at the address below for the addresses of these locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who require regular, ongoing access to Agency facilities, information technology systems, or information classified in the interest of national security, including applicants for employment or contracts, Federal employees, contractors, students, interns, volunteers, affiliates, and individuals formerly in any of these positions. The system also includes individuals authorized to perform or use services provided in Agency facilities (<i>e.g.</i>, Credit Union, Fitness Center, etc.)
</p><p>The system does not apply to occasional visitors or short-term guests to whom SSA will issue temporary identification and credentials.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records maintained on individuals issued credentials by SSA include the following data fields: full name, Social Security number (SSN); date of birth; signature; image (photograph); fingerprints; hair color; eye color; height; weight; organization/office of assignment; company name; telephone number; copy of background investigation form; PIV card issue and expiration dates; personal identification number (PIN); results of background investigation; PIV request form; PIV registrar approval signature; PIV card serial number; emergency responder designation; copies of documents used to verify identification or information derived from those documents such as document title, document issuing authority, document number, document expiration date, document other information; level of national security clearance and expiration date; computer system user name; user access and permission rights, authentication certificates; and digital signature information.
</p><p>Records maintained on card holders entering SSA facilities or using SSA systems include: name, PIV Card serial number; date, time, and location of entry and exit; company name; level of national security clearance and expiration date; fingerprints; digital signature information; computer networks/applications/data accessed.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301; Federal Information Security Act (Pub. L. 104-106, section 5113); Electronic Government Act (Pub. L. 104-347, section 203); the Paperwork Reduction Act of 1995 (44 U.S.C. 3501); and the Government Paperwork Elimination Act (P.L. 105-277, 44 U.S.C. 3504); Homeland Security Presidential Directive (HSPD) 12, Policy for a Common Identification Standard for Federal Employees and Contractors, August 27, 2004; Federal Property and Administrative Act of 1949, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>The primary purposes of the system are: (a) To ensure the safety and security of SSA facilities, systems, or information, and its?occupants and users; (b) to verify that all persons entering Federal facilities, using Federal information resources, are authorized to do so; and (c) to track and control PIV cards issued to persons entering and exiting the facilities or using systems.
</p><p><b>Note:</b>Disclosures within SSA of data obtained from the <i>IDMS</i> that pertain to date and time of entry and exit of an agency employee working in the District of Columbia may not be made to supervisors, managers or any other persons (other than the individual to whom the information applies) to verify employee time and attendance records for personnel actions because 5 U.S.C. 6106 prohibits Federal Executive agencies (other than the Bureau of Engraving and Printing) from using a recording clock within the District of Columbia, unless used as a part of a flexible schedule program under 5 U.S.C. 6120 <i>et seq.</i>
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Information may be disclosed for routine uses as indicated below:
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) The Social Security Administration (SSA), or any component thereof; or
</p><p>(b) any SSA employee in his/her official capacity; or
</p><p>(c) any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) the United States or any agency thereof where SSA determines that the litigation is likely to affect the operation of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To student volunteers, individuals working under a personal services contract, and other individuals performing functions for SSA but technically not having the status of agency employees, if they need access to the records in order to perform their assigned agency functions.
</p><p>5. To the appropriate public authority whether a Federal, foreign, State, local or tribal agency, except as noted on Forms SF 85, 85-P, and 86, when a record on its face, or in conjunction with other records, indicates 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, for enforcing, investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation, or order issued pursuant thereto, if the information disclosed is relevant to any enforcement, regulatory, investigative or prosecutorial responsibility of the receiving entity.
</p><p>6. To a Federal State, local, foreign, or tribal or other public authority the fact that this system of records contains information relevant to the retention of an employee, the retention of a security clearance, the letting of a contract, or the issuance or retention of a license, grant, or other benefit. The other agency or licensing organization may then make a request supported by the written consent of the individual for the entire record if it so chooses. No disclosure will be made unless the information has been determined to be sufficiently reliable to support a referral to another office within the agency or to another Federal agency for criminal, civil, administrative personnel or regulatory action.
</p><p>7. To a Federal, State, or local agency, or other appropriate entities or individuals, or through established liaison channels to selected foreign governments, in order to enable an intelligence agency to carry out its responsibilities under the National Security Act of 1947 as amended, the CIA Act of 1949 as amended, Executive Order 12333 or any successor order, applicable national security directives, or classified implementing procedures approved by the Attorney General and promulgated pursuant to such statutes, orders or directives.
</p><p>8. To notify another Federal agency when, or verify whether, a PIV card is no longer valid.
</p><p>9. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>10. To the Federal Labor Relations Authority, the Office of the Special Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with the investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>11. To the Merit Systems Protection Board or the Office of Special Counsel in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by law.
</p><p>12. To contractors and other Federal agencies, as necessary, for the purpose of assisting Social Security Administration (SSA) in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>13. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary: (a) To enable them to protect the safety of SSA employees and the public, the security of the SSA workplace, and the operation of SSA facilities; or (b) to assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>14. To the National Archives and Records Administration or to the General Services Administration for records management inspections conducted under 44 U.S.C. 2904 and 2906.
</p><p>15. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in electronic media and in paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrievable by name, SSN, other ID number, PIV card serial number, image (photograph), fingerprint.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are kept in locked cabinets in secure facilities and access to them is restricted to individuals whose role requires use of the records. The computer servers in which records are stored are located in a secure environment within SSA?s National Computer Center and are secured by alarm systems and off-master key access. The computer servers themselves are password-protected. Access to individuals working at guard stations is password-protected; each person granted access to the system at guard stations must be individually authorized to use the system. A Privacy Act Warning Notice appears on the monitor screen when records containing information on individuals are first displayed. Data exchanged between the servers? and the clients? personal computers at the guard stations and badging office are encrypted. Backup tapes are stored in a locked and controlled room in a secure, off-site location.
</p><p>An audit trail is maintained and reviewed periodically to identify unauthorized access. Persons given roles in the PIV process must complete training specific to their roles to ensure they are knowledgeable about how to protect individually identifiable information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records relating to persons? access covered by this system are retained in accordance with General Records Schedule (GRS) 18, Item 17 approved by the National Archives and Records Administration (NARA). Records will be maintained indefinitely until NARA approves an Agency disposition schedule for these records.
</p><p>All other records relating to individuals under this system are retained and disposed of in accordance with GRS 18, item 22a, approved by NARA. Records are destroyed upon notification of death or not later than five years after separation or transfer of employee, whichever is applicable or no later than 5 years after a contractual relationship expires, whichever is applicable.
</p><p>In accordance with HSPD-12, PIV cards are deactivated within 18 hours of cardholder separation, loss of card, or expiration. The information on PIV cards is maintained in accordance with GRS 11, Item 4. PIV cards are destroyed by cross-cut shredding no later than 90 days after deactivation.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>HSPD-12 Project Manager, SSA, Room 1300 Dunleavy Bldg., 1508 Woodlawn Drive, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system contains a record pertaining to him/her by sending a signed, written request to the system manager at the above address. When requesting notification of or access to records covered by this Notice, an individual should provide his/her full name, date of birth, Agency name, and work location. An individual requesting notification of records in person must provide identity documents sufficient to satisfy the custodian of the records that the requester is entitled to access, such as a government-issued photo ID. Individuals requesting notification via mail or telephone must furnish, at minimum, name, date of birth, SSN, and home address in order to establish identity. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)). If additional information or assistance is required, contact the system manager at the above address. SSA may withhold from a record in this system of records from access by the subject of the record pursuant to subsection (d)(5) of the Privacy Act (5 U.S.C. 552a(d)(5)) in certain situations (<i>e.g</i>, a record that may relate to a civil action or proceeding).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, state the corrective action sought and the reasons for the correction along with supporting justification showing why the record is not accurate, timely, relevant, or complete. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)). If additional information or assistance is required, contact the system manager at the above address.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employee, contractor, or applicant; sponsoring agency; former sponsoring agency; other Federal agencies; contract employer; former employer.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa362" toc="yes">
<systemNumber>60-0362</systemNumber>
<subsection type="systemName">Recordings of Service Observations.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>The following locations will each have the equipment that enables service observers to use the vendor?s telephone system to select and record agent calls: National 800 Number Network (N8NN) sites, regional Office of Quality Performance (OQP) sites, Office of Operations regional offices? N8NN directors and staff. Contact the system manager at the address below for the address of these sites. Records are also located in the central offices of OQP and the Office of Telephone Services. The address of these offices is Social Security Administration (SSA), 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All N8NN calls are subject to unannounced service observation. Recorded telephone conversations between public callers and SSA agents will be stored in the system of records. Service observers will document the evaluation and enter this data into the system of records. The system of records will accumulate data from the inputs of evaluations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Recorded calls between callers and SSA agents will be maintained in this system of records and will include date and time of the recorded call, the observer?s name, the agent?s unit or module number (not individual agent identifier) and caller?s name (and address, if available).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a) and 702(a)(5) of the Social Security Act (42 U.S.C. 405(a) and 902(a)(5)). The authority to conduct consensual service observation activities, cited in regulation 20 CFR Part 422, Listening-In to or Recording Telephone Conversations, must be renewed every 5 years. It was renewed on December 1, 2005.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Electronic recordings of service observations or results will be used for performance assessments, conduct issues, and disciplinary actions. These recordings will also determine individual employee, unit, and office-wide training needs, as well as the quality of responses, trends, public reactions to policies, legislation, and other public announcements. The recordings will be used to train service observers to ensure uniform and consistent evaluation criteria and as documentation for any disciplinary and performance-based actions.
</p><p>Service observers will routinely record calls and access recordings of telephone conversations in the system of records. Service observers and possibly other site management will use recorded service observed call conversations for determining training needs, ensuring uniform and consistent evaluations, and improving the overall monitoring quality and performance management process. The manager uses the evaluations to assess agent response quality as well as support any conduct issues and disciplinary actions. OQP Headquarters and regional personnel will routinely record all calls for a particular site to evaluate a site?s quality. OTS and regional N8NN director staffs will also use the system of records to evaluate the management of the service observation program, and the overall quality, integrity, and courtesy of agent responses. Moreover, they will be able to view the details about the calls observed, the reasons callers called the N8NN, the programs involved, and the types of errors for assessing training needs on a regional or national basis.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine uses disclosures are as indicated below:
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his/her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>a. SSA or any component thereof; or
</p><p>b. Any SSA employee in his/her official capacity; or
</p><p>c. Any SSA employee in his/her individual capacity when DOJ (or SSA when it is authorized to do so) has agreed to represent the employee; or
</p><p>d. The United States or any agency thereof when SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To SSA contractors and other Federal agencies, disclosure may be unrestricted as necessary, for assisting SSA in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To Federal, State, and local law enforcement agencies and private security contractors as appropriate, information necessary:
</p><p>(a) To enable them to protect the safety of SSA employees and the public, the security of the SSA workplace, and the operation of SSA facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affects such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>7. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use by those agencies in conducting records management studies.
</p><p>8. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>9. To the Merit Systems Protection Board or the Office of Special Counsel in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by law.
</p><p>10. To the Federal Labor Relations Authority, the Office of the Special Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator requesting information in connection with the investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>11. To the Department of Justice for:
</p><p>(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;
</p><p>(b) Representing the Commissioner; or
</p><p>(c) Investigating issues of fraud or violation of civil rights by agency officers or employees.
</p><p>12. To appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The records created from the Recordings of Service Observations system of records are electronic only.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The observers, management, OQP, and regional and Headquarters staffs authorized to conduct service observations will have access to the recordings. Recorded call data will be stored and retrieved by a combination of day, date, time of the call, the type of call, and the observer?s name and the agent?s unit number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Information is compartmentalized so that service observers who have an official need for the information in the performance of their duties at one site have access only to data or records at their sites, and that those authorized outside the site may only access site information within their jurisdictions. Regional office 800 number director staffs will have access to all sites in their respective regions. OQP and Headquarters observers will have nationwide access. Access is through a PIN-based authorization process.
</p><p>Established safeguards for automated records are in accordance with the Systems Security Handbook. For computerized records electronically transmitted between SSA?s central office and field office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal-oriented transaction matrix, and an audit trail. Access <i>http://www.ssa.gov/foia/bluebook/app_g.htm</i> for additional information regarding the safeguards SSA employs to protect its paper and automated records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>When the service observer listens to a call, an automated Service Observation Report form is completed. Both the observer or manager and the agent sign the form. Per the current personnel file retention procedures, we will maintain paper copies of the Service Observation Report Form in the SF-7b extension personnel files. The system of records maintains recorded call conversations for 14 days, at which time the call conversations are automatically destroyed. If the employee?s recorded service observation results in an unsatisfactory evaluation by the service observer, however, the call conversation is automatically retained for 60 days from the date of the call and then destroyed. The manager will archive the recording for a full two-year period from the date all actions are closed if the evaluation results in a performance or conduct issue, the recording is used to support a disciplinary action, the employee files a grievance, or if the employee files an Equal Employment Opportunity complaint. In these situations, the employee may request to listen to the recorded call, and management will then make the recording available for listening within five business days of the request, whenever possible. Management must be present while the employee listens to a recorded call. The employee receives a copy of the sanitized Service Observation Report Form, and the manager places the original sanitized form in the SF-7b extension file. When an EEO complaint is involved, the manager will download the recording to a disk and place the disk in the employee?s SF-7b extension personnel file for the four-year retention period, or as long as is required for the duration of pending/ongoing litigation.
</p><p>Only members of management may delete records from the system of records. If the agent conversation involves litigation, management will archive the recording in the system of records.
</p><p>The Agency established a retention and disposal schedule for the retained recordings. Current policies set for retention and destruction of personnel records cover forms placed in the SF-7b extension file.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner for Telephone Services, Office of the Deputy Commissioner for Operations,
Office of Telephone Services,
6401 Security Boulevard, 4840 Annex Building,
Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system of records contains a record about him/her by writing to the system of records manager(s) at the above address and providing his/her name, work telephone number, or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined, that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual. Authentication will be conducted before connecting with both parties.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be. Moreover, that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. In addition, requesters should reasonably identify the record, specify the information they are contesting, and state the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The source of electronic/paper records retained at sites is the software recording system provided by a vendor providing telecommunications services.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa363" toc="yes">
<systemNumber>60-0363</systemNumber>
<subsection type="systemName">Call Detail Management Information Report.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>The vendor responsible for providing new telephone systems provides call detail reports, which are immediately available in a web-based report format to management (known as service observers), at their desktops. Reports are also available from the N8NN telephone system automatic call distribution (ACD) equipment that give call details for all calls received or dialed.
</p><p>Real time queries and reports, as well as historical summary data (half-hourly, hourly, daily, weekly, monthly, quarterly, and annually) are available by telephone extension, unit, branch, division, center, area, region, and national.
</p><p>The locations of these records include field offices, teleservice centers, area director and regional offices, processing centers, Office of Central Operations (OCO) answering centers, and the Office of Disability Adjudication and Review (ODAR) Headquarters and regional hearing offices. Contact the system manager at the address below for the address of these sites. Records are also located at Social Security Administration (SSA) central office components. The SSA central office address is Social Security Administration (SSA), 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>SSA employees who are assigned telephone numbers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Call detail reports contain all telephone extensions in SSA offices and include the telephone number(s) of callers to the office. Employees? names may be associated with an extension, but the system of records does not provide the name of the person who called from that number. However, it does provide the number dialed on outgoing calls and the employee?s extension.
</p><p>Automatic call distribution equipment also includes the caller?s telephone number, the extension of the agent answering the call, unit number, date of call, and all the particulars of the call (e.g., duration, how long it took for the agent to answer the call, how much time was spent working after the call was completed, time on hold, transfer information, and employee skill set [e.g., Spanish speaking, Title II Claims, Title XVI Claims, General Inquiry]).
</p><p>For offices with upgraded telephone systems, the system provides additional information when the office sets up the system to identify skill groups (e.g., the skill set of the employee assigned to that extension [claims representative, service representative]). In cases of skill group setups, the detail on the Web site would also provide that an extension that received or made the call is assigned to an employee in a Title II or Title XVI, General Inquiry, Administrative, Family Line, etc. In regional offices, processing centers, OCO call answering sites, components at Headquarters, ODAR Headquarters regional and local offices, the component name, site, division or branch title, section or unit identification, employee name, extension, etc., may be set up for identifying incoming or outgoing call destinations with the same call detail particulars already mentioned.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a) and 702(a)(5) of the Social Security Act (42 U.S.C. 405(a) and 902(a)(5)).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system of records provides immediate online call detail management information. SSA management will use call detail reports for the following purposes:
</p><p>&#149; To determine office, unit and employee performance and service efficiency (i.e., call-talk time of a claims representatives can help evaluate the average number of claims that can be taken within a specific period of time, which is helpful in determining staffing for that workload);
</p><p>&#149; For employee performance assessment, and determining any conduct issues and disciplinary action;
</p><p>&#149; To validate a complaint from a member of the public (i.e., verify which extension received a call to be able to discuss the problem with the employee assigned to that extension);
</p><p>&#149; To trace or identify or associate call data regarding the number of a caller threatening the safety of the public, Federal employees, or Federal property;
</p><p>&#149; As documentation to rebut costs provided on a monthly bill from the telephone company or carrier;
</p><p>&#149; To help management determine if an employee receives or makes repeated personal calls from or to a number over a period of time;
</p><p>&#149; To verify numerous calls to or from the same number for litigation purposes; and
</p><p>&#149; To assist the Office of the Inspector General office representatives in an investigation; and
</p><p>&#149; To support any other SSA regional or Headquarters employees in their official capacity to provide employee counseling.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine uses disclosures are as indicated below:
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his/her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity when DOJ (or SSA when it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof when SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To SSA contractors and other Federal agencies, disclosure may be unrestricted as necessary, for assisting SSA in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>5. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. To Federal, State, and local law enforcement agencies and private security contractors as appropriate, information necessary:
</p><p>(a) To enable them to protect the safety of SSA employees and the public, the security of the SSA workplace, and the operation of SSA facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affects such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>7. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use by those agencies in conducting records management studies.
</p><p>8. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>9. To the Merit Systems Protection Board or the Office of Special Counsel in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by law.
</p><p>10. To the Federal Labor Relations Authority, the Office of the Special Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator requesting information in connection with the investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>11. To the Department of Justice for:
</p><p>(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;
</p><p>(b) Representing the Commissioner; or
</p><p>(c) Investigating issues of fraud or violation of civil rights by agency officers or employees.
</p><p>12. To appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The storage media is paper and electronic.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Date, employee name, employee unit number, extension number, retrieve records by billing number, site, unit, section, branch, division, component, area, region, and nation. Only authorized management personnel may retrieve call detail records during the three-year retention period.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are stored in approved management filing cabinets, which only management may access. Only management personnel with management passwords and PINs may access electronic records.
</p><p>Established safeguards for automated records are in accordance with the Systems Security Handbook. For computerized records electronically transmitted between SSA?s central office and field office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal-oriented transaction matrix, and an audit trail. Access <i>http://www.ssa.gov/foia/bluebook/app_g.htm</i> for additional information regarding the safeguards SSA employs to protect its paper and automated records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The Agency retains telephone detail records for three years, at which time they are destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Telephone Services, Office of the Deputy Commissioner for Operations,  Social Security Administration,  6401 Security Boulevard,  4840 Annex Building,
Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if this system of records contains a record about him/her by writing to the system of records manager(s) at the above address and providing his/her name, work telephone number, or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. In addition, requesters should reasonably identify the record, specify the information they are contesting, and state the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The source of electronic and paper records retained at sites for call detail is from the telephone bill provided by the carrier or telephone company. Call detail is also available through a vendor provided web-based system of reports. The vendor supplies call detail reports electronically from automatic call distribution equipment.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa364" toc="yes">
<systemNumber>60-0364</systemNumber>
<subsection type="systemName">Service Observation Database.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Denver Regional Office, Regional Communications Office, Social Security Administration, 1961 Stout Street, Room 1052, Denver, Colorado 80294.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Service Observers or monitors who conduct service observations of, or listen to, National 800 Number calls.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system of records will store the service observer?s evaluative data for accumulating management information about the type of call and the accuracy of the information we provide to callers. The accumulated management information in the system of records will be available at the unit, branch, section, division, and site levels. No personal information about the agent or the caller will be stored. The service observer completes and prints the automated Service Observation Report Form. The service observer sanitizes all information about the caller on the paper Service Observation Report Form and discusses the performance with the employee. After this discussion, the observer files the form in the employee?s SF-7b personnel extension file.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Sections 205(a) and 702(a)(5) of the Social Security Act (42 U.S.C. 405(a) and 902(a)(5)).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system of records provides immediate management information about the quality of agent responses and services provided by the N8NN. SSA management will use the database reports for the following purposes:
</p><p>&#149; To determine office and unit performance and service efficiency for specified periods of time;
</p><p>&#149; To assess caller behavior such as the reasons members of the public call SSA;
</p><p>&#149; To determine the quality of services provided by employees answering N8NN calls; and
</p><p>&#149; To determine training needs at all levels.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine uses disclosures are as indicated below:
</p><p>12. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his/her behalf.
</p><p>13. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>14. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>(a) SSA or any component thereof; or
</p><p>(b) Any SSA employee in his/her official capacity; or
</p><p>(c) Any SSA employee in his/her individual capacity when DOJ (or SSA when it is authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof when SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>15. To SSA contractors and other Federal agencies, disclosure may be unrestricted as necessary, for assisting SSA in the efficient administration of its programs. We will disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
</p><p>16. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>17. To Federal, State, and local law enforcement agencies and private security contractors as appropriate, information necessary:
</p><p>(a) To enable them to protect the safety of SSA employees and the public, the security of the SSA workplace, and the operation of SSA facilities; or
</p><p>(b) To assist investigations or prosecutions with respect to activities that affects such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>18. To the General Services Administration and the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use by those agencies in conducting records management studies.
</p><p>19. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>20. To the Merit Systems Protection Board or the Office of Special Counsel in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by law.
</p><p>21. To the Federal Labor Relations Authority, the Office of the Special Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator requesting information in connection with the investigations of allegations of unfair practices, matters before an arbitrator or the Federal Service Impasses Panel.
</p><p>22. To the Department of Justice for:
</p><p>(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;
</p><p>(b) Representing the Commissioner; or
</p><p>(c) Investigating issues of fraud or violation of civil rights by agency officers or employees.
</p><p>12. To appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in both electronic and paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Managers retrieve database management information by the service observer name, region, site, division, branch, unit of monitored employee, date of call, and type of call.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Limited access to SSA electronic records protects the <i>Service Observation Database</i> system of records files. The PIN and password process safeguards information by limiting access to only those employees with a need to know. Only management personnel with authorized security profiles in SSA?s systems can access the records.
</p><p>Established safeguards for automated records are in accordance with the Systems Security Handbook. For computerized records electronically transmitted between SSA?s central office and field office locations (including organizations administering SSA programs under contractual agreements), safeguards include a lock/unlock password system, exclusive use of leased telephone lines, a terminal-oriented transaction matrix, and an audit trail. Access <i>http://www.ssa.gov/foia/bluebook/app_g.htm</i> for additional information regarding the safeguards SSA employs to protect its paper and automated records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The Agency retains the management information contained in this system of records file for 3 years. A Request for Records Disposition Authority is available. <i>See</i> General Records Schedule 20, Transmittal No. 7, Section 4 approved by the National Archives and Records Administration.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Commissioner for Budget, Finance, and Management, Social Security Administration,
6401 Security Boulevard, 800 Altmeyer Building, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual can determine if one of these systems of records contains a record about him or her by writing to the system of records manager(s) at the above address and providing his or her name, work telephone number, or other information that may be in the system of records that will identify him or her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his or her identity, the individual must certify in writing that he or she is the person that he or she claims to be and that he or she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his or her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his or her name, Social Security Number, address, date of birth and place of birth along with one other piece of information such as mother?s maiden name) and ask for his or her consent in providing information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his or her identity or must certify in the request that he or she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The Service Observation Database is a conglomeration of service observation evaluations completed by service observers using the Service Observation Report Form.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa370" toc="yes">
<systemNumber>60-0370</systemNumber>
<subsection type="systemName">Representative Payee and Beneficiary Survey Data System, Social Security Administration (SSA)/Office of Income Security Programs (OISP).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Income Support Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p><p>Records may also be maintained at contractor sites. Contact the system manager at the address below to obtain contractor addresses.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system maintains information about selected samples of representative payees and their beneficiaries receiving benefits under Title II and/or Title XVI of the Social Security Act.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information in this system consists of data gathered during a specific study period to assess SSA?s representative payee policies. This data will include identifiable information, such as name, Social Security number (SSN) and address, and survey information concerning representative payee and beneficiary demographic characteristics, record identifiers, descriptions of residence and living situations, and relationship of beneficiaries to the representative payees. Survey data will also cover the beneficiary?s financial account information related to the representative payee?s responsibilities, information concerning both the beneficiary and representative payee?s knowledge of actual representative payee duties, and their perceptions of the beneficiary?s need for this particular relationship and how these duties are being performed. Some limited information such as SSN, monthly benefit amount and diagnostic codes from SSA?s administrative records and from current systems maintaining information relative to the selection of representative payees to claimants and beneficiaries may also be captured in this system to supplement and effectively support SSA?s use of the survey data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 107 of Pub. L. No. 108-203, the Social Security Protection Act of 2004, that amended Section 1110 of the Social Security Act (42 U.S.C. 1310).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system will assist SSA in assessing how payments made to representative payees, who are not subject to on-site reviews or other random reviews under SSA policy or law, are managed and used on behalf of the beneficiaries.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below:
</p><p>1. To the Office of the President for responding to an inquiry received from that individual or from a third party acting on that individual?s behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made on behalf of a subject of a record.
</p><p>3. To a contractor under contract to the Social Security Administration (SSA), or under contract to another agency with funds provided by SSA, for the performance of research and statistical activities as directly related to this system of records.
</p><p>4. To Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>a. The Social Security Administration (SSA), any component thereof, or
</p><p>b. Any SSA employee in his/her official capacity; or
</p><p>c. Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>d. The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components,
</p><p>is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>5. To student volunteers, individuals working under a personal service contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the Social Security Administration (SSA), as authorized by law and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in this system are maintained electronically and manually.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records in this system will be retrieved by the name or SSN of the representative payee, or name or SSN of the beneficiary/recipient.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The system of records will maintain information in electronic and manual forms. Only authorized SSA and contractor personnel who have a need for the information in the performance of their official duties are permitted access to the information. We will safeguard the security of the information by requiring the use of access codes to enter the computer system that will maintain the data and will store computerized records in secured areas that are accessible only to employees who require the information in performing their official duties. Manually maintained records are kept in locked cabinets or in otherwise secure areas.
</p><p>Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
</p><p>SSA and contractor personnel having access to the data in this system will be informed of the criminal penalties of the Privacy Act for unauthorized access to, or disclosure of, information maintained in this system. <i>See</i> 5 U.S.C. 552a(i)(1).
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Survey data will be populated into the system via a flat file produced by SSA?s Office of Systems from the Master Representative Payee File system of records using the criteria specified by section 205(j) of the Social Security Act. This flat file will also contain current beneficiary contact data from the Master Beneficiary Record and/or the Supplemental Security Income and Special Veterans Benefits Record systems of records and some limited information from SSA?s administrative records.
</p><p>The system will cover only events related to the closed period of May through September of 2006, through the initial population of the database from SSA?s RPS in March 2006.
</p><p>In order to comply with the National Archives and Records Administration regulations, data will be destroyed after a seven-year retention period per Records Schedule NC1-47-81-9.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Commissioner, Office of Income Security Programs, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>This system contains limited data selected for statistical analysis. Individuals inquiring about their records in SSA programs may wish to consult other SSA systems of records which contain more detailed information.
</p><p>An individual can determine if this system contains a record about him/her by writing to the systems manager at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license or some other means of identification. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses, is a criminal offense. These procedures are in accordance with SSA?s Regulations at 20 CFR 401.40(c).
</p><p>If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels information in the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his/her name, SSN, address, date and place of birth, along with one other piece of information, such as mother?s maiden name) and ask for his/her consent in providing information to the requesting individual. These procedures are in accordance with SSA?s Regulations at 20 CFR 401.40(c).
</p><p>If notification is requested by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for access to records concerning another individual under false pretense is a criminal offense. These procedures are in accordance with SSA Regulations at 20 CFR 401.40(c).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Also, an individual requesting access should reasonably identify and specify the information he/she is attempting to obtain. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and the corrective action sought, and the reasons for the correction, with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is obtained from representative payees, beneficiaries and existing SSA systems of records such as the Master Beneficiary Record, 60-0090; Supplemental Security Income and Special Veterans Benefits Record, 60-0103; Master Representative Payee File, 60-0222; and survey data collected by the Contractor.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa371" toc="yes">
<systemNumber>60-0371</systemNumber>
<subsection type="systemName">Social Security Administration Unified Measurement System/Managerial Cost Accountability (SUMS/MCAS).
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Systems, SSA, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>SSA employees, individuals who do business with SSA (e.g., Social Security claimants, beneficiaries, attorney or non-attorney representatives, and representative payees), the State Disability Determination Services (DDS) employees and contractors who assist the Agency in administering the Agency?s programs.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>We collect records maintained in <i>SUMS/MCAS</i> for management information (MI) in administering the Agency?s programs to improve customer service and to produce detailed reports that will assist us in assessing office, unit, and employee performance. Specifically, it will contain some or all of the following information about individuals who do business with SSA: Name, Social Security number (SSN), age, address, and date of birth (DOB), along with other claims related processing information. The system will contain some or all of the following information about our employees, DDS employees, and contractor employees: Name; SSN; personal identification number (PIN); position; function and office codes; access and exit times when logging on any SSA system; and names and locations of the systems (log files).
</p><p>The records will consist of information from SSA?s mainframe and web-based computer usage files (log files); payroll and human resource databases; security files including the Internet verification file and Internet enterprise security interface; and programmatic work measurement data collected from all SSA processing locations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205(a) of the Social Security Act (42 U.S.C. 405(a)).
</p><p>Chief Financial Officers (CFO) Act (1990)--Provides for the integration and modernization of Federal financial systems and requires development of reporting of cost information.
</p><p>Government Performance and Results Act (GPRA) (1993)--GPRA requires development of Agency strategic plans and performance goals, measurement and reporting on actual performance compared to goals, computation of costs and unit costs as key performance indicators, and comparison of costs with outputs and outcomes.
</p><p>Government Management Reform Act (GMRA) (1994)--Requires an agency-wide performance and financial statement, an audited statement, and cost information.
</p><p>Federal Financial Management Improvement Act (FFMIA) (1996)--Mandates that agencies establish financial management systems that comply with Federal standards and requirements. It directs auditors to report on compliance as part of the review of agency financial statements.
</p><p>Office of Management and Budget (OMB) Standards--Require SSA to implement a modern managerial cost accounting system that satisfies all needs at all managerial decision levels.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p><i>SUMS/MCAS</i> includes five interrelated Agency initiatives: (1) Workload Counts; (2) Performance Measures; (3) Time Allocation; (4) Customer Service Record; and (5) Managerial Cost Accountability, which will provide a single source for data, collected in a consistent manner to improve the quality, consistency, and accessibility of MI. <i>SUMS/MCAS</i> will enable the Agency to:
</p><p>&#149; Improve customer service and enhance the Agency?s ability to monitor customer service;
</p><p>&#149; Create a unified work measurement and work power (i.e., the amount of time it takes to do one piece of work) identification system providing simpler access to information for reporting data;
</p><p>&#149; Produce detailed reports that will assist us in assessing office, unit, and employee performance;
</p><p>&#149; Consolidate the Agency workload structure and provide data at any office level, down to a specific employee;
</p><p>&#149; Allocate work-time usage information consistently for all components, workload activities, and the time that it takes to perform work and calculate productivity;
</p><p>&#149; Accommodate new workloads in a flexible work-measurement system by shifting work to locations where capacity exists, improving customer service;
</p><p>&#149; Ensure an accurate cost allocation of work performed by SSA;
</p><p>&#149; Manage and account for resources through one uniform source of MI;
</p><p>&#149; Measure outcomes, determine full costs, control resources, assess performance and provide timely feedback to managers to enhance the Agency?s accountability and customer service; and
</p><p>&#149; Satisfy government-wide managerial cost accounting regulations and enable the Agency to link resource expenditures with performance, as required by legislation and other government-wide requirements stated in:
</p><p>1. CFO Act of 1990;
</p><p>2. GPRA Act of 1993;
</p><p>3. GMRA Act of 1994;
</p><p>4. FFMIA Act of 1996; and
</p><p>5. OMB Standards.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosure may be made for routine uses as indicated below.
</p><p>1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
</p><p>2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
</p><p>3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
</p><p>a. SSA, or any component thereof; or
</p><p>b. Any SSA employee in his or her official capacity; or
</p><p>c. Any SSA employee in his or her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
</p><p>d. The United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal, is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
</p><p>4. To the Equal Employment Opportunity Commission when requesting information in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>5. To the Federal Labor Relations Authority, the General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with the investigations of allegations of unfair practices or of other matters before an arbitrator or the Federal Impasses Panel.
</p><p>6. To the Merit Systems Protection Board or the Office of the Special Counsel in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by law.
</p><p>7. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
</p><p>8. To student volunteers, individuals working under a personal service contract, and other workers who technically do not have the status of Federal employees, when they are performing work for the SSA, as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
</p><p>9. To General Services Administration and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984, information which is not restricted from disclosure by Federal law for the use of those agencies in conducting records management studies.
</p><p>10. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>&#149; To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, or the operation of SSA facilities, or
</p><p>&#149; To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.
</p><p>11. To the Secretary of Health and Human Services or to any State, we will disclose any record or information requested in writing by the Secretary for the purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations, and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.
</p><p>12. To appropriate Federal, State, and local agencies, entities, and persons when (1) We suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine 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 of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and to prevent, minimize, or remedy such harm. We will use this routine use to respond only to those incidents involving an unintentional release of our records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We maintain and store records in <i>SUMS/MCAS</i> in electronic and paper form. We keep paper records in locked cabinets or in otherwise secure areas.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We retrieve records in <i>SUMS/MCAS</i> by the name, SSN, age, address, and DOB of individuals who do business with SSA (e.g., Social Security claimants, beneficiaries, attorney or non-attorney representatives, and representative payees). We retrieve records in <i>SUMS/MCAS</i> by the name, SSN, PIN, position code, function or office location codes of employees, DDS employees and contractors.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security measures include the use of access codes to enter the computer system that maintains the data; computerized records will be stored in secured areas that are accessible only to employees who require the information in performing their official duties. All paper records will be kept in locked cabinets or in otherwise secure areas. SSA and DDS employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in the system. <i>See</i> 5 U.S.C. 552a(i)(1).
</p><p>Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access, and use of the data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The project will adhere to NARA record retention standards as outlined in the <i>SUMS/MCAS</i> Global Requirements document. Specific retention periods follow NC-47-75-7 as shown below:
</p><p>(1) Data source extract records housed in the <i>SUMS/MCAS</i> active data warehouse will be retained for 2 full fiscal years plus the current fiscal year.
</p><p>(2) Active detail records and corresponding summary records housed in the <i>SUMS/MCAS</i> active data warehouse will be retained for 9 full fiscal years plus the current fiscal year.
</p><p>(3) Long term offline archive of summary data housed in the <i>SUMS/MCAS</i> long term offline archive database will be retained for a total of 50 years or 40 additional years from the time it moves from the active data warehouse.
</p><p>(4) MI housed in the Operational Data Stores (ODS) will be retained for a maximum of 5 years.
</p><p>(5) Reference data housed in reference tables within the active data warehouse will be maintained in the active data warehouse for 50 years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p><i>SUMS/MCAS</i> Program Manager, Office of Systems, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>An individual may determine if this system contains a record about him or her by writing to the systems manager(s) at the above address and providing his or her name, SSN, or other information that may be in the system of records that will identify him or her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license, or some other means of identification. If an individual does not have any identification documents sufficient to establish his or her identity, the individual must certify in writing that he or she is the person he or she claims to be and that he or she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
</p><p>If notification is requested by telephone, an individual must verify his or her identity by providing identifying information that parallels the record to which notification is being requested. The individual will be required to submit a request in writing or in person, if we determine that the identifying information provided by telephone is insufficient. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name) and ask for his or her permission to provide the information to the requesting individual.
</p><p>If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his or her identity or must certify in the request that he or she is the person he or she claims to be and that he or she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA regulations (20 CFR 401.40).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as Notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The information that SSA will collect and maintain in <i>SUMS/MCAS</i> will consist of information from SSA?s mainframe customer information control system, system management facility transaction logs, visitor intake process data extracts, payroll operations data store, position codes, report office table, Internet verification file, electronic disability collect system and related applications, customer help and information programs, Medicare application processing system, Internet enterprise security interface log files, travel manager, processing center, work measurement transaction database, district office weekly report, SSA web-based applications, programmatic processes, and operational data stores.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section>
<section id="ssa372" toc="yes">
<systemNumber>60-0372</systemNumber>
<subsection type="systemName">Economic Recovery List (ERL) Database, Social Security Administration.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration, Office of Retirement and Survivors Insurance Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons receiving benefits under Title II and XVI of the Social Security Act, as well as those covered by the Railroad Retirement Board (RRB) and the Department of Veterans Affairs, Veterans Benefits Administration (VBA). Executors or other persons qualified to receive a decedent?s payment in the event that, between when a person is determined eligible and issuance of the payment, that person has died.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>This system will contain information regarding the payees and payments made under provisions of the American Recovery and Reinvestment Act of 2009 (ARRA) or other similar legislation. For Title II and Title XVI beneficiaries, this system will contain the person?s Social Security number (SSN), claim account number, beneficiary identification code, reason for non-payment, and post-payment information such as the Treasury Offset Payment (TOP), returned payment,  non-receipt claims, reclamation claims, limited payability data, and the name of an executor or other person qualified to receive payment, tax identification number, and mailing address for reissuance of payment to the estate of the deceased if, between the determination that a person is eligible and the issuance of payment that person has died. For payments made by RRB and VBA, the system will contain the person?s SSN. For all payments the system will contain the agency that qualified the person to receive the payment.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Title II, Section 2201, Subtitle C of the ARRA.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>We will use data in this system to determine persons eligible for a one-time payment under the ARRA, or any subsequent payments authorized under an amendment to or legislation similar to the ARRA, and to prevent duplicate payments to those who qualify under more than one criterion.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are as indicated below.
</p><p>1. To the Department of the Treasury (DOT) to prepare checks or payments it will send to those persons eligible for the one-time payment, or similar payments subsequently authorized under the ARRA or other legislation.
</p><p>2. To the DOT to allow the Department to recover debts to the Federal government under the Treasury Offset Program.
</p><p>3. To the Internal Revenue Service to allow for administration of the Make Work Pay credit.
</p><p>4. To the Office of the President in response to an inquiry from that office made at the request of the subject of the record or a third party on that person?s behalf.
</p><p>5. To a congressional office in response to an inquiry from that office made at the request of the subject of a record or a third party on that person?s behalf.
</p><p>6. To the Department of Justice (DOJ), a court, other tribunal, or another party before such court or tribunal when:
</p><p>(a) The agency or any of our components; or
</p><p>(b) Any agency employee in his or her official capacity; or
</p><p>(c) Any agency employee in his or her individual capacity when DOJ (or the agency when we are authorized to do so) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof when we determine that the litigation is likely to affect our operations or any of its components, is party to the litigation or has an interest in such litigation, and we determine that the use of such records by DOJ, a court, other tribunal, or another party before such court or tribunal is relevant and necessary to the litigation. In each case, however, we must determine that such disclosure is compatible with the purpose for which we collected the records.
</p><p>7. To our contractors and other Federal agencies, as necessary, to assist us in efficiently administering our programs.
</p><p>8. To student volunteers, persons working under a personal services contract, and others who are not technically Federal employees, when they are performing work for us as authorized by law, and they need access to information in our records in order to perform their assigned agency duties.
</p><p>9. To the Railroad Retirement Board and Department of Veterans Affairs, Veterans Benefits Administration, to identify persons who qualify for a payment as a beneficiary from more than one agency.
</p><p>10. To the appropriate Federal, State, and local agencies, entities, and persons when:
</p><p>(a) We suspect or confirm that the security or confidentiality of information in this system of records has been compromised;
</p><p>(b) We determine that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, risk of identity theft or fraud, or harm to the security or integrity of this system or our other systems or programs that rely upon the compromised information; and
</p><p>(c) We determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. We will use this routine use to respond only to those incidents involving an unintentional release of our records.
</p><p>11. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:
</p><p>a. To enable them to ensure the safety of our employees and customers, the security of our workplace, and the operation of our facilities; or
</p><p>b. To assist investigations or prosecutions with respect to activities that affect such safety, security, or activities that disrupt the operation of our facilities.
</p><p>12. To the General Services Administration and the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act, information that is not restricted from disclosure by Federal law for their use in conducting records management studies.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We maintain and store records in this system in electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We retrieve records by beneficiary Social Security number, claim account number, or beneficiary identification code.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We retain electronic files with personal identifiers in secure storage areas accessible only to our authorized employees and contractors who have a need for the information when performing their official duties. Security measures include the use of access codes (personal identification number (PIN) and password) to enter our computer systems that house the data.
</p><p>We annually provide all our employees and contractors with appropriate security awareness and training that includes reminders about the need to protect personally identifiable information and the criminal penalties that apply to unauthorized access to, or disclosure of, personally identifiable information (5 U.S.C. 552a(i)(l)). Furthermore, employees and contractors with access to databases maintaining personally identifiable information must sign a sanction document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>We maintain records in SSA headquarters within the Office of Retirement and Survivors Insurance Systems. We will maintain these records for seven years, pending application of an appropriate General Records Schedule, or approval by NARA, of the proposed retention.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Project Manager, Office of Retirement and Survivors Insurance Systems, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Persons can determine if this system contains a record about them by writing to the system manager at the above address and providing their name, SSN, or other information in this system of records that will identify them. Persons requesting notification by mail must include a notarized statement to us to verify their identity or must certify in the request that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification of records in person must provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. Persons lacking identification documents sufficient to establish their identity must certify in writing that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record about which they are requesting notification. If we determine that the identifying information the person provides by telephone is insufficient, we will require the person to submit a request in writing or in person. If a person requests information by telephone on behalf of another person, the subject person must be on the telephone with the requesting person and us in the same phone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name) and ask for his or her consent to provide information to the requesting person. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Persons also should reasonably specify the record contents they are seeking. These procedures are in accordance with our regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Persons also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with our regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>We obtain data covered by this system of records from information in our existing systems of records (<i>e.g.,</i> the <i>Master Beneficiary Record, 60-0090</i> and <i>Supplemental Security Income Record and Special Veterans Benefits, 60-0103</i>), as well as from systems of records of the Railroad Retirement Board and Veterans Benefits Administration. We may also obtain data from an executor or other person qualified to receive a decedent?s payment in the event that, between when a person is determined eligible and the issuance of payment, that person has died.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ssa373" toc="yes">
<systemNumber>60-0373</systemNumber>
<subsection type="systemName">Central Repository of Electronic Authentication Data Master File.
</subsection>
<subsection type="securityClassification"><xhtmlContent><p>None.
</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent><p>Social Security Administration (SSA), Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons conducting business with us through our electronic services.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>We will collect and maintain the users? personally identifiable information (PII) in this system of records. The PII may include the users? name, address, date of birth, Social Security number (SSN), phone number, and other types of identity information (<i>e.g.,</i> address information of persons from the W-2 and Schedule Self Employed (SE) forms we receive electronically for our programmatic purposes as permitted by 26 U.S.C. 6103(l)(1)(A)). We may also collect knowledge-based authentication data, which is information users establish with us or that we already maintain in existing Privacy Act systems of records.
</p><p>We will maintain the data necessary to administer and maintain our e-Authentication infrastructure. This includes management and profile information, such as blocked accounts, failed access data, effective date of passwords, and other data that allows us to evaluate the system?s effectiveness. The data we maintain also may include archived transaction data and historical data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 205(a) of the Social Security Act; the Government Paperwork Elimination Act (Pub. L. 105-277); the Internal Revenue Code (26 U.S.C. 6103(l)(1)(A)); and the Federal Information Security Management Act of 2002 (Title III) of the E-Government Act of 2002 (Pub. L. 107-347).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system of records supports our agency?s objectives to expand electronic services, such as our automated telephone and Internet application. This system of records also supports our agency?s commitment to strong and secure authentication procedures by properly maintaining PII we collect from persons to verify their identities. For security reasons, we must be able to determine, with confidence, persons are who they claim to be each time they choose our electronic services.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Routine use disclosures are indicated below; however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Code (IRC), unless the IRC, the Internal Revenue Service (IRS), or IRS regulations authorize us to do so.
</p><p>1. To the Office of the President in response to a request the Office of the President made at the request of the subject of the record or a third party acting on the subject?s behalf.
</p><p>2. To a congressional office in response to a request from that office made at the request of the subject of the record or a third party acting on the subject?s behalf.
</p><p>3. To the Department of Justice (DOJ), a court, other tribunal, or another party before such court or tribunal when:
</p><p>(a) SSA or any of our components; or
</p><p>(b) Any SSA employee in his or her official capacity; or
</p><p>(c) Any SSA employee in his or her individual capacity when DOJ (or SSA) has agreed to represent the employee; or
</p><p>(d) The United States or any agency thereof when we determine that the litigation is likely to affect the operations of SSA or any of our components, is a party to litigation or has an interest in such litigation, and we determine that the use of such records by DOJ, a court, other tribunal, or another party before such tribunal is relevant and necessary to the litigation. In each case, we must determine that such disclosures are compatible with the purpose for which we collected the records.
</p><p>4. To other Federal agencies and our contractors, including external data sources, to assist us in administering our programs.
</p><p>5. To student volunteers, persons working under a personal services contract, and others when they need access to information in our records in order to perform their assigned agency duties.
</p><p>6. To the Department of Justice for:
</p><p>(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach; and
</p><p>(b) Representing the Commissioner; or
</p><p>(c) Investigating issues of fraud or violation of civil rights by agency officers or
employees.
</p><p>7. To the General Services Administration and the National Archives and Records Administration under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, when the information is for records management purposes.
</p><p>8. To appropriate Federal, State, and local agencies, entities, and persons when:
</p><p>(a) We suspect or confirm a compromise of security or confidentiality of information;
</p><p>(b) We determine that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, risk of identity theft or fraud, or harm to the security or integrity of this system or other systems or programs that rely upon the compromised information; and
</p><p>(c) We determine that disclosing the information to such agencies, entities, and persons will assist us in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>We will store records in this system of records in electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>We will retrieve records in this system of records by a person?s name and associated identifying information.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>We retain electronic files with personal identifiers in secure storage areas accessible only to our authorized employees and contractors who have a need for the information when performing their official duties. Security measures include the use of access codes (personal identification number (PIN) and password) to enter our computer systems that house the data.
</p><p>We annually provide all our employees and contractors with security awareness and training. This includes the need to protect PII and the criminal penalties that apply to an unauthorized access to, or disclosure of, PII. Employees and contractors with access to databases maintaining PII must also sign a sanction document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>We maintain records in SSA headquarters within the Office of Open Government. We will maintain records in this system of records until seven years after the notification of the death of the account holder. After that time, we will delete the person?s records from the database.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Chief Information Officer, Office of Open Government, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Persons can determine if this system contains a record about them by writing to the system manager at the above address and providing their name, SSN, or other information in this system of records that will identify them. Persons requesting notification by mail must include a notarized statement to us to verify their identity or must certify in the request that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification of records in person must provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver?s license. Persons lacking identification documents sufficient to establish their identity must certify in writing that they are the person they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another person under false pretenses is a criminal offense.
</p><p>Persons requesting notification by telephone must verify their identity by providing identifying information that parallels the information in the record about which they are requesting notification. If we determine that the identifying information the person provides by telephone is insufficient, we will require the person to submit a request in writing or in person. If a person requests information by telephone on behalf of another person, the subject person must be on the telephone with the requesting person and us in the same phone call. We will establish the subject person?s identity (his or her name, SSN, address, date of birth, and place of birth, along with one other piece of information such as mother?s maiden name) and ask for his or her consent to provide information to the requesting person. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Same as notification procedures. Persons also should reasonably specify the record contents they are seeking. These procedures are in accordance with our regulations (20 CFR 401.40(c)).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Same as notification procedures. Persons also should reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with our regulations (20 CFR 401.65(a)).
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>We obtain information in this system of records primarily from the person to whom the record pertains. We may also include information from electronic W-2 and electronic Schedule SE forms for members of the public.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<appendix id="app" toc="yes" letter="A">
<title> Retirement and Survivors Insurance Claims </title>
<xhtmlContent><p><i>1. Determining Appropriate Office to Contact
</i></p><p>Records relating to Retirement and Survivor Insurance claims are a maintained primarily in six Program Service Centers throughout the country. The responsibility for the payment of benefits and the maintenance of records relating to claims is assigned to each office according to the first three digits of the Social Security number (SSN).
</p><p>If the only individual entitled to Survivor?s monthly benefits on one claim account number (the SSN plus an alphabetic code) also is entitled to a Retirement benefit on another claim account number, the office which is assigned the responsibility for the Retirement benefit claim also handles the Survivor claim. If the only individual on the record is entitled to a Survivor?s benefit which has been reduced because the survivor is under age 59, and the individual also is entitled to a Disability benefit (which is larger), on another record, the Office of Disability Operations certifies the payments and maintains both records (see Appendix B.1 below). The Office of Disability Operations also is responsible for payment certification and record maintenance if the only survivor on a record is entitled as a childhood disability beneficiary and the survivor also is entitled to a Disability Insurance benefit on another record.
</p><p>In addition, when one of the individuals in the record resides outside the United States or its possession, the responsibility for the payment certification and record maintenance is assigned to the Division of International Operations without reference to the Social Security claim account number or the type of benefit. For information relating to these claims, individuals should contact the following address: Social Security Administration, Office of Central Operations, Division of International Operations, PO Box 1756, 6401 Security Boulevard, Baltimore, Maryland 21235.
</p><p>With the exceptions noted above, the appropriate Program Service Center to contact can be determined by checking the first three (left side) digits of the Social Security number and comparing it to the chart below. For example, if the first three digits are 076, the appropriate Program Service Center to contact will be the Northeastern Program Service Center; similarly, if the first three digits were 437, the appropriate office would be Mid-America Program Service Center, and if they are 728, the appropriate office would be the Great Lakes Program Service Center.
</p><p>If the first three digits fall within the range of:
</p><p>001-134 contact the Northeastern Program Service Center
</p><p>135-222 contact the Mid-Atlantic Program Service Center
</p><p>223-231 contact the Southeastern Program Service Center
</p><p>232-236 contact the Mid-Atlantic Program Service Center
</p><p>237-267 contact the Southeastern Program Service Center
</p><p>268-302 contact the Great Lakes Program Service Center
</p><p>303-315 contact the Mid-America Program Service Center
</p><p>316-399 contact the Great Lakes Program Service Center
</p><p>400-428 contact the Southeastern Program Service Center
</p><p>429-500 contact the Mid-America Program Service Center
</p><p>501-504 contact the Western Program Service Center
</p><p>505-515 contact the Mid-America Program Service Center
</p><p>516-524 contact the Western Program Service Center
</p><p>525 contact the Mid-America Program Service Center
</p><p>526-576 contact the Western Program Service Center
</p><p>577-584 contact the Mid-Atlantic Program Service Center
</p><p>585 contact the Mid-America Program Service Center
</p><p>586 contact the Western Program Service Center
</p><p>587 contact the Southeastern Program Service Center
</p><p>700-729 contact the Great Lakes Program Service Center
</p><p>2. Office Addresses
</p><p>Director, Northeastern Program Service Center, 96-05 Horace Harding Expressway, Flushing, New York 11368
</p><p>Director, Mid-Atlantic Program Service Center, 300 Spring Garden Street, Philadelphia, Pennsylvania 19123
</p><p>Director, Southeastern Program Service Center, 2001 Twelth Avenue, North, Birmingham, Alabama 35285
</p><p>Director, Great Lakes Program Service Center, 600 West Madison, Chicago, Illinois 60606
</p><p>Director, Mid-America Program Service Center, 601 East Twelth Street, Kansas City, Missouri 64106
</p><p>Director, Western Program Service Center, 1221 Nevin Avenue, Richmond, California 94802
</p><p>Social Security Administration, Office of Central Operations, Division of International Operations, PO Box 1756, Baltimore, Maryland 21203
</p><p>and
</p><p>Social Security Administration, Office of Disability Operations, 1500 Woodlawn Drive, Baltimore, Maryland 21241.
</p><p>3. Office Hours
</p><p>Northeastern Program Service Center, 7:00-5:30
</p><p>Mid-Atlantic Program Service Center, 7:00-5:30
</p><p>Southeastern Program Service Center, 7:00-5:00
</p><p>Great Lakes Program Service Center, 7:00-5:30
</p><p>Mid-America Program Service Center, 7:00-5:00
</p><p>Western Program Service Center, 6:45-4:30
</p><p>Office of Central Operations, 7:00-5:30
</p></xhtmlContent></appendix>

<appendix id="app" toc="yes" letter="B">
<title> Disability Insurance Claims </title>
<xhtmlContent>
	<p><i>1. Central Office Reviewing Address
</i></p><p>Records relating to Disability Insurance claims are maintained primarily by the: Social Security Administration, Office of Central Operations, Office of Disability Operations, 1500 Woodlawn Drive, Baltimore, Maryland 21241.
</p><p>When the disabled individual is age 59 or older, the claim record generally is maintained in a Program Service Center (see Appendix A for address information).
</p><p>When one of the individuals in the claim resides outside the United States, or any of its possessions, the record is maintained by the Division of International Operations at the following address: Social Security Administration, Division of International Operations, PO Box 1756, Baltimore, Maryland 21203.
</p><p><i>2. Related State Office Addresses
</i></p><p>The Disability Insurance claims files may be temporarily transferred to State Disability Determination Services for initial or continuing disability determinations to be made. Vocational Rehabilitation Agencies in the States may also be involved with a disability claim from the training aspects. Individuals should contact agencies at the following addresses:
</p><p>Alabama
</p><p>State Department of Education, Division of Disability Determinations, Clairmont Office Plaza, 2800 8th Avenue, South, Birmingham, Alabama 35233.
</p><p>Alaska
</p><p>Disability Determinations Unit, Office of Vocational Rehabilitation, 4100 Spenard Road, Suite A, Anchorage, Alaska 99503.
</p><p>Arkansas
</p><p>Disability Determination for Social Security Administration, 701 Pulaski Street, 2nd Floor, Little Rock, Arkansas 72201.
</p><p>California
</p><p>Disability Evaluation Branch, 1414 K Street, Sacramento, California 95814.
</p><p>Colorado
</p><p>Department of Social Services, Division of Rehabilitation, Disability Determination Unit, 2121 Onieda Street, Denver, Colorado.
</p><p>Connecticut
</p><p>Division of Vocational Rehabilitation, Bureau of Disability Determination, 600 Asylum Avenue, 2nd Floor, Hartford, Connecticut 06105.
</p><p>Delaware
</p><p>Disability Determine Service, State Office Building, 820 North French Street, Wilmington, Delaware 19801.
</p><p>District of Columbia
</p><p>Disability Determination Division, Vocational Rehabilitation Administration, Department of Human Resources, 1411 K Street, NW, 13th Floor, Washington, DC 20005.
</p><p>Florida
</p><p>Office of Disability Determination, Department of Health and Rehabilitation Services, 2600 Blair Stone Road, Room 350-B, Tallahassee, Florida 32301.
</p><p>Georgia
</p><p>Division of Vocational Rehabilitation, Disability Adjudication Section, Decatur Building, Suite 300, 200 Swanton Way, Decatur, Georgia 30089.
</p><p>Guam
</p><p>Division of Vocational Rehabilitation, 414 West Solodad Avenue, Agana, Guam 96910.
</p><p>Hawaii
</p><p>Disability Determination Branch, Vocational Rehabilitation and Service for the Blind Division, Kapiolani Commercial Center, Suite 660, 1580 Makaloa Street, Honolulu, Hawaii 96814.
</p><p>Idaho
</p><p>Disability Determination, 1505 McKinney, Boise, Idaho 83704.
</p><p>Illinois
</p><p>Division of Vocation Rehabilitation, Disability Determination Service, PO Box 3842, Springfield, Illinois 62708.
</p><p>Indiana
</p><p>Disability Determination Division, PO Box 7069, Indianapolis, Indiana 46207.
</p><p>Iowa
</p><p>Rehabilitation Education and Services Branch, Disability Determination Division, 510 East 12th Street, Des Moines, Iowa 50319.
</p><p>Kansas
</p><p>Disability Determination Services, Division of Vocational Rehabilitation, 2036 SE 30th Street, Topeka, Kansas 66605.
</p><p>Kentucky
</p><p>Department of Human Resources, Bureau for Social Insurance, Division for Disability Determination, PO Box 1000, Frankfort, Kentucky 40602.
</p><p>Louisiana
</p><p>Disability Determination, 530 Lakeland Drive, Baton Rouge, Louisiana 70802.
</p><p>Maine
</p><p>Disability Determination, Capitol Shopping Center, Western Avenue, 2nd Floor, Augusta, Maine 04330.
</p><p>Maryland
</p><p>Disability Determination Services, Division of Vocational Rehabilitation, PO Box 17011, Baltimore, Maryland 21203.
</p><p>Massachusetts
</p><p>Massachusetts Rehabilitation Commission, Disability Determination Service, 6 Hamilton Place, Boston, Massachusetts 02108.
</p><p>Michigan
</p><p>Disability Determination Service, PO Box 30011, Lansing, Michigan 48909.
</p><p>Minnesota
</p><p>Disability Determinations Unit, Division of Vocation Rehabilitation, Metro Square Building, Suite 460, Seventh and Roberts Streets, St. Paul, Minnesota 55101.
</p><p>Mississippi
</p><p>Disability Determination Unit, State Department of Education, PO Box 1271, Jackson, Mississippi 39205.
</p><p>Missouri
</p><p>Disability Determination Service, 2401 East McCarty, Jefferson City, Missouri 65101.
</p><p>Montana
</p><p>Disability Determination Bureau, Rehabilitative Services Division, PO Box 4189, Helena, Montana 59601.
</p><p>Nebraska
</p><p>Disability Determination Services, 6th Floor, State Office Building, 301 Centennial Mall, South, Lincoln, Nebraska 68508.
</p><p>Nevada
</p><p>Bureau of Disability Adjudication, Rehabilitation Division, 505 East King Street, State Capital Complex, Room 403, Carson City, Nevada 89710.
</p><p>New Hampshire
</p><p>Disability Determination Unit, Vocational Rehabilitation Division, PO Box 452, Concord, New Hampshire 03301.
</p><p>New Jersey
</p><p>Division of Disability Determinations, Department of Labor and Industry, PO Box 649, Newark, New Jersey 07101.
</p><p>New Mexico
</p><p>Disability Determination Unit, PO Box 4588, Albuquerque, New Mexico 87196.
</p><p>New York
</p><p>Bureau of Disability Determination, State Department of Social Services, 110 William Street, New York, New York 10038.
</p><p>North Carolina
</p><p>Disability Determination Section, Division of Social Services, PO Box 243, Raleigh, North Carolina 27602.
</p><p>North Dakota
</p><p>Disability Determination Section, Division of Vocational Rehabilitation, Russel Building, RR#1, Highway 83 North, Bismarck, North Dakota 58505.
</p><p>Ohio
</p><p>Bureau of Disability Determination, Rehabilitation Services Commission, 4574 Heaton Road, Columbia, Ohio 43229.
</p><p>Oklahoma
</p><p>Department of Institutions, Social and Rehabilitative Services, Attention: Disability Insurance Unit, PO Box 25352, Oklahoma City, Oklahoma 73125.
</p><p>Oregon
</p><p>Vocational Rehabilitation Division, Disability Determination Services, 2045 Silverton Road, NE, Salem, Oregon 97310.
</p><p>Pennsylvania
</p><p>Bureau of Vocational Rehabilitation, Disability Determination Division, 1310--12 North 12th Street, Harrisburg, Pennsylvania 17120.
</p><p>Puerto Rico
</p><p>Disability Determination Program, Call Box 71301, San Juan, Puerto Rico 00936.
</p><p>Rhode Island
</p><p>Vocational Rehabilitation Services, Disability Determination Unit, 24 Mason Street, Providence, Rhode Island 02903.
</p><p>South Carolina
</p><p>Disability Determination Division, South Carolina Vocational Rehabilitation Department, PO Box 4945, Columbia, South Carolina 29240.
</p><p>South Carolina Commissioner for the Blind, 1430 Confederate Avenue, Columbia, South Carolina 29201.
</p><p>South Dakota
</p><p>Disability Determining Service, Division of Vocational Rehabilitation, PO Box 1029, Sioux Falls, South Dakota 57101.
</p><p>Tennessee
</p><p>Disability Determination Section, Division of Vocational Rehabilitation, 1808 West End Avenue, 9th Floor, Nashville, Tennessee 37203.
</p><p>Texas
</p><p>Texas Rehabilitation Commission, Division of Disability Determination, PO Box 2913, Austin, Texas 78769.
</p><p>Utah
</p><p>Disability Determination Services, Division of Rehabilitation Service, Utah State Board of Education, PO Box 550, Salt Lake City, Utah 84110.
</p><p>Vermont
</p><p>Disability Determination Agency, 103 South Main Street, Waterbury, Vermont 05676.
</p><p>Virgin Islands
</p><p>Disability Representative, HHS/SSA Federal Building, 26 Veterans Drive, Room 113, St. Thomas, Virgin Islands 00801.
</p><p>Virginia
</p><p>Disability Determination Division, Virginia Department of Vocational Rehabilitation, 4900 Fitzhugh Avenue, Richmond, Virginia 23230.
</p><p>Washington
</p><p>Office of Disability Insurance, PO Box 9303 M.S. LN--11, Olympia, Washington 98504.
</p><p>West Virginia
</p><p>Disability Determination Services, Vocational Rehabilitation Division, Mason Building, Second Floor, 1206 Quarrier Street, Charleston, West Virginia 25301.
</p><p>Wisconsin
</p><p>Bureau of Social Security Disability Insurance, PO Box 7623, Madison, Wisconsin 53707.
</p><p>Wyoming
</p><p>Disability Determination Services, Division of Vocational Rehabilitation, 611 West 29th Street, Cheyenne, Wyoming 82001.
</p></xhtmlContent></appendix>

<appendix id="app" toc="yes" letter="C">
<title> Regional Offices Addresses </title>
<xhtmlContent><p>1. Office of the Regional Commissioner
</p><p>Boston Region: Connecticut, Maine, Massachusets, New Hampshire, Rhode Island, Vermont
</p><p>Room 1100, John F. Kennedy Federal Building, Government Center, Boston Massachusets 02203
</p><p>New York Region: New Jersey, New York, Puerto Rico, Virgin Islands
</p><p>Room 4033, Federal Building, 26 Federal Plaza, New York, New York 10278
</p><p>Philadelphia Region: Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia
</p><p>3535 Market Street, Philadelphia, Pennsylvania 19104
</p><p>Atlanta Region: Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee
</p><p>101 Marietta Tower, Suite 2001, Atlanta, Georgia 30301
</p><p>Chicago Region: Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin
</p><p>300 South Wacker Drive, 27th Floor, Chicago, Illinois 60606
</p><p>Dallas Region: Arkansas, Louisiana, New Mexico, Oklahoma, Texas
</p><p>1200 Main Tower Building, Room 2555, Dallas, Texas 75202
</p><p>Kansas City Region: Iowa, Kansas, Missouri, Nebraska
</p><p>Federal Office Building, 601 East 12th Street, Room 436, Kansas City, Missouri 64106
</p><p>Denver Region: Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming
</p><p>Federal Office Building, 1961 Stout Street, Room 876, Denver, Colorado 80294
</p><p>San Francisco Region: American Somoa, Arizona, California, Guam, Hawaii, Nevada, Northern Marianna Islands
</p><p>100 Van Ness Avenue, 28th Floor, San Francisco, California 94102
</p><p>Seattle Region: Alaska, Idaho, Oregon, Washington
</p><p>Arcade Plaza Building, M/S 201, 1321 Second Avenue, Seattle, Washington 98101
</p><p>2. Assistant Regional Commissioner, Programs
</p><p>Boston Region: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont
</p><p>John F. Kennedy Federal Building Government Center, Boston, Massachusetts 02203
</p><p>New York Region: New Jersey, New York, Puerto Rico, Virgin Islands
</p><p>26 Federal Plaza, New York, New York 10278
</p><p>Philadelphia Region: Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia
</p><p>3535 Market Street, Philadelphia, Pennsylvania 19104
</p><p>Atlanta Region: Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee
</p><p>101 Marietta Tower, Suite 2001, PO Box 1684, Atlanta, Georgia 30301
</p><p>Chicago Region: Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin
</p><p>300 South Wacker Drive, Chicago, Illinois 60606
</p><p>Dallas Region: Arkansas, Louisiana, New Mexico, Oklahoma, Texas
</p><p>1200 Main Tower Building, Room 2140, Dallas, Texas 75202
</p><p>Kansas City Region: Iowa, Kansas, Missouri, Nebraska
</p><p>Federal Office Building, 601 East 12th Street, Room 436, Kansas City, Missouri 64106
</p><p>Denver Region: Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming
</p><p>Federal Office Building, 1961 Stout Street, Denver, Colorado 80294
</p><p>San Francisco Region: American Somoa, Arizona, California, Guam, Hawaii, Nevada, Northern Marianna Islands
</p><p>100 Van Ness Avenue, 24th Floor, San Francisco, California 94102
</p><p>Seattle Region: Alaska, Idaho, Oregon, Washington
</p><p>Arcade Plaza Building, M/S 204, 1321 Second Avenue, Seattle, Washington 98101
</p><p>3. Assistant Regional Commissioner, Field Operations
</p><p>Boston Region: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont
</p><p>John F. Kennedy Federal Building, Government Center, Room 1109, Boston, Massachusetts 02203, Officer Hours--8:30-5:00
</p><p>New York Region: New Jersey, New York, Puerto Rico, Virgin Islands
</p><p>26 Federal Plaza, Room 745, New York, New York 10278, Office Hours--8:30-5:00
</p><p>Philadelphia Region: Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia
</p><p>3535 Market Street, PO Box 8788, Philadelphia, Pennsylvania 19101, Office Hours--8:00-4:30
</p><p>Atlanta Region: Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee
</p><p>101 Marietta Tower, Suite 2001, PO Box 1684, Atlanta, Georgia 30301, Office Hours--8:00-4:30
</p><p>Chicago Region: Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin
</p><p>300 South Wacker Drive, 28th Floor, Chicago, Illinois 60606
</p><p>Dallas Region: Arkansas, Louisiana, New Mexico, Oklahoma, Texas
</p><p>1200 Main Tower Bldg., Room 2555, Dallas, Texas 75202, Office Hours--8:00-4:30
</p><p>Kansas City Region: Iowa, Kansas, Missouri, Nebraska
</p><p>New Federal Office Building, 601 East 12th Street, Kansas City, Missouri 64106, Office Hours--8:00-4:30
</p><p>Denver Region: Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming
</p><p>Federal Office Building, 1961 Stout Street, Room 9017, Denver, Colorado 80294, Office Hours--8:00-4:30
</p><p>San Francisco Region: American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Marianna Islands
</p><p>100 Van Ness Avenue, 28th Floor, San Francisco, California 94102, Office Hours--8:00-4:30
</p><p>Seattle Region: Alaska, Idaho, Oregon, Washington
</p><p>Room 6027, Arcade Plaza Building, MS 205, 1321 Second Avenue, Seattle, Washington 98101, Office Hours--8:00-4:30
</p></xhtmlContent></appendix>

<appendix id="app" toc="yes" letter="D">
<title> Supplemental Security Income Claims </title>
<xhtmlContent><p><i>1. Addresses for Records
</i></p><p>Supplemental Security Income (SSI) claims records are maintained in Social Security district and branch offices until a decision has been made regarding eligibility (Appendix F.1 contains information relating to addresses and telephone numbers for district and branch offices). If payment has been awarded, or the appeals period has closed on claims with unfavorable determinations, the claims records are sent to the following locations.
</p><p>Claims for SSI benefits are maintained in the Chicago Federal Archives Records Center. Access to those claims based on age may be made through a Program Service Center (see Appendix A for address information), or through a district/branch office (see Appendix F.1 for address information).
</p><p>Access to claims for benefits based on disability or blindness may be made through the Office of Disability Operations (see Appendix B.1 for address information), or through a district or branch office (see Appendix F.1 for address information).
</p><p>2. Exchange of Information Between the Social Security Administration and the States
</p><p>Information exchanged between the Social Security Administration and the States because of the State Supplementation and Medicaid provisions of the Supplemental Security Income program is maintained at the following State Departments of Public Welfare Agency addresses:
</p><p>Alabama
</p><p>Commissioner, Alabama Medicaid Agency, 2500 Fairlane Dr., Executive Park, Montgomery, Alabama 36130.
</p><p>Alaska
</p><p>Commissioner, Department of Health and Social Services, Pouch H-01 Main St., Juneau, Alaska 99801.
</p><p>Arizona
</p><p>Director, Arizona Dept. of Economic Security, PO Box 6123, Phoenix, Arizona 85005.
</p><p>Arkansas
</p><p>Director, Capital Mall, Welfare-ESD Building, Little Rock, Arkansas 72203.
</p><p>California
</p><p>Director, Dept. of Benefit Payments, Tape Library, MS 10-77, 744 P Street, Sacramento, California 95814.
</p><p>Colorado
</p><p>Director, Department of Social Services, 1575 Sherman Street, Room 301, Denver, Colorado 80203.
</p><p>Connecticut
</p><p>Director, Connecticut State Welfare Dept., Systems and Information, Attn: Control Section Chief, 110 Bartholomew Ave., Hartford, Connecticut 06115.
</p><p>Delaware
</p><p>Director, Administrator Payments Section, Division of Business Adm. and General Services, State Hospital Adm. Bldg., Third Floor Annex, New Castle, Delaware 19720.
</p><p>District of Columbia
</p><p>Director, Dept. of Human Resources, Automatic Data Processing Div., 801 N. Capitol Street, NE, Room 627, Washington, DC 20001.
</p><p>Florida
</p><p>Deputy Assistant Secretary for Medicaid, Department of Health and Rehabilitative Services, 1317 Winewood Boulevard, Tallahasse, Florida 32301.
</p><p>Georgia
</p><p>Commissioner, Department of Medical Assistance, 1010 West Peachtree Street, NW, Atlanta, Georgia 30309.
</p><p>Hawaii
</p><p>Director, Department of Social Services, PO Box 339, Honolulu, Hawaii 96809.
</p><p>Idaho
</p><p>Director, Department of Health and Welfare, 450 W. State Street, Towers Building, Boise, Idaho 83720.
</p><p>Illinois
</p><p>Director, Illinois Department of Public Aid, 316 S. Second Street, Springfield, Illinois 62762.
</p><p>Indiana
</p><p>Administrator, Department of Public Welfare, State Office Building, Room 701, 100 North Senate Avenue, Indianapolis, Indiana 46204.
</p><p>Iowa
</p><p>Commissioner, Iowa Department of Social Services, 5th Floor, Hoover Building, Des Moines, Iowa 50319.
</p><p>Kansas
</p><p>Secretary, Department of Social and Rehabilitation Service, 6th Floor, State Office Building, State Office Bldg., Topeka, Kansas 66612.
</p><p>Kentucky
</p><p>Commissioner, Bureau of Social Insurance, Department of Human Resources, 275 E. Main Street, Frankfort, Kentucky 40601.
</p><p>Louisiana
</p><p>Director, State of Louisiana, Div. of Income Maintenance, PO Box 44065, Baton Rouge, Louisiana 70804.
</p><p>Maine
</p><p>Director, Div. of Data Processing, Dept. of Health and Welfare, 221 State Street, Augusta, Maine 04330.
</p><p>Maryland
</p><p>Director, Dept. of Employ and Soc. Serv., Div. of Data Processing, 1100 North Eutaw Street, Room 301, Baltimore, Maryland 21201.
</p><p>Massachusetts
</p><p>Director, Executive Office of Human Services, Information Systems and Services, Computer Center, Room 801, 1 Ashburton Place, Boston, Massachusets 02108.
</p><p>Director, Mass. Comm. For The Blind, 110 Tremont Street, Boston, Massachusetts 02108.
</p><p>Michigan
</p><p>Director, Department of Social Services, PO Box 30037, 300 South Capitol Avenue, Lansing, Michigan 48933.
</p><p>Minnesota
</p><p>Director, Department of Public Welfare, Centennial Office Building, 658 Ceder Street, St. Paul, Minnesota 55101.
</p><p>Mississippi
</p><p>Director, Mississippi Medicaid Commission, PO Box 16786, Jackson, Mississippi 39206.
</p><p>Missouri
</p><p>Director, Department of Social Services, PO Box 1527, Broadway State Office Bldg., Jefferson City, Missouri 65102.
</p><p>Montana
</p><p>Director, Social and Rehabilitation Services, Office of Management and Budget, Box 1723, Helena, Montana 59601.
</p><p>Nebraska
</p><p>Director, Department of Public Welfare, 5th Floor, State Office Building, 301 Centennial Mall, South, Lincoln, Nebraska 68509.
</p><p>Nevada
</p><p>Director, Nevada State Department of Welfare, 251 Jeanell, Carson City, Nevada 89701.
</p><p>New Hampshire
</p><p>Director, State of New Hampshire, Department of Health and Welfare, Division of Welfare, Claims Processing Unit, Hazen Drive, Concord, New Hampshire 03301.
</p><p>New Jersey
</p><p>Director, Blue Cross-Blue Shield, Systems Division Tech Services, 2nd Floor, 33 Washington Street, Newark, New Jersey 07102.
</p><p>New Mexico
</p><p>Secretary, New Mexico Human Services Department, Income Support Division, PO Box 2348, Santa Fe, New Mexico 87503.
</p><p>New York
</p><p>Director, New York State, Department of Social Services, Income Maintenance Section, 1450 Western Avenue, Albany, New York 12203.
</p><p>North Carolina
</p><p>Director, Division of Medical Assistance, Department of Human Resources, 336 Fayetteville Street, Mall, Raleigh, North Carolina 27601.
</p><p>North Dakota
</p><p>Social Services Board, Capitol Grounds, Capital Building, 16th Floor, Bismarck, North Dakota 58501.
</p><p>Ohio
</p><p>Director, Ohio Department of Public Welfare, State Office Tower, 32nd Floor, 30 East Broad Street, Columbus, Ohio 43215.
</p><p>Oklahoma
</p><p>Director, Department of Institutions, Social and Rehabilitation Services, Management Information Division, PO Box 25352, Oklahoma City, Oklahoma 73125.
</p><p>Oregon
</p><p>Administrator, Adult and Family Services Division, Department of Human Services, 417 Public Service Building, Salem, Oregon 97310.
</p><p>Pennsylvania
</p><p>Director, Bureau of Policy, Office of Income Maintenance, Health and Welfare Building, 6th and Forster Streets, Room 103, Harrisburg, Pennsylvania 17120.
</p><p>Rhode Island
</p><p>Director, Aime J. Forand Building, 600 New London Avenue, Cranston, Rhode Island 02920.
</p><p>South Carolina
</p><p>Executive Assistant, Office of Health Care Financing, Department of Social Services, PO Box 1520, Columbia, South Carolina 29202.
</p><p>South Dakota
</p><p>Director, State Department of Social Services, Division of Social Welfare, State Office Building No. 1, Pierre, South Dakota 57501.
</p><p>Tennessee
</p><p>Director, Division of Medicaid, Department of Public Health, 283 Plus Park Boulevard, Nashville, Tennessee 37217.
</p><p>Texas
</p><p>Commissioner, Texas Department of Public Welfare, 854-V, PO Box 2960, Austin, Texas 78769.
</p><p>Utah
</p><p>Director, Office of Administrative Services, EDP and Systems, 231 East 4th South, Empire Building, Salt Lake City, Utah 84111.
</p><p>Vermont
</p><p>AABD/ANFC Director, Department of Social Welfare, 4 East State Street, Montpelier, Vermont 05602.
</p><p>Virginia
</p><p>Director, Bureau of Data Systems, Data Proc. Oper. Section, Room 107 Ratcliffe Bldg., 1602 Rolling Hills Drive, Richmond, Virginia 23288.
</p><p>Washington
</p><p>Secretary, Department of Social and Health Services, M/S OB-44, Olympia, Washington 98504.
</p><p>West Virginia
</p><p>Director, State of West Virginia Department of Welfare, State Office Building No. 6, 1900 East Washington Street, Charleston, West Virginia 25305.
</p><p>Wisconsin
</p><p>Secretary, Department of Health and Social Services, 1 West Wilson Street, Room 341, Madison, Wisconsin 53702.
</p><p>Wyoming
</p><p>Director of Finance and Accounting, Department of Health and Social Services, State Office Building West, Cheyenne, Wyoming 82002.
</p></xhtmlContent></appendix>

<appendix id="app" toc="yes" letter="E">
<title> Federal Coal Mine Health and Safety Act Claims (Black Lung </title>
<xhtmlContent>
<p>Black Lung records are maintained at the following location: Social Security Administration, Office of Central Operations, Office of Disability Operations, 1500 Woodlawn Drive, Baltimore, Maryland 21241, Office hours: 8:20 am-4:50 pm.
</p></xhtmlContent></appendix>

<appendix id="app" toc="yes" letter="F">
<title> Social Security Administration Field Operations Addresses </title>
<xhtmlContent><p>1. Social Security District and Branch Offices
</p><p>The addresses and telephone numbers of Social Security district and branch offices may be found listed in local telephone directories under Social Security Administration or under United States Government, Department of Health and Human Services, Social Security Administration.
</p><p>Office Hours--varied.
</p><p>2. Assistant Regional Commissioner Field Operations, Addresses
</p><p>See Appendix C.3 for address information.
</p><p>3. Teleservice Centers
</p><p>Atlanta
</p><p>PO Box 54655, Sixth Floor, 730 Peachtree Street, NE, Atlanta, Georgia 30308.
</p><p>Berkeley
</p><p>2000 Center Street, Room 420, Berkeley, California 94704.
</p><p>Boston
</p><p>Rm. 1609, 100 Summer St., Boston, Massachusetts 02110.
</p><p>Chicago
</p><p>4916 W. Belmont, Chicago, Illinois 60641
</p><p>and
</p><p>2211 W. 95th Street, Chicago, Illinois 60643
</p><p>Cincinnati
</p><p>PO Box 41905, 4050 Executive Park Drive, Cincinnati, Ohio 45241.
</p><p>Cleveland
</p><p>11901 Berea Road, PO Box 41905, Cleveland, Ohio 44111.
</p><p>Des Moines
</p><p>Room 965, Federal Building, 210 Walnut Street, Des Moine, Iowa 50309.
</p><p>Detroit
</p><p>17227 W. Seven Mile Road, Detroit, Michigan 48235.
</p><p>Ft. Lauderdale
</p><p>299 E. Broward Blvd., Federal Bldg., Room 410, Ft. Lauderdale, Florida 33310.
</p><p>Houston
</p><p>6900 Fannin, Sutie 700, Fannin-Holcombe Building, Houston, Texas 77005.
</p><p>Grand Prairie
</p><p>729 Dalworth, Grand Prairie, Texas 75050.
</p><p>Indianapolis
</p><p>575 N. Pennsylvania Street, Indianapolis, Indiana 46204.
</p><p>Jamaica
</p><p>90-15-17 Sulphin Boulevard, Jamaica, New York 11435.
</p><p>Jersey City
</p><p>30 Montgomery Street, Jersey City, New Jersey 07303.
</p><p>Kansas
</p><p>Room 2800 Federal Bldg., 911 Walnut Street, Kansas City, Missouri 64106.
</p><p>Laurel
</p><p>9703 Fort Meade Road, Route 198, Laurel, Maryland 20810.
</p><p>Los Angeles
</p><p>3250 Wilshire Boulevard, Room 350, Los Angeles, California 90010.
</p><p>New Orleans
</p><p>31st Floor, Plaza Towers, 1001 Howard Avenue, New Orleans, Louisiana 70113.
</p><p>Lodi
</p><p>2nd Floor, Merchants Mall, #1 South Main Street, Lodi, New Jersey 07644.
</p><p>Minneapolis
</p><p>University Park Plaza Building, Suite 642, 2829 University Avenue, SE, Minneapolis, Minnesota 55414.
</p><p>Phoenix
</p><p>3424 North Central Avenue, PO Box 7370, Phoenix, Arizona 85011.
</p><p>Pittsburgh
</p><p>Room 1000 Park Building, 355 Fifth Avenue, Pittsburgh, Pennsylvania 15222.
</p><p>Portland
</p><p>610 SW Alder Street, Room 322, Portland, Oregon 97205.
</p><p>Parlin
</p><p>Mine Mall, II, PO Box 494 Ernston Station, Parlin, New Jersey 08859.
</p><p>St. Louis
</p><p>Building 105F, 2nd Floor, 4300 Goodfellow Boulevard, St. Louis, Missouri 63120.
</p><p>Tampa
</p><p>700 Twigg Street, PO Box 30, Tampa, Florida 33601.
</p><p>Upper Darby
</p><p>6801 Ludlow Street, 2nd Floor, Upper Darby, Pennsylvania 19082.
</p><p>San Diego
</p><p>PO Box A1311, 880 Front Street, San Diego, California 92112.
</p><p>Seattle
</p><p>4735 E. Marginal Way South, Seattle, Washington 98134.
</p></xhtmlContent></appendix>

<appendix id="app" toc="yes" letter="G">
<title> Office of Hearings and Appeals Address </title>
<xhtmlContent>
<p>I. The Social Security Administration Office of Hearings and Appeals is charged with the responsibility for making decisions on appeals taken above the reconsideration level by claimants for Retirement, Survivors and Disability Insurance benefits, Supplemental Security Income payments, Medicare, or Black Lung benefits.
</p><p>Files for cases awaiting action by the Appeals Council based on the claimants? request for Council review and records of hearings decisions by Administrative Law Judges are maintained at the Office headquarters. The address is: Office of Hearings and Appeals, 801 North Randolph Street, Arlington, Virginia 22203.
</p><p>Files for cases awaiting hearings or decisions by Administrative Law Judges based on requests for a hearing submitted by claimants are maintained in the appropriate hearing office.
</p><p>The selection of the hearing office is based on the Region and Social Security district or branch office service area in which the appellant claimant lives. The Regions, the addresses of the Administrative Law Judges and the Social Security district or branch office service areas from which the Judges accept cases are:
</p><p>A. In the Boston Region
</p><p>1. If the individual lives in the following district or (branch) office service area:
</p><p>Massachusetts: Boston (Brookline), Brockton (Hanover): Cambridge, Chelsea, Fitchburg (Gardner), Framingham, Haverhill, Lawrence, Lowell, Lynn, Malden, Norwood, Quincy, Roxbury (Dorchester); (Roslindale); Salem, Waltham, Worcester.
</p><p>The address is: 9th Floor, 55 Summer Street, Boston, Massachusetts 02110.
</p><p>2. If the individual lives in the following district or (branch) office service area:
</p><p>Connecticut: Hartford (East Hartford); Meriden (Middletown); New Briton (Bristol); New London (Norwich); Torrington; Waterbury; Willimantic.
</p><p>The address is: Room 331, 135 High Street, Hartford, Connecticut 06103.
</p><p>3. If the individual lives in the following district or (branch) office service area:
</p><p>New Hampshire: Concord, Littleton, Manchester, Nashua (Keene); Portsmouth.
</p><p> Vermont: Burlington, Montpelier, Rutland.
</p><p>The address is: 275 Chestnut Street, PO Box 3010, Norris Cotton Federal Building, Manchester, New Hampshire 03101.
</p><p>4. If the individual lives in the following district or (branch) office service area:
</p><p>Connecticut: New Haven (Ansonia); Bridgeport (East Bridgeport); (Danbury); Stamford (South Norwalk).
</p><p>The address is: 234 Church Street, Room 301, New Haven, Connecticut 06511.
</p><p>5. If the individual lives in the following district or (branch) office service area:
</p><p>Maine: Augusta (Rockland); (Waterville); Bangor; Lewiston (Rumford); Portland (Biddleford); Presque Isle.
</p><p>The address is: Room 125, 76 Pearl Street, Portland, Maine 04111.
</p><p>6. If the individual lives in the following district or (branch) office service area:
</p><p>Massachusetts: Attleboro, Fall River (Taunton); New Bedford (Falmouth); (Hyannis).
</p><p>The address is: 44 Washington Street, 4th Floor, Slade Building, Providence, Rhode Island 02903.
</p><p>7. If the individual lives in the following district or (branch) office service area:
</p><p>Massachusetts: Springfield, Holyoke (Greenfield); Pittsfield (North Adams).
</p><p>The address is: Room 438, 436 Dwight Street, Springfield, Massachusetts 01103.
</p><p>B. In the New York Region
</p><p>1. If the individual lives in the following district or (branch) office service area:
</p><p>New York: Albany (Hudson); Glens Falls, Gloversville, Kingston, Plattsburgh, Poughkeepsie, Schenectady, Troy.
</p><p>The address is: Federal Office Building, Room 942, One Clinton Square, Albany, New York 12207.
</p><p>2. If the individual lives in the following district or (branch) office service area:
</p><p>Puerto Rico, Bayamon, Arecibo, Manati.
</p><p>The address is: F. Rodrigez Torres Building (Next to City Hall), Ground Floor, RD #2 KM 11.2, Bayamon, Puerto Rico 00619.
</p><p>3. If the individual lives in the following district or (branch) office service area:
</p><p>New York: East Bronx (Baychester); North Bronx, (East Farms), South Bronx, (Hunts Point), (Bronx Hub), (Riverdale).
</p><p>The address is: 400 East Fordham Road, 3rd Floor, Bronx, New York 10458.
</p><p>4. If the individual lives in the following district or (branch) office service area:
</p><p>New York: Brooklyn Avenue X; Boro Hall (Bedford-Stuyvesant); Bay Ridge; Bushwick (Williamsburg); East New York (Canarsie); Flatbush (Kings Plaza).
</p><p>The address is: 189 Montague Street, 2nd Floor, Brooklyn, New York 11201.
</p><p>5. If the individual lives in the following district or (branch) office service area:
</p><p>New York: Bativia, Buffalo, (West Seneca); (Cheektowaga); Jamestown, (Dunkirk); Kenmore, Niagara Falls; Oleans, Rochester.
</p><p>The address is: 4th Floor, 268 Main Street, Buffalo, New York 14202.
</p><p>6. If the individual lives in the following district or (branch) office service area:
</p><p>Puerto Rico: Mayaquez (Aguadilla); (San Sebastian).
</p><p>The address is: G.P.O. Box V, Mayaquez, Puerto Rico 00708.
</p><p>7. If the individual lives in the following district or (branch) office service area:
</p><p>New Jersey: Asbury Park (Toms River); (Brick Township); Atlantic City (Wildwood); Bridgeton, Camden, (Glassboro); (Mount Holly); Trenton.
</p><p>The address is: Room 402, Ferry Office Building, 1800 Davis Street, East, Camden, New Jersey 08104.
</p><p>8. If the individual lives in the following district or (branch) office service area:
</p><p>New York: Flushing, Jackson Heights; (Astoria); (Long Island City), Jamaica; (Far Rockaway).
</p><p>The address is: 148-43 Hillside Avenue, 2nd Floor, Jamaica, New York 11435.
</p><p>9. If the individual lives in the following district or (branch) office service area:
</p><p>Puerto Rico: Caguas, (Humanoa); San Juan; Downtown (Hato Rey); (Santurce); (Fajardo); (Carolina).
</p><p>Virgin Islands: St. Thomas; (St. Croix).
</p><p>The address is: Room 700, Housing Investment Building, 416 Ponce de Leon Avenue, Hato Rey, Puerto Rico 00918.
</p><p>10. If the individual lives in the following district or (branch) office service area:
</p><p>New York: Freeport, (Long Beach); Huntington Station, (Babylon); Mineola, Patchogue (Riverhead).
</p><p>The address is: 250 Fulton Avenue, 3rd Floor, Hempstead, NY 11551.
</p><p>11. If the individual lives in the following district or (branch) office service area:
</p><p>New York: Manhattan, Downtown, (Chinatown); (Delancey Street); (Tompkins Park); Midtown, (Lenox Hill); (Murray Hill); Staten Island (New Dorp); Upton, (East Harlem); (North Harlem); Washington Heights.
</p><p>The address is: 15th Floor, 39 Broadway, New York NY 10006.
</p><p>12. If the individual lives in the following district or (branch) office service area:
</p><p>New Jersey: East Orange, Hackensack, Irvington, Jersey City, (Hoboken), Montclair, Morristown, (Newtown); Newark, (Clinton Hill); Passaic, Paterson, (Ho-Ho-Kus); Elizabeth, (Plainfield); Perth Amboy, New Brunswick (Raritan).
</p><p>The address is: Room 1522, 1180 Raymond Boulevard, Newark, NJ 07102.
</p><p>13. If the individual lives in the following district or (branch) office service area:
</p><p>Puerto Rico: Ponce (Cayey); (Guayama); (Yauco).
</p><p>The address is: Centro Del Sur, Shopping Center, Ponce, PR 00731.
</p><p>14. If the individual lives in the following district or (branch) office service area:
</p><p>New York: Ausburn, Binghamton, (Ithaca); Elmira, (Corning; Geneva, Ogdensburg, Oneonta, Oswego, Syracuse, Utica), (Herkimer), (Rome); Watertown.
</p><p>The address is: Suite 400, The Chambers, 351 South Warrent Street, Syracuse, NY 13202.
</p><p>15. If the individual lives in the following district or (branch) office service area:
</p><p>New York: Nanuet, New Rochelle, (Mount Vernon); White Plains, (Peekskill); Newburgh, (Monticello); Yonkers.
</p><p>The address is: Room 105, 237 Mamaroneck Avenue, White Plains, NY 10605.
</p><p>C. In the Philadelphia Region
</p><p>1. If the individual lives in the following district or (branch) office service area:
</p><p>Maryland: Baltimore: Downtown (East); (Mondawmin); (North); (Northeast); (Northwest); (West); Glen Burnie (Annapolis); (Catonsville); Towson (Bel Air); (Eastpoint); (Elkton); (Garrison); (Westminster).
</p><p>The address is: Room 415, the Rotunda, 711 West 40th Street, Baltimore, MD 21211.
</p><p>2. If the individual lives in the following district or (branch) office service area:
</p><p>West Virginia: Beckley, (Oak Hill); Charleston, (Montgomery), Logan (St. Albans); Parkersburg, (Williamson).
</p><p>The address is: 500 Quarrier Street, Room 1019, U.S. Courthouse &amp; Federal Bldg., Charleston, WV 25301.
</p><p>3. If the individual lives in the following district or (branch) office service area:
</p><p>Virginia: Charlottesville, Lynchburg, (Culpepper); (Farmville); Staunton (Harrisonburg).
</p><p>The address is: Room 203, Citizens Commonwealth Center, 300 Preston Avenue, Charlottesville, VA 22901.
</p><p>4. If the individual lives in the following district or (branch) office service area:
</p><p>Pennsylvania: Lancaster, York, Carlisle, Harrisburg, Chambersburg, (Lewistown); (State College); (Lebanon).
</p><p>The address is: Suite 200, 100 Chestnut Street Bldg., Harrisburg, PA 17101.
</p><p>5. If the individual lives in the following district or (branch) office service area:
</p><p>Kentucky: Ashland, Pikesville (Prestonburg).
</p><p>West Virginia: Huntington.
</p><p>The address is: Room 300, 640 4th Avenue, Huntington, WV 25701.
</p><p>6. If the individual lives in the following district or (branch) office service area:
</p><p>Pennsylvania: Allentown, (Betheham) Bristol, Easton, (E. Stroudsburg); (Glenside); Norristown; (Pottstown); Philadelphia: Northeast (Kensington-Allegheny); Reading.
</p><p>The address is: Room 309, Fox Square Pavilion, Old York Road at Wyncote, Jenkintown, PA 19046.
</p><p>7. If the individual lives in the following district or (branch) office service area:
</p><p>Pennsylvania: Altoona, DuBois, Gennburg, Indiana, Johnstown (Somerset).
</p><p>The address is: Penn Traffic Building, Suite 102, 319 Washington Street, Johnstown, PA 15901.
</p><p>8. If the individual lives in the following district or (branch) office service area:
</p><p>Virginia: Hampton, Newport News, Norfolk, Portsmouth, Suffolk.
</p><p>The address is: 200 Granby Hall, Federal Bldg., Room 736, Norfolk, VA 23510.
</p><p>9. If the individual lives in the following district or (branch) office service area:
</p><p>Delaware: Dover, Wilmington.
</p><p>Pennsylvania: Chester; Philadelphia: Downtown, (Broad Street); (South) Germantown, (Nicetown); North Philadelphia); (South); (West Upper Darby); (Mantua); West Chester.
</p><p>The address is: 100 North 20th Street, 2nd Floor, Philadelphia, PA 19103.
</p><p>10. If the individual lives in the following district or (branch) office service area:
</p><p>Pennsylvania: Ambridge, (Beaver Falls); Butler, (Charleroi); Erie, (Kittaning); (Meadville); McKeesport, (Braddock); New Castle, New Kensington, (Monroeville); Oil City; Pittsburgh: Downtown, (Brentwood); (Hill Distr.); (Mt. Lebanon); (North Side); East, (Hill Distr.); Sharon, Uniontown, Washington.
</p><p>West Virginia: Clarksburg, (Elkins); (Fairmon); Morgantown, Wheeling.
</p><p>Ohio: Brigeport, East Liverpool, Steubenville.
</p><p>The address is: 335 Fifth Avenue, 5th Floor, Park Building, Pittsburgh, PA 15222.
</p><p>11. If the individual lives in the following district or (branch) office service area:
</p><p>Virginia: (Fredericksburg); Petersburg, Richmond: (Church Hill); Downtown, (Northside); (Southside).
</p><p>The address is: Room 9225, Federal Building, 400 North 8th Street, Richmond, VA 23240.
</p><p>12. If the individual lives in the following district or (branch) office service area:
</p><p>Virginia: Covington, Danville, (Martinville); Roanoke, (South Boston); (Wytheville).
</p><p>West Virginia: Bluefield, Welch.
</p><p>The address is: Room 857 Richard Poff Federal Office Bldg., 210 Franklin Road, SW, Roanoke, VA 24011.
</p><p>13. If the individual lives in the following district or (branch) office service area:
</p><p>District of Columbia: Washington: Alabama Avenue; Downtown (East Capitol Street); (Eight Street); (Rhode Island Avenue); (Taylor Street).
</p><p>Maryland: (Bladensburg); (Cambridge); Camp Springs, Cumberland, Frederick, (Hagerstown); (Rockville).
</p><p>Pennsylvania: Chambersburg.
</p><p>Virginia: Alexandria, Winchester (Arlington); (Falls Church).
</p><p>West Virginia: (Martinsburg).
</p><p>Foreign Claims: Except Philippine Islands.
</p><p>Delaware: Georgetown.
</p><p>The address is: Room 730, 1325 G Street, NW, Washington, DC 20005.
</p><p>14. If the individual lives in the following district or (branch) office service area:
</p><p>Pennsylvania: (Bloomsburg), (Carbondale); Hazleton, (Lehighton); (Lewiston); (Pittston); (Pottsville); Scranton, (Shamokin); Wilkes-Barre, Williamsport, Sunbury, (Towanda).
</p><p>The address is: Room 3110 Penn Place, 20 N. Pennsylvania Avenue, Wilkes-Barre, PA 18701.
</p><p>D. In the Atlanta Region
</p><p>1. If the individual lives in the following district or (branch) office service area:
</p><p>Georgia: Atlanta: Downtown, (Northeast); (Northwest); (Southeast); (Southwest); (Daniel Village); Downtown, (Carrollton); East Point, (Griffin); LaGrange, Marietta.
</p><p>The address is: Suite 514, 25th Street Building, 1720 Peachtree Street, NW, Atlanta, GA 30309.
</p><p>2. If the individual lives in the following district or (branch) office service area:
</p><p>Alabama: (Albertsville; Anniston, Bessemer; Birmingham: Downtown, (East Lake); (Ensley); (Five Points West); Gadsden (Jasper); (Talladega); Tuscaloosa.
</p><p>The address is: Room 420, Shel-Al Bldg., 11 West Oxmoor Road, Birmingham, AL 35209.
</p><p>3. If the individual lives in the following district or (branch) office service area:
</p><p>Georgia: Savannah, Downtown (Southside); (Statesboro).
</p><p>South Carolina: (Beaufort); Charleston, (Conway); (Georgetown); North Charleston, (Walterboro).
</p><p>The address is: Federal Bldg., Suite 125, 334 Meeting Street, Charleston, SC 29403.
</p><p>4. If the individual lives in the following district or (branch) office service area:
</p><p>North Carolina: (Albamarle); Charlotte: Downtown, (N. Tryon Street; Gastonia, (Morgantown) (Rockingham); Salisburg, (Shelby); (Stateville); Hickory.
</p><p>South Carolina: (Lancaster); Rock Hill.
</p><p>The address is: Suite 302, Court Plaza Bldg., 901 Elizabeth Avenue, Charlotte, NC 28204.
</p><p>5. If the individual lives in the following district or (branch) office service area:
</p><p>Alabama: Huntsville, (Scottsboro).
</p><p>Georgia: (Cedartown); (Dalton); Rome.
</p><p>Tennessee: (Athens); Chattanooga; (Cleveland); (Tullahoma).
</p><p>The address is: PO Box 8739, Chattanooga, TN 37311.
</p><p>6. If the individual lives in the following district or (branch) office service area:
</p><p>South Carolina: (Bennettsvilee); (Camden); Columbia, Florence, Greenwood, (Laurens); (Orangeburg); (Sumter).
</p><p>The address is: 12th Floor, Suite 1259, Strom Thurmond Federal Bldg., 1835 Assembly Street, Columbia, SC 29201.
</p><p>7. If the individual lives in the following district or (branch) office service area:
</p><p>Georgia: Athens, Augusta, (Covington); Decatur, Gainsville (Toccoa); (Winder); (Columbia).
</p><p>South Carolina: (Aiken).
</p><p>The address is: Suite 2100, Bldg. 3, Northgate Office Park, 3620 Interstate 85 NE, Doraville, GA 30340.
</p><p>8. If the individual lives in the following district or (branch) office service area:
</p><p>Alabama: (Cullman); Decatur, Florence, (Russellville).
</p><p>Mississippi: Columbus, (Corinth); Tupelo (Starkville).
</p><p>The address is: Suite E. Spring Street Federal Bldg., 426 East Spring Street, Florence, AL 35630.
</p><p>9. If the individual lives in the following district or (branch) office service area:
</p><p>Florida: (Delray Beach); Fort Lauderdale; (W. Broward); (Fort Pierce), (Hallandale), Hollywood, (Pompano Beach), West Palm Beach.
</p><p>The address is: Federal Bldg. &amp; U.S. Courthouse, Room 307-A, 299 E. Broward Blvd., Ft. Lauderdale, FL 33301.
</p><p>10. If the individual lives in the following district or (branch) office service area:
</p><p>North Carolina: (Asheboro); (Burlington) (Greensboro); High Point, (Mt. Airy); (North Wilkesboro); (Reidsville);Winston-Salem.
</p><p>The address is: 1200 West Bessemer Square Bldg., 1215 West Bessemer Avenue, Greensboro, NC 27408.
</p><p>11. If the individual lives in the following district or (branch) office service area:
</p><p>South Carolina: Anderson, Greeneville, Spartanburg, Asheville, (Franklin); (Hendersonville).
</p><p>The address is: Suite 116, 300 University Ridge, Greeneville, SC 29601.
</p><p>12. If the individual lives in the following district or (branch) office service area:
</p><p>Mississippi: (Brookhaven); (Columbia); Hattiesburg (Laurel): (McComb).
</p><p>The address is: 301 Humble Avenue, Hattiesburg, MS 39401.
</p><p>13. If the individual lives in the following district or (branch) office service area:
</p><p>Mississippi: (Cleveland) Greenville, Greenwood, (Grenada); Jackson, (Kosciusko); Meridan, (Newton); (Philadelphia); Vicksburg, (Natchez).
</p><p>The address is: Suite 801 100 West Capital Street, Jackson, MS 39201.
</p><p>14. If the individual lives in the following district or (branch) office service area:
</p><p>Florida: Gainsville; Jacksonville: Downtown, (North); (Lake City); (Palatka): (Quincy); St. Augustine, Tallahassee.
</p><p>Georgia: (Bainbridge); (Brunswick); Thomasville, Valdosta, Waycross.
</p><p>The address is: 2809 Art Museum Drive, Room 3, Jacksonville, FL 32207.
</p><p>15. If the individual lives in the following district or (branch) office service area:
</p><p>Tennessee: (Greennville); Johnson City, (Kingsport).
</p><p>Virginia: Bristol, (Norton).
</p><p>The address is 1420B East Stone Drive, Kingsport, TN 37660.
</p><p>16. If the individual lives in the following district or (branch) office service area:
</p><p>Tennessee: Knoxville, (La Follette); (Maryville); (Morristown); (Oak Ridge).
</p><p>The address is: Suite 300, Apalachian, National Life Bldg., 318 Cumberland Avenue SW., Knoxville, TN 37902.
</p><p>17. If the individual lives in the following district or (branch) office service area:
</p><p>Kentucky: Frankfort, Lexington, (Maysville); (Richmond); Danville.
</p><p>The address is Room 230, The Bakhaus Bldg., 1500 West Main Street, Lexington, KY 40505.
</p><p>18. If the individual lives in the following district or (branch) office service area:
</p><p>Indiana: New Albany.
</p><p>Kentucky: Campbellsville, Elizabethtown, Louisville: Downtown, (East); (West); Bowling Green.
</p><p>The address is: Room 600, Bank of Louisville Bldg., 510 West Broadway, Louisville, KY 40202.
</p><p>19. If the individual lives in the following district or (branch) office service area:
</p><p>Georgia: Albany, (Cordele); (Dublin); Macon, (Milledgeville); (Moultrie); (Swainsvoro); (Tifton); (Warner Robins).
</p><p>The address is: Room 813, Southern Trust Bldg., 682 Cherry Street, Macon, GA 31201.
</p><p>20. If the individual lives in the following district or (branch) office service area:
</p><p>Mississippi: (Clarksdale); (Holly Springs).
</p><p>Tennessee: Dyersburg; Jackson; Memphis: Downtown, (East); (North); (South); (Union City).
</p><p>The address is: Suite 602, Mid-Memphis Tower Bldg., 1407 Union Avenue, Memphis, TN 48103.
</p><p>21. If the individual lives in the following district or (branch) office service area:
</p><p>Florida: (Coral Gables); (Hialeah); (Key West); Miami (Allapattah); (Cutler Ridge); Downtown, (Little Havannah); (Little River); North Miami Beach.
</p><p>The address is: 4th Floor, Northeast, Airlines Bldg., 150 S.E. 2nd Avenue, Miami, FL 33131.
</p><p>22. If the individual lives in the following district or (branch) office service area:
</p><p>Kentucky: (Middlesboro), Corbin, (Harlan), Hazard, (Somerset).
</p><p>The address is: Village Square Shopping Center, Route #2, Box 12-55, Middlesboro, KY 40965.
</p><p>23. If the individual lives in the following district or (branch) office service area:
</p><p>Alabama: (Andalusia); (Jackson); Mobile; Downtown, (Fairhope); (W. Mobile).
</p><p>Florida: (Marianna), Panama City, Pensacola.
</p><p>Mississippi: Gulfport (Pascagoula).
</p><p>The address is: Room 407, Commerce Bldg., 118 North Royal Street, Mobile, AL 36602.
</p><p>24. If the individual lives in the following district or (branch) office service area:
</p><p>Alabama: (Alexander City); (Dempolis); Dothan, Montgomery, (Opelika); Selma (Troy).
</p><p>The address is: Room 109, McDonough Bldg., 770 South McDonough Street, Montgomery, AL 36104.
</p><p>25. If the individual lives in the following district or (branch) office service area:
</p><p>Tennessee: (Clarksville), Columbia, Cookeville, (Gallatin); (Lawrenceburg); (McMinnville); (Murfreesboro): Nashville; Downtown, (East); (Hadley Park); (Paris).
</p><p>The address is: Room 800, 1717 West End Avenue, Nashville, TN 37203.
</p><p>26. If the individual lives in the following district or (branch) office service area:
</p><p>Florida: Daytona Beach, (Deland); (Leesburg); Melbourne, (Ocala); Orlando, (Sanford); (Vero Beach).
</p><p>The address is: U.S. Federal Bldg. &amp; Courtshouse, Room 239, 80 N. Hughey Avenue, Orlando, FL 32801.
</p><p>27. If the individual lives in the following district or (branch) office service area:
</p><p>Illinois: (Cairo).
</p><p>Kentucky: Hopkinsville, (Madisonville); (Mayfield); Owensboro, Paducah.
</p><p>The address is: No. 1 Tiffany Square, 3038 Lone Oak Road, Paducah, KY 42001.
</p><p>28. If the individual lives in the following district or (branch) office service area:
</p><p>North Carolina: Durham, (Elizabeth City); Fayetteville, Goldsboro, Greenville, (Henderson); (Kinston); (Lumberton); New Bern; Raleigh, (Roanoke Rapids); Rocky Mount, (Sanford); (Smithfield); (Washington); (Whiteville); Wilmington, (Wilson).
</p><p>The address is: 3824 Barrett Drive, Room 200, Raleigh, NC 27609.
</p><p>29. If the individual lives in the following district or (branch) office service area:
</p><p>Florida: (Bradenton), Clearwater, (Dade City), Fort Meyers, (Holiday); Lakeland, (Naples); (Pinellas Park); (Plant City); St. Petersburg, Sarasota, (Sebrign); Tampa: Downtown, (Wellswood); (Winter Haven).
</p><p>The address is: Suite 638, 700 Twiggs Street, 700 Twiggs Building, Tampa, FL 33602.
</p><p>E. In the Chicago Region
</p><p>1. If the individual lives in the following district or (branch) office service area:
</p><p>Illinois: Auroroa, (Downers Grove); Champaign; Chicago: Loop, Near Northwest, (Westtown); Near Southwest, West; (Lawndale); Danville, Elgin, Elmwood Park, Harvey, (Villa Park); Markham, Joliet, Kankakee, North Riverside (La Grange).
</p><p>The address is: Room 1430, Mid-Continental Plaza, 55 East Monroe Street, Chicago, IL 60603 (DT).
</p><p>2. If the individual lives in the following district or (branch) office service area:
</p><p>Illinois: Chicago: East, (Back of the Yards); south (Bridgeview); Southeast.
</p><p>Indiana: Gary (Merrillville); (Valparaiso); Hammond, (East Chicago); (Michigan City).
</p><p>Michigan: Benton Harbor.
</p><p>The address is: The Kluczynski Federal Bldg., 230 South Dearborn Street, Room 2645, Chicago, IL 60604 (South).
</p><p>3. If the individual lives in the following district or (branch) office service area:
</p><p>Kentucky: Covington:
</p><p>Ohio: Cincinnati: Downtown (Peebles Corner); North, (Batavia); Dayton: Downtown, (West); (Xenia); Hamilton, (Middleton); (Ironton); Portsmouth.
</p><p>The address is: Room 6409, Federal Office Bldg., 550 Main Street, Cincinnati, OH 45202
</p><p>4. If the individual lives in the following district or (branch) office service area:
</p><p>Ohio: Akron: Downtown, (West); (Medina); (Ravenna); Ashtabula, (Painesville); Canton, (Woodster); Cleveland: Downtown, Heights (Midtown); (Northeast); (Northwest); (Southeast); (Southwest); (University Circle); West, (Euclid); Lorain, Mansfield, New Philadelphia, Sandusky, (Fremont); Toledo: (West); (Bowling Green); Warren, Youngstown.
</p><p>The address is: Room 1919, Superior Bldg., 815 Superior Avenue NE, Cleveland, OH 44114.
</p><p>5.If the individual lives in the following district or (branch) office service area:
</p><p>Ohio: Chillicothe; Columbus: Downtown; (East); (North); (Lancaster); Findlay; Lima, Marietta, Marion, (Athens): Newark, Piqua, Springfield, Zanesville; (Cambridge); (Gallipolis).
</p><p>The address: Room 717, LeVeque Lincoln Tower, 50 West Broad Street, Columbus, OH 43215.
</p><p>6. If the individual lives in the following district to (branch)office service area:
</p><p>Ohio: Dayton, Downtown, (West); Piqua, Springfield; (Xenia).
</p><p>The address is: Suite 400, 40 S. Main Street, Center City Office Bldg. Dayton, OH 45402.
</p><p>7. If the individual lines in the following district or (branch) office service area:
</p><p>Michigan: Ann Arbor,(Monroe); Dearborn; (Inkster); (Wyandotte); Detroit: Downtown East, (E. Jefferson Avenue); (Grand River); (Hamtramck); Southwest; Port Huron.
</p><p>The address is: Patrick McNamara Federal Bldg., 4th Floor, Room 430-449, 477 Michigan Avenue, Detriot, MI 48226.
</p><p>8. If the individual lives in the following district or (branch) office service area:
</p><p>Illinois: Chicago: North, Northwest; (Arlington Heights); (Des Plains); Evanston, (Glenview); Rockford, (Freeport); Sterling, (Woodstock); Waukegan, (Woodstock).
</p><p>The address is: Room 250, 2nd Floor, Davis Bldg., 820 Davis Street, Evanston, IL 60201.
</p><p>9. If the individual lives in the following district or (branch) office service area:
</p><p>Illinois: Carbondale, Harrisburg, (W. Frankfort); (Effingham); Mount Vernon.
</p><p>Indiana: Evansville, Cincennes.
</p><p>Kentucky: (Henderson).
</p><p>The address is: Room 246, Federal Bldg., 101 NW Seventh Street, Evansville, IN 60201.
</p><p>10. If the individual lives in the following district or (branch) office service area:
</p><p>Michigan: (Alpena); Bay City, Flint, (Owosso); Port Huron, Saginaw.
</p><p>The address is: Room 810, Metropolitan Bldg., 432 N. Saginaw Street, Flint, MI 48502.
</p><p>11. If the individual lives in the following district or (branch) office service area:
</p><p>Indiana: (Auburn) Elkart, Fort Wayne, Marion, Muncie, South Bend.
</p><p>Ohio: Defiance.
</p><p>The address is: Room 401, Commerce Bldg., 127 West Berry Street, Fort Wayne, IN 46802.
</p><p>12. If the individual lives in the following district or (branch) office service area:
</p><p>Michigan: Grand Rapids, (Holland); Kalamazoo, Muskegon.
</p><p>The address is: Room 346 Federal Bldg., 110 Michigan NW., Grand Rapids, MI 49502.
</p><p>13.If the individual lives in the following district to (branch) office service area:
</p><p>Indiana: Anderson, Bloomington, Columbus, (Crawfordsville); Indianapolis: Downtown; (East); (West); Kokomo, Lafayette, Madison, Richmond, Terre Haute.
</p><p>The address is: 221 Federal Bldg., 575 N. Pennsylvania Streetr, Indianapolis, IN 46204.
</p><p>14. If the individual lives in the following district or (branch) office service area:
</p><p>Michigan: (Adrian); Battle Creek, Jackson, Lansing, Mount Pleasant, Muskegon, (Petoskey), Traverse City, (Apena); (Owozzo).
</p><p>The address is: 333 South Capitol, Suite 220, North Entrance, Lansing, MI 48933.
</p><p>15. If the individual lives in the following district or (branch) office service area:
</p><p>Wisconsin: Appleton, Eau Claire, (Rice lake); Fond de Lac, Janesville, Kenosha, Green Bay, (Marinette); LaCrosse, (Lancaster); Madison, (Portage); (Munitowoc); Milwaukee: (Mitchell); North, South, East, (Vliet St.); Oshkosh, Racine, Sheboygan, Waukesha, (West Bend); Wisconsin Rapids, (Rhinelander); Wausau.
</p><p>Michigan: Escanaba, Marquette, (Ironwood).
</p><p>The address is: The Continental Bank Bldg., Room 800, 735 West Wisconsin Avenue, Milwaukee, WI 53233.
</p><p>16. If the individual lives in the following district of (branch) office service area:
</p><p>Minnesota: (Alexandria); Austin, Bemidji, (Brooklyn Center); Duluth, (Fairmont); Hibbing, Mankato, Marshall; Minneapolis: (Broadway); (Southwest); Rochester, St. Cloud, St. Paul, Winona.
</p><p>Wisconsin: Superior.
</p><p>The address is: 830 Plymouth Bldg., 12 South 6th Street, Minneapolis, MN 55402.
</p><p>17. If the individual lives in the following district of (branch) office service area:
</p><p>Illinois: Bloomington, Decatur, Galesburg, (Peking); Peoria, Peru, Springfield.
</p><p>The address is: Room 1004, Savings Center Tower, 411 Hamilton Blvd., Peoria, IL 61602.
</p><p>18. If the individual lives in the following district or (branch) office service area:
</p><p>Michigan: Detroit: Highland Park, (Livernois St.); Northwest, (Livonia); (Mt. Clemens); Pontiac, Roseville, (Royal Oak); (Warren).
</p><p>The address is: Suite 800, Northland Towers West, 15565 Northland Drive, Southfield, MI 48075.
</p><p>F. If the Dallas Region
</p><p>1. If the individual lives in the following district of (branch) office service area:
</p><p>New Mexico: Albuquerque, (Clovis); Farmington, (Gallup); (Hobbs); (Las Cruces); (Las Vegas); Roswett, Santa Fe.
</p><p>The address is: Room 309, Patio Plaza Bldg., 5000 Marble Avenue, NE, Albuquerque, NM 87110.
</p><p>2. If the individual lives in the following district or (branch) office service area:
</p><p>Louisiana: Alexandria, (DeRidder); Lafayette, Lake Charles, (Leesville); (Natchitoches); (New Iberia); (Opelousas); Baton Rouge: Downtown, (Government St.); (Plaquemine).
</p><p>The address is: 3744 Government Street, Alexandria, LA 71301.
</p><p>3. If the individual lives in the following district or (branch) office service area:
</p><p>Texas: (Corsicana); Dallas: (South Oak Cliff); (South Dallas); Lufkin, (Nacogdoches); (Palestine); (Waxahachie); Temple, Waco, (West Dallas).
</p><p>The address is: Federal Office Bldg., Room 7B41, 1100 Commerce Street, Dallas, TX 75242 (DT).
</p><p>4. If the individual lives in the following district or (branch) office service area:
</p><p>Texas: (McKinney); Longview, (Marshall); Paris, Greenville, Tyler, Sherman, Dallas; Rawlins.
</p><p>The address is: Central Square, Suite 252, 10830 North Central Expressway, Dallas, TX 75231 (North).
</p><p>5. If the individual lives in the following district or (branch) office service area:
</p><p>Arkansas: Fayetteville, Fort Smith, (Harrison); (Russellville).
</p><p>The address is: Room 203, 616 Garrison Bldg., 616 Garrison Avenue, Fort Smith, AR 72903.
</p><p>6. If the individual lives in the following district or (branch) office service area:
</p><p>Texas: Abilene, (Big Spring); (Brownwood); (Cleburne); (Denton); Forth Worth, Odessa, San Angelo.
</p><p>The address is: Room 9A35, Federal Office Bldg., 819 Taylor Street, Fort Worth, TX 76102.
</p><p>7. If the individual lives in the following district or (branch) office service area:
</p><p>Texas: (Angleton); Beaumont, (Brenham); Breyan, Galveston; Houston: Downtown, (Northwest); (Northeast); (South Park); Southwest, (Huntsville); Pasadena, Port Arthur.
</p><p>The address is: Scalnon Bldg., Suite 1000, 405 Main Street, Houston, TX 77002.
</p><p>8. If the individual lives in the following district or (branch) office service area:
</p><p>Arkansas: (Batesville); (Blytheville); (Camden); (Conway); El Dorada, Forest City, (Helena); Hot Springs National Park, Jonesboro, Little Rock, Pine Bluff, (Searcy); (West Memphis).
</p><p>The address is: 2402 Federal Office Bldg., 700 West Capitol Avenue, Little Rock, AR 72201.
</p><p>9. If the individual lives in the following district or (branch) office service area:
</p><p>Texas: Texarkana.
</p><p>Oklahoma: (Hugo); McAlexter, (Durant); Poteau.
</p><p>The address is: 104 East Carl Albert Pkwy., McAlester, OK 74501.
</p><p>10. If the individual lives in the following district or (branch) office service area:
</p><p>Louisiana: (Bogalusa); (Covington); (Gretna); (Hammond); Houma, (Matairie); (Morgan City); New Orleans: Downtown, (East); (Poland Avenue).
</p><p>The address is: 2nd Floor, Oil &amp; Gas Bldg., 1100 Tulane Avenue, New Orleans, LA 70112.
</p><p>11. If the individual lives in the following district or (branch) office service area:
</p><p>Oklahoma: (Ada); (Altus); Ardmore, (Chickasha); (Clinton); (Duncan); Enid, (Guymon); Lawton, (Norman); Oklahoma City, (Ponce City); (Shawnee); (Stillwater).
</p><p>Texas: Amarillo, Lubbock, (Pampa); (Plainview); (Vernon); Wichita Falls.
</p><p>The address is: Suite 416, 50 Penn Place, Northwest 50th and Pennsylvania Streets, Oklahoma City, OK 73118.
</p><p>12. If the individual lives in the following district or (branch) office service area:
</p><p>Texas: (Alice); Austin, Brownsville, Corpus Christie, (Eagle Pass); (Harlingen); (Kerrville); Laredo, Mcallen; San Antonio: Downtown, (Southside); (Westside); (Sequin); Victoria, El Paso.
</p><p>The address is: Room 222, Castle Hills Executive Plaza, 1015 Jackson Keller Road, San Antonio, TX 78213.
</p><p>13. If the individual lives in the following district or (branch) office service area:
</p><p>Louisiana: (Bossier City); (Minden); Shreveport, (Bastrop); Monroe, (Ruston); (Tallulah).
</p><p>The address is: Suite 232, Shreve City Office Park, 2920 Knight Street, Shreveport, LA 71105.
</p><p>14. If the individual lives in the following district or (branch) office service area:
</p><p>Oklahoma: (Bartlesville); (Miami); Tulsa, Muskogee, (Okmulgee).
</p><p>The address is: 3rd Floor, Columbia Bldg., 2651 East 21st Street, Tulsa, OK 74114.
</p><p>G. In the Kansas City Region
</p><p>1. If the individual lives in the following district or (branch) office service area:
</p><p>Missouri: Cape Giradeau, Clayton, (Flat River); (Kennett); (Sykeston); St. Louis County: Southside, (Union); (West Plains); St. Charles, Popular Bluff.
</p><p>The address is: Room 2, 8706 Manchester Road, Brentwood, MO 63144.
</p><p>2. If the individual lives in the following district or (branch) office Downtown, (South); Prescott, (Scottsdale).
</p><p>Nevada: Las Vegas, (North Las Vegas).
</p><p>The address is: Suite 600, Mayer Central Bldg., 3033 North Central Avenue, Phoenix, AZ 85012.
</p><p>11. If the individual lives in the following district or (branch) office service area:
</p><p>California: (Auburn); Chico, (Lodi); (Marysville); Modesto, Redding, (Roseville); Sacramento, Stockton.
</p><p>Nevada: Reno.
</p><p>The address is: Suite 403, 1029 J Street, Sacramento, CA 95814 (DT).
</p><p>12. If the individual lives in the following district or (branch) office service area:
</p><p>California: (Banning); (Corona); (Fontana); (Hemet); Palm Springs, Pomona, (Redlands), Riverside, San Bernardino, (Victorville).
</p><p>The address is: 362 North Arrowhead Avenue, Suite 201, San Bernardino, CA 92401.
</p><p>13. If the individual lives in the following district or (branch) office service area:
</p><p>Arizona: (Yuma).
</p><p>California: (Chula Vista); (El Corazon); (El Centro); (Escondido); (La Mesa); San Diego: Downtown, (Linda Vista); (Oceanside); (Southeast).
</p><p>The address is: U.S. Courthouse, 940 Front Street, Room 2-N-26, San Diego, CA 92189.
</p><p>4. If the individual lives in the following district or (branch) office service area:
</p><p>California: San Francisco: (Chinatown); Civic Center, (Hunter?s Point); (Inner Mission); (Out Mission); Parkside, (Western Addition); (Redwood City); San Mateo.
</p><p>The address is: Suite 320, 550 Kearney Street, San Francisco, CA 94108.
</p><p>15. If the individual lives in the following district or (branch) office service area:
</p><p>California: (Campbell); (Gilroy); (Monterey); (Pala Alto); Salinas, San Jose: Downtown, (East); (Sunnyvale); (Watsonville); Santa Cruz, (Redwood City).
</p><p>The address is: Room 800, Community Bank Bldg., 111 West St. John Street, San Jose, CA 95113.
</p><p>16. If the individual lives in the following district or (branch) office service area:
</p><p>California: Eureka, (Fairfield); (Napa); San Rafael, Santa Rosa, (Ukiah); Vallejo.
</p><p>The address is: Room 206, 1099 D Street, San Rafael, CA 94901.
</p><p>17. If the individual lives in the following district or (branch) office service area:
</p><p>California: Anaheim, Costa Mesa, Fullerton, Huntington Beach, San Juan Capistrano, Santa Ana.
</p><p>The address is: Suite 902, Federal Bldg., 34 Civic Center Plaza, Santa Ana, CA 92701.
</p><p>18. If the individual lives in the following district or (branch) office service area:
</p><p>California: San Luis Obisbo, (Santa Maria); Ventura, (Oxnard); Santa Barbara.
</p><p>The address is: 222 East Carillo Street, 2nd Floor, Santa Barbara, CA 93101.
</p><p>19. If the individual lives in the following district or (branch) office service area:
</p><p>Arizona: (Douglas); (Nogales); Tucson: Downtown, (South).
</p><p>The address is: Room 3-B, Federal Bldg., 301 West Congress Street, Tucson, AZ 85701.
</p><p>J. In the Seattle Region
</p><p>1. If the individual lives in the following district or (branch) office service area:
</p><p>Oregon: (Bend); (Coos Bay); Eugene, Klamath Falls, Medford, (Roseburg).
</p><p>The address is: Federal Bldg., Room 430, 211 E. Seventh Avenue, Eugene, OR 97401.
</p><p>2. If the individual lives in the following district or (branch) office service area:
</p><p>Oregon: (Albany); (Astoria); (Beaverton); Portland: Downtown, East, (South); Salem Salem, (The Dalles).
</p><p>Washington: (Longview); Vancouver; Seattle; Yakima.
</p><p>The address is: 800 Terminal Sales Bldg., 1220 S.W. Morrison Street, Portland, OR 97205.
</p><p>3. If the individual lives in the following district or (branch) office service area:
</p><p>Washington: (Aberdeen); Bellvue, Bellingham, Bremerton, (Burien); (Chehalis); Everett, (Lynwood); (Mt. Vernon); Olympia, (Port Angeles); (Puyallup); (Renton); Seattle: Downtown, (North); (South); (West); Tacoma, Yakima, (Kennewick).
</p><p>The address is: Room 3162 Federal Bldg., 915 Second Avenue, Seattle, WA 98174.
</p><p>4. If the individual lives in the following district or (branch) office service area:
</p><p>Idaho: (Coeur D?Arlene); Lewiston.
</p><p>Oregon: La Grande, (Ontario); (Pendleton).
</p><p>Washington: (Pasco); (Pullman); Spokane, Walla Walla, Wenatchee.
</p><p>The address is: 830 Bon Marche Bldg., 214 North Wall Street, Spokane, WA 99201.
</p><p>The Administrative Law Judges are independent adjudicators. However, they do need certain administrative and logistical support. This support is provided by the Regional Chief Administrative Law Judges, Office of Hearings and Appeals, whose offices are at the following addresses: Spokane, Washington 99201.
</p><p>For the following district and (branch) offices:
</p><p>Idaho: (Coeur D?Arlene); Lewiston.
</p><p>Oregon: La Grande (Ontario); (Pendleton).
</p><p>Washington: (Pasco); (Pullman); Spokane, Walla Walla, Wenatchee.
</p><p>II. The Administrative Law Judges are independent adjudicators. However, they do need certain administrative and logistical support. This support is provided by the Regional Chief Administrative Law Judges, Office of Hearings and Appeals, whose offices are at the following addresses:
</p><p>In the Boston Region
</p><p>E-310 John F. Kennedy Federal Building, Boston, Massachusetts 02203
</p><p>In the New York Region
</p><p>Room 34-130, 26 Federal Plaza, New York, New York 10278
</p><p>In the Philadelphia Region
</p><p>Room M300, The Gateway Building, 36th and Market Streets, Philadelphia, Pennsylvania 19101
</p><p>Mailing Address: PO Box 8788, Philadelphia, Pennsylvania 19101
</p><p>In the Atlanta Region
</p><p>Suite 422, Marietta Tower Bldg., 101 Marietta Street NW, Atlanta, Georgia 30323
</p><p>In the Chicago Region
</p><p>16th Floor, 300 S. Wacker Drive, Chicago, Illinois 60606
</p><p>In the Dallas Region
</p><p>Federal Office Building, Room 14B7, 1100 Commerce Steet, Dallas, Texas 75202
</p><p>In the Kansas City Region
</p><p>Room 505, Federal Office Building, 911 Walnut Street, Kansas City, Missouri 64106
</p><p>In the Denver Region
</p><p>Suite 402, Rio Grande Bldg., 1531 Stout Street, Denver, Colorado 80202
</p><p>In the San Francisco Region
</p><p>24th Floor, 100 Van Ness Avenue, San Francisco, California 94102
</p><p>In the Seattle Region
</p><p>Room 1852, Federal Building, 915 Second Avenue, Seattle, Washington 98174
</p></xhtmlContent></appendix>

<appendix id="app" toc="yes" letter="H">
<title> Office of Central Operations Electronic Data Operations Centers </title>
<xhtmlContent><p>Office of Central Operations, Veterans Administration Building, 19 North Main Street, Wilkes Barre, Pennsylvania 18701
</p><p>Office of Central Operations, Albuquerque, Data Operations Center, 933 Bradbury, SE, Albuquerque, New Mexico 87112
</p><p>Office of Central Operations, Salinas Data Operations Center, 6th Floor, No. 8, 8 East Alisal, Salinas, California 94901.
</p></xhtmlContent></appendix>
<appendix id="app" toc="yes" letter="I">
<title> Availability of Records, Manuals, etc.</title>
<xhtmlContent><p>All administrative staff manuals of the Social Security Administration and instruction to staff personnel which contains policies, procedures, or interpretations that affect the public are available for inspection and copying. These manuals are generally not printed in a sufficient quantity to permit sale or other general distribution to the public, but many are maintained at district offices and field offices and may be inspected there (See Appendix F address and telephone information). A complete listing of staff manuals and instructions is published in Social Security Rulings which is available from the Government Printing Office, Washington, D.C. 20402.
</p><p>The Social Security Act is codified at 42 U.S.C. 301 and the Federal Coal Mine Health and Safety Act may be found at 30 U.S.C. 901.
</p><p>The Regulations relating to Federal retirement, survivors, and disability insurance and health for the aged, are published in the Code of Federal Regulations under title 20, chapter III, part 401 et seq.:
</p><p>A. Part 401 contains Regulation No. 1, Disclosure of Official Records and Information.
</p><p>B. Part 402, which contained Regulations No. 2, has not been published in the Code beginning with the 1949 edition since Regulations No. 2 applies only to the Social Security Act in effect before 1940.
</p><p>C. Part 403, which contained Regulations No. 3, has not been published in the Code beginning with the 1965 edition since Regulations No. 3 relates to the period from 1940 to 1950. The extent to which Regulations No. 3 remains in effect is indicated in section 404.3(a) of Regulations No. 4.
</p><p>D. Part 404 contains Regulations No. 4, Federal Old-Age, Survivors, and Disability Insurance (1950-).
</p><p>E. Part 405 contains Regulations No. 5, Federal Health Insurance for the Aged and Disabled (1965-)
</p><p>F. Part 410 contains Regulations No. 10, Federal Coal Mine Health and Safety Act of 1969, Title IV, Black Lung Benefits (1969-).
</p><p>G. Part 416 contains Regulations No. 16, Supplemental Security Income (1973-).
</p><p>H. Part 422 contains Regulations No. 22, Organization and Procedures.
</p><p>Title 20 of the Code of Federal Regulations (Part 400 to End, revised as of April 1, 1979), can be purchased from the Superintendent of Documents, Government Printing Office, Washington, DC 20402.
</p><p>Requests for accessing an individual?s own records should be directed to the systems managers or as otherwise noted under notification procedures in the foregoing notices. Requests for other records and manuals may be made to: (1) The Director, Office of Information, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235; or (2) the Information Center Officer, at the Regional Offices of the Department of Health and Human Services. The locations and service areas of these offices are as follows:
</p><p>1. Boston Region--Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont
</p><p>John F. Kennedy Federal Building, Room 1100A, Boston, Massachusetts 02203, Office Hours: 8:30-5:00
</p><p>2. New York Region--New York, New Jersey, Puerto Rico, Virgin Islands
</p><p>Federal Building, Room 745, 26 Federal Plaza, New York, New York 10007, Office Hours: 8:30-5:00
</p><p>3. Philadelphia Region--Delaware, Maryland, Pennsylvania, Virginia, West Virginia, District of Columbia
</p><p>PO Box 8788, Philadelphia, Pennsylvania 19101, Office Hours: 8:00-4:30
</p><p>4. Atlanta Region--Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee
</p><p>50 Seventh Street, NE, Room 240, Atlanta, Georgia 30323, Office Hours: 8:00-4:30
</p><p>5. Chicago Region--Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin
</p><p>300 South Wacker Drive, Room 2719, Chicago, Illinois 60606, Office Hours: 8:15-4:45
</p><p>6. Dallas Region--Arkansas, Louisiana, New Mexico, Oklahoma, Texas
</p><p>Room 2535, 1200 Commerce Street, Dallas, Texas 75202, Office Hours: 8:15-4:45
</p><p>7. Kansas City Region--Iowa, Kansas, Missouri, Nebraska
</p><p>Federal Building, Room 431-A, 601 East 12th Street, Kansas City, Missouri 64106, Office Hours: 8:00-4:45
</p><p>8. Denver Region--Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming
</p><p>Federal Office Building, Room 8005, 1961 Stout Street, Denver Colorado 80202, Office Hours: 8:00-4:30
</p><p>9. San Francisco Region--Arizona, California, Hawaii, Nevada, Guam, Trust Territory of Pacific Islands, American Samoa
</p><p>100 Van Ness Avenue, 26th Floor, San Francisco, California 94102, Office Hours: 8:00-4:30
</p><p>10. Seattle Region--Alaska, Idaho, Oregon, Washington
</p><p>Arcade Plaza Building, MS-614, 1321 Second Avenue, Room 6027, Seattle, Washington 98101, Office Hours: 8:00-4:30
</p></xhtmlContent></appendix>
<appendix id="app" toc="yes" letter="J">
<title> Social Security Administration Data Security Measures </title>
<xhtmlContent>
<p>The confidentiality of records has been a cornerstone of Social Security Administration policy from the very beginning of the agency under the mandate of title 20, chapter III, part 401 of the Code of Federal Regulations issued in 1937 and Section 1106 of the Social Security Act (Act) passed by the Congress in 1939. Data security measures begin with the thorough training of employees in the restrictions against disclosure contained in the Act and the Regulations, the criminal sanctions for unauthorized disclosure, and the procedures used to assure that disclosures authorized by statute and regulation are released to the proper parties. The physical security measures established to safeguare records are discussed below:
</p><p>1. Manually Maintained Records
</p><p>Manually maintained records are kept in locked file cabinets or in otherwise secure areas. Access to the records is limited to those employees who require the information contained in the records to perform the duties assigned to them. In many cases, the records are selected for the employees needing access to them by other employees who are specifically charged with the maintenance of the records. This restricts the number of persons authorized to be in the storage areas and facilitates the control over the access to the information contained in the records to those who need it.
</p><p>Those records not handled in this manner are securely stored so that unauthorized individuals may not gain access to them.
</p><p>2. Automated Records
</p><p>A new building which will house all the computer equipment and automated records is now complete. The Social Security Administration is now in the process of completing relocation of equipment and records to that building. Entry into the building is restricted to employees whose duties require such entry. A special pass containing the employee?s photograph is issued to all personnel authorized to enter the building. The pass is worn at all times. Marshals are stationed in the lobby of the New Computer Center (NCC) to ensure that only those employees authorized to enter the building do so. The employees then go to the elevators and to one of the five floors that they are authorized to enter as their work station. It is necessary for the employee to enter his/her badge in a slot to activate a turnstile and gain admittance to the floor. Each badge is keyed for one particular floor. Magnetic tape records and records stored on other media are kept in a library to which entry is restricted to those employees who are authorized to work in the library.
</p><p>Entry into the computer rooms in the main building is restricted to those employees whose duties require such entry. All employees who are authorized to enter this area wear special photograph passes. Marshals are stationed at each entrance to assure that only possessors of the special pass are admitted.
</p><p>Access to the information contained in these records is controlled by various manual and automated devices. Only those employees who require the information to perform their duties may obtain it.
</p><p>Some automated records are maintained in program service centers located throughout the country (See Appendix A for address information). Entrance to the program service center buildings is restricted to employees with building passes. In addition, special passes identify those employees whose duties require entry into the computer rooms. Access to the informtion contained in these records is also controlled. Only employees who require the information to perform their duties may obtain it.
</p><p>Data is transmitted from field offices and program service centers to headquarters and return. For the most part, sensitive and urgent traffic is sent over lines leased by the Social Security Administration for its sole use. The remaining traffic sent directly by wire is sent via lines leased by the Federal Government for use of all Federal agencies.
</p><p>Internal computed security is safeguarded by access codes, edit checks, data reformating and return address codes. These assure that only authorized access to the computer system is permitted, that the particular data requested from the system can be released to the requester, and that control is maintained over the locations to which systems data may be sent.
</p></xhtmlContent></appendix>
<appendix id="app" toc="yes" letter="K">
<xhtmlContent>
<p>An individual must present sufficient evidence to establish identity in order to obtain information pertaining to him from the Social Security Administration?s records.
</p><p>Requests for disclosure of information may be made in the following ways:
</p><p>1. In person--No special documents of identity are required if a request for information is made in person. It is expected that documents an individual would normally carry on his person would be sufficient; the following would be acceptable although this list is not intended to be all-inclusive: Credit cards, driver?s license, motor vehicle registration card, building pass, voter registration cards, and selective service registration certificate. A Social Security number card is acceptable only when presented with other evidence.
</p><p>2. Via mail--An individual requesting information from the Social Security Administration?s records via mail must provide his/her name, date of birth, and address in order to establish his identity, plus any additional information required (in the system notice) to access his/her record within a specific system of records.
</p><p>3. Via telephone--An individual requesting information via telephone must furnish the same information as listed in 2 above.
</p></xhtmlContent></appendix>
<appendix id="app" toc="yes" letter="L">
<title> Field Assessment Offices </title>
<xhtmlContent>
<p>1. Addresses and Service Areas
</p><p>Boston Region
</p><p>PO Box 155, Boston, Massachusetts 02101.
</p><p>Service area includes: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont
</p><p>New York Region
</p><p>PO Box A154, Peck Slip Station, New York, New York 10038.
</p><p>Service area includes: New Jersey, New York, Puerto Rico, Virgin Islands
</p><p>Philadelphia Region
</p><p>PO Box 13733, Philadelphia, Pennsylvania 19101.
</p><p>Service area includes: Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia
</p><p>Atlanta Region
</p><p>Suite 2001, 101 Marietta Tower, Atlanta, Georgia 30323.
</p><p>Service area includes: Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee
</p><p>Chicago Region
</p><p>300 South Wacker Drive, 14th Floor, Chicago, Illinois 60606.
</p><p>Service area includes: Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin
</p><p>Dallas Region
</p><p>1200 Main Tower, Room 2235, Dallas, Texas 75202.
</p><p>Service area includes: Arkansas, Louisiana, New Mexico, Oklahoma, Texas
</p><p>Kansas City Region
</p><p>601 East 12th Street, Room 468, Kansas City, Missouri 64106.
</p><p>Service area includes: Iowa, Kansas, Missouri, Nebraska
</p><p>Denver Region
</p><p>PO Box 8839, Denver, Colorado 80201.
</p><p>Service area includes: Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming
</p><p>San Francisco Region
</p><p>100 Van Ness Avenue, 25th Floor, San Francisco, California 94102.
</p><p>Service area includes: American Somoa, Arizona, California, Guam, Hawaii, Nevada
</p><p>Seattle Region
</p><p>Arcade Plaza Building, Mail Stop Number 219, 1321 Second Avenue, Seattle, Washington 98101.
</p><p>Service area includes: Alaska, Idaho, Oregon, Washington
</p><p>2. Field Assessment Satellite Offices
</p><p>Boston Service Area
</p><p>PO Box 155, Boston, Massachusetts 02101.
</p><p>PO Box 6, Canal Station, Portland, Maine 04112.
</p><p>New York Service Area
</p><p>PO Box 7385, New Brunswick, New Jersey 08903.
</p><p>Philadelphia Service Area
</p><p>PO Box 8788, Philadelphia, Pennsylvania 19101.
</p><p>725 Kossman Building, Fobes and Stanwix Streets, Pittsburgh, Pennsylvania 15222.
</p><p>2000 Century Plaza, Suite 454, 10632 Little Patuxent Parkway, Columbia, Maryland 21044.
</p><p>Atlanta Service Area
</p><p>1568 Willingham Drive, Suite 214-D, College Park, Georgia 30337.
</p><p>PO Box 662, Birmingham, Alabama 35201.
</p><p>PO Box 17707, Raleigh, North Carolina 27619.
</p><p>1102 Kermit Drive, Suite 104, Nashville, Tennessee 37217.
</p><p>Chicago Service Area
</p><p>300 South Wacker Drive, Room 1749, Chicago, Illinois 60606.
</p><p>1084 McNamara Building, 477 Michigan Avenue, Detroit, Michigan 48226.
</p><p>Federal Building, Room 658, 316 Robert Street, St. Paul, Minnesota 55101.
</p><p>Federal Building, Room 284, 517 East Wisconsin Avenue, Milwaukee, Wisconsin 53202.
</p><p>Dallas Service Area
</p><p>PO Box 709, Grand Prairie, Texas 75051.
</p><p>PO Box 8770, Metairie, Louisiana 70011.
</p><p>50 Penn Place, Suite 410, Oklahoma City, Oklahoma 73118.
</p><p>Kansas City Service Area
</p><p>PO Box 15568, Kansas City, Missouri 64106.
</p><p>Denver Service Area
</p><p>7200 West Alameda, Suite 208, Lakewood, Colorado 80226.
</p><p>Treasure State Building, Room 310, 2906 Second Avenue, North Billings, Montana 59101.
</p><p>PO Box 2638, Salt Lake City, Utah 84110.
</p><p>San Francisco Service Area
</p><p>100 Van Ness Avenue, 26th Floor, San Francisco, California 94102.
</p><p>4640 Admiralty Way, Suite 201, Marina Del Rey, California 90241.
</p><p>PO Box 50048, Honolulu, Hawaii 96850.
</p><p>Seattle Service Area
</p><p>Dexter Horton Building, Room 501, 710 Second Avenue, Seattle, Washington 98104.
</p></xhtmlContent></appendix>
<appendix id="app" toc="yes" letter="M">
<title> Field Assessment Offices and Central Office Supplemental Security Income (SSI) Analysis Components </title>
<xhtmlContent><p>Boston
</p><p>SSI Analysis Branch, Room 1607, 100 Summer Street, Boston, Massachusetts 02110.
</p><p>New York
</p><p>SSI Analysis Branch, Room 34-110, 26 Federal Plaza, New York, New York 10278.
</p><p>Philadelphia
</p><p>SSI Analysis Branch, PO Box 8229, Philadelphia, Pennsylvania 19101.
</p><p>Atlanta
</p><p>SSI Analysis Branch, PO Box 1684, Suite 1804, 101 Marietta Tower, Atlanta, Georgia 30301.
</p><p>Chicago
</p><p>SSI Analysis Branch, 14th Floor, 300 South Wacker Drive, Chicago, Illinois 60606.
</p><p>Dallas
</p><p>SSI Analysis Branch, Room 2235, 1200 Main Tower, Dallas, Texas 75202.
</p><p>Kansas City
</p><p>SSI Analysis Branch, PO Box 15507, Kansas City, Missouri 64106.
</p><p>Denver
</p><p>SSI Analysis Branch, PO Box 3579, Denver, Colorado 80294.
</p><p>San Francisco
</p><p>SSI Analysis Branch, 22nd Floor, 100 Van Ness Avenue, San Francisco, California 94102.
</p><p>Seattle
</p><p>SSI Analysis Branch, Arcade Plaza Building, Mail Stop 217, 1321 Second Avenue, Seattle, Washington 98101.
</p><p>Central Office
</p><p>Office of Assessment, Division of Assistance and Records Operations Quality, PO Box 17040, Baltimore, Maryland 21235.
</p></xhtmlContent></appendix>
<regulations id="reg" toc="yes">
<regulationsTitle number="20">
<heading> Employees? Benefits </heading>
<regulationsChapter number="III">
<heading> Social Security Administration </heading>
<regulationsPart number="401">
<heading> PRIVACY AND DISCLOSURE OF OFFICIAL RECORDS AND INFORMATION </heading>
<xhtmlContent>
<p><b>Subpart B--The Privacy Act
</b></p>
<p>401.30 Privacy Act and other responsibilities.
</p>
<p>401.35 Your right to request records.
</p>
<p>401.40 How to get your own records.
</p>
<p>401.45 Verifying your identity.
</p>
<p>401.50 Granting notification of or access to a record.
</p>
<p>401.55 Access to medical records.
</p>
<p>401.60 Access to or notification of program records about more than one individual.
</p>
<p>401.65 How to correct your record.
</p>
<p>401.70 Appeals of refusals to correct records or refusals to allow access to records.
</p>
<p>401.75 Rights of parents or legal guardians.
</p>
<p>401.80 Accounting for disclosures.
</p>
<p>401.85 Exempt systems.
</p>
<p>401.90 Contractors.
</p>
<p>401.95 Fees.
</p>
<p>Appendix A to Part 401--Employee Standards of Conduct
</p>
<p><b>Authority:</b> Secs. 205, 702(a)(5), 1106, and 1141 of the Social Security Act (42 U.S.C. 405, 902(a)(5), 1306, and 1320b-11); 5 U.S.C. 552 and 552a; 8 U.S.C. 1360; 26 U.S.C. 6103; 30 U.S.C. 923.
</p>
<p><b>Source:</b> 62 FR 4143, Jan. 29, 1997, unless otherwise noted.
</p><p><b>Subpart B--The Privacy Act
</b></p>
<p><b>&#167; 401.30 Privacy Act and other responsibilities.
</b></p>
<p>(a) <i>Policy.</i> Our policy is to protect the privacy of individuals to the fullest extent possible while nonetheless permitting the exchange of records required to fulfill our administrative and program responsibilities, and responsibilities for disclosing records which the general public is entitled to have under the Freedom of Information Act, 5 U.S.C. 552, and 20 CFR part 402.
</p>
<p>(b) <i>Maintenance of records.</i> We will maintain no record unless:
</p>
<p>(1) It is relevant and necessary to accomplish an SSA function which is required to be accomplished by statute or Executive Order;
</p>
<p>(2) We obtain the information in the record, as much as it is practicable, from the subject individual if we may use the record to determine an individual?s rights, benefits or privileges under Federal programs;
</p>
<p>(3) We inform the individual providing the record to us of the authority for our asking him or her to provide the record (including whether providing the record is mandatory or voluntary, the principal purpose for maintaining the record, the routine uses for the record, and what effect his or her refusal to provide the record may have on him or her). Further, the individual agrees to provide the record, if the individual is not required by statute or Executive Order to do so.
</p>
<p>(c) <i>First Amendment rights.</i> We will keep no record which describes how an individual exercises rights guaranteed by the First Amendment unless we are expressly authorized:
</p>
<p>(1) By statute,
</p>
<p>(2) By the subject individual, or
</p>
<p>(3) Unless pertinent to and within the scope of an authorized law enforcement activity.
</p>
<p>(d) <i>Privacy Officer.</i> The Privacy Officer is an advisor to the Agency on all privacy policy and disclosure matters. The Privacy Officer coordinates the development and implementation of Agency privacy policies and related legal requirements to ensure Privacy Act compliance, and monitors the coordination, collection, maintenance, use and disclosure of personal information. The Privacy Officer also ensures the integration of privacy principles into information technology systems architecture and technical designs, and generally provides to Agency officials policy guidance and directives in carrying out the privacy and disclosure policy.
</p>
<p>(e) <i>Senior Agency Official for Privacy.</i> The Senior Agency Official for Privacy assumes overall responsibility and accountability for ensuring the agency?s implementation of information privacy protections as well as agency compliance with federal laws, regulations, and policies relating to the privacy of information, such as the Privacy Act. The compliance efforts also include reviewing information privacy procedures to ensure that they are comprehensive and up-to-date and, where additional or revised procedures may be called for, working with the relevant agency offices in the consideration, adoption, and implementation of such procedures. The official also ensures that agency employees and contractors receive appropriate training and education programs regarding the information privacy laws, regulations, polices and procedures governing the agency?s handling of personal information. In addition to the compliance role, the official has a central policy-making role in the agency?s development and evaluation of legislative, regulatory and other policy proposals which might implicate information privacy issues, including those relating to the collection, use, sharing, and disclosure of personal information.
</p>
<p>(f) <i>Privacy Impact Assessment.</i> In our comprehensive Privacy Impact Assessment (PIA) review process, we incorporate the tenets of privacy law, SSA privacy regulations, and privacy policy directly into the development of certain Information Technology projects. Our review examines the risks and ramifications of collecting, maintaining and disseminating information in identifiable form in an electronic information system and identifies and evaluates protections and alternate processes to reduce the risk of unauthorized disclosures. As we accomplish the PIA review, we ask systems personnel and program personnel to resolve questions on data needs and data protection prior to the development of the electronic system.
</p>
<p>[62 FR 4143, Jan. 29, 1997, as amended at 72 FR 20939, Apr. 27, 2007]
</p>
<p><b>&#167; 401.35 Your right to request records.
</b></p>
<p>The Privacy Act gives you the right to direct access to most records about yourself that are in our systems of records. Exceptions to this Privacy Act right include--
</p>
<p>(a) Special procedures for access to certain medical records (see 5 U.S.C. 552a(f)(3) and &#167; 401.55);
</p>
<p>(b) Unavailability of certain criminal law enforcement records (see 5 U.S.C. 552a(k), and &#167; 401.85); and
</p>
<p>(c) Unavailability of records compiled in reasonable anticipation of a court action or formal administrative proceeding.

</p>
<p><b>Note to &#167; 401.35:</b> The Freedom of Information Act (see 20 CFR part 402) allows you to request information from SSA whether or not it is in a system of records.
</p>
<p><b>&#167; 401.40 How to get your own records.
</b></p>
<p>(a) <i>Your right to notification and access.</i> Subject to the provisions governing medical records in &#167; 401.55, you may ask for notification of or access to any record about yourself that is in an SSA system of records. If you are a minor, you may get information about yourself under the same rules as for an adult. Under the Privacy Act, if you are the parent or guardian of a minor, or the legal guardian of someone who has been declared legally incompetent, and you are acting on his or her behalf, you may ask for information about that individual. You may be accompanied by another individual of your choice when you request access to a record in person, <i>provided</i> that you affirmatively authorize the presence of such other individual during any discussion of a record to which you are requesting access.
</p>
<p>(b) <i>Identifying the records.</i> At the time of your request, you must specify which systems of records you wish to have searched and the records to which you wish to have access. You may also request copies of all or any such records. Also, we may ask you to provide sufficient particulars to enable us to distinguish between records on individuals with the same name. The necessary particulars are set forth in the notices of systems of records which are published in the <i>Federal Register.</i>
</p>
<p>(c) <i>Requesting notification or access.</i> To request notification of or access to a record, you may visit your local social security office or write to the manager of the SSA system of records. The name and address of the manager of the system is part of the notice of systems of records. Every local social security office keeps a copy of the <i>Federal Register</i> containing that notice. That office can also help you get access to your record. You do not need to use any special form to ask for a record about you in our files, but your request must give enough identifying information about the record you want to enable us to find your particular record. This identifying information should include the system of records in which the record is located and the name and social security number (or other identifier) under which the record is filed. We do not honor requests for all records, all information, or similar blanket requests. Before granting notification of or access to a record, we may, if you are making your request in person, require you to put your request in writing if you have not already done so.
</p>
<p><b>&#167; 401.45 Verifying your identity.
</b></p>
<p>(a) <i>When required.</i> Unless you are making a request for notification of or access to a record in person, and you are personally known to the SSA representative, you must verify your identity in accordance with paragraph (b) of this section if:
</p>
<p>(1) You make a request for notification of a record and we determine that the mere notice of the existence of the record would be a clearly unwarranted invasion of privacy if disclosed to someone other than the subject individual; or,
</p>
<p>(2) You make a request for access to a record which is not required to be disclosed to the general public under the Freedom of Information Act, 5 U.S.C. 552, and part 402 of this chapter.
</p>
<p>(b) <i>Manner of verifying identity</i>--(1) <i>Request in person.</i> If you make a request to us in person, you must provide at least one piece of tangible identification such as a driver?s license, passport, alien or voter registration card, or union card to verify your identity. If you do not have identification papers to verify your identity, you must certify in writing that you are the individual who you claim to be and that you understand that the knowing and willful request for or acquisition of a record pertaining to an individual under false pretenses is a criminal offense.
</p>
<p>(2) <i>Request by telephone.</i> If you make a request by telephone, you must verify your identity by providing identifying particulars which parallel the record to which notification or access is being sought. If we determine that the particulars provided by telephone are insufficient, you will be required to submit your request in writing or in person. We will not accept telephone requests where an individual is requesting notification of or access to sensitive records such as medical records.
</p>
<p>(3) <i>Electronic requests.</i> If you make a request by computer or other electronic means, e.g., over the Internet, we require you to verify your identity by using identity confirmation procedures that are commensurate with the sensitivity of the information that you are requesting. If we cannot confirm your identity using our identity confirmation procedures, we will not process the electronic request. When you cannot verify your identity through our procedures, we will require you to submit your request in writing.
</p>
<p>(4) <i>Electronic disclosures.</i> When we collect or provide personally identifiable information over open networks such as the Internet, we use encryption in all of our automated online transaction systems to protect the confidentiality of the information. When we provide an online access option, such as a standard e-mail comment form on our Web site, and encryption is not being used, we alert you that personally identifiable information (such as your social security number) should not be included in your message.
</p>
<p>(5) <i>Requests not made in person.</i> Except as provided in paragraphs (b)(2) of this section, if you do not make a request in person, you must submit a written request to SSA to verify your identify or you must certify in your request that you are the individual you claim to be. You must also sign a statement that you understand that the knowing and willful request for or acquisition of a record pertaining to an individual under false pretenses is a criminal offense.
</p>
<p>(6) <i>Requests on behalf of another.</i> If you make a request on behalf of a minor or legal incompetent as authorized under &#167; 401.40, you must verify your relationship to the minor or legal incompetent, in addition to verifying your own identity, by providing a copy of the minor?s birth certificate, a court order, or other competent evidence of guardianship to SSA; except that you are not required to verify your relationship to the minor or legal incompetent when you are not required to verify your own identity or when evidence of your relationship to the minor or legal incompetent has been previously given to SSA.
</p>
<p>(7) <i>Medical records--additional verification.</i> You need to further verify your identity if you are requesting notification of or access to sensitive records such as medical records. Any information for further verification must parallel the information in the record to which notification or access is being sought. Such further verification may include such particulars as the date or place of birth, names of parents, name of employer or the specific times the individual received medical treatment.
</p>
<p>[62 FR 4143, Jan. 29, 1997, as amended at 72 FR 20939, Apr. 27, 2007]
</p>
<p><b>&#167; 401.50 Granting notification of or access to a record.
</b></p>
<p>(a) <i>General.</i> Subject to the provisions governing medical records in &#167; 401.55 and the provisions governing exempt systems in &#167; 401.85, upon receipt of your request for notification of or access to a record and verification of your identity, we will review your request and grant notification or access to a record, if you are the subject of the record.
</p>
<p>(b) <i>Our delay in responding.</i> If we determine that we will have to delay responding to your request because of the number of requests we are processing, a breakdown of equipment, shortage of personnel, storage of records in other locations, etc., we will so inform you and tell you when notification or access will be granted.
</p>
<p><b>&#167; 401.55 Access to medical records.
</b></p>
<p>(a) <i>General.</i> You have a right to access your medical records, including any psychological information that we maintain.
</p>
<p>(b) <i>Medical records procedures</i>--(1) <i>Notification of or access to medical records.</i> (i) You may request notification of or access to a medical record pertaining to you. Unless you are a parent or guardian requesting notification of or access to a minor?s medical record, you must make a request for a medical record in accordance with this section and the procedures in &#167;&#167; 401.45 through 401.50 of this part.
</p>
<p>(ii) When you request medical information about yourself, you must also name a representative in writing. The representative may be a physician, other health professional, or other responsible individual who will be willing to review the record and inform you of its contents. Following the discussion, you are entitled to your records. The representative does not have the discretion to withhold any part of your record. If you do not designate a representative, we may decline to release the requested information. In some cases, it may be possible to release medical information directly to you rather than to your representative.
</p>
<p>(2) <i>Utilization of the designated representative.</i> You will be granted direct access to your medical record if we can determine that direct access is not likely to have an adverse effect on you. If we believe that we are not qualified to determine, or if we do determine, that direct access to you is likely to have an adverse effect, the record will be sent to the designated representative. We will inform you in writing that the record has been sent.
</p>
<p>(c) <i>Medical records of minors</i>--(1) <i>Request by the minor.</i> You may request access to your own medical records in accordance with paragraph (b) of this section.
</p>
<p>(2) <i>Requests on a minor?s behalf; notification of or access to medical records to an individual on a minor?s behalf.</i> (i) To protect the privacy of a minor, we will not give to a parent or guardian direct notification of or access to a minor?s record, even though the parent or guardian who requests such notification or access is authorized to act on a minor?s behalf as provided in &#167; 401.75 of this part.
</p>
<p>(ii) A parent or guardian must make all requests for notification of or access to a minor?s medical record in accordance with this paragraph and the procedures in &#167;&#167; 401.45 through 401.50 of this part. A parent or guardian must at the time he or she makes a request designate a family physician or other health professional (other than a family member) to whom the record, if any, will be sent. If the parent or guardian will not designate a representative, we will decline to release the requested information.
</p>
<p>(iii) Where a medical record on the minor exists, we will in all cases send it to the physician or health professional designated by the parent or guardian. The representative will review the record, discuss its contents with the parent or legal guardian, then release the entire record to the parent or legal guardian. The representative does not have the discretion to withhold any part of the minor?s record. We will respond in the following similar manner to the parent or guardian making the request: "We have completed processing your request for notification of or access to __________?s (Name of minor) medical records. Please be informed that if any medical record was found pertaining to that individual, it has been sent to your designated physician or health professional." 
</p>
<p>(iv) In each case where we send a minor?s medical record to a physician or health professional, we will make reasonable efforts to inform the minor that we have given the record to the representative.
</p>
<p>(3) <i>Requests on behalf of an incapacitated adult.</i> If you are the legal guardian of an adult who has been declared legally incompetent, you may receive his or her records directly.
</p>
<p>[62 FR 4143, Jan. 29, 1997, as amended at 72 FR 20939, Apr. 27, 2007]
</p>
<p><b>&#167; 401.60 Access to or notification of program records about more than one individual.
</b></p>
<p>When information about more than one individual is in one record filed under your social security number, you may receive the information about you and the fact of entitlement and the amount of benefits payable to other persons based on your record. You may receive information about yourself or others, which is filed under someone else?s social security number, if that information affects your entitlement to social security benefits or the amount of those benefits.
</p>
<p>[62 FR 4143, Jan. 29, 1997, as amended at 72 FR 20939, Apr. 27, 2007]
</p>
<p><b>&#167; 401.65 How to correct your record.
</b></p>
<p>(a) <i>How to request a correction.</i> This section applies to all records kept by SSA (as described in &#167; 401.5) except for records of earnings. (20 CFR 422.125 describes how to request correction of your earnings record.) You may request that your record be corrected or amended if you believe that the record is not accurate, timely, complete, relevant, or necessary to the administration of a social security program. To amend or correct your record, you should write to the manager identified in the notice of systems of records which is published in the <i>Federal Register</i> (see &#167; 401.40(c) on how to locate this information). The staff at any social security office can help you prepare the request. You should submit any available evidence to support your request. Your request should indicate--
</p>
<p>(1) The system of records from which the record is retrieved;
</p>
<p>(2) The particular record which you want to correct or amend;
</p>
<p>(3) Whether you want to add, delete or substitute information in the record; and
</p>
<p>(4) Your reasons for believing that your record should be corrected or amended.
</p>
<p>(b) <i>What we will not change.</i> You cannot use the correction process to alter, delete, or amend information which is part of a determination of fact or which is evidence received in the record of a claim in the administrative appeal process. Disagreements with these determinations are to be resolved through the SSA appeal process. (See subparts I and J of part 404, and subpart N of part 416, of this chapter.) For example, you cannot use the correction process to alter or delete a document showing a birth date used in deciding your social security claim. However, you may submit a statement on why you think certain information should be altered, deleted, or amended, and we will make this statement part of your file.
</p>
<p>(c) <i>Acknowledgment of correction request.</i> We will acknowledge receipt of a correction request within 10 working days, unless we can review and process the request and give an initial determination of denial or compliance before that time.
</p>
<p>(d) <i>Notice of error.</i> If the record is wrong, we will correct it promptly. If wrong information was disclosed from the record, we will tell all those of whom we are aware received that information that it was wrong and will give them the correct information. This will not be necessary if the change is not due to an error, e.g., a change of name or address.
</p>
<p>(e) <i>Record found to be correct.</i> If the record is correct, we will inform you in writing of the reason why we refuse to amend your record and we will also inform you of your right to seek a review of the refusal and the name and address of the official to whom you should send your request for review.
</p>
<p>(f) <i>Record of another government agency.</i> If you request us to correct or amend a record governed by the regulation of another government agency, e.g., Office of Personnel Management, Federal Bureau of Investigation, we will forward your request to such government agency for processing and we will inform you in writing of the referral.
</p>
<p><b>&#167; 401.70 Appeals of refusals to correct records or refusals to allow access to records.
</b></p>
<p>(a) <i>General.</i> This section describes how to appeal decisions made by SSA under the Privacy Act concerning your request for correction of or access to your records, those of your minor child, or those of a person for whom you are the legal guardian. We generally handle a denial of your request for information about another person under the provisions of the Freedom of Information Act (see part 402 of this chapter). To appeal a decision under this section, your request must be in writing.
</p>
<p>(b) <i>Appeal of refusal to correct or amend records.</i> If we deny your request to correct an SSA record, you may request a review of that decision. As discussed in &#167; 401.65(e), our letter denying your request will tell you to whom to write.
</p>
<p>(1) We will review your request within 30 working days from the date of the receipt. However, for a good reason and with the approval of the Executive Director for the Office of Public Disclosure, this time limit may be extended up to an additional 30 days. In that case, we will notify you about the delay, the reason for it and the date when the review is expected to be completed.
</p>
<p>(2) If, after review, we determine that the record should be corrected, we will do so. However, if we refuse to amend the record as you requested, we will inform you that--
</p>
<p>(i) Your request has been refused and the reason for refusing;
</p>
<p>(ii) The refusal is SSA?s final decision; and
</p>
<p>(iii) You have a right to seek court review of SSA?s final decision.
</p>
<p>(3) We will also inform you that you have a right to file a statement of disagreement with the decision. Your statement should include the reason you disagree. We will make your statement available to anyone to whom the record is subsequently disclosed, together with a statement of our reasons for refusing to amend the record. Also, we will provide a copy of your statement to individuals whom we are aware received the record previously.
</p>
<p>(c) <i>Appeals after denial of access.</i> If, under the Privacy Act, we deny your request for access to your own record, those of your minor child or those of a person to whom you are the legal guardian, we will advise you in writing of the reason for that denial, the name and title or position of the person responsible for the decision and your right to appeal that decision. You may appeal the denial decision to the Executive Director for the Office of Public Disclosure, 6401 Security Boulevard, Baltimore, MD 21235-6401, within 30 days after you receive notice denying all or part of your request, or, if later, within 30 days after you receive materials sent to you in partial compliance with your request.
</p>
<p>(d) <i>Filing your appeal.</i> If you file an appeal, the Executive Director or his or her designee will review your request and any supporting information submitted and then send you a notice explaining the decision on your appeal. The time limit for making our decision after we receive your appeal is 30 working days. The Executive Director or his or her designee may extend this time limit up to 30 additional working days if one of the circumstances in 20 CFR 402.140 is met. We will notify you in writing of any extension, the reason for the extension and the date by which we will decide your appeal. The notice of the decision on your appeal will explain your right to have the matter reviewed in a Federal district court if you disagree with all or part of our decision.
</p>
<p>[72 FR 20940, Apr. 27, 2007]
</p>
<p><b>&#167; 401.75 Rights of parents or legal guardians.
</b></p>
<p>For purposes of this part, a parent or guardian of any minor or the legal guardian of any individual who has been declared incompetent due to physical or mental incapacity or age by a court of competent jurisdiction is authorized to act on behalf of a minor or incompetent individual. Except as provided in &#167; 401.45, governing procedures for verifying an individual?s identity, and &#167; 401.55(c) governing special procedures for notification of or access to a minor?s medical records, if you are authorized to act on behalf of a minor or legal incompetent, you will be viewed as if you were the individual or subject individual.
</p>
<p><b>&#167; 401.80 Accounting for disclosures.
</b></p>
<p>(a) We will maintain an accounting of all disclosures of a record for five years or for the life of the record, whichever is longer; <i>except that,</i> we will not make accounting for:
</p>
<p>(1) Disclosures under paragraphs (a) and (b) of &#167; 401.110; and,
</p>
<p>(2) Disclosures of your record made with your written consent.
</p>
<p>(b) The accounting will include:
</p>
<p>(1) The date, nature, and purpose of each disclosure; and
</p>
<p>(2) The name and address of the person or entity to whom the disclosure is made.
</p>
<p>(c) You may request access to an accounting of disclosures of your record. You must request access to an accounting in accordance with the procedures in &#167; 401.40. You will be granted access to an accounting of the disclosures of your record in accordance with the procedures of this part which govern access to the related record. We may, at our discretion, grant access to an accounting of a disclosure of a record made under paragraph (g) of &#167; 401.110.
</p>
<p><b>&#167; 401.85 Exempt systems.
</b></p>
<p>(a) <i>General policy.</i> The Privacy Act permits certain types of specific systems of records to be exempt from some of its requirements. Our policy is to exercise authority to exempt systems of records only in compelling cases.
</p>
<p>(b) <i>Specific systems of records exempted.</i> (1) Those systems of records listed in paragraph (b)(2) of this section are exempt from the following provisions of the Act and this part:
</p>
<p>(i) 5 U.S.C. 552a(c)(3) and paragraph (c) of &#167; 401.80 of this part which require that you be granted access to an accounting of disclosures of your record.
</p>
<p>(ii) 5 U.S.C. 552a (d) (1) through (4) and (f) and &#167;&#167; 401.35 through 401.75 relating to notification of or access to records and correction or amendment of records.
</p>
<p>(iii) 5 U.S.C. 552a(e)(4) (G) and (H) which require that we include information about SSA procedures for notification, access, and correction or amendment of records in the notice for the systems of records.
</p>
<p>(iv) 5 U.S.C. 552a(e)(3) and &#167; 401.30 which require that if we ask you to provide a record to us, we must inform you of the authority for our asking you to provide the record (including whether providing the record is mandatory or voluntary, the principal purposes for maintaining the record, the routine uses for the record, and what effect your refusal to provide the record may have on you), and if you are not required by statute or Executive Order to provide the record, that you agree to provide the record. This exemption applies only to an investigatory record compiled by SSA for criminal law enforcement purposes in a system of records exempt under subsection (j)(2) of the Privacy Act to the extent that these requirements would prejudice the conduct of the investigation.
</p>
<p>(2) The following systems of records are exempt from those provisions of the Privacy Act and this part listed in paragraph (b)(1) of this section:
</p>
<p>(i) Pursuant to subsection (j)(2) of the Privacy Act, the Investigatory Material Compiled for Law Enforcement Purposes System, SSA.
</p>
<p>(ii) Pursuant to subsection (k)(2) of the Privacy Act:
</p>
<p>(A) The General Criminal Investigation Files, SSA;
</p>
<p>(B) The Criminal Investigations File, SSA; and,
</p>
<p>(C) The Program Integrity Case Files, SSA.
</p>
<p>(D) Civil and Administrative Investigative Files of the Inspector General, SSA/OIG.
</p>
<p>(E) Complaint Files and Log. SSA/OGC.
</p>
<p>(iii) Pursuant to subsection (k)(5) of the Privacy Act:
</p>
<p>(A) The Investigatory Material Compiled for Security and Suitability Purposes System, SSA; and,
</p>
<p>(B) The Suitability for Employment Records, SSA.
</p>
<p>(iv) Pursuant to subsection (k)(6) of the Privacy Act, the Personnel Research and Merit Promotion Test Records, SSA/DCHR/OPE.
</p>
<p>(c) <i>Notification of or access to records in exempt systems of records.</i> (1) Where a system of records is exempt as provided in paragraph (b) of this section, you may nonetheless request notification of or access to a record in that system. You should make requests for notification of or access to a record in an exempt system of records in accordance with the procedures of &#167;&#167; 401.35 through 401.55.
</p>
<p>(2) We will grant you notification of or access to a record in an exempt system but only to the extent such notification or access would not reveal the identity of a source who furnished the record to us under an express promise, and prior to September 27, 1975, an implied promise, that his or her identity would be held in confidence, if:
</p>
<p>(i) The record is in a system of records which is exempt under subsection (k)(2) of the Privacy Act and you have been, as a result of the maintenance of the record, denied a right, privilege, or benefit to which you would otherwise be eligible; or,
</p>
<p>(ii) The record is in a system of records which is exempt under subsection (k)(5) of the Privacy Act.
</p>
<p>(3) If we do not grant you notification of or access to a record in a system of records exempt under subsections (k) (2) and (5) of the Privacy Act in accordance with this paragraph, we will inform you that the identity of a confidential source would be revealed if we granted you notification of or access to the record.
</p>
<p>(d) <i>Discretionary actions by SSA.</i> Unless disclosure of a record to the general public is otherwise prohibited by law, we may at our discretion grant notification of or access to a record in a system of records which is exempt under paragraph (b) of this section. Discretionary notification of or access to a record in accordance with this paragraph will not be a precedent for discretionary notification of or access to a similar or related record and will not obligate us to exercise discretion to grant notification of or access to any other record in a system of records which is exempt under paragraph (b) of this section.
</p>
<p><b>&#167; 401.90 Contractors.
</b></p>
<p>(a) All contracts which require a contractor to maintain, or on behalf of SSA to maintain, a system of records to accomplish an SSA function must contain a provision requiring the contractor to comply with the Privacy Act and this part.
</p>
<p>(b) A contractor and any employee of such contractor will be considered employees of SSA only for the purposes of the criminal penalties of the Privacy Act, 5 U.S.C. 552a(i), and the employee standards of conduct (see appendix A of this part) where the contract contains a provision requiring the contractor to comply with the Privacy Act and this part.
</p>
<p>(c) This section does not apply to systems of records maintained by a contractor as a result of his management discretion, e.g., the contractor?s personnel records.
</p>
<p><b>&#167; 401.95 Fees.
</b></p>
<p>(a) <i>Policy.</i> Where applicable, we will charge fees for copying records in accordance with the schedule set forth in this section. We may only charge fees where you request that a copy be made of the record to which you are granted access. We will not charge a fee for searching a system of records, whether the search is manual, mechanical, or electronic. Where we must copy the record in order to provide access to the record (e.g., computer printout where no screen reading is available), we will provide the copy to you without cost. Where we make a medical record available to a representative designated by you or to a physician or health professional designated by a parent or guardian under &#167; 401.55 of this part, we will not charge a fee.
</p>
<p>(b) <i>Fee schedule.</i> Our Privacy Act fee schedule is as follows:
</p>
<p>(1) Copying of records susceptible to photocopying--$.10 per page.
</p>
<p>(2) Copying records not susceptible to photocopying (e.g., punch cards or magnetic tapes)--at actual cost to be determined on a case-by-case basis.
</p>
<p>(3) We will not charge if the total amount of copying does not exceed $25.
</p>
<p>(c) <i>Other fees.</i> We also follow &#167;&#167; 402.155 through 402.165 of this chapter to determine the amount of fees, if any, we will charge for providing information under the FOIA and Privacy Act.
</p><p>Appendix A to Part 401--Employee Standards of Conduct
</p>
<p>(a) <i>General.</i> All SSA employees are required to be aware of their responsibilities under the Privacy Act of 1974, 5 U.S.C. 552a. Regulations implementing the Privacy Act are set forth in this part. Instruction on the requirements of the Act and regulation shall be provided to all new employees of SSA. In addition, supervisors shall be responsible for assuring that employees who are working with systems of records or who undertake new duties which require the use of systems of records are informed of their responsibilities. Supervisors shall also be responsible for assuring that all employees who work with such systems of records are periodically reminded of the requirements of the Privacy Act and are advised of any new provisions or interpretations of the Act.
</p>
<p>(b) <i>Penalties.</i> (1) All employees must guard against improper disclosure of records which are governed by the Privacy Act. Because of the serious consequences of improper invasions of personal privacy, employees may be subject to disciplinary action and criminal prosecution for knowing and willful violations of the Privacy Act and regulation. In addition, employees may also be subject to disciplinary action for unknowing or unwillful violations, where the employee had notice of the provisions of the Privacy Act and regulations and failed to inform himself or herself sufficiently or to conduct himself or herself in accordance with the requirements to avoid violations.
</p>
<p>(2) SSA may be subjected to civil liability for the following actions undertaken by its employees:
</p>
<p>(a) Making a determination under the Privacy Act and &#167;&#167; 401.65 and 401.70 not to amend an individual?s record in accordance with his or her request, or failing to make such review in conformity with those provisions;
</p>
<p>(b) Refusing to comply with an individual?s request for notification of or access to a record pertaining to him or her;
</p>
<p>(c) Failing to maintain any record pertaining to any individual with such accuracy, relevance, timeliness, and completeness as is necessary to assure fairness in any determination relating to the qualifications, character, rights, or opportunities of, or benefits to the individual that may be made on the basis of such a record, and consequently makes a determination which is adverse to the individual; or
</p>
<p>(d) Failing to comply with any other provision of the Act or any rule promulgated thereunder, in such a way as to have an adverse effect on an individual.
</p>
<p>(3) An employee may be personally subject to criminal liability as set forth below and in 5 U.S.C. 552a (i):
</p>
<p>(a) <i>Willful disclosure.</i> Any officer or employee of SSA, who by virtue of his employment or official position, has possession of, or access to, agency records which contain individually identifiable information the disclosure of which is prohibited by the Privacy Act or by rules or regulations established thereunder, and who, knowing that disclosure of the specific material is so prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and may be fined not more than $5,000.
</p>
<p>(b) <i>Notice requirements.</i> Any officer or employee of SSA who willfully maintains a system of records without meeting the notice requirements [of the Privacy Act] shall be guilty of a misdemeanor and may be fined not more than $5,000.
</p>
<p>(c) <i>Rules governing employees not working with systems of records.</i> Employees whose duties do not involve working with systems of records will not generally disclose to any one, without specific authorization from their supervisors, records pertaining to employees or other individuals which by reason of their official duties are available to them. Notwithstanding the above, the following records concerning Federal employees are a matter of public record and no further authorization is necessary for disclosure:
</p>
<p>(1) Name and title of individual.
</p>
<p>(2) Grade classification or equivalent and annual rate of salary.
</p>
<p>(3) Position description.
</p>
<p>In addition, employees shall disclose records which are listed in SSA?s Freedom of Information Regulation as being available to the public. Requests for other records will be referred to the responsible SSA Freedom of Information Officer. This does not preclude employees from discussing matters which are known to them personally, and without resort to a record, to official investigators of Federal agencies for official purposes such as suitability checks, Equal Employment Opportunity investigations, adverse action proceedings, grievance proceedings, etc.
</p>
<p>(d) <i>Rules governing employees whose duties require use or reference to systems of records.</i> Employees whose official duties require that they refer to, maintain, service, or otherwise deal with systems of records (hereinafter referred to as "Systems Employees") are governed by the general provisions. In addition, extra precautions are required and systems employees are held to higher standards of conduct.
</p>
<p>(1) Systems Employees shall:
</p>
<p>(a) Be informed with respect to their responsibilities under the Privacy Act;
</p>
<p>(b) Be alert to possible misuses of the system and report to their supervisors any potential or actual use of the system which they believe is not in compliance with the Privacy Act and regulation;
</p>
<p>(c) Disclose records within SSA only to an employee who has a legitimate need to know the record in the course of his or her official duties;
</p>
<p>(d) Maintain records as accurately as practicable.
</p>
<p>(e) Consult with a supervisor prior to taking any action where they are in doubt whether such action is in conformance with the Act and regulation.
</p>
<p>(2) Systems employees shall not:
</p>
<p>(a) Disclose in any form records from a system of records except (1) with the consent or at the request of the subject individual; or (2) where its disclosure is permitted under &#167; 401.110.
</p>
<p>(b) Permit unauthorized individuals to be present in controlled areas. Any unauthorized individuals observed in controlled areas shall be reported to a supervisor or to the guard force.
</p>
<p>(c) Knowingly or willfully take action which might subject SSA to civil liability.
</p>
<p>(d) Make any arrangements for the design, development, or operation of any system of records without making reasonable effort to provide that the system can be maintained in accordance with the Act and regulation.
</p>
<p>(e) <i>Contracting officers.</i> In addition to any applicable provisions set forth above, those employees whose official duties involve entering into contracts on behalf of SSA shall also be governed by the following provisions:
</p>
<p>(1) <i>Contracts for design, or development of systems and equipment.</i> The contracting officer shall not enter into any contract for the design or development of a system of records, or for equipment to store, service or maintain a system of records unless the contracting officer has made reasonable effort to ensure that the product to be purchased is capable of being used without violation of the Privacy Act or the regulations in this part. He shall give special attention to provision of physical safeguards.
</p>
<p>(2) <i>Contracts for the operation of systems of records.</i> The Contracting Officer, in conjunction with other officials whom he feels appropriate, shall review all proposed contracts providing for the operation of systems of records prior to execution of the contracts to determine whether operation of the system of records is for the purpose of accomplishing a Department function. If it is determined that the operation of the system is to accomplish an SSA function, the contracting officer shall be responsible for including in the contract appropriate provisions to apply the provisions of the Privacy Act and regulation to the system, including prohibitions against improper release by the contractor, his employees, agents, or subcontractors.
</p>
<p>(3) <i>Other service contracts.</i> Contracting officers entering into general service contracts shall be responsible for determining the appropriateness of including provisions in the contract to prevent potential misuse (inadvertent or otherwise) by employees, agents, or subcontractors of the contractor.
</p>
<p>(f) <i>Rules governing SSA officials responsible for managing systems of records.</i> In addition to the requirements for Systems Employees, SSA officials responsible for managing systems of records as described in &#167; 401.40(c) (system managers) shall:
</p>
<p>(1) Respond to all requests for notification of or access, disclosure, or amendment of records in a timely fashion in accordance with the Privacy Act and regulation;
</p>
<p>(2) Make any amendment of records accurately and in a timely fashion;
</p>
<p>(3) Inform all persons whom the accounting records show have received copies of the record prior to the amendments of the correction; and
</p>
<p>(4) Associate any statement of disagreement with the disputed record, and
</p>
<p>(a) Transmit a copy of the statement to all persons whom the accounting records show have received a copy of the disputed record, and
</p>
<p>(b) Transmit that statement with any future disclosure.
</p>
<p>[62 FR 4143, Jan. 29, 1997, as amended at 72 FR 69617, Dec. 10, 2007]
</p>
</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
</agency>
</pai>
