Systems of Records Published Between January 2, 2024 and December 31, 2025

60-0001 Electronic Management of Assignments and Correspondence, 60-0001

Unclassified.

Social Security Administration, Office of the Commissioner, Robert M. Ball Building, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.

Social Security Administration, Chief of Staff, Office of the Commissioner, Robert M. Ball Building, 6401 Security Boulevard, Baltimore, MD 21235-6401, OC.Controls@ssa.gov.

Sections 205 and 1631 of the Social Security Act, as amended (42 U.S.C. 405) and (42 U.S.C. 1383).

We will use the information in this system to assist us in supporting agency objectives to track, manage, and respond to external correspondence received from members of the public, the media, the White House, Congress, and other Federal agencies that require information or a response from SSA. We will also use this system to track and manage correspondence and assignments within SSA, and use the system to make assignments to agency employees to respond to the external requests. The system is an internal web-based system allowing authorized employees at all organizational levels to electronically access, create, assign, and process correspondence from the receipt of an inquiry through its completed response.

This system maintains incoming or outgoing correspondence received, created, or compiled in response to external or internal requests for information, or assignments by individuals within or external to the agency. Information in the correspondence may include the name of the claimant; the name of the individual submitting the inquiry; the date of the correspondence; the date received in SSA; the SSA component responsible for responding to the inquiry; and a description of the inquiry or action needed.

We obtain information in this system of records primarily from the authorized employees who scan the correspondence into the system, create the assignments, and respond to inquiries. This system does not pull information from other agency systems.

We will disclose records pursuant to the following routine uses; 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 a statute, the Internal Revenue Service (IRS), or IRS regulations.

1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

2. To the Office of the President in response to an inquiry received from that office made on behalf of, and at the request of, the subject of record or a third party acting on the subject’s behalf.

3. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

4. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or 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 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, the agency determines that disclosure of the records to DOJ, court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected.

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 PII in SSA records in order to perform their assigned agency functions.

6. 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 customers, the security of 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.

7. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of this system of records;

(b) SSA has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, SSA (including its information systems, programs, and operations), the Federal Government, or national security; and

(c) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with SSA’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

8. To the IRS, Department of Treasury, for the purpose of auditing SSA’s compliance with the safeguard provisions of the IRC of 1986, as amended.

9. To contractors and other Federal agencies, as necessary, for the purpose of 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.

10. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

(b) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

We will maintain records in this system in paper and electronic form.

We will retrieve records in this system by the requestor’s name, subject of control/assignment, or control/assignment description.

These records are currently unscheduled. We retain records in accordance with NARA approved records schedules. In accordance with NARA rules codified at 36 CFR 1225.16, we maintain unscheduled records until NARA approves an agency-specific records schedule or publishes a corresponding General Records Schedule.

We retain electronic and paper records with personal identifiers in secure storage areas accessible only by our authorized employees and contractors who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification number and password, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users assigned to specific component level groups. We keep paper records in cabinets within secure areas, with access limited to only those employees who have an official need for access in order to perform their duties.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually acknowledging their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.

Individuals requesting notification of, or access to, records in person must provide their name 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. Individuals lacking identification documents sufficient to establish their identity must certify in writing that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. Individuals 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 at 20 CFR 401.65(a).

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

71 FR 1800, Assignment and Correspondence Tracking (ACT) System.

60-0003 Attorney Fee File, Social Security Administration, Office of Hearings and Appeals.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

Attorney Fee/Petition; Fee Agreement; Authorization Order; related correspondence and case tracking information; and when appropriate, request for administrative review.

Sections 205, 1631(d)(1), and 1872 of the Social Security Act, as amended, and section 413(b) of the Black Lung Benefits Act.

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.

To a representative (current or former), the executor of a deceased representative’s estate or individual recognized by the State as the representative of the estate, an individual who provided representational services, the entity with which the representative or individual is or was affiliated through registration, or an individual or entity to which the agency disbursed a fee payment, to the extent necessary to dispose of a fee petition or fee agreement or resolve other fee-related issues in claims-related matters, but not to include pre-decisional deliberative documents, such as analyses and recommendations prepared for the decision-makeTo a representative (current or former) or the entity with which the representative has affiliated through registration, to the extent necessary to dispose of a fee petition or fee agreement or resolve other fee related issues in claims-related matters, but not to include pre-decisional deliberative documents, such as analyses and recommendations prepared for the decision-maker.

To the U.S. Department of the Treasury, when disclosure of the information is relevant to review SSA’s payment and award eligibility through the Do Not Pay Working System for the purposes of identifying, preventing or recouping improper payments to an applicant for, or recipient of, Federal funds disbursed by a state (meaning a state of the United States, the District of Columbia, a territory or possession of the United States, or a federally-recognized Indian tribe) in a state-administered, federally-funded program. This routine use will be applied when disclosure meets the requirements in 20 CFR § 401.150(c).

Storage:

Records are stored either in paper form (e.g., 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.

Records are retrieved by name and Social Security number (SSN).

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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)).

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0004 Working File of the Appeals Council, Social Security Administration, Office of Disability Adjudication and Review (ODAR).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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).

This file may contain: 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.

Sections 205 and 1631(d)(1) of the Social Security Act, as amended.

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.

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.

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. 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 or her official capacity; or

(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

(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.

3. To IRS, as necessary, for auditing SSA?s compliance with safeguard provisions of the IRC, as amended.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

We maintain and store records in this system in paper and in electronic form.

We retrieve records by claimant name and Social Security number (SSN).

We will store the records in the AC Working File system of records in electronic media (e.g., 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.

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. See 5 U.S.C. 552a(i)(1).

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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).

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)).

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)).

Information in this system is obtained from claimants; their representatives; appropriate members of the public, SSA, and other Federal, State, and local agencies.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0005 Administrative Law Judge Working File on Claimant Cases, Social Security Administration (SSA), Office of Disability Adjudication and Review (ODAR).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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)).

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.

Sections 205 and 1631(d)(1) of the Social Security Act, as amended.

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 ALJ 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.

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. 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 or her official capacity; or

(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

(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.

3. To IRS, as necessary, for the purpose of auditing SSA?s compliance with safeguard provisions of the IRC, as amended.

7. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, if information is necessary:

(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

(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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

We maintain and store records in this system in paper and in electronic form.

We retrieve records by Social Security number (SSN) or name.

We will store the records in the ALJ Working File system of records in electronic media (e.g., 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.

We will destroy electronic and paper records by deleting them 2 years after the final action is taken.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

A person can determine if this system contains a record about them by writing to the hearing office (access http://www.socialsecurity.gov/foia/bluebook/app_f.htm for address information).

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.

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).

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)).

Information in this system is obtained from claimants; their representatives; appropriate members of the public, SSA, and other Federal, State, and local agencies.

None.

60-0006 Storage of Hearing Records: Tape Cassettes, Social Security Administration, Office of Hearings and Appeals.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Recordings of actual hearings before Administrative Law Judges (ALJ).

Sections 205, 1631, and 1872 of the Social Security Act (42 U.S.C. 405, 1383, and 1395ii).

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.

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.

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

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.

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.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records in this system may be stored either on cassette tapes, CDs, or other electronic format.

Records in this system are indexed by claimant name, Social Security number (SSN), and date of hearing.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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).

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).

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).

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)).

The records are derived from claimants, representatives, witnesses, ALJs and staff persons.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0009 Hearings and Appeals Case Control System.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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.

The SSA Office of Hearings and Appeals uses this system to ascertain case location and status.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;

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.

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.

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.

5. Disclosure may be to DOJ, to 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 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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in paper form, on microfilm and in magnetic media (e.g., magnetic tape and magnetic disk).

The records are indexed and retrieved by use of the Social Security number.

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.)

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

An individual can determine if this system contains a record pertaining to him or her by following the instructions below:

For cases at the Appeals Council write to: Social Security Administration, Office of Hearings and Appeals, PO Box 2518, Washington, DC 20013.

For cases at the Hearing Office write to the Hearing Office at the appropriate address in Appendix G.

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.

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.

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.

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.

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0010 Hearing Office Tracking System of Claimant Cases, Social Security Administration, Office of Hearings and Appeals.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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).

Sections 205, 1631(d)(1) and 1872 of the Social Security Act.

Purpose:

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).

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

The records are maintained electronically or in paper format.

Records are retrieved by SSN.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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 http://www.socialsecurity.gov/foia/bluebook/app_f.htm for hearing office address information).

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)).

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)).

Records in the system are derived from hearing office personnel and from information on incoming cases.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0012 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.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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.

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.

The 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 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.

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.

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.

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.

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.

3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal when:

(a) SSA or any of our components; or

(b) any SSA employee in his or her official capacity; or

(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.

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.

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.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

We will store records in this system in paper and electronic form.

We will retrieve records alphabetically by name, BPA number, and hearing office.

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. See 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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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).

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)).

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. § 401.65(a)).

We obtain information covered by this system of records from the persons covered by the system or our officials.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0013 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.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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.

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.

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

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.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in paper form (e.g., folders and loose-leaf binders) and/or in electronic form.

Records are retrieved alphabetically by name or by BPA number.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

The records are obtained from the medical and vocational experts and from the administrative law judges and support staffs.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0014 Curriculum Vitae and Professional Qualifications of Medical Officers and Medical Advisors, Medical Consultants and Resume of Vocational Experts, SSA/OHA.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Medical offices, medical consultants, vocational experts and medical advisors.

Curriculum vitae and professional qualifications.

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.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee,

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.

3. To parties to a hearing, as a matter of due process.

4. To the claimant (who would be a third party in this instance), as a matter of due process.

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.

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.

7. Disclosure may be to DOJ, to 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

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in paper form (e.g., folders in filing cabinets).

Records are retrieved alphabetically by the name of the individual.

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.)

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

Social Security Administration, Office of Hearing and Appeals, PO Box 2518, Washington, DC 20013.

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.

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.

Information either comes from the individual, from information supplied by the individual or from medical directories.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0033 None.

Social Security Administration, Office of Management, Budget, and Personnel, Office of Human Resources, 6401 Security Boulevard, Baltimore, Maryland 21235.

Individuals for whom personal service contracts are proposed.

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.

5 U.S.C. 3109.

Information in this system is used by General Accounting Office auditors with requested information concerning the reasons for recommendations made.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendent is:

(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employees;

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.

4. Disclosure may be to DOJ, to 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

Storage:

Records are maintained in paper form.

The records in this system are indexed and retrieved alphabetically by name.

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.)

Records are retained indefinitely.

Director, Office of Human Resources, 6401 Security Boulevard, Baltimore, Maryland 21235.

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.

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.

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.

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.

Information is furnished by the individual and the Social Security Administration component requesting the contract.

None.

60-0038 None.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

All Social Security employees and non-Social Security employees who require continuous access to buildings; (e.g. employees of vendors and contractors).

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).

Federal Property Management Regulations, 41 CFR 101-20.302--Admission to Property.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;

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.

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.

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.

6. Disclosure may be to DOJ, to 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

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Information is maintained on paper forms.

Records are indexed and retrieved alphabetically by name.

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.)

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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.

Information in these files is received from the Division of Personnel and Training Operations, individual employees, contractors and vendors.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0040 None.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Randomly selected applicants for and/or beneficiaries of:

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.

b. Retirement, Survivors, and Disability insurance benefits under Title II of the Social Security Act.

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.

b. Retirement and Survivors Insurance and Disability Insurance Quality Review: These records contain information regarding Federal payments and other information listed in (a) above.

Sections 205(a), 1631(d), and 1631(e) of the Social Security Act.

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.

With respect to SSI data, disclosure may be made as indicated below:

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.

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.

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.)

4. In the course of employee discipline or competence determination proceedings.

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.

6. To State Welfare Departments pursuant to agreements with the Social Security Administration for the Federal administration of State supplementation payments.

7. To State agencies for administration of the Medicaid Quality Control system.

8. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

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.

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.

With respect to Title II data, routine disclosure is made only as indicated in items 1, 2, 3, 4, 5, 8, and 9.

12. Disclosure may be to DOJ, to 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

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are stored in magnetic media (e.g., magnetic tape and disks).

Records are indexed and retrieved by any set of record characteristics; e.g., Social Security number, or name.

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.)

The Quality Review data base is retained indefinitely. Tape records are erased after 30-500 days.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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.

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.

These access procedures are in accordance with HHS Regulations 45 CFR part 5b.

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0042 Quality Review Case File, SSA/OA.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Randomly selected applicants for and/or beneficiaries of:

b. Retirement, Survivors, and Disability Insurance benefits under Title II of the Social Security Act.

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.

Sections 205(a), 1631(d)(1) and 1631(e)(1)(B) of the Social Security Act.

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.

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.

With respect to SSI data, disclosure may be made as indicated below:

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.)

4. In the course of employee discipline or competence determination proceedings.

6. To State Welfare Departments pursuant to agreements with the Social Security Administration for the Federal administration of State supplementation payments.

7. State agencies for administration of the Medicaid Quality Control System.

8. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

With respect to title II data, routine disclosure is made only as indicated in items 1, 2, 3, 4, 5, 8, 9, and 10.

12. Disclosure may be to DOJ, to 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

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in paper form (e.g., paper forms in manila folders).

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.

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.)

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

These access procedures are in accordance with HHS Regulations 45 CFR part 5b.

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0044 National Disability Determination Services (NDDS) File, Social Security Administration, Office of Disability Determinations.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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).

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.

Disclosure may be for routine uses as indicated below:

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.

2. To State audit agencies utilizing this information for verifying proper expenditure of Federal funds by the State in support of the DDS.

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.

4. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

6. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

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.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

13. To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with us.

Storage:

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.

The records are filed by a combination of name and SSN depending on the DDS?s preference.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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 (http://www.socialsecurity.gov/foia/bluebook/app_b.htm. (Furnishing the SSN is voluntary, but it will make searching for an individual?s record easier and avoid delay.)

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).

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.

None.

71 FR 1810, 01/11/06.

72 FR 69723, 12/10/07.

83 FR 54969, 11/01/18.

60-0045 Black Lung Payment System, SSA/OUVR.

None.

Social Security Administration Office of System Operations, 6401 Security Boulevard, Baltimore, MD 21235

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).

This system consists of two files, a Payment Master Record and a Benefit Master Record which are matched once a month.

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.

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.

Sections 413 and 415 of the BLBA (30 U.S.C. 923 and 925).

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS or any employee of HHS in his/her official capacity;

(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

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.

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.

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.

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.

6. To the Department of the Treasury of issue BL checks.

7. To the Department of Labor for administering provisions of the BLBA.

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.

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.

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.

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.

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:

(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;

(b) The requester agrees to reimburse SSA for the costs of providing the information; and

(c) The requester agrees to comply with any safeguards and limitations specified by the SSA regarding rerelease or redisclosure of the information.

Storage:

Records are stored in magnetic media (e.g., magnetic tape), disc, microfiche, and in paper form.

Records in this system are retrieved by SSN.

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.

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.)

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.

Director, Office of Claims and Payment Requirements, Office of Systems Requirements, Social Security Administration, 6401 Security Boulevard, Baltimore, MD 21235

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.

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.

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.

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.

Information in this system is prepared from Black Lung claims folders which are maintained in the system of records 09-60-0089--Claim Folders.

None.

60-0046 Disability Determination Services Consultant File, Social Security Administration, Office of Disability Determinations.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.).

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).

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.

1. To a congressional office in response to an inquiry from the office made at the request of the subject of a record.

2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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.

Records are retrieved by consultant?s surname.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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 http://www.socialsecurity.gov/foia/bluebook/app_b.htm for address information).

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.

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.

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)).

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.

None.

Appendix--State Disability Determination Service Office Addresses (Included Are Addresses for Guam, the Northern Mariana Islands, Puerto Rico and the Virgin Islands)

Alabama (Decentralized)

Division of Disability Determinations, Clairmont Office Plaza, PO Box C-300, 2800 University Boulevard, Birmingham, AL 35233

Division of Disability Determinations, PO Box 2371 (36652-2371), 2000 Old Bayfront Drive, Mobile, AL 36615

Alaska

Disability Determinations Unit, 4100 Spenard Road, Suite A, Anchorage, AK 99503-5387

Arizona (Decentralized)

Disability Determination Services Administration, PO Box 11980, Phoenix, AZ 85061

Disability Determination Services Administration, PO Box 40060, Tucson, AZ 85717

Arkansas

Disability Determinations for the Social Security Administration, 701 Pulaski Street, Little Rock, AR 72201

California (Decentralized)

Fresno

Division of Disability Evaluation, PO Box 1072, Fresno, CA 93714

Los Angeles

Division of Disability Evaluation, PO Box 3819, Terminal Annex, Los Angeles, CA 90051

Division of Disability Evaluation, PO Box 60999, Terminal Annex, Los Angeles, CA 90060

Sacramento

Division of Disability Evaluation, 744 "P" Street, Room 1827, Sacramento, CA 95809

San Diego

Division of Disability Evaluation, PO Box 85326, 6160 Mission Gorge Road, San Diego, CA 92120

Oakland

Division of Disability Evaluation, PO Box 24225, Oakland, CA 94623

Colorado

Disability Determination Services, PO Box 22336, Denver, CO 80222

Disability Determination Services, 2121 South Oneida Street, Denver, CO 80224

Connecticut

Bureau of Disability Determinations, 600 Asylum Avenue, Hartford, CT 06105

Delaware

Disability Determination Services, Elwyn Building, 3rd Floor, 321 East 11th, Wilmington, DE 19801

District of Columbia

Disability Determination Division, Vocational Rehabilitation Administration, Department of Human Resources, 1120 G Street NW, Washington DC 20001

Florida (Decentralized)

Office of Disability Determinations, 2600 Blair Stone Road, Room 350B, Tallahassee, FL 32301

Office of Disability Determinations, 111 Coast Lane Drive, East, Suite 202, Jacksonville, FL 32202

Office of Disability Determinations, 3438 Lawton Road, Room 127, Orlando, FL 32803

Office of Disability Determinations, 7402 North 56th Street, Building 500, Tampa, FL 33617

Office of Disability Determinations, 10300 Sunset Drive, Suite 190, Miami, FL 33173

Office of Disability Determinations, Oakland Office Building, Room 261, 2009 Apalachee Parkway, Tallahassee, FL 32301

Georgia

Disability Adjudication Section, Decatur Building, Suite 300, 200 Swanton Way, Decatur, GA 30089

Guam

Disability Determination Service, Department of Vocational Rehabilitation, 112 Harmond Plaza, Room B-201, Harmond Industrial Plaza, Agana, GU 96911

Hawaii

Disability Determination Branch, Kapiolanc Commercial Center, 1580 Makaloa Street, Suite 660, Honolulu, HI 96814

Idaho

Disability Determination Unit, PO Box 4188 (83704), 1505 McKinney, Boise, ID 83704

Illinois

Bureau of Disability Determination Services, PO Box 1950 (ZIP Code 62794-9250), 100 North First Street, Springfield, IL 62708

Indiana

Disability Determination Division, PO Box 7069, 17 West Market Street, Indianapolis, IN 46207

Iowa

Disability Determination Services, 510 East 12th Street, Des Moines, IA 50319

Kansas

Disability Determination Services, Highland Village Shopping Center, 2049 SE. 29th Street, Topeka, KS 66605-2497

Kentucky (Decentralized)

Division of Disability Determinations, 275 East Main Street, 3rd Floor, PO Box 1000, Frankfort, KY 40602

Division of Disability Determinations, 2691 Regency Road, Lexington, KY 40503

Division of Disability Determinations, Civic Plaza, PO Box 1061, Seventh and Jefferson Streets, Louisville, KY 40201

Louisiana (Decentralized)

Disability Determinations, 530 Lakeland Drive, Baton Rouge, LA 70802

Disability Determinations, PO Box 66498, Audubon Station, Baton Rouge, LA 70896

Disability Determinations, 2730 Wooddale Boulevard, Baton Rouge, LA 70805

Disability Determinations, PO Box 4446, Centenary Station, 2920 Knight Street, Shreveport, LA 71104

Disability Determinations, PO Box 19400, 2025 Canal Street, New Orleans, LA 70119

Maine

Division of Disability Determinations, Arsenal Street Extension, State House Extension No.116, Augusta, ME 04333

Maryland

Disability Determination Services, Towson, MD 21204

Disability Determination Services, Division of Vocational Rehabilitation, PO Box 17011, Baltimore, MD 21203

Massachusetts (Decentralized)

Disability Determination Services, 110 Chauncy Street, Boston, MA 02111

Disability Determination Services, 22 Front Street, PO Box 8009, Worcester, MA 01614

Michigan (Decentralized)

Disability Determination Services, PO Box 30011, 608 West Allegan Street, Lansing, MI 48909

Disability Determination Services, PO Box 1220, 1020 Hastings Road, Traverse City, MI 49685

Disability Determination Services, PO Box 345 (48226), Michigan Plaza Building, 1200 Sixth Street, 10th Floor, Detroit, MI 48224

Disability Determination Services, PO Box 4020 (49003), 300 South Burdick Kalamazoo Mall, Kalamazoo, MI 49003

Minnesota

Disability Determination Unit, Metro Square Building, Suite 460, Seventh and Robert Streets, PO Box 43709 (ZIP Code 55164), St. Paul, MN 55101

Mississippi

State Disability Determination Services, PO Box 1271 (39205), 5977 Highway 18, Jackson, MS 39209

Missouri (Decentralized)

Disability Determination Services, 2401 East McCarty, Jefferson City, MO 65101

Disability Determination Services, 2143 Independence Street, Cape Girardeau, MO 63701

Disability Determination Services, 9140 Ward Parkway, Kansas City, MO 64114

Disability Determination Services, 10042 Gravois Street, St. Louis, MO 63123

Disability Determination Services, 2530 Suite I, South Campbell Street, Springfield, MO 65807

Disability Determination Services, 2728A Plaza Drive, Jefferson City, MO 65101

Montana

Disability Determination Burea, PO Box 4189 (59604) 1330 Helena Avenue, Helena, MT 59601

Nebraska (Decentralized)

Disability Determination Services, State Office Building, 6th Floor, 301 Centennial Mall, South, Lincoln, NE 68509

Disability Determination Services, Downtown Education Center, 3rd Floor, 1313 Farnam on the Mall, Omaha, NE 68102

Nevada

Bureau of Disability Adjudication, 505 East King Street, State Capitol Complex, Room 403, Carson City, NV 89710

New Hampshire

Disability Determination Unit, PO Box 452, 105 Loudon Road, Building 4, Concord, NH 03331

New Jersey

Division of Disability Determinations, PO Box 649 (07101), 1100 Raymond Boulevard, Room 418, Newark, NJ 07102

Division of Disability Determinations, PO Box 431, 745 Market Street, Camden, NJ 08101

New Mexico

Disability Determination Unit, PO Box 4588 (87196), Sandia Plaza Center, 3301 Juan Tabo, NE., Albuquerque, NM 87111

New York (Decentralized)

Office of Disability Determination, PO Box 1993 (11201), 1 Commerce Plaza, 12th Floor, Albany, NY 12260

Office of Disability Determinations, 295 Main Street, PO Box 5030 Ellicott Station, Buffalo, NY 14205

Office of Disability Determinations, 110 William Street, New York, NY 10038

North Carolina

Disability Determination Section, PO Box 243, Raleigh, NC 27602

Disability Determination Section, 1110 Navajo Drive, Raleigh, NC 27609

North Dakota

Disability Determination Services, 600 South Second Street, Bismarck, ND 58501

Northern Mariana Islands

Disability Insurance--SSA, 238 O?Hara Street, Agana, GU 96910

Ohio (Decentralized)

Bureau of Disability Determinations, Rehabilitation Services Commission, PO Box 29700, 1944 West Morse, Columbus, OH 43229

Bureau of Disability Determinations, PO Box 42513, 9403 Kenwood Road, Cincinatti, OH 45242

Oklahoma

Disability Determination Unit, PO Box 25352, 7801 N. Robinson, Suite J-7, Oklahoma City, OK 73116

Oregon

Disability Determination Services, Vocational Rehabilitation Division, 2045 Silverton Road, NE, Salem, OR 97310

Pennsylvania (Decentralized)

Bureau of Disability Determinations, 7th and Forster Streets, Labor and Industry Building, Room 1306, Harrisburg, PA 17120

Bureau of Disability Determinations, 1314 North Seventh Street, Harrisburg, PA 17120

Bureau of Disability Determinations, PO Box R, 38 Courtright Avenue, Wilkes Barre, PA 18702

Bureau of Disability Determinations, 351 Harvey Avenue, PO Box 2500, Greensburg, PA 15605

Bureau of Disability Determinations, 351 Harvey Avenue, Greensburg, PA 15605

Puerto Rico

Disability Determination Program, Call Box 71301, GPO, San Juan, PR 00936

Rhode Island

Disability Determination Unit, 40 Fountain Street, Providence, RI 02930

South Carolina (Dencentralized)

Disability Determination Division, PO Box 4945, 3600 Forest Drive, Suite 200, Columbia, SC 29240

Disability Determination Division, PO Box 3090 (29602), 300 Building, 300 University Ridge, Greenville, SC 29601

Disability Determination Division, Landmark Office Building, 4th Floor, Columbia, SC 29204

Disability Determination Division, 209 Fairfield Court, 1064 Gardner Road, Hwy 7, Clarleston, SC 29407

South Carolina Commissioner for the Blind, 1430 Confederate Avenue, Columbia, SC 29201

South Dakota

Disability Determination Services, PO Box 1029, 405 South Third Avenue, Tyler Building, Sioux Falls, SD 57101

Tennessee

Disability Determination Section, 1808 West End Avenue, 9th Floor, PO Box 775 (37203), Nashville, TN 37202

Texas

Division of Disability Determinations, PO Box 2913 (78769), 118 East Riverside Drive, Austin, TX 78704

Utah

Disability Determination Services, PO Box 550, Salt Lake City, UT 84110

Disability Determination Services, 250 East 5th Street, South, Salt Lake City, UT 84111

Vermont

Disability Determination Agency, 103 South Main Street, Waterbury, VT 05676

Virgin Islands

Disability Representative VI, Social Security Administration, Federal Office Building, Room 113, 26 Veterans Drive, St. Thomas, VI 00801

Virginia (Dencentralized)

Disability Determination Services, 5205 Leesburg Pike, Suite 1000, Falls Church, VA 22041

Disability Determination Services, 111 Franklin Road, PO Box 250, Roanoke, VA 24011

Disability Determination Services, 4900 Fitzhugh Avenue, Richmond, VA 23230

Disability Determination Services, 2106 N. Hamilton Street, Richmond, VA 23230

Disability Determination Services, PO Box 5090, Suite 107, 5700 Thurston Avenue, Virginia Beach, VA 23455

Washington (Dencentralized)

Department of Social and Health Services, Office of Disability Insurance, Building 13, Airdustrial Park, PO Box 9303 M.S. LN--11, Olympia, WA 98504

Office of Disability Insurance, 4601 North Monroe Street, B-32-13, Spokane, WA 99205

Office of Disability Insurance, 1119 Southwest Seventh Street, Renton, WA 98055

West Virginia

Disability Determination Section, Second Floor, Mason Building, 1206 Quarrier Street, Charleston, WV 25301

Disability Determination Section, PO Box 908, 170 Thompson Drive, Bridgeport, WV 26330

Wisconsin

Bureau of Social Security Disability Insurance, Division of Community Services, PO Box 7623 (ZIP Code 53707), 722 Williamson Street, Madison, WI 53703

Wyoming

Disability Determination Services, Barrett Building, 4th Floor, North, 611 West 29th Street, Cheyenne, WY 82002

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0050 Complete Determination Record – Continuing Disability Determinations, 60-0050

Unclassified.

Social Security Administration, Deputy Commissioner of Operations, Office of Disability Determinations, 6401 Security Boulevard, Baltimore, MD 21235.

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.

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.

Sections 221 and 1148 of the Social Security Act (42 U.S.C. 421 and 1320b-19).

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.

1. To a congressional office in response to an inquiry from the office made at the request of the subject of a record.

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.

5. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

8. To contractors for the purpose of assisting SSA in the efficient administration of the Ticket-to-Work and Self-Sufficiency Program (Ticket Program). These contractors would be limited to the Program Manager, which is directly assisting SSA in administering the Ticket Program, and to Employment Networks and State Vocational Rehabilitation Agencies, which are providing services to SSA beneficiaries under the ticket program.

9. 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):

(a) Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;

(b) Determines that the purpose for which the proposed use is to be made:

(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;

(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;

(iii) Has reasonable probability that the objective of the use would be accomplished;

(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;

(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;

(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;

(iii) Make no further use of the records except:

(1) Under emergency circumstances affecting the health and safety of any individual, following written authorization from SSA;

(2) For disclosure to an identified person, approved by SSA, for the purpose of auditing the research project;

(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;

(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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

12. To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with us.

Storage:

We will maintain records in this system in paper and electronic form.

The records are retrieved by the SSN.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

The records are maintained indefinitely.

Social Security Administration, Deputy Commissioner of Operations, Office of Disability Determinations, 6401 Security Boulevard, Baltimore, MD 21235. DCO.ODD@ssa.gov

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.)

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).

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)).

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.

None.

71 FR 1813, January 11, 2006; 72 FR 69723, December 10, 2007; 83 FR 54969, November 1, 2018, 84 FR 17907, 04/26/19

60-0057 Quality Evaluation Data Records, SSA/OA.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Each individual who has filed an application for Social Security Disability Insurance benefits and/or Supplementary Security Income disability payments.

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.

Section 221 f the Social Security Act.

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.

Disclosure may be made for routine uses as indicated below:

To a congressional office in response to an inquiry from the office made at the request of the subject of a record.

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.

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.

Disclosure may be made to DOJ, to 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

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in paper form and in magnetic media (e.g., magnetic tape and disk).

The records are indexed and retrieved by use of the Social Security number.

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.)

The records are maintained for a period of 48 months. Paper records are disposed of by shredding; tape and disc records are destroyed magnetically.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.)

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.

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.

Records are prepared from Form SSA 3094 and show decision, diagnosis and other information.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0058

Master Files of Social Security Number (SSN) Holders and SSN Applications (60-0058)

Unclassified.

Social Security Administration

Chief Information Officer

Systems Operations and Hardware Engineering

Robert M. Ball Building

6401 Security Boulevard

Baltimore, MD 21235-6401

Information is also located in additional locations in connection with cloud-based services and as backup for business continuity purposes.

Social Security Administration

Head of Income Security Programs

Law and Policy

6401 Security Boulevard

Baltimore, MD 21235-6401

(410) 966-5855

Sections 205(a) and 205(c)(2) of the Social Security Act, as amended.

We use information in this system to assign SSNs and for a number of administrative and program purposes, including but not limited to: for various Old Age, Survivors, and Disability Insurance (OASDI), Supplemental Security Income (SSI), and Medicare/Medicaid claims purposes; as a case control number; as a secondary beneficiary cross-reference control number for enforcement purposes; for verification of individual identity factors; and for other claims purposes related to establishing benefit entitlement. We use information in this system:

for the general administration of the Social Security Act to ensure the accuracy of enumeration related information in other SSA systems;

to prevent the processing of an SSN card application for a person whose application we identified was supported by evidence that either:

we suspect may be fraudulent and we are verifying evidence, or

we determined to be fraudulent information;

to record accurate earnings information to the correct individual;

to prevent issuance of multiple SSNs to a person;

for resolution of earnings discrepancy cases; and

for research and statistical activities.

This system contains a record of each person who has applied for and to whom we have assigned an 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) the 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.

We collect applications for SSNs. This system contains all of the information we received on the applications for SSNs (e.g., name, date and place of birth, sex identification, both parents’ names, reference number, and alien registration number) and all information obtained during the processing of the SSN request. The system also contains:

changes in the information on the applications the SSN holders submit;

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;

cross-references when multiple numbers have been issued to the same person;

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 (e.g., a code indicating original issuance of the SSN, or that we assigned the person’s SSN through our enumeration at birth program);

a citizenship code that identifies the number holder’s status as a U.S. citizen or the work authorization of a non-citizen;

a special indicator code that identifies types of questionable data or special circumstances concerning an application for an SSN (e.g., false identity; illegal alien; scrambled earnings);

an indication that an SSN was assigned based on harassment, abuse, or life endangerment;

an indication that a person has filed a benefit claim under a particular SSN; and

other indicators needed to process SSN requests.

We obtain information in this system of records from SSN applicants (or persons acting on their behalf), as well as Federal, State, and local agencies.

1. To employers (or agents on their behalf) 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.

3. To the Department of Justice (DOJ), for investigating and prosecuting violations of the Social Security Act.

4. To Department of Homeland Security (DHS), 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)).

5. To the Railroad Retirement Board (RRB), for the purpose of administering provisions of the Social Security Act relating to railroad employment and for administering the Railroad Unemployment Insurance Act.

6. To the Department of the Treasury, for:

(a) tax administration as defined in section 6103 of the IRC (26 U.S.C. 6103);

(b) investigating the alleged theft, forgery, or unlawful negotiation of Social Security checks; and

(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.

7. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record.

8. To the Department of State (DOS) for administering the Social Security Act in foreign countries through its facilities and services.

9. To the American Institute, a private corporation under contract to DOS, for administering the Social Security Act in Taiwan through facilities and services of that agency.

10. To the Department of Veterans Affairs (VA), 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.

11. To the Department of Labor (DOL) for administering provisions of Title IV of the Federal Coal Mine Health and Safety Act, as amended by the Black Lung Benefits Act, and for studies on the effectiveness of training programs to combat poverty.

12. To VA:

(a) to validate SSNs of compensation recipients/pensioners so that VA can release accurate pension/compensation data to us for Social Security program purposes; and

(b) upon request, for purposes of determining eligibility for, or amount of VA benefits, or verifying other information with respect thereto.

13. To Federal agencies that use the SSN as a numerical identifier in their record-keeping systems for the purpose of validating SSNs.

14. To DOJ, a court or other tribunal, or another party before such court or tribunal, when:

(a) SSA, or any component thereof; or

(b) any SSA employee in the employee’s official capacity; or

(c) any SSA employee in the employee’s 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 we determine 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, we determine that such disclosure is compatible with the purpose for which the records were collected.

15. To State audit agencies for the purpose of:

(a) auditing State supplementation payments and Medicaid eligibility considerations; and

(b) expenditures of Federal funds by the State in support of the Disability Determination Services.

16. 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.

17. To Federal, State, or local agencies (or agents on their behalf) for administering income or health maintenance programs, including programs under the Social Security Act. Such disclosures include the release of information to the following agencies, but are not limited to:

(a) RRB, for administering provisions of the Railroad Retirement Act and Social Security Act, relating to railroad employment, and for administering provisions of the Railroad Unemployment Insurance Act;

(b) VA, for administering 38 U.S.C. 1312, and upon request, for determining eligibility for, or amount of, veterans’ benefits or for verifying other information with respect thereto pursuant to 38 U.S.C. 5106;

(c) DOL, for administering provisions of Title IV of the Federal Coal Mine Health and Safety Act, as amended by the Black Lung Benefits Act.

18. To State welfare departments:

(a) pursuant to agreements with us, for the administration of State supplementation payments;

(b) for enrollment of welfare beneficiaries for medical insurance under section 1843 of the Social Security Act; and

(c) for conducting independent quality assurance reviews of SSI beneficiary records, provided that the agreement for Federal administration of the supplementation provides for such an independent review.

19. To third party contacts (e.g., State bureaus of vital statistics and DHS) 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.

20. To DOJ, Criminal Division, Human Rights and Special Prosecutions Section, 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 participants in Nazi persecution, genocide, and torture or extra judicial killings in the United States.

21. 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).

22. To contractors and other Federal agencies, 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.

23. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

24. 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.

25. To the Department of Education, upon request, to verify SSNs and to disclose citizenship status concerning applicants who apply to postsecondary educational institutions for financial assistance under Title IV of the Higher Education Act of 1965 (20 U.S.C. 1091).

26. 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 us, as authorized by law, and they need access to personally identifiable information (PII) in our records in order to perform their assigned agency functions.

27. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

(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

(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.

28. To recipients of erroneous Death Master File (DMF) information, to disclose corrections to information that resulted in erroneous inclusion of persons in the DMF.

29. 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.

30. To State motor vehicle administration agencies (MVA) and to State agencies charged with administering State identification card programs 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.

31. 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:

(a) we determine, in consultation with the Department of Health and Human Services (HHS), that the research may reasonably be expected to contribute to a national health interest;

(b) the requester agrees to reimburse us for the costs of providing the information; and

(c) the requester agrees to comply with any safeguards and limitations we specify regarding re-release or re-disclosure of the information.

32. To DHS and to employers for the administration of the E-Verify Program, pursuant to Public Law 104-208, section 404(e). We will inform DHS and the employer participating in the E-Verify Program that the identifying data (SSN, name, and date of birth) furnished by an employer concerning a particular employee matches, or does 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.

33. 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.

34. 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.

35. To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with us.

36. To State and Territory MVA officials (or agents or contractors on their behalf) and 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:

(a) when the applicant provides the last four digits of the SSN, or

(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)).

37. To the Secretary of HHS 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.

38. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

39. To State agencies charged with administering Medicaid and the Children’s Health Insurance Program (CHIP) to verify personal identification data (e.g., 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.

40. To HHS, Centers for Medicare and Medicaid Services (CMS), for the purpose of the administration of Insurance Affordability Programs (IAP) and to identify individuals who qualify for an exemption from the individual responsibility requirement in accordance with the Patient Protection and Affordable Care Act of 2010 (Pub. L. 111–148), as amended by the Health Care and Education Reconciliation Act of 2010 (Pub. L. 111–152). IAPs include a Qualified Health Plan through the Exchange, Advance Payments of the Premium Tax Credit, Cost Sharing Reductions, Medicaid, CHIP, and the Basic Health Program.

41. To the Corporation for National and Community Service, upon request, to verify SSNs and to provide citizenship status as recorded in our records concerning individuals applying to serve in approved national service positions and those designated to receive national service education awards under the National and Community Service Act.

42. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

43. To State and local government agencies, in situations involving suspected abuse, neglect, or exploitation of minor children or vulnerable adults, to report suspected abuse or determine a victim’s eligibility for services.

44. To a State BVS, when it provided SSA information that an individual was deceased to notify the State of the error in the record so furnished.

45. To the Department of Treasury, for purposes of tax administration, debt collection, and identifying, preventing, and recovering improper payments under federally funded programs and to Federal and State agencies for conducting statistical and research activities, pursuant to sections 202(x) and 1611(e) of the Social Security Act. We will disclose only verified prisoner information (e.g., name, SSN, sex code, and date of birth) under this routine use.

46. To the Office of the President, in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

47. To HHS, Office of Child Support Enforcement, as required by section 453(e)(2) and (j)(1) of the Social Security Act for the administration of the Federal Parent Locator System.

48. To proper applicants submitting an application for a Social Security Card, when the proper applicants establish that the number holders are physically or mentally unable to file for a Social Security card on their own behalf and provide evidence of custody or legal relationship for the number holders, we may provide the number holders’ SSN.

49. To DHS, information regarding the citizenship and immigration status, lawful or unlawful, of any individual pursuant to 8 U.S.C. 1373(a).

50. To the U.S. Department of the Treasury, when disclosure of the information is relevant to review SSA’s payment and award eligibility through the Do Not Pay Working System for the purposes of identifying, preventing, or recouping improper payments to an applicant for, or recipient of, Federal funds, including funds disbursed by a state (meaning a state of the United States, the District of Columbia, a territory or possession of the United States, or a federally recognized Indian tribe) in a state-administered, federally funded program. This routine use will be applied when disclosure meets the requirements in 20 CFR § 401.150(c).

We will maintain records in this system in paper and in electronic form.

This system maintains information about individuals by SSN, name, date of birth, the agency’s internal processing reference number, or alien registration number. 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.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with NARA-approved agency-specific records schedule, N1-47-09-02, item 2, and NARA’s General Records Schedule (GRS) 4.2, items 020 and 050, and GRS 5.2, item 010.

We annually provide authorized individuals, including our employees and contractors, with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, authorized individuals with access to databases maintaining PII must annually sign a sanctions document that acknowledges their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.

Individuals requesting notification of, or access to, 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. Individuals lacking identification documents sufficient to establish their identity must certify in writing that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as records access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

90 FR 10025 (February 20, 2025), Master Files of SSN Holders and SSN Applications.

60-0059 Earnings Recording and Self-Employment Income System, Social Security Administration, Office of Systems.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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).

This system is used for the following purposes:

• As a primary working record file of all SSN holders;

• As a quarterly record detail file to provide full data in wage investigation cases;

• To provide information for determining amount of benefits;

• To record all incorrect or incomplete earnings items;

• To reinstate incorrectly or incompletely reported earnings items;

• To record the latest employer of a wage earner;

• For statistical studies;

• For identification of possible overpayments of benefits;

• For identification of individuals entitled to additional benefits;

• To provide information to employers/former employers for correcting or reconstructing earnings records and for Social Security tax purposes;

• To provide workers and self-employed individuals with earnings statements or quarters of coverage statements;

• To provide information to SSA?s Office of the Inspector General for auditing benefit payments under Social Security programs;

• 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;

• To assist SSA in responding to general inquiries about Social Security, including earnings or adjustments to earnings, and in preparing responses to subsequent inquiries;

• To store minister waivers, thus preventing erroneous payment of Social Security benefits;

• To make assignments of responsibility for paying premiums and to perform other functions under the Coal Industry Retiree Health Benefit Act of 1992;

• 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;

• 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

• 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.

1. To employers or former employers, including State Social Security administrators, for correcting and reconstructing State employee earnings records and for Social Security purposes.

2. To the Department of the Treasury for:

(a) Investigating the alleged forgery, or unlawful negotiation of Social Security checks; and

(b) Tax administration as defined in 26 U.S.C. 6103 of the Internal Revenue Code.

3. To the Railroad Retirement Board for administering provisions of the Railroad Retirement and Social Security Acts relating to railroad employment.

4. To the Department of Justice (Federal Bureau of Investigation and United States Attorneys) for investigating and prosecuting violations of the Social Security Act.

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.)

6. To the Department of Energy for their study of low-level radiation exposure.

7. To a congressional office in response to an inquiry from the congressional office made at the request of the subject of a record.

8. To the Department of State for administering the Social Security Act in foreign countries through services and facilities of that agency.

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.

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.

11. To State audit agencies for auditing State supplementation payments and Medicaid eligibility considerations.

12. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

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.

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.

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).

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:

(a) Temporary Assistance to Needy Families provided under a State plan approved under part A of Title IV of the Social Security Act;

(b) Medical assistance provided under a State plan approved under Title XIX of the Social Security Act;

(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);

(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);

(e) Unemployment compensation provided under a State law described in section 3304 of the IRC;

(f) Assistance provided under the Food Stamp Act of 1977; and

(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).

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:

(a) Establishing and collecting child support obligations from individuals who owe such obligations, and

(b) Locating those individuals under a program established under Title IV-D of the Social Security Act (42 U.S.C. 651ff).

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.

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.

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.

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.

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.

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.

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).

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:

(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;

(b) Parents? dependency and indemnity compensation provided under section 1315 of Title 38, U.S.C.;

(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.;

(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.

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).

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.

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.

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.

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.

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:

(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

(b) The requester agrees to reimburse SSA for the costs of providing the information; and

(c) The requester agrees to comply with any safeguards and limitations specified by SSA regarding re-release or re-disclosure of the information.

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:

• The alien applicant;

• His/her parents while the alien was under age 18; and/or

• His/her spouse during the marriage (if the alien remains married to such spouse or the marriage ended with the death of the spouse).

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

37. To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with us.

Storage:

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.

Records in this system are indexed by SSN, name, and employer identification number.

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.

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.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

71 FR 1819, 01/11/06.78 FR 40542, 07/05/13.83 FR 54969, 11/01/18.

60-0063 Resource Accounting and Project Management System, SSA/OS.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

All employees of the Social Security Administration who are responsible for ADP-related workloads.

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.

Section 702 of the Social Security Act.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendent is:

(a) The Department of Health and Human Service (HHS), any component of HHS, or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;

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.

4. Disclosure may be to DOJ, to 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

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are stored in magnetic media (e.g., magnetic tapes and discs).

Personnel records are indexed based on individual clerk number. Work efforts are identified by project service request number.

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.)

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

Information is obtained from the individual or project managers.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0077 Congressional Inquiry File, Social Security Administration, Regional Offices.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

This system contains a record of congressional representatives and the individuals about whom they inquire.

Correspondence to and from congressional representatives.

Section 205(a) of the Social Security Act (42 U.S.C. 405).

This system is used to control and respond to correspondence from congressional representatives.

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

3. To Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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).

Records are retrieved alphabetically by the Congressperson?s or individual?s name.

These records usually are available to personnel who have a need for them in the performance of their official duties. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

These records are generally retained for 6 months to 3 years.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

Information in this system is obtained from congressional representatives.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0078 Public Inquiry Correspondence File, Social Security Administration, Regional Offices.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Members of the public who make inquiries to SSA, generally regarding benefit information.

Copies of inquires from the public and replies from SSA, generally regarding benefit information.

Section 205(a) of the Social Security Act (42 U.S.C. 405).

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.

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

3. To Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) SSA, 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 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.

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.

6. 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 Social Security Administration (SSA) employees and customers, 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 disrupts the operation of SSA facilities.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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).

By name of inquirer or name of person about whom information is requested.

Information in this system is restricted to Agency personnel who need them in the performance of their official duties. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

The records are retained for up to 3 years and then disposed of by shredding.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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 http://www.ssa.gov/regions/regional.html. 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.

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)).

Information is furnished by the inquirer and generated by SSA in response to inquiries.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

/ 60-0089--

Claims Folders System, 60-0089

Unclassified.

Office of Systems

Office of Systems Operations and Hardware Engineering

Robert M. Ball Building

6401 Security Boulevard

Baltimore, Maryland 21235

Social Security Administration

Executive Director

Office of Privacy and Disclosure

Office of the General Counsel

G-401 West High Rise

6401 Security Boulevard

Baltimore, Maryland 21235

OGC.OPD.Controls@ssa.gov

Social Security Administration

Deputy Commissioner of Retirement and Disability Policy

Office of Retirement and Disability Policy

Robert M. Ball Building

6401 Security Boulevard

Baltimore, MD 21235

DCDRP.Controls@ssa.gov

Sections 202-205, 216, 223, 226, 228, 1611, 1631, 1818, 1836, 1840 and Title VIII of the Social Security Act, as amended, and the Strengthening Protections for Social Security Beneficiaries Act of 2018 (P.L. 115-165).

We will use the information in this system to determine entitlement to or eligibility for Title II (Retirement, Survivor’s and Disability Insurance) benefits, Title VIII (Special Veterans Benefits – SVB), and XVI (Supplemental Security Income – SSI) payments; reconcile problem cases; and produce and maintain the following existing systems of records: Black Lung Payment System (60-0045), Master Beneficiary Record (60-0090), SSI Record and SVB (60-0103), Master Representative Payee File (60-0222), and the Medicare Database File (60-0321).

This system maintains information about all claimants, beneficiaries, and potential claimants for benefits and payments administered by SSA.

This system maintains records that include, but are not limited to, the name and SSN of the claimant or potential claimant; application for benefits or payments; earnings record information that we establish and maintain; documents that support findings of fact regarding entitlement or eligibility and continuing entitlement or eligibility; payment documentation; correspondence to and from claimants or representatives; information about representative payees; information about individuals whom a claimant or beneficiary has designated in advance as a representative payee; information received from third parties regarding claimants’ potential entitlement; BNC; data collected as a result of inquiries and complaints or evaluation and measurement studies, which assess the effectiveness of claims policies; records of certain actions entered directly into the computer processes, which include reports of changes of address, work status and other post-adjudicative actions; abstracts used for statistical purposes (i.e., disallowances, technical denials, and demographic and statistical information relating to disability decisions); and denied claims.

We obtain information in this system from claimants, potential claimants, and beneficiaries; accumulated reports of employers or self-employed individuals; various local, State, and Federal agencies; claimant representatives; and other sources that support findings of fact regarding entitlement or eligibility and continuing entitlement or eligibility, i.e., information received from third parties regarding claimants’ potential entitlement or eligibility.

We maintain records in this system in paper and electronic form.

We will retrieve records by SSN, name, or BNC.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with the approved NARA Agency-Specific Records Schedule N1-47-05-1.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of PII. See 5 U.S.C. 552a(i)(1). Furthermore, employees and contractors with access to databases maintaining PII must annually sign a sanction document that acknowledges their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 C.F.R. 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 C.F.R. 401.40 and 401.45.

None.

68 FR 15784, Claims Folders System

72 FR 69723, Claims Folders System

83 FR 31250, Claims Folders System

83 FR 54969, Claims Folders System

60-0090 Master Beneficiary Recordation, Deputy Commissioner for Systems, Office of Retirement and Survivors Insurance Systems (ORSIS).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

The system also contains short references to records for persons entitled to Supplemental Security Income payments, black lung benefits or railroad retirement board benefits.

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)).

There are three types of data in each CAN:

Account data: 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).

Payment data: 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.

Beneficiary data: 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.

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).

Purposes(s):

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.

To claimants, prospective claimants (other than the data subject), and their appointed representatives and those working with such representatives (including, but not limited to, partners, associates, and contractors) when the information pertains to the individuals whom the appointed representative is representing; and to representative payees, when the information pertains to individuals for whom they serve as representative payees, for the purpose of assisting us in administering representative payment responsibilities under the Social Security Act, to the extent necessary to pursue Social Security claims, and for the purpose of assisting them in performing their duties as payees, including receiving and accounting for benefits for individuals for whom they serve as payees.

Storage:

Records are stored in magnetic media (e.g., magnetic tape and magnetic disk) and in microform and paper form.

Records in this system are indexed and retrieved by SSN.

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.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

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.

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).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

None.

71 FR 1826, 01/11/06. 72 FR 69723, 12/10/07. 78 FR 40542, 07/05/13. 83 FR 31250, 07/03/18. 83 FR 31251, 07/03/18. 83 FR 54969, 11/01/18.

60-0091 Social Security Administration Claims Control System, SSA/OSR.

None.

Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235.

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).

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.

Section 205q of the Social Security Act. (This provision necessitates a systems control of claims to ensure payment within prescribed time pars.)

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.

Disclosure may be made for routine uses as indicated below:

To a congressional office in response to an inquiry from the congressional office made at the request of that individual.

Storage:

Magnetic tape and disk for online and offline retrieval.

Records are indexed by Social Security number.

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.

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.)

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.

Director, Office of User Requirements and Validation, 6401 Security Boulevard, Baltimore, Maryland 21235.

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.

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.

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.

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.

None.

60-0092 Automated Control System for Case Folders, SSA/OSR.

None.

Social Security Administration, Division of International Operations, PO Box 1756, Baltimore, Maryland 21203

Social Security Administration, Office of Disability Operations, Baltimore, Maryland 21241 and

Social Security Administration, Program Service Centers, (see Appendix A for address information).

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.

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.

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.

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.

Management data also is derived from the control records to provide statistical data relative to workloads, staffing, and manpower usage.

Disclosure may be made for routine uses as indicated below:

To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

Storage:

Magnetic disk storage files and magnetic tape files.

Records are retrieved by Social Security number.

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.)

The control records are maintained indefinitely. When disk files are rewritten, the old disks are erased and returned to stock.

Director, Office of User Requirements and Validations, 6401 Security Boulevard, Baltimore, Maryland 21235.

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:

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).

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).

Requests for other information should be forwarded to the Office of User Requirements and Validation at the address shown above under system manager.

These procedures are in accordance with HHS Regulations 45 CFR part 5b.

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.

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.

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.

None.

60-0094 Recovery of Overpayments, Accounting and Reporting /Debt Management System (ROAR/DMS) SSA/OTSO.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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).

Section 204(a) of the Social Security Act (42 U.S.C. 404(a)).

The ROAR/DMS system of records controls the recovery and collection activity of:

--Retirement, Survivors and Disability Insurance (RSDI), Supplemental Security Income (SSI), and Health Insurance (HI) program debt when refund is requested or adjustment is proposed;

--SSI, and HI program debt recovered from RSDI accounts;

--Misused funds cases;

--Conserved funds cases;

--Civil Monetary Penalty cases; and

--Program debts created by fraudulent acts.

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.

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.

(1) To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

(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.

(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.

(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.

(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.

(6) 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 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.

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.

(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.

(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).

(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.

(10)To agencies or entities who have a written agreement with SSA, to perform representative payee reviews for SSA and to provide training, administrative oversight, technical assistance, and other support for those reviews; and

(11) To state protection and advocacy systems, that have a written agreement with SSA to conduct reviews of representative payees, for the purpose of conducting additional reviews that the protection and advocacy systems have reason to believe are warranted.

Disclosure to consumer reporting agencies:

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are, or have been, maintained in magnetic cartridges, microfiche and paper form.

Records are retrieved by SSN.

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).

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0102 Fee Ledger System for Representatives, SSA/OIP.

None.

Records pertaining to representatives in Retirement, Survivors, Disability, Health Insurance, Supplemental Security Income and Black Lung benefits claims are maintained as indicated below:

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.

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.

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.

Attorneys and non-attorney representatives of claimants before the Social Security Administration.

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.

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.

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.

Disclosure may be made for routine uses as indicated below:

To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

Storage:

Records are stored in paper form (e.g., ledger cards and carbon copies).

Records are indexed by a combination of name and Social Security number.

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.)

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.

See location above for appropriate manager to contact.

Director, Office of Insurance Programs, 6401 Security Boulevard, Baltimore, Maryland 21235

Director, Office of Disability Operations, 6401 Security Boulevard, Baltimore, Maryland 21235 and

Director, Office of Hearings and Appeals, 801 North Randolph Street, Arlington, Virginia 22203.

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.

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.

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

Information is extracted from forms completed by the representative and the Social Security Administration.

None.

60-0103 Supplemental Security Income Record and Special Veterans Benefits, Social Security Administration, Office of Systems, Office of Disability and Supplemental Security Income Systems (ODSSIS).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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).)

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.

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.

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.

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.

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.

In addition, statistical data are derived from the SSR for actuarial and management information purposes.

Storage:

Records are maintained in magnetic media (e.g., magnetic tape) and in microform and microfiche form.

Records are indexed and retrieved by SSN.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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 www.ssa.gov/regions/regional.html.) 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.)

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).

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.

None.

71 FR 1830, 01/11/06. 72 FR 69723, 12/10/07. 83 FR 31250, 07/03/18. 83 FR 31251, 07/03/18. 83 FR 54969, 11/01/18.

60-0104

Race and Ethnicity Collection System (RECS), 60-0104.

Unclassified.

Social Security Administration

Office of the Chief Information Officer

Office of Systems Operations and Hardware Engineering

6401 Security Boulevard

Baltimore, MD 21235-6401

Information is also located in additional locations in connection with cloud-based services for business continuity purposes.

Social Security Administration

Chief Information Officer

Office of the Chief Information Officer

Office of Enterprise Information Systems

6401 Security Boulevard

Baltimore, MD 21235-6401

(410) 966-5855

Sections 205(a), 702, 704, and 1110 of the Social Security Act, as amended.

We will use information in this system for program evaluation, research, and statistical purposes.

This system maintains information on individuals for whom we have collected race and ethnicity information.

This system maintains records on individuals including, but not limited to, Social Security number (SSN); race and ethnicity data in accordance with Federal standards; and an indicator code identifying data source (e.g., Social Security Number Application Process, Enumeration at Birth).

We obtain information in this system from the individual to whom the record pertains; individuals who utilize our electronic enumeration processes; and an existing SSA system of records, Master Files of SSN Holders and SSN Applications, 60-0058.

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.

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 court or tribunal when:

(a) SSA, or any component thereof;

(b) any SSA employee in the employee’s official capacity;

(c) any SSA employee in the employee’s individual capacity when 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 when we determine that the litigation is likely to affect SSA or any of our components, SSA 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, we determine that such disclosure is compatible with the purpose for which the records were collected.

4. To contractors, cooperative agreement awardees, Federal agencies, State agencies, or a congressional support agency for SSA program evaluation, research, and statistical reporting purposes. We will disclose information under this routine use pursuant only to a written agreement, which sets forth the required safeguards as we determine are necessary and appropriate.

5. To contractors and other Federal agencies, 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.

6. To student volunteers, individuals working under a personal services contract, and others who technically do not have the status of Federal employees, when they are performing work for us, as authorized by law, and they need access to personally identifiable information (PII) in our records in order to perform their assigned agency functions.

7. To the National Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

9. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

(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

(b) to assist investigations or prosecutions with respect to activities that affect such safety and se

curity or activities that disrupt the operation of our facilities.

10. To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

11. To the Centers for Medicare and Medicaid Services, as required by section 704(e) of the Social Security Act, records or information needed for research and statistical activities if the records or information are of such type that were 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.

We will maintain records in this system in electronic form.

We will retrieve records in this system by SSN.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with General Records Schedule (GRS) 3.1: General Technology Management Records, item 012 and GRS 5.2: Transitory and Intermediary Records, item 020.

We retain electronic files containing personal identifiers in secure storage areas accessible only by authorized individuals, including our employees and contractors, who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification numbers and passwords, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification. To the maximum extent consistent with approved research needs, we purge personal identifiers from microdata files prepared for purposes of research and subject these files to procedural safeguards to assure anonymity.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

88 FR 75080 (November 1, 2023), Race and Ethnicity Collection System.

60-0110 Supplemental Security Income File of Refunds, SSA/OURV.

None.

Social Security Administration, Office of User Requirement and Validation, 6401 Security Boulevard, Baltimore, Maryland 21235.

Social Security Administration, Office of System Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.

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.

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.

Sections 1602, 1611, and 1631 of Title XVI of the Social Security Act.

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.

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.

Manual records are used to prepare responses to inquiries from district offices.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. State audit agencies pursuant to agreements with HHS for auditing State supplementation payments.

5. Disclosure may be to DOJ, to 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

Storage:

Records are stored in magnetic media (e.g., magnetic tape) and paper form.

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.

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.)

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.

Director, Office of User Requirement and Validation, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.

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.

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.

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.

None.

60-0118 Non-Contributory Military Service Reimbursement System, Social Security Administration, Office of the Actuary.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

A sample of beneficiaries who have noncontributory military service wage credits.

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.

Sections 217, 229, and 231 of the Social Security Act (42 U.S.C. 417, 429 and 431).

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Data are stored on magnetic tape and/or disc.

Data in the system are retrieved by the CAN (SSN plus alphabetic symbol).

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

This system is updated annually. The records are retained indefinitely.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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).

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0148 Matches of Internal Revenue Service and Social Security Administration Data with Census Survey Data (Joint Social Security Administration/Census Statistics Development Project), SSA/OP.

None.

Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235

Social Security Administration, Office of Research and Statistics, 1875 Connecticut Avenue, NW, Washington, DC 20009

and

Bureau of the Census, Suitland, Maryland 20233

Samples of United States civilian population and those Armed Forces personnel residing with their families as of March 1975-1980 and subsequent periods.

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.

Section 702 of the Social Security Act (42 U.S.C., Section 902), and Title 13 U.S. Code, section 182 for Census participation.

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.

Disclosure may be made for routine uses as indicated below:

(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.

Storage:

Records are stored on magnetic tape and in paper form.

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.

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.)

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.

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.

As long as identifiable records exist, a periodic review will be made at least every two years to determine the need for their retention.

Director, Office of Research and Statistics, Social Security Administration, Universal North Building/Room 1121, 1875 Connecticut Avenue, NW, Washington, DC 20009.

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.

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.

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.

None.

60-0149 Continuous Work History Sample (Statistics), SSA/OP.

None.

Social Security Administration, Office of Systems, 6401 Security Boulevard, Baltimore, Maryland 21235

and

Parklawn, 5600 Fishers Lane, Rockville, Maryland 20857.

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.

Demographic characteristics; employer information; type of work information; earnings information; self-employment information; insured status information; benefit status; and geography information (residence).

Section 702 of the Social Security Act. (42 U.S.C. sec. 902).

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.

Disclosure may be made for routine uses as indicated below:

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.

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.

3. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

Storage:

Data are stored on magnetic tape.

The file is indexed and retrieved by use of the Social Security number.

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.)

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.

Director, Office of Research and Statistics, Social Security Administration, 1875 Connecticut Avenue NW, Washington, DC 20009.

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.

These procedures are in accordance with HHS Regulations 45 CFR part 5b.

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.

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.

None.

60-0159 Continuous Work History Sample (Statistics), SSA/OP.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Section 702 of the Social Security Act. (42 U.S.C. sec. 902).

Disclosure may be made for routine uses as indicated below:

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.

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.

3. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

6. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

7.To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with us.

Storage:

Data are stored on magnetic tape.

The file is indexed and retrieved by use of the Social Security number.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

These procedures are in accordance with HHS Regulations 45 CFR part 5b.

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.

None.

47 FR 45643, 10/13/82. 65 FR 46997, 08/01/00. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18

60-0184 Hearing Officer Master Calendar, SSA/OHA.

None.

All Hearing Offices (See Appendix G for address information).

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.

A list of all cases pending in the hearing office.

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.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;

5. Disclosure may be to DOJ, to 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

Storage:

Records are maintained in paper form (e.g., folders in filing cabinets).

Records are retrieved by use of the Social Security number.

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.)

As each case is disposed of, it is removed from the master calendar. Individual files are disposed of by shredding.

Associate Commissioner, Office of Hearings and Appeals, Room 402, 3833 North Fairfax Drive, Arlington, Virginia 22203.

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.

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.

From hearing office personnel and from information on incoming cases.

None.

60-0186 Civil Action Tracking System.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Section 205(a) of the Social Security Act (42 U.S.C. 405(a)).

Records in this system are used by staff in various SSA offices to implement court orders and settlement agreements related to class actions.

From an AR standpoint, we use CATS to store addresses to send notices to claimants affected by an AR.

Disclosure may be made for routine uses as indicated below:

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.

2. To 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 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.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained on mainframe computer disk and cartridges. Occasionally, there may be paper copies of small amounts of data.

The records are retrieved by the Beneficiary?s SSN, last name, and date of birth.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0196 Disability Studies, Surveys, Records and Extracts (Statistics), SSA/OP.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

Socio-economic, demographic, medical and disability characteristics, attitudes, earnings and employment history, benefit information, and use of medical and rehabilitative services.

Section 702 of the Social Security Act (42 U.S.C. 902); 13 U.S.C. 182 for Census participation.

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.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

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).

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.

5. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

6. To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with us.

Storage:

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).

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.

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.

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.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.)

These procedures are in accordance with HHS Regulations 45 CFR part 5b.

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.

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.

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.

None.

57 FR 55265, 11/24/92. 65 FR 46997, 08/01/00. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18.

60-0199 Extramural Surveys (Statistics), Social Security Administration, Deputy Commissioner for Disability and Income Security Programs.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Samples of individuals who are current or potential recipients of benefits from Social Security and related programs; personnel administering Social Security and related programs.

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.

Sections 1110 and 1115 of the Social Security Act (42 U.S.C. 1310 and 1315).

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.

1. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.

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.

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.

5. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Data may be stored in paper form (e.g., computer printouts) and in magnetic media (e.g., magnetic tape and disc).

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.

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.

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. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

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.

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.

As long as identifiable records exist, a periodic review will be made at least every 2 years to determine the need for their retention.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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)).

Survey data obtained by the contractor; SSA administrative records; medical data compiled by extramural research under contracts or grants.

None.

71 FR 1835, 01/11/06. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18.

60-0200 Retirement and Survivors Studies, Surveys, Records, and Extracts (Statistics), SSA/OP.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

Socio-economic, demographic, medical, insurance, welfare, attitudes, earnings, employment, and benefits.

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.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

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.

4. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

5. To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with us.

Storage:

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).

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.

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.)

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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.

None.

47 FR 45649, 10/13/82. 65 FR 46997, 08/01/00. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18.

60-0202 Old Age, Survivors and Disability Beneficiary and Worker Records and Extracts (Statistics), SSA/OP.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

Socio-economic, demographic, medical and disability characteristics, earnings, employment history, benefits, and use of medical and rehabilitative services.

Section 702 of the Social Security Act (42 U.S.C., section 902).

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.

Transfers within the Office of Research and Statistics are the only transfers that include identifiers, except for a routine use.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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:

a. Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;

b. Determines that the purpose for which the proposed use is to be made:

(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;

(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;

(iii) Has reasonable probability that the objective of the use would be accomplished;

(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;

c. Requires the recipient of information to:

(iii) Make no further use of the records except

(a) Under emergency circumstances affecting the health or safety of any individual following written authorization from SSA;

(b) For disclosure to an identified person approved by SSA for the purpose of auditing the research project;

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.

5. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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.

Files are indexed and retrieved by use of the Social Security number.

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.)

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.

As long as identifiable records exist, a periodic review will be made at least every two years to determine the need for their retention.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

These procedures are in accordance with HHS Regulations 45 CFR part 5b.

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.

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.

None.

47 FR 45650, 10/13/82. 65 FR 46997, 08/01/00. 69 FR 11693, 03/11/04. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18.

60-0203 Supplementary Security Income (SSI) Studies, Surveys, Records and Extracts (Statistics), SSA/OP.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

4. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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).

Records are indexed and retrieved by use of the Social Security number.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0206 Repatriation Records System, SSA/OFA.

None.

Social Security Administration, Office of Family Assistance, Repatriation Program Staff, 2100 2nd Street, SW, Room 111, Washington, DC 20201

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.

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.

Title XI of the Social Security Act, section 1113 and 24 U.S.C.A. section 321 et seq.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;

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.

3. To State and local Human Services agencies and other private and public agencies for the purpose of providing services through the repatriation program.

Storage:

Records are maintained in paper form (e.g., individual case folders).

Records are indexed and retrieved alphabetically by name.

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).

The policy is to maintain records for one year after closure then transfer them to the Federal Records Center in Suitland, Maryland.

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.

Repatriation Program Specialist, Repatriation Program Staff, OFA, SSA, HHS, 2100 2nd Street, SW, Room 111, Washington, DC 20201

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.

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.

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.

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.

None.

60-0210 Record of Individuals Authorized Entry to Secured Automated Data Processing (ADP) Area, SSA/OS.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Those individuals with a legitimate need who are authorized entry to secured ADP area.

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.

5 U.S.C. 552a(e)(10).

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.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from the congressional office made at the request of that individual.

2. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

SSA stores records in this system on magnetic media and paper form.

SSA retrieves magnetic media records by name, badge number and the unique five--digit identifying number and paper records alphabetically by name.

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."

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

SSA obtains information in this system from the individuals who are covered by the system.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0211 Beneficiary, Family, and Household Surveys, Records and Extracts System (Statistics), SSA/OP.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Sections 702 and 1110 of the Social Security Act; and 13 U.S.C. 182.

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.

Disclosure may be made for routine uses as indicated below:

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.

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.

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:

a. Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;

b. Determines that the purpose for which the proposed use is to be made:

(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;

(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;

(iii) Has reasonable probability that the objective of the use would be accomplished;

(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;

c. Requires the recipient of information to:

(iii) Make no further use of the records except

(a) Under emergency circumstances affecting the health or safety of any individual following written authorization from SSA;

(b) For disclosure to an identified person approved by SSA for the purpose of auditing the research project;

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.

4. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records may be stored on hard copy forms, discs, or magnetic tape.

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.

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.

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.

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.).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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).

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).

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.

None.

47 FR 45651, 10/13/82. 65 FR 46997, 08/01/00. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18.

60-0213 Quality Review of Hearing/Appellate Process, SSA/OHA.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Claimants/applicants for Social Security and Black Lung benefits and Supplemental Security Income payments; and Administrative Law Judges.

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.

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.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;

6. Disclosure may be to DOJ, to 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

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are stored in magnetic media (e.g., magnetic tape and disks) and in paper form.

Records are retrieved by either the Social Security number and by Administrative Law Judge code.

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.)

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

An individual can determine if this system contains a record pertaining to him or her by writing to the following address:

Director, Office of Appraisal, Office of Hearings and Appeals, 4040 North Fairfax Drive, Arlington, Virginia 22203.

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.)

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.

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.

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0214 Personal Identification Number File (PINFile), SSA/OPIR.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Section 205(a) of the Social Security Act and 5 U.S.C. 552a(e)(10).

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.

Disclosure may be made for routine uses as indicated below:

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.

2. Information may be disclosed to the Department of Justice, a court or other tribunal, or another party before such tribunal when:

(a) SSA, 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 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.

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.

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.

6.To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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.

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.

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.

Disk files are permanent; the magnetic tape backup file is maintained for 7 operational days and then erased.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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.

SSA obtains information in the PINFile from the individuals, their supervisors, and from SSA time and attendance files.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0216 Indochina Refugee Data System, SSA/ORR.

None.

Social Security Administration, Office of Refugee Resettlement, Room 1229, Switzer Building, 330 C Street SW, Washington, DC 20201

Department of State, R/POAR SA-2, Room 500, 515 22nd Street NW, Washington, DC 20520

and

Red Cross Refugee Locator Service, 4th Floor, 18th and D Streets NW, Washington, DC 20006

Individuals who are refugees from Indochina as defined in the authorizing legislation.

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.

The Refugee Act of 1980, 94 Stat. 109 (8 U.S.C. 1521 et seq.).

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;

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.

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.

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:

(a) Hiring or retention of an employee;

(b) Issuance of a security clearance;

(d) Issuance of a license, grant or other benefit.

6. To a Federal agency, upon request, in connection with:

(a) Hiring or retention of an employee;

(b) Issuance of a security clearance;

(d) Issuance of a license, grant or other benefit to the extent that the record is relevant and necessary.

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.

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.)

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.

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.

Storage:

Records are maintained in electromagnetic form (disk and tape) and in hard copy form.

Records concerning refugees are indexed by "A" (alien) number.

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.)

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.

Director, Office of Refugee Resettlement, Social Security Administration, Room 1229 Switzer Building, 300 C Street SW, Washington, DC 20201.

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.

Same as notification procedures. Requesters also should reasonably specify the record contents being sought.

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.

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.

None.

60-0217 Cuban Refugee Registration Records, SSA/ORR.

None.

Office of Refugee Registration--Miami, 701 Southwest 27th Avenue, Miami, Florida 33135.

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.)

Records in this systems consists of the individual?s name, names of family members, dates and places of birth, occupation and related data.

The Refugee Act of 1980, 94 Stat. 109 (8 U.S.C. 1521 et seq.).

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.

Disclosure may be made for routine uses as indicated below:

1. To voluntary resettlement agencies working under contract with the Federal Government in connection with possible resettlement of refugees from Miami to other locations.

2. To the Florida Division of Family Services to verify eligibility of refugee to apply for Cuban refugee assistance.

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.

4. To Federal law enforcement and security agencies, including the Federal Bureau of Investigation and the Immigration and Naturalization Service, when requested.

5. To Courts, when requested.

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.

7. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

8. To the Department of Justice in the event of litigation where the defendant is:

(a) The Department of Health and Human Services (HHS), any component of HHS, or any employee of HHS in his or her official capacity;

(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

(c) Any HHS employee in his or her individual capacity where the Justice Department has agreed to represent such employee;

Storage:

Records in this system are maintained on magnetic tape and punch cards.

Records are retrieved by name, Center file number and alien number.

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,"

Records are maintained for the duration of the program. No records are destroyed at this time.

Director, Miami Operations, Cuban Refugee Program, PO Box 340188, Miami, Florida 33134.

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.

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.

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.

Information is derived from the individual who is the subject of record.

None.

60-0218

Disability Insurance and Supplemental Security Income Demonstration Projects and Experiments System, 60-0218

Unclassified.

Social Security Administration

Office of Retirement and Disability Policy

Office of Research, Demonstration, and Employment Support

6401 Security Boulevard

Baltimore, Maryland 21235

Contractors, who maintain information on behalf of SSA – contact System Manager for contractor address information.

Social Security Administration

Deputy Commissioner for Retirement and Disability Policy

Office of Research, Demonstration, and Employment Support

6401 Security Boulevard

Baltimore, Maryland 21235

(410) 966-5855

Sections 222, 234, 1106, and 1110 of the Social Security Act, as amended; section 505 of the Social Security Disability Amendments of 1980 (Pub. L. 96-265); section 12101 of the Consolidated Omnibus Budget Reconciliation Act of 1985 (Pub. L. 99-272); section 10103 of the Omnibus Budget Reconciliation Act of 1989 (Pub. L. 101-239); and section 5120 of the Omnibus Reconciliation Act of 1990 (Pub. L. 101-508).

We will use the information in this system to perform and evaluate demonstrations and experiments, for the purpose of testing alternative approaches related to the prevention and reduction of dependency, or which will aid in effecting coordination of planning between private and public welfare agencies, or which will help improve the administration and effectiveness of programs carried on or assisted under the Social Security Act and related programs. This includes, but is not limited to, alternative approaches to continuing benefits eligibility during employment, and to the rehabilitation of title II (Disability Insurance (DI)) beneficiaries and individuals who apply for, or receive, title XVI (Supplemental Security Income (SSI)) payments on the basis of a disability or blindness. We will also use the information in this system for congressional reporting.

This system maintains information on participants in demonstrations or experiments, to include those in treatment and comparison groups. Individuals covered by the system include, but are not limited to, applicants, potential applicants, beneficiaries, and recipients of DI and SSI benefits, their representatives and auxiliaries, and those participating in related Federal, State, local, and other programs.

This system consists of records collected and used to conduct and evaluate demonstrations and experiments. Records may include, but are not limited to: name; address; demographic characteristics (e.g., date of birth, sex, and state of residence); marital status; military service; family and household composition, including dependents; medical history (mental and physical); medical expenses; disability characteristics (e.g., primary diagnosis code and dual eligibility) and health information; living arrangements; health insurance coverage and use; use of medical and rehabilitative services (e.g., agency closure type and service use); employment data; occupation and industry classification; income data (including tax return information subject to section 6103 of the Internal Revenue Code (IRC)); earnings and expenditures; referrals to and participation in SSI and related Federal and State welfare programs; benefit history information; types of cost of services under DI, SSI, and related Federal and 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; education records (e.g., information pertaining to attendance, dropout, graduation, courses, course completion, course performance, offenses, exam performance, survey data, post-high school plans, and college preparatory activities); criminal justice records (e.g., arrest or prisoner records); program participation records; and for SSI projects only, driver’s license information and information concerning alcohol and drug use.

We obtain information in this system of records from existing SSA systems of records including, but not limited to: 60-0044, National Disability Determination Services File; 60-0058, Master Files of Social Security Number (SSN) Holders and SSN Applications; 60-0050, Completed Determination Record – Continuing Disability Determinations; 60-0059, Earnings Recording and Self-Employment Income System; 60-0089, Claims Folder System; 60-0090, Master Beneficiary Record; 60-0103, Supplemental Security Income Record and Special Veterans Benefits; 60-0094, Recovery of Overpayments, Accounting and Reporting/Debt Management System (ROAR/DMS); 60-0221, Vocational Rehabilitation Reimbursement Case Processing System; 60-0295, Ticket-to-Work and Self-Sufficiency Program Payment Database; 60-0300, Ticket-to-Work Program Manager Management Information System; 60-0320, Electronic Disability Claim File; and 60-0330, eWork.

We also obtain information from other sources including, but not limited to: other Federal, State, and local agencies; surveys; the individual to whom the record pertains; case service reports of vocational rehabilitation (VR) agencies and referral and monitoring agencies; employers; and contractors, cooperative awardees, or grantees.

We will disclose records pursuant to the following routine uses; however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the IRC, unless authorized by a statute, the Internal Revenue Service (IRS), or IRS regulations.

1. 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.

2. 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 us, as authorized by law, and they need access to personally identifiable information (PII) in our records in order to perform their assigned agency functions.

3. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

4. To the Secretary of Health and Human Services or to any State, the Commissioner shall disclose any record of 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.

5. To appropriate agencies, entities, and persons when:

(a)

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

(b)

(b) SSA has determined that, as a result of the suspected or confirmed breach, there is a risk of harm to individuals, SSA (including its information systems, programs, and operations), the Federal Government, or national security; and

(c)

6. To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

7. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf.

8. To contractors and other Federal agencies, as necessary, for the purpose of 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 to obtain assistance in accomplishing an SSA function relating to this system of records.

9. To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement between the organization or agency and SSA.

10.

10. To the Office of the President, in response to an inquiry received from that office made on behalf of, and at the request of, the subject of record or a third party acting on the subject’s behalf.

11.

11. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

(a)

(a) to enable them to protect the safety of SSA employees and customers, the security of our workplace and the operation of our facilities, or

(b)

(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.

12.

12. To DOJ, a court or other tribunal, or another party before such court or tribunal, when

(a)

(a)SSA, or any component thereof; or

(b)

(b)any SSA employee in their official capacity; or

(c)

(c)any SSA employee in their individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or

(d)

(d)the United States or any agency thereof, where SSA determines 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 we determine 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, we determine that such disclosure is compatible with the purpose for which the records were collected.

13.

13. To third party contacts that may have information relevant to determining the current contact information for a project participant, when the agency has been unsuccessful in establishing contact.

14.

14. To third parties, when an individual involved with a project needs assistance to communicate because of a hearing impairment or a language barrier exists (e.g., to interpreters, telecommunications relay system operators).

We will maintain records in this system in paper form and in electronic form.

We will retrieve records in this system by case number or SSN. We will also retrieve records by other identifiers such as name; date of birth; address; sex; and geographic, socioeconomic, demographic, medical, and disability characteristics, as possible in specific file structures for individual projects.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with the applicable sections of the approved agency-specific records schedule, N1-047-09-05, Supplemental Security Income Record, and approved NARA General Records Schedule (GRS) 4.2, item 130 and GRS 5.2, item 020.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 USC 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for notification of, or access to, information about them contained in this system by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include (1) a notarized statement to verify their identity or (2) must certify in the request that they are the individual they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.

Individuals requesting notification of, or access to, records may also make an in-person request by providing their name, SSN, or other information that may be in this system of records that will identify them, as well as provide an identifying document, preferably with a photograph, such as a driver’s license. Individuals lacking identification documents sufficient to establish their identity must certify in writing that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

71 FR 1836, Disability Insurance and Supplemental Security Income Demonstration Projects and Experiments System.

72 FR 69723, Disability Insurance and Supplemental Security Income Demonstration Projects and Experiments System.

83 FR 54969, Disability Insurance and Supplemental Security Income Demonstration Projects and Experiments System.

60-0219 Representative Disqualification, Suspension and Non-Recognition Information File.

Unclassified.

Social Security Administration

Office of the General Counsel

Office of General Law

6401 Security Boulevard

Room 617 Altmeyer Building

Baltimore, Maryland 21235-6401

Office of the Regional Chief Counsels (see Appendix C, #5 for address information)

Social Security Administration

Office of Hearings Operations

Office of the Chief Administrative Law Judge

Suite 1608, One Skyline Tower

5107 Leesburg Pike

Falls Church, VA 22041

Office of Hearing Operations regional offices (see Appendix F for address information)

Social Security Administration

Associate General Counsel for General Law

Office of the General Counsel

Office of General Law

6401 Security Boulevard

Room 617 Altmeyer Building

Baltimore, MD 21235-6401

(410) 966-5855

Social Security Administration

Regional Chief Counsels (see Appendix C, #5 for address information)

(410) 966-5855

Social Security Administration

Office of Hearings Operations

Chief Administrative Law Judge

Suite 1608, One Skyline Tower

5107 Leesburg Pike

Falls Church, VA 22041

(410) 966-5855

Social Security Administration

Regional Chief Administrative Law Judges (see Appendix F for address information)

(410) 966-5855

Sections 206(a) and 1631(d)(2) of the Social Security Act, as amended, and SSA Regulations (20 CFR Part 404, Subpart R and Part 416, Subpart O).

The information in this system provides real-time access to information key to the Office of Hearings Operations’ business process for referring a representative to the Office of the General Counsel (OGC) for investigation of alleged misconduct or lack of qualification. The information in this system also includes information related to OGC’s business process for seeking the disqualification or suspension of representatives. For example, the records provide timely access to information we need to make decisions about whether persons meet our qualifications to serve as representatives and whether violations of the provisions of the Social Security Act or regulations relating to representation have occurred.

Information in this system also enables 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 in 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 an individual as a representative.

This system maintains information about individuals who allegedly fail to meet our qualifications to serve as representatives before us, as provided by the Social Security Act or regulations relating to representation of claimants and beneficiaries. This system also maintains information about 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 we have disqualified or suspended; and representatives whom 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 no violations occurred.

This system consists of records pertaining to individuals providing representational services to our claimants, as well as, representatives who have represented claimants and beneficiaries before us. For example, we collect the representative’s name; date of birth; Social Security number (SSN); representative identification number; home or business address(es); telephone and fax numbers; email address; and type of representative (i.e., attorney or non-attorney).

This system also consists of records regarding the representative’s legal standing and business affiliations. For example, we collect the representative’s status (e.g., suspended or disqualified to act as a representative before SSA); bar, court, and Federal program or agency admission information (e.g., 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 our regulations relating to the representative; employer identification number; and relevant claimant and beneficiary information.

The following are examples of information covered in this system relating to the representation of beneficiaries and claimants:

•

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

•

Information collected on our paper and electronic forms.

The system also consists of records pertaining to Appeal Council reviews of the decisions rendered in hearings, on charges of violations of the Social Security Act or our regulations, or requests for reinstatement to practice as a representative before us; copies of notifications of a representative’s disqualification or suspension or a person’s non-recognition; and documentation pertaining to any legal or administrative action that a disqualified or suspended representative, or non-recognized person brings against us.

We obtain information in this system of records from existing SSA 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); Electronic Disability Claim File (60-0320), and Appointed Representative File (60-0325).

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.

OGC may make disclosures to a Federal or State court, administrative tribunal, or bar disciplinary authority or other authority in the Federal jurisdiction(s) or State(s) in which an attorney is admitted to practice to the extent necessary to inform them that we have disqualified or suspended the attorney from representing claimants or beneficiaries before us and the basis for our action.

OGC may make disclosures to an official or employee of a Federal, State, or local agency to the extent necessary to inform him or her that we have disqualified or suspended a representative from representing claimants or beneficiaries before us, and the basis for our action, to permit that agency to perform its official duties related to representation of parties before that agency.

To any person or entity, including legal counsel for a representative, from which OGC needs information for investigation or litigation of any action against a representative about whom the record is maintained; to inform the individual or entity of the purpose(s) of the request; and to identify the type of information needed, and if it is in the possession of the person or entity, to request it. OGC will disclose information under this routine use to any person, entity, or representative, and his or her legal counsel, for the purpose of, and to the extent necessary, to identify the representative of record, explain the purpose of our request, and identify and request information we need to facilitate our investigation of, or litigation against, the representative.

To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when

(a)

SSA, or any component thereof; or

(b)

any SSA employee in his or her official capacity; or

(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

(d)

the United States or any agency thereof where we determine 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, we determine that such disclosure is compatible with the purpose for which the records were collected.

To DOJ, the Federal Bureau of Investigation, Offices of United States Attorneys, and other Federal law enforcement agencies as necessary, for investigation and potential prosecution of violations of the Social Security Act.

To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

To the public, via our website at www.ssa.gov, to advise that we have disqualified or suspended an individual from representing claimants before us, or have not recognized an individual as a representative.

To individuals, groups, organizations, or government entities that routinely refer potential claimants or beneficiaries to attorneys or individuals other than attorneys for the purpose of putting such individuals, groups, organizations, or government entities on notice that we have disqualified or suspended a representative from representation before us, or not recognized that individual as a representative.

10.

To any individual 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 individual as a representative.

11.

To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

12.

To appropriate agencies, entities, and persons when:

(a)

SSA suspects or has confirmed that there has been a breach of the system of records;

(b)

SSA has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, SSA (including its information systems, programs, and operations), the Federal Government, or national security; and

(c)

the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with SSA’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

13.

To the Office of the President, in response to an inquiry received from that office made on behalf of, and at the request of, the subject of record or a third party acting on the subject’s behalf.

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 us, as authorized by law, and they need access to personally identifiable information (PII) in our records to perform their assigned agency functions.

15.

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 customers, the security of the SSA workplace and the operation of our 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 our facilities.

16.

To contractors and other Federal agencies, as necessary, for the purpose of assisting us in the efficient administration of its programs. We will disclose information under this routine use only in situations in which we may enter into a contractual or similar agreement to obtain assistance in accomplishing an SSA function relating to this system of records.

17.

OGC may make disclosures to a Federal or State court, administrative tribunal, bar disciplinary authority or other authority as necessary, to permit these authorities to investigate and conduct proceedings relating to potential professional disciplinary actions or other measures relating to the authorities’ regulation of professional conduct.

18.

To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a)

responding to a suspected or confirmed breach; or

(b)

preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

We will maintain records in this system in paper and in electronic form.

We will retrieve records in this system by name, SSN, claimant or representative identification number, or other claimant information that is relevant to the investigation.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with agency-specific records schedule N1-047-10-004/I.E.

We retain electronic and paper files containing personal identifiers in secure storage areas accessible only by our authorized employees and contractors who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification number and password, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We maintain electronic files with personal identifiers in secure storage areas. We use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification. We keep paper records in cabinets within secure areas, with access limited to only those employees who have an official need for access in order to perform their duties.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must annually sign a sanctions document that acknowledges their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 C.F.R. 401.40 and 401.45.

Same as records access procedures. These procedures are in accordance with our regulations at 20 C.F.R. 401.40 and 401.45.

None.

75 FR 25904, Representative Disqualification, Suspension, and Non-Recognition Information File

80 FR 919, Representative Disqualification, Suspension, and Non-Recognition Information File

83 FR 54969, Representative Disqualification, Suspension, and Non-Recognition Information File

60-0220 Kentucky Birth Records System, SSA/DO(Ky).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Members of the general public whose birth records have been registered in the State of Kentucky.

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.

Section 205 of the Social Security Act.

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.

Disclosure may be made as routine uses as indicated below:

1. To a Congressional office in response to an inquiry from that office made at the request of the subject of a record.

2. To the Department of Justice (DOJ), to a court or other tribunal, or to another party before such tribunal, when:

(a) The Department of Health and Human Services (HHS)/SSA, or any component thereof; or

(b) Any HHS/SSA employee in his/her official capacity; or

(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

(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.

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.

5. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records will be stored on microfilm.

Records will be retrieved by the individuals?s name and other identifying information (e.g., mother?s name and date of birth).

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.

Records in the system will be updated biennially. Out-of-date microfilm records will be disposed of by the application of heat.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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.

Records in the system will be obtained from the Kentucky Office of Vital Statistics.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0221 Vocational Rehabilitation Reimbursement Case Processing System, Social Security Administration, Office of Employment and Income Support Programs.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

The individuals described above will be included in the system when they:

(1) Performed substantial gainful activity (SGA) for a continuous period of at least 9 months as a result of VR services received or;

(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

(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

(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.)

Data in the system consist of:

• Identifying information such as the VR client?s name, Social Security number (SSN), disability diagnosis, sex and date of birth;

• The SSN and identification code under which the VR client received Social Security benefits/SSI payments;

• The type of benefits/payments received; the monthly benefit/payment amount;

• 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;

• Information relating to his/her yearly earnings and employment;

• Information relating to the period he/she received VR services and the nature and costs of those services; and

• Information required to determine if and when he/she:

• Performed SGA for a continuous period of at least 9 months based on services the State VRA or alternate participant provided;

• 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

• Refused, without good cause, to continue or to cooperate in a VR program in such a way as to preclude his/her successful rehabilitation.

Sections 222(d) and 1615(d) of the Social Security Act (42 U.S.C. 422 and 1382d).

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.

Disclosure may be made for routine uses as indicated below.

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.

2. To the Department of Justice (DOJ), a court or other tribunal, or to another party before such tribunal, when:

(a) The Social Security Administration (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 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.

3. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.

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.

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.

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.

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.

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.

11. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records will be stored in magnetic media (e.g., computer disc packs) and, on a temporary basis, in paper form.

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.

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.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

None.

71 FR 1840, 01/11/06. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18.

60-0222 Master Representative Payee File, 60-0222.

Unclassified.

Social Security Administration, Office of Retirement and Disability Policy, 6401 Security Boulevard, Baltimore, MD 21235.

Social Security Administration, Deputy Commissioner for the Office of Retirement and Disability Policy, 6401 Security Boulevard, Baltimore, MD 21235, DCRDP.Controls@ssa.gov.

Sections 205(a), 205(j), 208, 807, 811, 1631(a), and 1632 of the Social Security Act, as amended, the Social Security Protection Act of 2004 (Pub. L. 108–203), and the Strengthening Protections for Social Security Beneficiaries Act of 2018 (P.L. 115-165).

We will use the information in this system to assist us in the selection process of a representative payee by enabling Social Security field offices to better screen applicants to determine their suitability to become and remain representative payees. We will also use the data for management information and workload projection purposes, and to prepare annual reports to Congress on representative payee activities.

This system maintains information about all representative payees and representative 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 sections 208, 811, and 1632 of the Social Security Act, as amended; 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, Title VIII, 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; representative payees and representative payee applicants who have an outstanding felony warrant; organizational payees who have been authorized to collect a fee for their service; and beneficiaries, recipients, or claimants who are or may be served by representative payees.

This system maintains records that consist of the following:

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, Title VIII, or Title XVI of the Social Security Act;

2. Names and SSNs (or EINs) of all persons convicted of violations of sections 208, 811, and 1632 of the Social Security Act, as amended;

3. Names, addresses, and SSNs (or EINs) of persons convicted of violations of statutes other than sections 208, 811, 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;

4. Names, addresses, SSNs, and information about representative payee or representative payee applicant self-reported crimes, outstanding felony warrants, or imprisonment 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);

5. Names, addresses, and SSNs (or EINs) of representative payees who are receiving benefit payments pursuant to sections 205(j), 807, or 1631(a)(2) of the Social Security Act;

6. Names, addresses, and SSNs of persons for whom representative payees are reported to be providing representative payee services under sections 205(j), 807, or 1631(a)(2) of the Social Security Act;

7. Names, addresses, and SSNs of representative payee applicants who were not selected as representative payees;

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 or recipients;

9. Information concerning the representative payee’s relationship to the beneficiaries or recipients they serve;

10. Names, addresses, EINs, and qualifying information of organizations authorized to charge a fee for providing representative payee services;

11. Codes which indicate the relationship (other than familial) between the beneficiaries or recipients and the persons who have custody of the beneficiaries or recipients;

12. Dates and reasons for representative payee terminations (e.g., performance not acceptable, death of payee, beneficiary in direct payment, etc.) and revocations;

13. Codes indicating whether representative payee applicants were selected or not selected;

14. Dates and reasons representative payee applicants were not selected to serve as payees, dates and reasons for changes of payees (e.g., beneficiary in direct payment, a criminal history etc.);

15. Amount of benefits misused;

16. Identification number assigned to the claim on which the misuse occurred;

17. Date of the determination of misuse;

18. Information about a felony conviction reported by the representative payee;

19. Criminal history information obtained from SSA databases, representative payees, third parties, contractors, and other Federal agencies, including records that dispute criminal history information provided by third parties;

20. Annual payee accounting reports; and,

21. Records of representative payee reviews, including educational visits.

We obtain information in this system from representative payee applicants and representative payees; third parties, contractors, grantees and local, state, and Federal government agencies; the SSA Office of Inspector General; and existing SSA systems of records such as the Master Files of SSN Holders and SSN Applications, 60–0058; Claims Folders System, 60–0089; Master Beneficiary Record, 60–0090; SSI Record and Special Veterans Benefits, 60–0103; Recovery of Overpayments, Accounting and Reporting/Debt Management System, 60–0094; and Prisoner Update Processing System, 60–0269.

We will disclose records pursuant to the following routine uses; 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 statute, the Internal Revenue Service (IRS), or IRS regulations.

1. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when:

(a) the Social Security Administration (SSA), or any component thereof; or

(b) any SSA employee in his or her official capacity; or

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 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.

2. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf.

3. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

4. To the Department of Veterans Affairs (VA), 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.

5. To the Department of State, for administration of the Social Security Act in foreign countries rough services and facilities of that agency.

6. To the American Institute, a private corporation under contract to the Department of State, for administering the Social Security Act in Taiwan through facilities and services of that agency.

7. To DOJ for:

(a) investigating and prosecuting violations of the Social Security Act to which

criminal penalties attach;

(b) representing the Commissioner of Social Security; and,

employees of the SSA.

8. To the Office of the President in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

9. To the VA, for the shared administration of the VA’s and SSA’s representative payee programs.

10. To contractors and other Federal Agencies, as necessary, for the purpose of assisting the 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.

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:

(a) the claimant’s capability to manage or direct the management of his or her

benefits; or

(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.

12. To a third party, where necessary, information pertaining to the identity of a representative payee or representative payee applicant, the fact of the person’s application for or service as a representative 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 sections 205(j), 807, or 1631(a) of the Social Security Act.

13. To a claimant, or other individual authorized to act on his or her behalf, information concerning the status of his or her representative payee or the status of the application of a person applying to be his or her representative payee, and 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.

14. To the Railroad Retirement Board (RRB), for the administration of RRB’s representative payment program.

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 SSA, as authorized by law, and they need access to PII in SSA records in order to perform their assigned agency functions.

16. To the Office of Personnel Management (OPM), for the administration of OPM’s representative payee programs.

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.

18. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of

records;

(b) SSA has determined that as a result of the suspected or confirmed breach,

there is a risk of harm to individuals, SSA (including its information systems, programs, and operations), the Federal Government, or national security; and

necessary to assist in connections with SSA’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

19. To third parties, contractors, or other Federal agencies, as necessary, to conduct criminal background checks and to obtain criminal history information on representative payees and representative payee applicants.

20. 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 customers, 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.

21. To agencies or entities who have a written agreement with SSA, to perform representative payee reviews for SSA and to provide training, administrative oversight, technical assistance, and other support for those reviews.

22. To state protection and advocacy systems, that have a written agreement with SSA to conduct reviews of representative payees, for the purpose of conducting additional reviews that the protection and advocacy systems have reason to believe are warranted.

23. To agencies or entities with responsibility for investigating or addressing possible financial exploitation of, an immediate health or safety threat to, or other serious risk to the well-being of the beneficiary, for referral, when these issues are identified during a representative payee review

24. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

We maintain records in this system in paper and electronic form.

We will retrieve records by the representative payee’s, beneficiary’s, recipient’s, or claimant’s SSN, EIN or name.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with the NARA approved Agency-Specific Records Schedules N1–47–09–04 and N1–47–09–5.

We retain electronic and paper files containing personal identifiers in secure areas and systems accessible only by our authorized employees who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification number and password, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We maintain electronic files with personal identifiers in secure storage areas. We will use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification. We keep paper records in cabinets within secure areas, with access limited to only those employees who have an official need for access in order to perform their duties. We require agencies and entities performing work for SSA who require access to information from this system to impose equivalent safeguards.

We annually provide our employees, contractors, and others performing work for us with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of PII. See 5 U.S.C. 552a(i)(1). Furthermore, those with access to databases maintaining PII are informed of the penalties for improper access and disclosure of PII.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.

Same as record access procedures. These procedures are in accordance with our regulations at 20 C.F.R. 401.40 and 401.45.

None.

78 FR 23811, Master Representative Payee File.

83 FR 31250, Master Representative Payee File.

83 FR 31251, Master Representative Payee File.

60-0224 SSA-Initiated Personal Earnings and Benefit Estimate Statement (SIPEBES) History File, SSA/OSR.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Any person:

Who lives in a state or territory of the United States or the District of Columbia;

Who has reached age 25;

Who has had earnings posted to his/her Social Security number (SSN);

Who is not receiving benefits under title II of the Social Security Act; and

For whom the Social Security Administration (SSA) can determine the current mailing address.

This system contains the following information about each individual:

Name;

SSN;

Address to which the PEBES was mailed;

Date of birth;

Sex;

Disposition code (to indicate earnings discrepancy or refusal);

Date of SIPEBES issuance;

Whether the PEBES was issued at the individual?s request or SSA?s initiative;

Primary language (English or Spanish);

Address source (IRS, the individual, or other);

IRARN-CD (a code reserved for future use).

PROC-CD (a code reserved for future use).

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.

This system is used for the following purposes:

To establish and retrieve specific records for PEBES processing;

To identify whether or when a person has previously received an SIPEBES;

To help SSA respond to PEBES inquiries; and

To conduct statistical studies.

Disclosure may be made for routine uses as indicated below:

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.

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.

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.

3. To the Department of Justice (DOJ), a court, or other tribunal, or another party before such tribunal, when:

(1) SSA, or any component thereof; or

(2) Any SSA employee in his/her official capacity; or

(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

(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,

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.

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.

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.

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.

8. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records may be stored in magnetic media (e.g., magnetic tape and disc), microfilm, or paper.

Data will be retrieved from the system by SSN and name.

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.

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.

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.

Contractors will safeguard information disclosed to them consistent with the requirements of the Privacy Act.

All tapes, discs, and microfilm files are updated periodically. Out-of-date magnetic tapes and discs are erased. Out-of-date microfilm is shredded.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.)

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.

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.

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0225 SSA-Initiated Personal Earnings and Benefit Estimate Statement Address System for Certain Territories, SSA/OSR.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Any person:

Who lives in Guam, Puerto Rico, or the United States Virgin Islands,

Who has reached age 25,

Who has had earnings posted to his/her SSN,

Who is not receiving benefits under Title II of the Social Security Act, and

From whom SSA can determine the current mailing address.

This system contains the following information about each individual:

Name;

Sex;

SSN;

Address;

Whether a PEBES was issued at the individual?s request or SSA?s initiative;

A country name code.

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).

The system is used for the following purposes:

To establish and retrieve specific records for PEBES processing for individuals living in the specified areas;

To help SSA respond to PEBES inquiries; and

To conduct statistical studies.

Disclosure may be made from routine uses as indicated below:

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.

3. Information may be disclosed to the Department of Justice (DOJ), a court, or other tribunal, or another party before such tribunal, when:

(1) SSA, or any component thereof; or

(2) Any SSA employee in his/her official capacity; or

(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

(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.

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.

7. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records will be stored in magnetic media (e.g., magnetic tape and disc).

Data will be retrieved from the system by SSN, name, and date of issuance of the PEBES.

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.

All tapes, discs, and microfilm files are updated periodically. Out-of-date magnetic tapes and discs are erased. Out-of-date microfilm is shredded.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

Information in this system is obtained from the Commonwealth of Puerto Rico and the Territories of Guam and the United States Virgin Islands.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0228 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.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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:

(a) A fatality;

(b) Lost workdays beyond the day in which the accident occurred;

(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;

(d) A possible tort claim;

(e) A claim for compensation;

(f) Property damage in excess of $50;

(g) Interruption or interference with the orderly progress of work of other employees;

(h) Radiation overexposure;

(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,

(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.

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.

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.

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.

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.

Section 19 of the Occupational Safety and Health Act of 1970 (Pub. L. 91-596, 29 U.S.C. 651, et seq.); 5 U.S.C. 7902; 29 CFR part 1960; Executive Order (E.O.) No. 12196 (45 FR 12769 4/26/80).

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:

• Establish a written record of the causes of accidents;

• Provide information to initiate and support corrective or preventive action;

• Provide statistical information relating to accidents resulting in occupational injuries; illnesses, and/or property damage;

• Provide management with information with which to evaluate the effectiveness of safety management programs;

• 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;

• 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;

Information in these records is used by or may be disclosed to:

• 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;

• 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

• 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.

Disclosure may be made for routine uses as indicated below:

1. To a Federal, State, local agency or private sources to obtain information relevant to the investigation of an accident and/or corrective action.

2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.

3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:

(a) The Social Security Administration (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 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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in automated format (e.g., on magnetic tapes, discs, computer storage,) and in paper form (e.g., punch cards, lists, forms, in file folders, binders and index cards).

Records are retrieved by name, SSN, case number or cross reference.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0230 Social Security Administration (SSA), Parking Management Record System, 60-0230

Unclassified.

Social Security Administration Office of Security and Emergency Preparedness Parking and Credentialing Office 1501 Robert M. Ball Building 6401 Security Boulevard Baltimore, Maryland 21235-6401 Information is also located in additional locations in connection with cloud-based services and kept at an additional location as backup for business continuity purposes.

Director Office of Security Administration and Project Management Social Security Administration 1501 Robert M. Ball Building 6401 Security Boulevard Baltimore, Maryland 21235-6401 (410) 966-5855

Federal Property and Administrative Services Act of 1949, as amended, (see 40 U.S.C. 101, 121, and 41 CFR 102-74.265-310 and 41 CFR 102-74.430)

The purpose of the SSA Parking Management System is to facilitate and enforce SSA parking policies. The SSA Parking Management System will capture vehicle and owner information on SSA employees, contractors, interns, and visitors to SSA facilities who apply for a parking permit, who have assignment of space for parking, and who park on SSA-controlled property and on property assigned to SSA by the General Services Administration or any other agency. This system will also capture information about those who violate SSA Parking Policy, including parking violation citations.

All Headquarters SSA employees as well as any visitors, carpool members, contractors, vendors or building tenants utilizing SSA Headquarters parking facilities.

This system includes all documentation in support of parking applications or assignment of parking, such as vehicle owner name, Social Security number (SSN), vehicle registration number (license plate), state of vehicle registration, vehicle make, model, color. For those that received a parking citation by violating SSA Parking Policy, this also includes vehicle owner home address.

Records are developed from the individual during the parking assignment application process or at the issuance of parking citations due to parking infractions.

Disclosure may be made for routine use as indicated below: 1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf. 2. 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 there is litigation 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(s) for which the records were collected. 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 SSA, as authorized by law, and they need access to personally identifiable information (PII) in SSA records in order to perform their assigned agency functions. 4. To the National Archives Records Administration under 44 U.S.C. 2904 and 2906. 5. To appropriate agencies, entities, and persons when: (a) SSA suspects or has confirmed that there has been a breach of this system of records; (b) SSA has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, SSA (including its information systems, programs, and operations), the Federal Government, or national security; and (c) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with SSA’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm. 6. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in: (a) responding to a suspected or confirmed breach; or (b) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security resulting from a suspected or confirmed breach. 7. 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 customers, 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. 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. 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. 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. 11. 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.

Initial parking applications (form SSA-391) are maintained in paper form; these forms are used by employees and contractors who have yet to access SSA systems and are completed prior to their official duty start date. Parking citation records are maintained in an electronic format using the parking citation system.

Records are retrieved by vehicle owner name, vehicle registration number (license plate), state of vehicle registration, vehicle make, model, or color.

Superseded materials are maintained by the SSA Office of Security Administration and Project Management for historical purposes and the control purpose has been met and the records are then destroyed per General Records Schedule 01-1 (001): The record retention is temporary – destroy when 3 years old, but longer retention is authorized if needed for business use. 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.

We retain electronic and paper files with personal identifiers in secure storage areas accessible only by our authorized employees and contractors who have a need for the information when performing their official duties. Security measures include the use of codes and profiles, personal identification number and password, and personal identification verification cards. Further, management grants specific personnel access authority to the parking citation system; parking enforcement officers are the only personnel allowed to electronically upload parking citations. We keep paper records in locked cabinets within secure areas, with access limited to only those employees who have an official need for access in order to perform their duties. We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (e.g., 5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

Individuals requesting notification of, or access to, a record by mail must include a notarized statement to us to verify their identity or must certify in the request that they are the individual they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. Individuals requesting notification of, or access to, 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. Individuals lacking identification documents sufficient to establish their identity must certify in writing that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

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. 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. 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).

None.

17 FR 1846, Social Security Administration Parking Management Record System 72 FR 69723, Social Security Administration Parking Management Record System 83 FR 54969, Social Security Administration Parking Management Record System

60-0231 Social Security Online Accounting and Reporting System, 60-0231

Unclassified.

Social Security Administration

Office of Budget, Finance, and Management

Office of Financial Policy and Operations

6401 Security Boulevard

Baltimore, Maryland 21235-6401

Social Security Administration

Deputy Commissioner of Office of Budget, Finance, and Management

Office of Financial Policy and Operations

6401 Security Boulevard

Baltimore, MD 21235-6401

DCBFM.OFPO.Controls@ssa.gov

Sections 204 and 1631 of the Social Security Act, as amended; Budget and Accounting Procedures Act of 1950 (Pub. L. 81-784); Debt Collection Act of 1982 (Pub. L. 97-365); Debt Collection Improvement Act of 1996 (Pub. L. 104-134); International Emergency Economic Powers Act (Pub. L. 95-223); Digital Accountability and Transparency Act (Pub. L. 113-101); and SSA Regulations (20 CFR Parts 404, 416, and 422).

We will use the information in this system to track payments to individuals, exclusive of salaries and wages; establish receivable records for recovery of overpayments and tracking repayment status; develop reports of non-employee vendors for applicable State and local taxing officials of taxable income; validate and certify payments; and internal auditing.

This system maintains information about individuals who make payments to or receive payments from us including, but not limited to, employees traveling on official business, employees participating in the vision program, contractors, grantees, consultants, Social Security beneficiaries or recipients who may have been overpaid; and for individuals who have received goods or services for which there is a charge or fee.

This system consists of records received, created, or compiled pertaining to collection and summary level payment information including, but not limited to, name; Social Security number (SSN); taxpayer identification number; email address; purpose of payment, accounting classification, and amount paid; credit card information; the amount of indebtedness for overpayments and delinquent grants; repayment status; collection amount; travel vouchers submitted for reimbursement of travel and other expenditures, while on official business; the amount of indebtedness for employee overpayments, exclusive of salaries and wages; and Video Display Terminal (VDT) vouchers submitted for reimbursement of vision costs.

We obtain information in this system of records from existing SSA systems of records such as the Master Beneficiary Record, 60-0090, and Supplemental Security Income Record and Special Veterans Benefits, 60-0103; and from the individual to whom the record pertains, including individual travel and VDT vouchers, grants, contract and purchase order award documents, delinquent grant records, invoices of services rendered or goods received, and applications for travel or salary advances.

1. To the Department of the Treasury,

(a) for check preparation;

(b) to provide the Office of Foreign Assets Control relevant and necessary information concerning SSA payments for investigations of individuals, groups, companies, or countries on the Specially Designated National and Blocked Persons List; and

2. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

3. To the Department of Justice (DOJ), in the event that we deem it desirable, or necessary, in determining whether particular records are required to be disclosed under the Freedom of Information Act.

4. To officials of labor organizations recognized under 5 U.S.C. 71, when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment.

5. To DOJ, a court or other tribunal, or another party before such court or tribunal, when

(a) SSA, or any component thereof; or

(b) any SSA employee in his or her official capacity; or

(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

(d) the United States or any agency thereof where we determine 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 we determine 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, we determine that such disclosure is compatible with the purpose for which the records were collected.

6. 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.

7. To the Department of the Treasury,

(a) to assist us in recovering the collection of delinquent administrative debts through Administrative Wage Garnishment (31 U.S.C. 3720D) via the Treasury Crossing Servicing program as authorized by the Debt Collection Improvement Act of 1996;

(b) to recover debts through reduction of tax refund payments pursuant to 31 U.S.C. 3720A; or

8. To the following entities in order to help collect a debt owed the United States:

(a) to another Federal agency, so that agency can effect a salary offset;

(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);

(c) to the Department of Treasury, to request the mailing address of an individual under the IRC (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;

(d) to an agent of 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;

(e) to debt collection agents under 31 U.S.C. 3718 or under common law to help collect a debt; and

(f) to DOJ 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 SSN, the amount status and history of the claim, and the agency or program under which the claim arose.

9. To another Federal agency, that has asked SSA 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, SSN, 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.

10. To IRS 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.

11. To banks enrolled in the Treasury credit card network, to collect a payment or debt when the individual has given his or her credit card number for this purpose.

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 us, as authorized by law, and they need access to personally identifiable information (PII) in our records in order to perform their assigned agency functions.

13. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

14. To contractors and other Federal agencies, as necessary, for the purpose of assisting us in the efficient administration of its programs. We will disclose information under this routine use only in situations in which we may enter into a contractual or similar agreement to obtain assistance in accomplishing an SSA function relating to this system of records.

15. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

16. To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

17. To the Office of the President, in response to an inquiry received from that office made on behalf of, and at the request of, the subject of record or a third party acting on the subject’s behalf.

18. 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 customers, the security of the SSA workplace and the operation of our 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 our facilities.

19. 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.

We will maintain records in this system in paper and in electronic form.

We will retrieve records in this system by name, SSN, voucher number, or collection number.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with the approved NARA General Records Schedule 1.1, Financial Management and Reporting Records (DAA-GRS-2013-0003-0001 and DAA-GRS-2013-0003-0002).

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must annually sign a sanctions document that acknowledges their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 C.F.R. 401.40 and 401.45.

Same as records access procedures. These procedures are in accordance with our regulations at 20 C.F.R. 401.40 and 401.45.

None.

71 FR 1847, Financial Transactions of SSA Accounting and Finance Offices

72 FR 69723, Financial Transactions of SSA Accounting and Finance Offices.

60-0232 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.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Individuals who are the recipients of Federal Domestic Assistance Grants or of contracts awarded by the Social Security Administration (SSA).

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.

5 U.S.C. 301.

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.

Disclosure may be made for routine uses as indicated below:

1. To a congressional office in response to an inquiry from that office made at the request of the subject individual.

2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:

(a) The Social Security Administration (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) agreed to represent the employee; or

(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.

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.

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.

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.

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.

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.

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.

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.

12. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in automated form (e.g., disc packs and magnetic tapes) and in paper form (e.g., Hard copy code booklets) at central computer sites.

Records are retrieved by either name, SSN or other characteristic data.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0234 Employee Assistance Program (EAP) Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel, Center for Employee Services.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

5 U.S.C. 7361, 7362, 7901, and 7904.

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.

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.

Disclosure may be made for routine uses as indicated below.

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.

2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:

(a) The Social Security Administration (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 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.

3. To a congressional office in response to any inquiry from that office made at the request of the subject of the record.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in automated form (e.g., computer readable media, hard drives, floppy disks, and Compact Disc-Read Only Memory (CD-ROM)) and in paper form (e.g., folders, index cards).

Records are retrieved by a case code number. These numbers are cross-indexed by name of employee or family member.

1. Authorized Users: 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.

2. Physical Safeguards: 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.

3. Procedural Safeguards: 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.

Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0236 Employee Development Program Records, Social Security Administration, Deputy Commissioner for Human Resources (DCHR), Office of Training (OT).

None.

Social Security Administration, Office of Training, Offices of the Deputy Commissioners, Deputy-level offices and/or Regional Commissioners? offices.

Applicants and participants in all Social Security Administration (SSA) developmental programs at the specific grades covered by the programs.

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.

5 U.S.C. 3396, et seq.

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.

Disclosure may be made for routine uses as indicated below:

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.

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.

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.

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.

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.

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, e.g., 5 U.S.C. 1205 and 1206.

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.

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.

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.

10. To the Department of Justice (DOJ), a court or other tribunal, or to another party before such tribunal, when:

(a) The Social Security Administration (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 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.

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.

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.

Storage:

Records are maintained in automated form (e.g., magnetic tapes, hard drives, floppy disks, Compact Disk-Read Only Memory (CD-ROM)) and in paper form (e.g., file folders, punch cards, forms).

Records are retrieved by name and SSN.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

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.

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.

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)).

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.

None.

60-0237 Employees? Medical Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel, Center for Employee Services.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Individuals who have received health services from any of the SSA Health Units.

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.

5 U.S.C. 7901; OMB Circular No. A-72.

These records document utilization of health services provided by SSA Health Units.

Disclosure may be made for routine uses as indicated below:

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.

2. To the Office of Worker?s Compensation Programs in connection with a claim for benefits filed by an employee.

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.

4. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:

(a) The Social Security Administration (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 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.

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.

9. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

These records are maintained as hard copy records.

Records are retrievable by name, date of birth, or Social Security Number (SSN) of the individual to whom they pertain.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

Note: 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.

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0238 Pay, Leave and Attendance Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

All paid employees of the Social Security Administration (SSA).

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.

5 U.S.C. Chapter 55, § 5501 et seq., Chapter 61, § 6101, et seq. and Chapter 63 § 6301 et seq.

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.

Disclosure may be made for routine uses as indicated below:

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

12. To respond to court orders for garnishment of an employee?s pay for alimony or child support or commercial debt.

13. To respond to orders from Internal Revenue Service for garnishment of an employee?s pay for Federal income tax purposes.

14. To the Department of the Treasury for the purposes of preparing and issuing employee salary and compensation checks and United States Savings Bonds.

15. To State offices of unemployment compensation in connection with claims filed by current or former Social Security Administration employees for unemployment compensation.

16. To a congressional office in response to an inquiry from the congressional office made at the request of that individual.

17. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when

(a) The Social Security Administration (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 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.

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.

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.

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.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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.

Records are retrievable by name and SSN from NBC, DOI and by name, SSN and timekeeper number at SSA.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0239 Personnel Records in Operating Offices, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Current employees of SSA and former or current Federal employees submitting applications for employment with SSA.

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.

5 U.S.C. 3101, Chapter 33, Chapter 41, Chapter 43, Chapter 45, Chapter 55 and Chapter 75.

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.

Disclosure may be made for routine uses as indicated below.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

13. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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).

Records are retrieved by any combination of name, SSN, or identification number.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

None.

Note: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.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0241 Employee Suggestion Program Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Personnel, Center for Employee Services.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

5 U.S.C. 4501 et seq.

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.

Disclosure may be made for routine uses as indicated below:

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.

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:

(a) The Social Security Administration (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 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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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.

The records are retrieved by suggestion number or by the name of the employee.

Access is restricted to authorized staff and evaluators. Component evaluators are given a copy of suggestions. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

After final action to make or deny an award, suggestion records are maintained for two more years and then destroyed.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

Incoming suggestion, responses, evaluations and other material obtained during course of deciding to make an award.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0244 Administrative Grievances Filed Under Part 771 of 5 CFR, Social Security Administration, Deputy Commissioner for Human Resources, Office of Labor Management and Employee Relations.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

5 U.S.C. 1302 and 5 CFR Part 771.

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.

Disclosure may be made for routine uses as indicated below:

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.

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.

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.

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.

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.

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.

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.

11. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) The Social Security Administration (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 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.

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.

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.

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.

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.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained electronically and paper form (e.g., files folders, binders, index).

Records are retrieved by the name of the individual filing the grievance.

Records are stored in secured rooms with access limited to those whose official duties require access. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

Records are retained for 3 years after the grievance case is closed, and are then destroyed.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0245 Negotiated Grievance Procedure Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Labor Management and Employee Relations.

None.

Office of Personnel, Personnel Management Specialist, Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.

Current and former employees of the Social Security Administration (SSA) who have filed grievances under a negotiated grievance procedure.

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.)

5 U.S.C. 7121.

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.

Disclosure may be made for routine uses as indicated below:

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.

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.

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.

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.

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.

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.

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.

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.

10. To the Department of Labor in carrying out its functions regarding labor-management relations to the Federal service.

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.

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.

13. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

(a) Social Security Administration (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 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.

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.

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.

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.

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.

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.

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.

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.

Storage:

Records are maintained in paper form (e.g., file folders).

These records are retrieved by the names of individuals who have filed a grievance.

Records maintained by management are stored in secured rooms with access limited to those whose official duties require access. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

Office of Personnel, Personnel Management Specialist, Room L1141 West Low Rise Building, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.

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.

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)).

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.

None.

60-0250 Equal Employment Opportunity (EEO) Counselor and Investigator Personnel Records, Social Security Administration, Deputy Commissioner for Human Resources, Office of Civil Rights and Equal Opportunity.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Employees who have volunteered or have been proposed for duty as Equal Employment Opportunity (EEO) Counselors on a part-time basis.

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.

29 U.S.C. 633a; 42 U.S.C. 2000e; and Executive Order (E.O.) 11478.

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.

Disclosure may be made for routine uses as indicated below:

1. To provide resources to another Federal agency, in response to its requests for loan of counselors.

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.

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.

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.

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.

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.

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.

10. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:

(a) The Social Security Administration (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 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.

14. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

These records are maintained in paper form (e.g., file folders, binders and index cards).

These records are retrieved by the names of EEO counselors and investigators.

Access to, and use of, these records is limited to those persons whose official duties require access. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0255 Plans for Achieving Self-Support (PASS) Management Information System, Social Security Administration, Deputy Commissioner for Operations, Office of Public Service and Operations Support.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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).

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).

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.

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.

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:

(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:

(i) He or she is incapable or of questionable mental capability;

(ii) He or she cannot read or write;

(iii) He or she cannot afford the cost of obtaining the information;

(iv) He or she has a hearing impairment, and is contacting SSA by telephone through a telecommunications relay system operator;

(v) A language barrier exists; or

(vi) The custodian of the information will not, as a matter of policy, provide it to the individual; or

(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.

2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.

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.

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.

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.

7. 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 or her official capacity, or

(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

(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.

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.

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.

10. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

11.To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with us.

Storage:

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.

Records are retrieved from the system by the name or SSN of the individual who submitted the PASS.

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.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

None.

71 FR 1867, 01/11/06. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18

60-0259 Claims under the Federal Tort Claims Act and Military Personnel and Civilian Employees? Claim Act, Social Security Administration, Office of the General Counsel.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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.

To process claims filed with the Agency.

Disclosure may be made for routine use as indicated below:

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.

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 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.

4. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:

(a) The Social Security Administration (SSA), or any component thereof; or

(b) Any SSA employee in his/her 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 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.

5. To a Federal, State or local agency for law enforcement purposes concerning a violation of law pertaining to records in this system.

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.

9.To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in paper form (e.g., file folders) and stored in file cabinets. Some records may be maintained on Agency computers.

Records are retrieved by the name of the claimant and claim number.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0262 Attorney Applicant Files, Social Security Administration, Office of the General Counsel.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Applicants for attorney positions in the Office of the General Counsel.

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.

5 U.S.C. 3301, et seq.

To maintain current information on individuals interested in employment as attorneys with the Office of the General Counsel.

Disclosure may be made for routine uses as indicated below:

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.

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.

3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:

(a) The Social Security Administration (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 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.

4. To a Federal, State or local agency for law enforcement purposes concerning a violation of law pertaining to the records in this system.

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.

8.To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in paper form (e.g., file folders) in locked cabinets. Some records may be maintained on Agency computers.

Records are retrieved by the name of the applicant.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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)).

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)).

The information in this system comes from the applicant, educational institutions, past employers and records of interviews with OGC personnel.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0268 Medicare Part B Buy-In Information System, SSA/OPB

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Title IV of Division A, Social Security Administration, of the Omnibus Consolidated and Emergency Supplemental Appropriations Act, 1999, Public Law (Pub. L.) 105-277.

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.

Disclosure may be made for routine uses as indicated below:

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:

(a) his or her eligibility for benefits under a Social Security program;

(b) the amount of his or her benefit payment;

(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.

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.

3. Disclosure to a congressional office in response to an inquiry from that office made at the request of the subject of a record.

4. Disclosure to State or local agencies, (or agents on their behalf), for administering the Medicaid program.

5. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.

6. Disclosure to the Department of Justice (DOJ), a court or other tribunal, or other third- party before such tribunal when:

(a) SSA, or any component thereof, or

(b) Any SSA employee in his or her official capacity; or

(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

(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.

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.

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.

10.To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Data may be stored in paper form and on magnetic media (e.g., discs).

Records in this system are indexed and retrieved by the SSN.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

Same as notification procedures. Requesters should also reasonably specify the record contents being sought. See 20 CFR 401.40(b)(1998).

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).

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)).

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0269 Prisoner Update Processing System (PUPS), SSA/OPB

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Sections 202(x)(1) and 1611(e)(1) of the Act.

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.

Disclosure may be made for routine uses as indicated below:

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:

(a) his or her eligibility for benefits under a Social Security program;

(b) the amount of his or her benefit payment;

(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.

2. Disclosure to third-party contacts where necessary to establish or verify information presented by representative payees or payee applicants.

3. Disclosure to the Department of Justice (DOJ) for:

(a) investigating and prosecuting violations of the Act to which criminal penalties attach;

(b) representing the Commissioner of Social Security;

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.

5. Disclosure to a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

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).

8. Disclosure to third-party contacts (including private collection agencies under contract to SSA) for the purpose of assisting SSA in recovering overpayments.

9. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.

10. Disclosure to DOJ, a court or other tribunal, or other third 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 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.

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.

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.

13. We can disclose information when the disclosure is required by law (20 CFR 401.120).

• Section 1411(c) of the ACA requires SSA to determine whether the name, date of birth, SSN and attestation of citizenship of individuals applying for IAPs under the ACA are consistent with information in SSA's records.

• Section 205(r)(3) of the Social Security Act (Act) permits SSA to disclose, on a reimbursable basis, death information to a Federal or State agency that administers a Federally-funded benefit other than pursuant to the Act to ensure proper payment of such benefit. Section 7213 of the Intelligence Reform and Terrorism Prevention Act of 2004 provides SSA authority to add a death indicator to verification routines that the agency deems appropriate.

• Sections 202(x)(3)(B)(iv) and 1611(e)(1)(I)(iii) of the Act permit SSA to disclose, on a reimbursable basis, prisoner information to an agency administering a Federal or Federally-funded cash, food, or medical assistance program for eligibility and other administrative purposes under such program.

We can also disclose information when the purpose is compatible with the purpose for which we collected the information and is supported by a published routine use (20 CFR 401.150). The Privacy Act allows us to disclose information maintained in a system of records without consent of the record subject to another party if such disclosure is pursuant to a routine use published in the system of records. 5 U.S.C. 552a(b)(3). A "routine use" must be compatible with the purpose for which SSA collected the information (5 U.S.C. 552a(a)(7)). Under SSA's regulations, SSA may publish a routine use permitting it to disclose information to another government entity for the administration of other government programs when the information requested concerns eligibility, benefit amounts, or other matters of benefit status in a Social Security program and is relevant to determining the same matters in other programs. 20 CFR 401.150(c). SSA collects information from applicants for, and beneficiaries of, Social Security benefits to determine entitlement and eligibility to such SSA benefits and the amount of those benefits. Under the new routine use and in accordance with the ACA, SSA will disclose information concerning eligibility, benefit amounts, or other matters of benefit status in a Social Security program to DHHS/CMS for use in making initial eligibility determinations, and eligibility redetermination and renewal decisions, including appeal determinations for IAPs, and certifications of exemption under the ACA. Specifically, DHHS/CMS will use the information SSA provides to determine entitlement and eligibility in QHPs offered through an Exchange, including the APTCs under section 36B of the Internal Revenue Code of 1986 and CSRs under section 1402 of the ACA; a State Medicaid program under title XIX of the Act; the CHIP under title XXI of the Act; a State program under section 1331 of the ACA establishing qualified BHPs; and a certification of exemption pursuant to section 1311(d)(4)(H) of the ACA. The verification and disclosure of information in our records to DHHS/CMS for its use in administering the health and income maintenance programs under ACA and the Act, meet the statutory and compatibility requirements for routine use disclosures.

14. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are stored in magnetic media (e.g., magnetic tape and magnetic diskette).

Records in this system are indexed and retrieved by SSN.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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.

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0270 Records of Individuals Authorized Entry into Secured Areas by Digital Lock Systems, Electronic Key Card Systems or Other Electronic Access Devices, SSA.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Those individuals who are authorized entry into secured areas in regional offices, field offices, teleservice centers, program service centers, hearings offices and satellite facilities.

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.

42 U.S.C. 902 and 1302; 5 U.S.C. 552a(e)(10); 41 CFR 101-20.302.

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.

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.

2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.

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:

(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 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.

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.

6. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

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.

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.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

Record access procedures: Same as notification procedures. Requestors should also reasonably specify the contents of the record being sought.

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).

SSA obtains information in this system from the individuals who are covered by the system or the security personnel.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0271

Requests for Waiver of Employee Salary Overpayments, 60-0271

Unclassified.

Social Security Administration, Office of the General Counsel, Office of General Law, West High Rise Building, 6401 Security Boulevard, Baltimore, MD 21235.

Associate General Counsel, Social Security Administration, Office of the General Counsel, Office of General Law, West High Rise Building, 6401 Security Boulevard, Baltimore, MD 21235, ogc.ogl.correspondence@ssa.gov.

Title 5 Sections 5514 and 5584 and Title 31 Section 3711 of the United States Code and 20 CFR Part 422.

We will use the information we collect to make administrative decisions on employee salary overpayment waiver, requests and appeals.

Individuals who are current or former SSA employees who file administrative requests and appeals with SSA, for waiver of their salary and travel reimbursement overpayments.

This system maintains information that we collect for the administrative request and appeals process. This may include contact information; information pertaining to the requestor/employee debtor and appeals, initial request or appeal, personnel records, reports of investigation, recommendations and waiver decision letters.

We obtain information in this system from employees and former employees, personnel, program and component offices, and other Federal agencies as necessary, including our payroll provider.

We will disclose records pursuant to the following routine uses, however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Service Code, unless authorized by statute, the Internal Revenue Service (IRS), or IRS regulations.

1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

2. To the Office of the President in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

3. To Federal, State and local government agencies, private individuals, private attorneys, or other representatives or individuals working on behalf of the employee or former employee in seeking waiver of the overpayment, and other persons or entities with relevant information for the purpose of investigating, settling, or adjudicating claims.

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 SSA, as authorized by law, and they need access to personally identifiable information (PII) in SSA records in order to perform their assigned agency duties.

5. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

6. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

(b) SSA has determined that as a result of the suspected or confirmed breach, there is a risk of harm to individuals, SSA (including its information systems, programs, and operations), the Federal Government, or national security; and

7. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or 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 when it is authorized to do so) has agreed to represent the employee; or

(d) the United States, or any agency thereof, when SSA determines 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 court or tribunal is relevant and necessary to the litigation, provided, however, that in each case, the agency determines that disclosure of the records to DOJ, court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected.

8. To contractors and other Federal agencies, as necessary, for the purpose of 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.

9. 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 customers, the security of the SSA workplace, and the operation of SSA facilities, or

(b) to assist in investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

10. To third parties when an individual involved with the claim needs assistance to communicate because a hearing impairment or a language barrier exists (e.g., interpreters, telecommunications relays system operators, etc.).

11. To the Equal Employment Opportunity Commission when requested in connection with 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 Procedures, or other functions vested in the Commission.

12. To the Office of Personnel Management, 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, investigations of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be required by law.

13. 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.

14. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

We maintain records in this system in paper and electronic form.

We retrieve records by the name of the employee, former employee, or individual requesting the waiver of overpayment.

We retain the records for a period of six years in accordance with the approved National Archives and Records Schedule N1-47-10-4. The Office of the General Counsel reserves the right to retain for an indefinite period certain records that, in the judgment of that office are of precedential value.

We retain electronic and paper files containing personal identifiers in secure storage areas accessible only by our authorized employees and contractors who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification number and password, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification. We keep paper records in locked cabinets within secure areas, with access limited to only those employees who have an official need for access in order to perform their duties.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.

Individuals requesting notification of or access to, 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. Individuals lacking identification documents sufficient to establish their identity must certify in writing that they are the individual they claim to be and that they understand 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 our regulations at 20 C.F.R. 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 C.F.R. 401.40 and 401.45.

None.

60-0272 General Law Litigation Files, 60-0272.

Unclassified.

Social Security Administration, Office of the General Counsel, 6401 Security Boulevard, Room 617 Altmeyer Building, Baltimore, MD 21235; OGC.OGL.Correspondence@ssa.gov.

Section 702 of the Social Security Act; 5 U.S.C. 552a; 5 U.S.C. 552; 20 CFR Part 403; and various other statutes providing for a right of action by or against SSA or the United States.

We will use the information in this system to represent SSA in litigation, prepare for reasonably anticipated litigation, or respond to litigation requests for SSA employee testimony or records.

Individuals who are or who SSA reasonably anticipates may be involved in civil and criminal litigation, or administrative proceedings, that involve SSA, its employees, the United States, or SSA records, including but not limited to SSA employees, attorneys, witnesses, plaintiffs, defendants, or third parties involved in such litigation.

This system maintains information collected or generated in response to, or in anticipation of, civil and criminal litigation, or administrative proceedings, which may include: Social Security number (SSN), if applicable; contact information; information pertaining to the subject matter of litigation, complaints, answers, motions, briefs, orders, decisions, correspondence, exhibits, discovery, legal research, hearing and deposition transcripts, communications with the Department of Justice (DOJ), and medical records, such as evaluations by physicians in cases where personal injury or alleged disabling conditions are involved.

We obtain information in this system from existing SSA records; legal pleadings, discovery, and other records exchanged between parties and their attorneys in litigation and pre-litigation; courts; State and local governments; other Federal agencies; and other individuals and entities with information relevant to cases involving SSA, its employees, the United States, or SSA records.

1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf.

2. To the Office of the President in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

3. To the DOJ, a court or other tribunal, or another party before such court or 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 the litigation is likely to 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, the agency determines that disclosure of the records to DOJ, court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected.

4. To contractors and other Federal agencies, as necessary, for the purpose of 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.

5. To Federal, State and local government agencies, private individuals, private attorneys, individual law enforcement officers, and other persons or entities with relevant information for the purpose of investigating, settling, or adjudicating claims of violation of law by SSA or its employees and assisting with subsequent litigation.

6. To private attorneys or union representatives, prior to formal litigation proceedings, when SSA determines that due process requires disclosure.

7. To disclose information 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 working conditions.

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 SSA, as authorized by law, and they need access to personally identifiable information (PII) in SSA records in order to perform their assigned agency functions.

9. 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 customers, the security of the SSA workplace, and the operation of SSA facilities, or

(b) to assist in investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

10. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

11. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

(c) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connections with SSA’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

12. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

13. 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 SSA becomes aware of a violation or potential violation of professional licensing or Bar association standards or to respond to inquiries or actions from such association about SSA employee conduct.

14. To the Office of Personnel Management, 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, investigations of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be required by law.

15. 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 Uniformed Guidelines on Employee Selection Procedures, or other functions vested in the Commission.

16. To disclose information to the Federal Labor Relations Authority (including its General Counsel) when requested in connection with investigation and resolution of allegations of unfair labor practices, in connection with the resolution of exceptions to arbitrator’s awards when a question of material fact is raised, to investigate representation petitions and to conduct or supervise representation elections, and in connection with matters before the Federal Services Impasses Panel.

We will maintain records in this system in paper and electronic form.

We will retrieve records by the case name, party names, case number, or names of individuals reasonably anticipated to be involved in litigation.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain the general law litigation records in accordance with the approved NARA Agency-Specific Records Schedule N1-047-10-004. Periods of retention vary depending on the type of litigation record. See http://www.archives.gov/records-mgmt/rcs/schedules/independent-agencies/rg-0047/n1-047-10-004_sf115.pdf. The Office of the General Counsel reserves the right to retain for an indefinite period certain records that, in the judgment of that office are of precedential value.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include (1) a notarized statement to us to verify their identity or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

60-0273 Social Security Title VIII Special Veterans Benefits Claims Development and Management Information System, SSA/RO/San Francisco.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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.

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.

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.

Title VIII of the Social Security Act; Special Benefits for Certain World War II Veterans.

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.

Disclosure may be made for routine uses as indicated below:

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:

(a) The individual is unable to provide information being sought. An individual is considered to be unable to provide certain types of information when:

(i) He/she is incapable or of questionable mental capability;

(ii) He/she cannot read or write;

(iii) He/she cannot afford the cost of obtaining the information;

(iv) He/she has a hearing impairment, and is contacting SSA by telephone through a telecommunications relay system operator;

(v) A language barrier exists; or

(vi) The custodian of the information will not, as a matter of policy, provide it to the individual; or

(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:

(i) His/her eligibility for benefits under the Social Security program;

(ii) The amount of his/her benefit payment; or

(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.

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.

3. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

4. To DOJ, a court, or other tribunal (either foreign or domestic) 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 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 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.

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.

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.

8. To the Department of State and its agents for administering the Act in foreign countries through services and facilities of that agency.

9. To the American Institute of Taiwan and its agents for administering the Act in Taiwan through services and facilities of that agency.

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.

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.

12. Disclosure to contractors, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.

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.

14. To third party contacts (including private collection agencies under contract with SSA) for the purpose of their assisting SSA in recovering overpayments.

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.

16. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Data are stored in electronic and paper form.

Records in this system are indexed and retrieved both numerically by SSN and alphabetically by name.

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.

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).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

These procedures are in accordance with SSA Regulations 20 CFR 401.50.

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.

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.

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)).

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0274 Litigation Docket and Tracking System, Social Security Administration, Office of the General Counsel.

None.

Records are located at the following Social Security Administration (SSA) offices:

Office of the General Counsel, Social Security Administration, Room 617, Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.

Each Regional Office will also maintain information on those cases for which it is responsible.

In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont):

Office of the General Counsel, Chief Counsel, Region I, Social Security Administration, John F. Kennedy Federal Building, Room 625, Government Center, Boston, Massachusetts 02203.

In the New York Region (New Jersey, New York, Puerto Rico, Virgin Islands):

Office of the General Counsel, Chief Counsel, Region II, Social Security Administration, Room 3904, 26 Federal Plaza, New York, NY 10278.

In the Philadelphia Region (Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia):

Office of the General Counsel, Chief Counsel, Region III, Social Security Administration, P.O. Box 41777, Philadelphia, Pennsylvania 19101.

In the Atlanta Region (Alabama, North Carolina, South Carolina, Florida, Georgia, Kentucky, Mississippi, Tennessee):

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.

In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin):

Office of the General Counsel, Chief Counsel, Region V, Social Security Administration, 200 West Adams Street, 30th Floor, Chicago, Illinois 60606-8920.

In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas):

Office of the General Counsel, Chief Counsel, Region VI, Social Security Administration, Suite 130, 1301 Young Street, Dallas, Texas 75202-5433.

In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):

Office of the General Counsel, Chief Counsel, Region VII, Social Security Administration, Room 535, 601 East 12th Street, Kansas City, Missouri 64106-2898.

In the Denver Region (Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming):

Office of the General Counsel, Chief Counsel, Region VIII, Social Security Administration, Suite 120, Federal Office Building, 1961 Stout Street, Denver, Colorado 80294.

In the San Francisco Region (American Samoa, Arizona, California, Guam, Hawaii, Nevada, Northern Mariana Islands):

Office of the General Counsel, Chief Counsel, Region IX, Social Security Administration, Room 405, 50 United Nations Plaza, San Francisco, California 94102.

In the Seattle Region (Alaska, Idaho, Oregon, Washington):

Office of the General Counsel, Chief Counsel, Region X, Social Security Administration, 701 Fifth Avenue, Suite 2900, M/S 901, Seattle, Washington 98104-7075.

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.

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.

The authorities for maintaining this system are the various statutes, regulations, rules or orders pertaining to the subject matter of the litigation (e.g., the Social Security Act, 42 U.S.C. 405(g) and 1383(c)).

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.

Disclosure may be made for routine uses as indicated below:

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.

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.

3. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.

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.

5. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:

(a) The Social Security Administration (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 when 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 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.

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.

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.

8. To a Federal, State or local agency for law enforcement purposes concerning a violation of law pertaining to the records in this system.

9. To Federal, State or local law enforcement agencies and private security contractors as appropriate, if information is necessary:

(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

(b) To assist in investigation or prosecutions with respect to activities that disrupt the operation of SSA facilities.

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.

Storage:

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).

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.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

Office of the General Counsel, Social Security Administration, Room 617 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235. (For additional addresses see Systems location).

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)).

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)).

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.

None.

60-0275 Civil Rights Complaints Filed by Members of the Public, Social Security Administration, Office of the General Counsel.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

The information collection is authorized by 5 U.S.C. 301; 29 U.S.C. 791 et. seq.; 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.

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.

Disclosure may be made for routine uses as indicated below:

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.

2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.

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.

4. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal, when:

(a) The Social Security Administration (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 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.

5. To a Federal, State or local agency for law enforcement purposes concerning a violation of law pertaining to the records in this system.

7. To Federal, State and local law enforcement agencies and private security contractors as appropriate, if information is necessary:

(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

(b) To assist in investigations or prosecutions with respect to activities that disrupt the operation of SSA facilities.

10. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in paper form (e.g., file folders) in file cabinets. Some records may be maintained on Agency computers.

Records are retrieved by name of the complainant and/or docket number.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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)).

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.

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).

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0276 Social Security Administration?s (SSA) Talking and Listening to Customers (TLC).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Executive Order 12862, "Setting Customer Service Standards."

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.

Disclosure may be made for routine uses as indicated below:

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.

2. Disclosure to a Congressional Office in response to an inquiry from that office made at the request of the subject of a record.

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.

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.

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.

7. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Data are stored in electronic and paper form.

Records in this system are indexed and retrieved by Name, SSN, EIN and/or Claim Number.

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.

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.).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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.

These procedures are in accordance with SSA Regulations 20 CFR 401.45 and 401.50.

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.

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.

Data for the system are obtained primarily from the individuals to whom the record pertains.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0278 Program Litigation File System, 60-0278

Unclassified.

Office of the General Counsel

Office of Program Law

Room G-401 West High Rise

6401 Security Boulevard

Baltimore, MD 21235; or Regional Chief Counsel offices in receipt of original requests (See Appendix C – Regional Offices Addresses, 5. Regional Chief Counsel Addresses at https://www.ssa.gov/privacy/sorn/app_c.htm for address information).

Social Security Administration

Office of the General Counsel

Associate General Counsel for Program Law

Room G-401 West High Rise

6401 Security Boulevard

Baltimore, MD 21235

OGC.OPL.Controls@ssa.gov

The authorities for maintaining this system are the various statutes, regulations, rules, or orders pertaining to the subject matter of the litigation (e.g., the Social Security Act, 42 U.S.C. 405(g) and 1383(c), 28 U.S.C. 1291, Waiver of Overpayment of Pay Act, 5 U.S.C. 5584).

We will use this system to manage records involved in litigation related to challenges of the agency’s policies and procedures, the constitutionality of provisions of the Social Security Act, and benefit determinations.

This system maintains information about individuals who are involved in litigation with SSA (in matters within the jurisdiction of SSA) or with the United States as defendants in civil matters seeking Social Security Title II (Retirement, Survivors, Disability Insurance (RSDI)) payments, Title XVI (Supplemental Security Income (SSI)) payments and other types of relief in benefit determinations.

This system consists of documents involved in court litigation related to the operation and administration of SSA’s various programs under the Social Security Act, including but not limited to, litigation regarding RSDI and SSI payments, challenges of the agency’s policies and procedures, and the constitutionality of provisions of the Social Security Act.

We will disclose records pursuant to the following routine uses; however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Service Code, unless authorized by statute, the Internal Revenue Service (IRS), or IRS regulations.

1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf.

2. To the Office of the President in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or 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 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, the agency determines that disclosure of the records to DOJ, court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected.

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 (PII) in SSA records in order to perform their assigned agency functions.

6. 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 customers, the security of the SSA workplace, and the operation of SSA facilities; or

(b) to assist in investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

7. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

8. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

9. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

10. To provide status of information on pending litigation and to manage the litigation workload. Records will be used in communicating with, among others, Federal and State agencies, private individuals, private attorneys, the United States Attorney, and other Federal officials.

11. To DOJ for the purpose of obtaining advice concerning disclosure of such information under the Freedom of Information Act (FOIA), 5 U.S.C. 552.

12. To a private firm under contract with SSA 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 (PA) safeguards with respect to such records.

13. To Federal, State, and local government agencies, private individuals, private attorneys, individual law enforcement officers, and other persons or entities with relevant information for the purpose of investigating, settling, or adjudicating claims of violation of law by SSA or its employees and assisting with a subsequent litigation.

14. To private attorneys or union representatives, prior to formal litigation proceedings, when SSA determines that due process requires disclosure.

15. To disclose information to officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties or exclusive representation concerning personnel policies, practices, and matters affecting working conditions.

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 SSA becomes aware of a violation or potentional violation of professional licensing or Bar association standards or to respond to inquiries or actions from such association about SSA employee conduct.

17. To the Office of Personnel Management, Merit Systems Protection Board, or the Office of Special Consel in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigations of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be required by law.

18. To the Equal Employment Opportunity Commision 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 Uniformed Guidelines on Employee Selection Procedures, or other functions vested in the Commission.

19. To disclose information to the Federal Labor Relations Authority (including its General Counsel) when requested in connection with investigation and resolution of allegations of unfair labor practices, in connection with the resolution of exceptions to arbitrator’s awards when a question of material fact is raised, to investigate representation petitions and to conduct or supervise representation elections, and in connection with matters before the Federal Services Impasses Panel.

We will maintain records in this system in paper and electronic form.

We will retrieve records by the court docket number and the names of the parties.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain the program law litigation records in accordance with the approved NARA Agency-Specific Records Schedule N1-047-10-04. Periods of retention vary depending on the type of litigation record. See N1-047-10-04. The Office of the General Counsel reserves the right to retain for an indefinite period certain records that, in the judgement of that office are of precedential value.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include (1) a notarized statement to us to verify their identity or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

60-0279 SSA?s Mandate Against Red Tape (SMART) Program Records, SSA/COSS/OCSI.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

42 U.S.C. 405A and 5 U.S.C. 301.

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.

Disclosure may be made for routine uses as indicated below:

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.

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.

3. Disclosure to the Department of Justice (DOJ), to a court or other tribunal, or to 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 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.

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.

5. Disclosure to contractors and other Federal Agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.

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.

Polices and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:

The records are maintained electronically and in paper form (e.g., file folders) in locked file cabinets within OCSI.

8. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

The records are indexed and retrieved by the SMART request number assigned to the employee?s request.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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).

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).

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).

Incoming requests, responses, evaluations and other information obtained during the course of deciding to adopt a request.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0280 SSA Administrative Sanctions Database.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

The following types of records are maintained in this system of records:

--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);

--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;

--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.

--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.

--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.

--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.

Sec.1129A of the Social Security Act (42 U.S.C. 1320a-8).

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:

--Number of potential sanctions cases.

--Average time from referral to return by OIG.

--Number of cases found to be not sanctionable.

--Number of cases prosecuted criminally.

--Number of cases prosecuted civilly.

--Number of cases where CMP was imposed.

--Number of cases sanctioned (available by Region and FO code).

--Number of reconsiderations filed.

--Number of reconsiderations affirmations.

--Number of reconsiderations reversals.

--Number sent for consistency review.

--Number of hearings filed.

--Number of hearing affirmations.

--Number of hearing reversals.

--Amount of benefits withheld--title II and title XVI.

--Amount of overpayments incurred--title II and title XVI.

Disclosures may be made for routine uses as indicated below:

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.

2. Disclosure to a congressional office in response to an inquiry from that office made at the request of the subject of a record.

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.

4. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.

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.

7.To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Data are stored in electronic and paper form.

Records in this system are by SSN and name of the individual.

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.

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).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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).

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).

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).

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).

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).

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0290 Social Security Administration?s Customer PIN/Password (PPW) Master File System, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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 (e.g., effective date of authorization).

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.

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.

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.

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.

Disclosure may be made for routine uses as indicated below:

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:

(a) The Social Security Administration (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 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.

8. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Data are stored in electronic and paper form.

Records in this system are indexed and retrieved by SSN (which acts as the individual?s PIN).

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.

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 http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security measures.

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 (e.g., deletion of individual records from the data base when appropriate or shredding of paper records that are produced from the system).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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)).

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))

Data for the system are obtained primarily from the individuals to whom the record pertains.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0295 Ticket-to-Work and Self-Sufficiency Program Payment Database.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Section 1148 of the Social Security Act.

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:

--Number and classification of beneficiaries being served by ENs.

--Number and classification of beneficiaries with increased work activity.

--Classifications of ENs providing service.

--Type of payments requested.

--Amount of payments requested.

--Type of payments made.

--Amount of payments made.

--Disposition of payment requests.

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.

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 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.

4. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.

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.

6. 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 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.

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.

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.

9. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

10. To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with us.

Storage:

Data are stored in electronic and paper form.

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).

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.

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.

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.

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).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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).

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).

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.

None.

66 FR 17985, 04/04/01. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18.

60-0300 Ticket-to-Work Program Manager (PM) Management Information System.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

Categories of records in the system:

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.

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).

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.

Section 1148 of the Social Security Act (42 U.S.C. 1320(b)(19)).

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:

--Number and classification of beneficiaries being served by ENs.

--Number and classification of beneficiaries with increased work activity.

--Classifications of ENs providing service.

--Status changes relating to the use of the ticket.

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.

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.

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.

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.

6. To the Department of Justice (DOJ), a court, or other tribunal, or other 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 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 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.

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.

9. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Data are stored in electronic form, computer data systems and paper form.

Records in this system are retrieved by name and SSN of the beneficiary.

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.

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.

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).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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).

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).

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.

None.

66 FR 32656, 06/15/01. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18.

60-0305 SSA Mass Transportation Subsidy Program System/Social Security Administration/Office of Personnel.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

This system covers SSA employees who are applicants for or participants in SSA?s Mass Transportation Subsidy Program.

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.

5 U.S.C. 7905, 26 U.S.C. 132(f), and Executive Order 13150.

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.

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.

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 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.

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.

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.

6. To the Department of Justice (DOJ), a court, or other tribunal, or other 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 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.

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.

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.

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.

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.

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.

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.

Disclosure to consumer reporting agencies:

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.

13.To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in both electronic and paper form at the system locations identified above.

Records are retrieved by employee name and/or SSN.

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.

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).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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).

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).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0310 Medicare Savings Programs Information System, Social Security Administration, Office of Income Security Programs.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Section 1144 of the Social Security Act (42 U.S.C. 1320b-14).

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.

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.

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 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:

(a) His or her eligibility for benefits under a Social Security Act program;

(b) The amount of his or her benefit payment;

(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.

4. To State or local agencies (or agents on their behalf), for the purpose of assisting SSA in the efficient administration of its programs.

5. 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 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.

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.

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.

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.

19.To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Data may be stored in paper form and on magnetic media (e.g., discs).

Records in this system are indexed and retrieved by the SSN and/or name, and/or address.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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).

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).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0315

Reasonable Accommodation (RA) Database, 60–0315

IN HEADQUARTERS:

Office of the Chief Actuary

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235– 6401

Office of the Inspector General

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235–6401

Office of the General Counsel

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235– 6401

Office of Civil Rights and Equal Opportunity

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235– 6401

Office of Communications

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235– 6401

Office of Budget, Finance, and Management

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235– 6401

Office of Human Resources

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235– 6401

Office of Legislation and Congressional Affairs

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235– 6401

Office of Operations

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235–6401

Office of Retirement and Disability Policy

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235–6401

Office of Systems

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235–6401

FOR OFFICE OF CENTRAL OPERATIONS:

Manager, Civil Rights and Equal Opportunity Staff

Social Security Administration

Office of Central Operations

1500 Woodlawn Drive, Security West Tower, Suite 7000

Baltimore, Maryland 21241

REGIONAL ADDRESSES:

Civil Rights and Equal Opportunity Regional Manager, Boston Region

Social Security Administration

JFK Federal Building Room 1900

Boston, Massachusetts 02203–1900

Civil Rights and Equal Opportunity Regional Manager, New York Region

Social Security Administration

26 Federal Plaza Room 40–130

New York, New York 10278

Civil Rights and Equal Opportunity Regional Manager, Philadelphia Region

Social Security Administration

7th Floor, 300 Spring Garden Street

Philadelphia, Pennsylvania 19123

Civil Rights and Equal Opportunity Regional Manager, Atlanta Region

Social Security Administration, Atlanta Region

61 Forsyth Street, S.W. Suite 23T29

Atlanta, Georgia 30303

Civil Rights and Equal Opportunity Regional Manager, Chicago Region

Social Security Administration

600 West Madison Street, 10th Floor

Chicago, Illinois 60661

Civil Rights and Equal Opportunity Regional Manager, Dallas Region

Social Security Administration

1301 Young Street, Suite 525

Dallas, Texas 75202

Civil Rights and Equal Opportunity Regional Manager, Kansas City Region

Social Security Administration

601 East 12th Street, Suite 1028

Kansas City, Missouri 64106

Civil Rights and Equal Opportunity Regional Manager, Denver Region

Social Security Administration

1961 Stout Street

Denver, Colorado 80294

Civil Rights and Equal Opportunity Regional Manager, San Francisco Region

Social Security Administration

1221 Nevin Avenue, 6th floor

Richmond, California 94804

Civil Rights and Equal Opportunity Regional Manager, Seattle Region

Social Security Administration

701 5th Avenue, Suite 2900, Mail Stop 291A

Seattle, Washington 98104-7075

ServiceNow

2225 Lawson Lane

Santa Clara, CA 95054

Office of Civil Rights and Equal Opportunity

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235-6401

(410) 966-5855

The Rehabilitation Act of 1973 (29 U.S.C. 791, et seq.), as amended, and implementing regulations at 29 CFR 1614.203; the Americans with Disabilities Act of 1990 (42 U.S.C. 12101, et seq.), as amended; Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees (dated September 9, 2021); Executive Order 13164 on Requiring Federal Agencies To Establish Procedures To Facilitate the Provision of Reasonable Accommodation (dated July 26, 2000); Equal Employment Opportunity Commission’s Policy Guidance on Executive Order 13164: Establishing Procedures to Facilitate the Provision of Reasonable Accommodation, Directives Transmittal Number 915.003 (dated October 20, 2000); Religious Freedom Restoration Act (RFRA), 42 U.S.C. 2000bb-1(a), et seq.; and Title VII of the Civil Rights Act of 1964 (42 U.S.C. 2000e, et seq.), as amended, and implementing regulations at 29 CFR 1600, et seq.

The purpose of this system is to maintain information on individuals who request a reasonable accommodation (RA) and the processing of and decision on such requests. Examples of requests received include:

●A qualified employment applicant with a disability needs an accommodation to be considered for a job;

●A qualified employee with a disability needs an accommodation to enable the employee to perform the essential functions of the job or to gain access to the workplace;

●A qualified employee needs the assistance of a personal attendant service to perform activities of daily living that an individual with a targeted disability would typically perform, if he or she did not have a disability, and that is not otherwise required as a reasonable accommodation;

●A qualified employee with a disability needs an accommodation to enjoy equal benefits and privileges of employment; and

●A qualified employee who requests a medical or religious exception to vaccination requirements for federal employees (e.g., E.O. 14043 Requiring Coronavirus Disease 2019 Vaccinations for Federal Employees).

This system maintains information on applicants for employment and employees who have requested a RA, agency staff who are not federal employees but work on behalf of the agency, and third parties who may make an accommodation request on behalf of an applicant or employee.

The system maintains records relating to RA requests, such as:

●The requester’s name, RA/ID number and type(s) of RA requests and whether those requests have been granted or denied;

●If requesting a reasonable accommodation for a medical diagnosis or disability, medical documentation to support the request;

●If requesting a reasonable accommodation for a sincerely held religious belief, practice, or observance, religious and medical documentation to support the request;

●Results of testing, when relevant to a request;

●Vaccination history, when relevant to a request;

●Number and types of RAs that have been requested in the application process and whether those requests have been granted or denied;

●Jobs (Occupational series, grade level and Agency component) for which RAs have been requested;

●Number and types of RAs for each job, by Agency component, that have been approved, and denied;

●Number and types of RA requests that relate to the benefits or privileges of employment, and whether those requests have been granted or denied;

●Reasons for denial of requests for RA;

●Amount of time taken to process each request for RA; and

●Sources of technical assistance that have been consulted in identifying possible RAs.

We obtain information in this system of records from requesting applicants, employees, agency staff who are not federal employees but work on behalf of the agency, third parties, and SSA officials.

We will disclose records pursuant to the following routine uses; 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 a statute, the Internal Revenue Service (IRS), or IRS regulations.

1. To the Office of the President, in response to an inquiry received from that office made on behalf of, and at the request of, the subject of record or a third party acting on the subject’s behalf.

2. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of a record or a third party acting on the subject’s behalf.

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 an official capacity; or

c. any SSA employee in an 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 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.

4. To the Equal Employment Opportunity Commission (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 Uniformed Guidelines on Employee Selection Procedures, or other functions vested in the Commission.

5. 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.

6. To the Office of Personnel Management or the Merit Systems Protection Board (including the Office of 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, (e.g., 5 U.S.C. 1205 and 1206).

7. To contractors and other Federal agencies, as necessary, for the purpose of 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 SSA function relating to this system of records.

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 SSA, as authorized by law, and they need access to personally identifiable information (PII) in SSA records in order to perform their assigned agency functions.

9. To the National Archives and Records Administration (NARA) under 4 U.S.C. 2904 and 2906.

10. 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 customers, the security of the SSA workplace, 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.

11. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

12. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

13. To third parties when an individual involved with a request needs assistance to communicate because of a hearing impairment or a language barrier exists (e.g., interpreters, telecommunications relay system operators).

14. To federal, state, and local health departments, and other health, first aid and safety personnel, when appropriate, if an individual might require emergency treatment or to respond to exposures or reports of communicable diseases.

We will maintain records in this system in electronic and paper form.

We will retrieve records in this system by applicant name, employee’s name, name of agency staff member who is not a federal employee but works on behalf of the agency, and/or RA/ID Number.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with the approved NARA General Records Schedule 1, Section 24.

We retain electronic and paper files containing personal identifiers in secure storage areas accessible only by our authorized personnel who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification number and password, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification. We keep paper records in locked cabinets within secure areas, with access limited to only those employees who have an official need for access in order to perform their duties.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must annually sign a sanctions document that acknowledges their accountability for inappropriately accessing or disclosing information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, RA/ID number, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.

Individuals requesting notification of or access to, records in person must provide their name, RA/ID number, 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. Individuals lacking identification documents sufficient to establish their identity must certify in writing that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as records access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

70 FR 62157, Reasonable Accommodation for Persons with Disabilities.

72 FR 69723, Reasonable Accommodation for Persons with Disabilities.

83 FR 54969, Reasonable Accommodation for Persons with Disabilities.

60-0318 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.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

This system maintains information about representative payees that have misused benefits and beneficiaries/recipients whose benefits have been misused.

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.

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)).

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.

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.

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: (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.

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.

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.

7. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

--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

--To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

9. To agencies or entities who have a written agreement with SSA, to perform representative payee reviews for SSA and to provide training, administrative oversight, technical assistance, and other support for those reviews; and

10. To state protection and advocacy systems, that have a written agreement with SSA to conduct reviews of representative payees, for the purpose of conducting additional reviews that the protection and advocacy systems have reason to believe are warranted.

11. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records in this system are maintained electronically.

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.

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).

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.

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.

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.

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.

Records in the system will be retained for 12 months after the final data are posted and then they will be archived.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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).

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).

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).

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.

70 FR 29547, 05/23/05. 72 FR 69723, 12/10/07.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0320 Electronic Disability (eDib) Claim File, 60–0320 .

Unclassified.

The eDib Claim Files are virtually established in Social Security Administration (SSA) field offices when claims for benefits are filed, or a lead is expected to result in a claim. The electronic records are maintained at:

Social Security Administration

Office of Systems

National Computer Center

6401 Security Boulevard

Baltimore, MD 21235

Social Security Administration

Deputy Commissioner of Retirement and Disability Policy

Office of Disability Policy

6401 Security Boulevard

Baltimore, MD 21235

Sections 202 205, 216, 221, 223, 226, 228, 1611, 1614, 1631, 1818, 1836, and 1840 of the Social Security Act, as amended.

The eDib Claim File contains material related to the request for or continuation of benefit payments under Titles II and XVI of the Social Security Act. We will use the information in this system 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. We may also use eDib claim files for quality review, evaluation, and measurement studies, and other statistical and research purposes. We may maintain extracts as interviewing tools, activity logs, records of claims clearance, and records of type or nature of actions taken.

This system maintains information about claimants and those acting on their behalf, applicants, beneficiaries and potential claimants for disability benefits and payments administered by SSA. The system also maintains information about medical examiners and medical providers.

This system maintains records that include, but are not limited to, the name, Social Security number (SSN), and date of birth of the claimant or potential claimant and may contain the application for benefits; supporting evidence and documentation for initial and continuing entitlement (e.g., diagnosis, beginning and end dates of disability, basis for disability determination, copies of medical reports, work history, educational level, reexamination date (if applicable)); date of application; payment documentation; correspondence to and from claimants or representatives; information about representative payees; information received from third parties regarding claimants’ potential entitlement; BNC; vendor information concerning medical examiners or medical providers from whom SSA obtains medical records to support medical disability determinations; data collected as a result of inquiries and complaints or evaluation and measurement studies, which assess the effectiveness of claims policies; records of certain actions entered directly into the computer processes, which include reports of changes of address, work status and other post-adjudicative actions; and abstracts used for statistical purposes (e.g., disallowances, technical denials, and demographic and statistical information relating to disability decisions).

The system may also include names and titles of persons making or reviewing the determination and certain administrative data as well as data relative to the location of the file and the status of the claim.

Finally, this system includes medical examiners’ and medical providers’ names, address, tax identification number or employee identification number, and an indicator when the medical examiner or medical provider is listed on the Department of Health and Human Services Office of Inspector General’s List of Excluded Individuals and Entities (LEIE). The LEIE list identifies medical providers or medical examiners who may provide medical evidence to SSA that we cannot accept.

We obtain information in this system from claimants, beneficiaries, applicants and recipients; accumulated by SSA from reports of employers or self-employed individuals; various local, State, and Federal agencies, including from the LEIE; claimant representatives; and other sources that support factors of entitlement and continuing eligibility, (i.e., information received from third parties regarding claimant’s potential entitlement or eligibility). This system also contains data from other SSA systems of records, including the Claims Folder (SORN 60-0089).

We will maintain records in this system in electronic and paper form.

We will retrieve claim file records by SSN, name, or BNC. We will retrieve medical examiner and medical provider records by name and employer identification number.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with the approved NARA Agency-Specific Records Schedule N1-47-05-1.

We retain electronic and paper files containing personal identifiers in secure storage areas accessible only by our authorized employees who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification number and password, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We will use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of PII. See 5 U.S.C. 552a(i)(1). Furthermore, employees and contractors with access to databases maintaining PII must annually sign a sanction document that acknowledges their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 C.F.R. 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

68 FR 71210, Electronic Disability Claim File

72 FR 69723, Electronic Disability Claim File

83 FR 54969, Electronic Disability Claim File

60-0321 Medicare Database (File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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 (e.g., subsidy denial, and demographic and statistical information relating to subsidy decisions).

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 & Medicaid Services; and data necessary to providing fiscal accounting of premiums withheld.

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.

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).

The MDB File 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.

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.

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:

(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.

4. Information may be disclosed to DOJ for:

(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;

(b) Representing the Commissioner; or

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.

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:

(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;

(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;

(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;

(d) State agencies for making determinations of Medicaid eligibility; and

(e) State agencies for making determinations of food stamp eligibility under the food stamp program;

(f) State audit agencies for auditing Medicaid eligibility considerations; and

(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.

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.

8. To the Centers for Medicare & 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.

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:

(a) The Bureau of Public Debt, Department of the Treasury;

(b) The Internal Revenue Service;

(d) The Railroad Retirement Board;

(e) The Veterans Administration; and

(f) The Office of Child Support Enforcement for the purpose of assisting in the verification of eligibility for the prescription drug subsidy.

10. To a Federal, State, or congressional support agency (e.g., 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:

(a) Determines that the routine use does not violate legal limitations under which the record was provided, collected, or obtained;

(b) Determines that the purpose for which the proposed use is to be made:

(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies individuals;

(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;

(iii) Has reasonable probability that the objective of the use would be accomplished;

(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;

(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;

(iii) Make no further use of the records except

(a) Under emergency circumstances affecting the health or safety of any individual following written authorization from SSA;

(b) For disclosure to an identified person approved by SSA for the purpose of auditing the research project;

(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.

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)).

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.

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, 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.

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.

15. To Federal, State and local law enforcement agencies and private security contractors, as appropriate, information necessary:

• 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

• To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.

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.

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.

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.

19. To the Centers for Medicare & 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.

20. To the Centers for Medicare & 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.

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.

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.

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.

Disclosure to consumer reporting agencies:

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.

23. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained electronically. Any manually maintained records will be kept in locked cabinets or in otherwise secure areas.

Records are retrieved electronically by SSN and alphabetically by name.

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.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0325 Appointed Representative File.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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 (e.g., 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.

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 (e.g., business, fax, and cell phone) and type of representative (i.e., attorney, eligible direct pay non-attorney, non-professional, a firm, or other professional entity).

The system will also contain information about the representative?s legal standing and business affiliations. For example, we collect current bar and court information (e.g., year admitted, license number, present standing), sanction-related information (e.g., "Disqualified or Suspended," and start/stop date of sanction), date the appointment was signed, termination of service date, business affiliation information (e.g., 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.

The system will also maintain relevant claimants? SSNs.

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.

By altering the Appointed Representative File 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.

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.

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.

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.

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.

4. To the IRS to permit its auditing of our compliance with the safeguard provisions of the IRC of 1986, as amended.

5. To the Department of Justice (DOJ), a court, other tribunal, or another party before such court or tribunal when:

(a) SSA or any component thereof;

(b) any SSA employee in his or her official capacity;

(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

(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.

6. To DOJ for:

(a) investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;

(b) representing the Commissioner; or

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.

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.

9. To Federal, State, and local law enforcement agencies and private security contractors as appropriate, information as necessary:

(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

(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.

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.

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. See 31 U.S.C. 3720D.

12. To employers of claimants? representatives (e.g., 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.

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.

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.

Disclosure to consumer reporting agencies:

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, et seq.), 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.

14.To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

We will store records in this system in paper and electronic form.

We will retrieve records by SSN, representative identification number, or alphabetically by the person?s name.

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. See 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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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).

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0328 National Docketing Management Information System (NDMIS).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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.

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.

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:

--SSA, or any component thereof; or

--Any SSA employee in his/her official capacity; or

--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

--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.

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.

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.

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.

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.

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.

11. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

--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

--To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

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:

--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;

--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;

--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;

--State agencies for making determinations of Medicaid eligibility;

--State agencies for making determinations of food stamp eligibility under the food stamp program;

--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);

--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

--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.

14. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records in this system are maintained electronically.

Records are retrievable by claimant/employee name, his/her SSN, administrative tribunal number or court civil action number.

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).

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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).

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).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0330 eWork System, Office of the Deputy Commissioner for Disability and Income Security Programs, Office of Employment Support Programs.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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.

Information in this system will be used to:

• Generate requests to employers and Title II disability applicants or beneficiaries to verify the applicants/beneficiaries? earnings and work activity;

• 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;

• Produce reports of beneficiaries? current entitlement/eligibility and work status based on information from their families and representatives and information in other SSA databases;

• Produce receipts for all reports of earnings;

• Identify complex and sensitive cases for handling by appropriate direct service personnel, such as technical experts;

• Automate requests for disability folders that may be located at different locations within SSA;

• Obtain relevant information from other SSA databases for use in CDRs;

• Provide management information reports concerning "work" CDRs, work and earnings reports, and other related workloads; and

• Provide information for statistical studies, evaluations, research and demonstration projects relating to SSA?s disability programs, and specifically, to the Ticket-to-Work Program.

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.

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:

(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.

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.

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.

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.

7. To Federal, State and local law enforcement agencies and private security contractors as appropriate, information is necessary:

• 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

• To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

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.

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.

Disclosure to consumer reporting agencies:

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.

11.To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records in this system are maintained in both electronic and paper form (e.g., magnetic tape and disc and microfilm).

Records in this system will be retrieved by the individual?s SSN and/or name.

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.

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.

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).

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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).

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).

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).

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.

None.

68 FR 54037, 09/15/03. 72 FR 69723, 12/10/07. 83 FR 54969, 11/01/18.

60-0340 Freedom of Information Act (FOIA) and Privacy Act Record Request and Appeal System.

Unclassified.

Social Security Administration

Office of Law and Policy

Office of the General Counsel

Office of Privacy and Disclosure

6401 Security Boulevard

Baltimore, Maryland 21235-6401

Social Security Administration

Office of Operations

Office of Central Operations

Division of Earnings and Business Services

6100 Wabash Avenue

Baltimore, Maryland 21290-3022

Regional offices in receipt of original request (See Appendix C at https://www.ssa.gov/privacy/sorn/app_c.htm for address information).

Information is also located in additional locations in connection with cloud-based services for business continuity purposes.

Social Security Administration

Freedom of Information Officer

Office of Law and Policy

Office of the General Counsel

Office of Privacy and Disclosure

6401 Security Boulevard

Baltimore, MD 21235-6401

(410) 966-5855

Section 1106 of the Social Security Act, as amended (42 U.S.C. 1306); Freedom of Information Act, as amended (5 U.S.C. 552); Privacy Act of 1974, as amended (5 U.S.C. 552a); and Records Management by Federal Agencies, as amended (44 U.S.C. 3101).

We will use the information in this system to process requests and administrative appeals under the FOIA and the Privacy Act; support agency participation in litigation arising from requests and appeals; assign, process, and track workloads; and provide management information reports.

This system maintains information about individuals who submit FOIA or Privacy Act requests, including but not limited to Privacy Act access requests, amendments, and administrative appeals to SSA; FOIA requests and appeals; individuals whose request for records have been referred to SSA by other agencies; individuals who submit inquiries to SSA regarding federal agency compliance with the FOIA; attorneys representing individuals submitting records requests and appeals; individuals who are the subject of such requests and appeals; and SSA personnel assigned to handle such requests and appeals.

This system consists of records received, created, or compiled in response to FOIA and Privacy Act requests or administrative appeals. This may include original requests and administrative appeals; responses to such requests and administrative appeals; all related memoranda, correspondence, notes, and other related or supporting documentation; and copies of requested records relating to original requests and administrative appeals. This system also consists of records related to inquiries submitted to SSA regarding federal agency compliance with the FOIA, and all records related to resolution of such inquiries.

We obtain information in this system of records from individuals who submit Privacy Act requests or FOIA requests, primarily from the person to whom the record pertains; third parties, such as legal guardians, appointed representatives, and representative payees; and local, State, and Federal agencies.

2. To a congressional office, in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record.

3. To the Department of the Treasury, IRS, for the purpose of auditing SSA’s compliance with the safeguard provisions of the IRC of 1986, as amended.

4. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when:

(a) SSA, or any component thereof; or

(b) any SSA employee in the employee’s official capacity; or

(c) any SSA employee in the employee’s 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 the litigation is likely to affect SSA or any of its components, SSA 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, we determine that such disclosure is compatible with the purpose for which the records were collected.

5. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

6. 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 us, as authorized by law, and they need access to personally identifiable information (PII) in our records in order to perform their assigned agency functions.

7. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, when information is necessary:

(a) to enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, and the operation of our 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 our facilities.

8. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of our programs. We will disclose information under this routine use only in situations in which we may enter into a contractual or similar agreement to obtain assistance in accomplishing an SSA function relating to this system of records.

9. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

10. To NARA, Office of Government Information Services (OGIS), to the extent necessary to fulfill its responsibilities in 5 U.S.C. 552(h) to review administrative agency policies, procedures, and compliance with the FOIA, and to facilitate OGIS’ offering of mediation services to resolve disputes between persons making FOIA requests and administrative agencies.

11. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

12. To third parties when an individual involved with a request needs assistance to communicate because of a hearing impairment or a language barrier (e.g., to interpreters, telecommunications relay system operators).

Storage:

We will maintain records in this system in electronic form.

We will retrieve records in this system by the name and Social Security number (SSN) of the requester or appellant; case number assigned to the request or appeal; name of attorney representing the requester or appellant; the name of an individual who is the subject of such a request or appeal; or subject matter.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with approved NARA General Records Schedule (GRS) 3.1, item 012, and GRS 4.2.

We retain electronic files containing personal identifiers in secure storage areas accessible only by authorized employees, including our employees and contractors, who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification number and password, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. Individuals 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 at 20 CFR 401.65(a).

Same as records access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

81 FR 45352 (July 13, 2016), FOIA and Privacy Act Record Request and Appeal System.

83 FR 54969 (November 1, 2018), FOIA and Privacy Act Record Request and Appeal System.

60-0350 Appointments, Visitor Information, and Customer Service Record System, 60-0350.

Unclassified.

Social Security Administration

Office of the Chief Information Officer

Robert M. Ball Building

6401 Security Boulevard

Baltimore, MD 21235-6401

Information is also located in additional locations in connection with cloud-based services and kept at an additional location as backup for business continuity purposes.

Social Security Administration

Chief Information Officer

Office of the Chief Information Officer

6401 Security Boulevard

Baltimore, MD 21235-6401

(410) 966-5855

Sections 205(a), 222, 223, 225, 1611, 1615, 1631, and 1633 of the Social Security Act, as amended; and the Federal Records Act of 1950, as amended.

We use the information in this system of records to:

• Provide management information on interviews;

• Provide a source for customer service record data collection for 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;

• Assist with filing claims for benefits under titles II and/or XVI; transacting post-entitlement actions, if currently entitled to benefits under titles II and/or XVI; and transacting applications for a Social Security number (SSN) and other actions related to an SSN;

• Establish, reschedule, or cancel appointments; or other actions or queries that may require an interview at SSA;

• Track opt-in and opt-out of electronic messaging selections; and

• Provide a means of collecting information, and generating "High Risk" alerts, when applicable, concerning individuals we reasonably believe will attempt to contact one of our facilities and may pose a security risk, including individuals who attempt, threaten, or commit an act of violence or a violent crime, or have an outstanding arrest warrant. We will use information collected from the ‘‘High Risk’’ alert to advise the intake employees at any SSA office that the potential security risk may require them to use extra caution when dealing with the individual who is before them and/or who has scheduled an appointment. This information allows us to create a standard approach to ensure the safety of SSA employees, visitors, security personnel, and facilities.

This system maintains information about individuals who visit an SSA office, including those conducting business with SSA and individuals that may accompany such visitor; individuals who establish, reschedule, or cancel an appointment with SSA (e.g., applicants, claimants, beneficiaries, recipients, third-party assistors, attorneys, non-attorney representatives, and representative payees); and individuals we reasonably believe will attempt to contact one of our facilities to conduct business and may pose a security risk, including those who attempt, threaten, or commit an act of violence or a violent crime or have an outstanding arrest warrant.

This system maintains records on visitors including, but not limited to:

• Visitor information, such as SSN; name; date of birth; relationship to the applicant or beneficiary; mailing address; email address; telephone number; the time the visitor entered and left the office; an assigned group number; and the number of interviews and any remarks associated with the visit;

• Appointment information, such as date, time, type, and source of appointment; appointment unit number (unit establishing appointment); length of the appointment; internal agency processing reference numbers (e.g., transaction number or unique identifier); opt-in and opt-out of electronic messaging selections; and the name of office facilitating the appointment;

• Notice information, such as close-out notice type (e.g., title II 6-month closeout letter, title XVI SSA–L991) and date/time sent;

• Confirmations of scheduled, rescheduled, and cancelled appointments;

• Interview information, such as each occurrence; subject of interview; waiting time; preferred language; type of translator; the number of the interviews pending in the queue; interview disposition (e.g., completed, deleted, left without service); interview priority; start and end time; and name of interviewer;

• ‘‘High Risk’’ alert information about individuals we reasonably believe will attempt to contact one of our facilities and may pose a security risk, including individuals who attempt, threaten, or commit an act of violence or a violent crime or have an outstanding arrest warrant (e.g., 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); and

• Source of the report from the Automated Incident Reporting System.

We obtain information in this system from individuals who schedule, reschedule, or cancel appointments, visit, or participate in interviews at SSA, which may include applicants, claimants, beneficiaries, appointed representatives, representative payees, and third parties; local, State, and Federal agencies; SSA-generated information, such as computer date/time stamps at various points in the interview process; and additional existing SSA systems of records such as the Master Files of SSN Holders and SSN Applications, 60-0058; Claims Folders System, 60-0089; Master Beneficiary Record, 60-0090; Supplemental Security Income Record and Special Veterans Benefits, 60-0103; Pay, Leave, and Attendance Records, 60-0238; Personnel Records in Operating Offices, 60-0239; Electronic Disability Claim File, 60-0320; Requests for Accommodations from Members of the Public (RAMP), 60-0378; and Social Security Administration Violence Evaluation and Reporting System, 60-0379.

1. To the Office of the President, in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

2. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record.

3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when:

(a) SSA, or any component thereof; or

(b) any SSA employee in the employee’s official capacity; or:

(c) any SSA employee in the employee’s 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 we determine the litigation is likely to affect SSA or any of its components, SSA 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, we determine that such disclosure is compatible with the purpose for which the records were collected.

4. To contractors and other Federal agencies, 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.

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 us, as authorized by law, and they need access to personally identifiable information (PII) in our records in order to perform their assigned agency functions.

6. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

7. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

(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

(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.

8. To the appropriate law enforcement official, SSA may disclose information regarding a Social Security beneficiary, claimant, attorney, 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 this system or remove an individual’s information from the system because they no longer meet the criteria (e.g., the individual is in custody of law enforcement, is no longer a suspect, has been exonerated, or is deceased).

9. To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

10. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

11. To third parties when an individual involved with a request needs assistance to communicate because of a hearing impairment or a language barrier (e.g., to interpreters, telecommunications relay system operators).

12. To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement between the organization or agency and SSA.

We maintain records in this system in electronic form.

We will retrieve records by SSN, name, date of birth, and internal agency processing reference numbers.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with approved NARA General Records Schedule (GRS) 3.1, item 011 and GRS 6.5, item 010.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as records access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

87 FR 67106 (November 7, 2022), Appointments, Visitor Information, and Customer Service Record System.

60-0355 Non-Attorney Representative Prerequisites Process File (NARPPF), Social Security Administration, Deputy Commissioner for Disability and Income Security Programs, Office of Hearings and Appeals.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Section 303 of the SSPA.

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.

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:

(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. 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.

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.

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.

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.

7.To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

--To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, the operation of SSA facilities, or

--To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

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.

9. To a State agency or other certifying entity that uses such eligibility information in their certifying procedures.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records in this system are stored electronically and in paper form.

Records in this system are indexed and retrieved by the name and SSN of the demonstration project applicant.

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).

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.)

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).

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).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0356 Administrative Law Judge / Public Alleged Misconduct Complaints System (ALJ / PAMC), 60-0356

Unclassified.

All SSA Office of Hearings Operations regional offices and the Office of Chief Administrative Law Judge (See Appendix F at https://www.ssa.gov/privacy/sorn/app_f.htm for hearings and appeals addresses)

Social Security Administration

Deputy Commissioner for Disability Adjudication

Office of Hearings Operations

6401 Security Boulevard

Baltimore, MD 21235-6401

(410) 966-5855

Sections 205 and 1631(d)(1) of the Social Security Act, as amended.

We use the information in this system of records to manage, monitor, and respond to complaints filed against ALJs. We will also use the information to process, review, or investigate complaints filed; improve customer service; reduce manual work; and identify patterns of improper ALJ behavior that may require further review and action, and may assist SSA in deterring recurring incidences of ALJ bias or misconduct.

This system maintains information on ALJs 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 them, it may also cover a claimant’s advocate or representative.

This system maintains records on the complainant and their advocate or representative. This includes, but is not limited to name, Social Security number (SSN), date of birth, address, relevant claims-related information, sex, and race and ethnicity (if provided and is a basis for the complaint).

This system maintains records on the ALJ associated with the complaint, including, but not limited to name, ALJ assigned number, and internal agency tracking and control log numbers.

This system also maintains records on complaints filed against ALJs; information gathered in processing, reviewing, or investigating such complaints; results of the review or investigation; case analyses; information related to the hearings office, 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.

We obtain information in this system from the complaint filed by the claimant or their advocate or representative, if any; a congressional office regarding a claimant and a particular ALJ; documentation that SSA develops during our review or investigation of a complaint; and SSA’s Appeals Council.

1. To the Office of the President, in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

2. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record.

3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when:

(a) SSA, or any component thereof; or

(b) any SSA employee in the employee’s official capacity; or:

(c) any SSA employee in the employee’s individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or

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 us, as authorized by law, and they need access to personally identifiable information (PII) in our records in order to perform their assigned agency functions.

5. To the Equal Employment Opportunity Commission, when requested 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 Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.

6. 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.

7. To the Office of Personnel Management, the Merit Systems Protection Board, or the Office of the 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.

8. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

(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

(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.

9. To contractors and other Federal agencies, 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.

10. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

11. 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 SSA becomes aware of a violation or potential violation of professional licensing or Bar association requirements.

12. 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 awarding of a contract, or the issuance of a license, grant, or other benefit.

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.

14. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

15. To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

We maintain records in this system in paper and electronic form.

We will retrieve records by the name of the ALJ (who is the subject of the complaint), the ALJ’s assigned numerical identifier, and the hearings or regional office where the ALJ is stationed; the claimant’s name, SSN, date of birth, address, sex, and race or ethnic background, if the information is available; the advocate or representative’s name (if any) and any other identifiable information pertaining to the complaint filed; tracking number and complaint / claims-related information; the congressional office associated with the complaint; and Appeals Council code.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with approved NARA General Records Schedule 4.1, item 150.

We retain electronic and paper files containing personal identifiers in secure storage areas accessible only by authorized individuals, including our employees and contractors, who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification numbers and passwords, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as records access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

73 FR 8171 (February 23, 2010), Administrative Law Judge / Public Alleged Misconduct Complaints.

83 FR 54969 (November 1, 2018), Administrative Law Judge / Public Alleged Misconduct Complaints.

60-0360 Identity Protection Program (IPP) System.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

SSA Employees who have requested participation in the IPP.

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.

Sections 205 and 702(a)(5) of the Social Security Act (42 U.S.C. 405, 902(a)(5)).

Information in the IPP System is used to:

• 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.

• 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.

The information in this system will be used to establish participation in the IPP. 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.

Disclosures may be made for routine uses as indicated below.

(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:

(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 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.

(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.

(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.

(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.

(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.

(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.

(9) To the General Services Administration (GSA) and 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 use by those agencies in conducting records management studies.

(10) To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

• To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, the operation of SSA facilities, or

• To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupts the operation of SSA facilities.

(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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records in this system are maintained and stored in both electronic and paper form.

Records in this system will be retrieved by the employee?s PIN and/or name.

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. See 5 U.S.C. 552a(i)(1).

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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).

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).

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).

Information in this system is obtained from information collected from SSA employees and officials.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0361 Identity Management System (IDMS).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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 (e.g., Credit Union, Fitness Center, etc.)

The system does not apply to occasional visitors or short-term guests to whom SSA will issue temporary identification and credentials.

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.

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.

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.

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.

Note:Disclosures within SSA of data obtained from the IDMS 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 et seq.

Information may be disclosed for routine uses as indicated below:

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:

(a) The Social Security Administration (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 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.

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.

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.

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.

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.

8. To notify another Federal agency when, or verify whether, a PIV card is no longer valid.

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.

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.

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.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are stored in electronic media and in paper files.

Records are retrievable by name, SSN, other ID number, PIV card serial number, image (photograph), fingerprint.

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.

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.

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.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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)).

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 (e.g, a record that may relate to a civil action or proceeding).

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.

Employee, contractor, or applicant; sponsoring agency; former sponsoring agency; other Federal agencies; contract employer; former employer.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0362 Recordings of Service Observations.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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).

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.

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.

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.

Routine uses disclosures are as indicated below:

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.

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:

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 when DOJ (or SSA when it is authorized to do so) has agreed to represent the employee; or

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.

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.

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.

6. 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 affects such safety and security or activities that disrupt the operation of SSA facilities.

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.

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.

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.

11. To the Department of Justice for:

(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;

(b) Representing the Commissioner; or

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

The records created from the Recordings of Service Observations system of records are electronic only.

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.

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.

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 http://www.ssa.gov/foia/bluebook/app_g.htm for additional information regarding the safeguards SSA employs to protect its paper and automated records.

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.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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)).

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)).

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)).

The source of electronic/paper records retained at sites is the software recording system provided by a vendor providing telecommunications services.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0363 Call Detail Management Information Report.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

SSA employees who are assigned telephone numbers.

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.

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]).

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.

Sections 205(a) and 702(a)(5) of the Social Security Act (42 U.S.C. 405(a) and 902(a)(5)).

This system of records provides immediate online call detail management information. SSA management will use call detail reports for the following purposes:

• 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);

• For employee performance assessment, and determining any conduct issues and disciplinary action;

• 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);

• 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;

• As documentation to rebut costs provided on a monthly bill from the telephone company or carrier;

• To help management determine if an employee receives or makes repeated personal calls from or to a number over a period of time;

• To verify numerous calls to or from the same number for litigation purposes; and

• To assist the Office of the Inspector General office representatives in an investigation; and

• To support any other SSA regional or Headquarters employees in their official capacity to provide employee counseling.

Routine uses disclosures are as indicated below:

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.

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:

(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 when DOJ (or SSA when it is authorized to do so) has agreed to represent the employee; or

(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.

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.

6. 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 affects such safety and security or activities that disrupt the operation of SSA facilities.

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.

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.

11. To the Department of Justice for:

(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;

(b) Representing the Commissioner; or

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

The storage media is paper and electronic.

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.

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.

The Agency retains telephone detail records for three years, at which time they are destroyed.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0364 Service Observation Database.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

Service Observers or monitors who conduct service observations of, or listen to, National 800 Number calls.

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.

Sections 205(a) and 702(a)(5) of the Social Security Act (42 U.S.C. 405(a) and 902(a)(5)).

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:

• To determine office and unit performance and service efficiency for specified periods of time;

• To assess caller behavior such as the reasons members of the public call SSA;

• To determine the quality of services provided by employees answering N8NN calls; and

• To determine training needs at all levels.

Routine uses disclosures are as indicated below:

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.

13. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.

14. 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 when DOJ (or SSA when it is authorized to do so) has agreed to represent the employee; or

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.

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.

17. 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 affects such safety and security or activities that disrupt the operation of SSA facilities.

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.

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.

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.

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.

22. To the Department of Justice for:

(a) Investigating and prosecuting violations of the Social Security Act to which criminal penalties attach;

(b) Representing the Commissioner; or

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records are maintained in both electronic and paper form.

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.

Limited access to SSA electronic records protects the Service Observation Database 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.

The Agency retains the management information contained in this system of records file for 3 years. A Request for Records Disposition Authority is available. See General Records Schedule 20, Transmittal No. 7, Section 4 approved by the National Archives and Records Administration.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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)).

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)).

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)).

The Service Observation Database is a conglomeration of service observation evaluations completed by service observers using the Service Observation Report Form.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0370 Representative Payee and Beneficiary Survey Data System, Social Security Administration (SSA)/Office of Income Security Programs (OISP).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

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).

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.

Disclosure may be made for routine uses as indicated below:

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.

2. To a congressional office in response to an inquiry from that office made on behalf of a subject of a record.

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.

4. To Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:

a. The Social Security Administration (SSA), 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 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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

Records in this system are maintained electronically and manually.

Records in this system will be retrieved by the name or SSN of the representative payee, or name or SSN of the beneficiary/recipient.

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.

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 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. See 5 U.S.C. 552a(i)(1).

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.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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).

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).

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).

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)).

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)).

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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0371 Social Security Administration Unified Measurement System/Managerial Cost Accountability (SUMS/MCAS).

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

We collect records maintained in SUMS/MCAS 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).

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.

Section 205(a) of the Social Security Act (42 U.S.C. 405(a)).

Chief Financial Officers (CFO) Act (1990)--Provides for the integration and modernization of Federal financial systems and requires development of reporting of cost information.

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.

Government Management Reform Act (GMRA) (1994)--Requires an agency-wide performance and financial statement, an audited statement, and cost information.

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.

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.

SUMS/MCAS 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. SUMS/MCAS will enable the Agency to:

• Improve customer service and enhance the Agency?s ability to monitor customer service;

• 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;

• Produce detailed reports that will assist us in assessing office, unit, and employee performance;

• Consolidate the Agency workload structure and provide data at any office level, down to a specific employee;

• Allocate work-time usage information consistently for all components, workload activities, and the time that it takes to perform work and calculate productivity;

• Accommodate new workloads in a flexible work-measurement system by shifting work to locations where capacity exists, improving customer service;

• Ensure an accurate cost allocation of work performed by SSA;

• Manage and account for resources through one uniform source of MI;

• 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

• 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:

1. CFO Act of 1990;

2. GPRA Act of 1993;

3. GMRA Act of 1994;

4. FFMIA Act of 1996; and

5. OMB Standards.

Disclosure may be made for routine uses as indicated below.

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:

a. SSA, or any component thereof; or

b. Any SSA employee in his or her official capacity; or

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

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.

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.

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.

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.

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.

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.

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.

10. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

• 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

• To assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

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.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

We maintain and store records in SUMS/MCAS in electronic and paper form. We keep paper records in locked cabinets or in otherwise secure areas.

We retrieve records in SUMS/MCAS 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 SUMS/MCAS by the name, SSN, PIN, position code, function or office location codes of employees, DDS employees and contractors.

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. See 5 U.S.C. 552a(i)(1).

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.

The project will adhere to NARA record retention standards as outlined in the SUMS/MCAS Global Requirements document. Specific retention periods follow NC-47-75-7 as shown below:

(1) Data source extract records housed in the SUMS/MCAS active data warehouse will be retained for 2 full fiscal years plus the current fiscal year.

(2) Active detail records and corresponding summary records housed in the SUMS/MCAS active data warehouse will be retained for 9 full fiscal years plus the current fiscal year.

(3) Long term offline archive of summary data housed in the SUMS/MCAS 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.

(4) MI housed in the Operational Data Stores (ODS) will be retained for a maximum of 5 years.

(5) Reference data housed in reference tables within the active data warehouse will be maintained in the active data warehouse for 50 years.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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).

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).

The information that SSA will collect and maintain in SUMS/MCAS 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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0372 Economic Recovery List (ERL) Database, Social Security Administration.

Unclassified.

SSA provides the address of the component and system manager responsible for each system in the Federal Register notice listed above.

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.

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.

Title II, Section 2201, Subtitle C of the ARRA.

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.

Routine use disclosures are as indicated below.

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.

2. To the DOT to allow the Department to recover debts to the Federal government under the Treasury Offset Program.

3. To the Internal Revenue Service to allow for administration of the Make Work Pay credit.

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.

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.

6. To the Department of Justice (DOJ), a court, other tribunal, or another party before such court or tribunal when:

(a) The agency or any of our components; or

(b) Any agency employee in his or her official capacity; or

(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

(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.

7. To our contractors and other Federal agencies, as necessary, to assist us in efficiently administering our programs.

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.

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.

10. To the appropriate Federal, State, and local agencies, entities, and persons when:

(a) We suspect or confirm that the security or confidentiality of information in this system of records has been compromised;

(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

(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.

11. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

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

b. To assist investigations or prosecutions with respect to activities that affect such safety, security, or activities that disrupt the operation of our facilities.

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.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

Storage:

We maintain and store records in this system in electronic form.

We retrieve records by beneficiary Social Security number, claim account number, or beneficiary identification code.

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.

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.

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.

SSA provides the title, business address, and contact information of the agency official who is responsible for the system in the Federal Register notice listed above.

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.

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.

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.

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)).

We obtain data covered by this system of records from information in our existing systems of records (e.g., the Master Beneficiary Record, 60-0090 and Supplemental Security Income Record and Special Veterans Benefits, 60-0103), 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.

None.

SSA provides the citation to the last full Federal Register notice, as well as last subsequent modification notice to the system of records notice above.

In accordance with 5 U.S.C. 552a(r), SSA provided a report to OMB and Congress on this modification to our system of records.

60-0373

Digital Identity File Record System, 60-0373

Unclassified.

Social Security Administration

Office of Digital Transformation

Robert M. Ball Building

6401 Security Boulevard

Baltimore, MD 21235

Social Security Administration

Chief Information Officer

Robert M. Ball Building

6401 Security Boulevard

Baltimore, MD 21235

(410) 966-5855

Sections 205(a) and 702(a)(5) of the Social Security Act, as amended, and the Federal Information Security Modernization Act of 2014 (Pub. L. 113-283).

We will use the information in this system to assist with SSA’s digital identity processes and for auditing purposes. Digital identity includes functions necessary to establish the identity of individuals or an individual interacting with us on behalf of another individual, agency, or entity who are seeking access to our digital programs, services, and applications through online, electronic, automated, and telephone services. Digital identity functions include identity proofing, credential issuance and revocation, authentication, identity federation, access controls, preference management, and credential management. When real-world identity is necessary for a given digital service, SSA must be able to determine, with confidence, that individuals are who they claim to be through identity proofing.

We may use information in this system to assist SSA (or other Federal agencies when applicable) to prevent or stop suspected or confirmed fraud or inappropriate usage of SSA’s online services. We may also use contact information (e.g., email addresses) from individuals who have gone through the digital identity process for program outreach (e.g., notification about our programs, online services, and SSA events) and other purposes related to our administration of the Social Security Act.

This system maintains information from individuals who interact with our digital programs, services, and applications regardless of whether the individuals are interacting with us on their own behalf or are interacting with us on behalf of another individual, agency, or entity. This system covers anyone who we require to obtain a digital identity to conduct a transaction with us, including when we use a credential service provider (CSP), an identity provider (IdP), or other authorized third party to perform some or all credential management services (e.g., prove identity, manage authentication credentials, and authenticate users).

We will maintain information needed for digital identity processes dependent on the digital program, service, or application, as well as maintain archived transaction and historical data. Examples of information that we maintain for digital identity include, but are not limited to, the following:

• Name (last, first, middle, and suffix);

• Date of birth;

• Place of birth;

• Banking information including financial account number and/or routing number;

• Postal address(es);

• Address(es) from W-2 and Schedule-Self Employed (SE) forms;

• Phone number;

• Email address;

• Mother’s surname at birth (sometimes referred to as mother’s maiden name);

• Social Security number (SSN);

• Driver’s license or state-issued identification number and issuing State or equivalent;

• Images of the identity evidence (e.g., driver’s license);

• Employer name and Employer Identification Number (EIN) for business and government services;

• Blocked account status;

• Failed access data;

• Effective date of passwords; and

• Other data that allows us to evaluate the system’s effectiveness.

We may maintain information that we or the authorized CSP, IdP, or third party collects to register, issue, and maintain the credential (e.g., to administer multi-factor authentication), including verified attributes the authorized CSP, IdP, or third party maintains or passes to us after a user successfully passes identity proofing, such as:

• Identity attributes such as name, full or partial SSN, and date of birth;

• Email address;

• User ID;

• Phone numbers (primary, alternate, mobile, home, work, and/or landline);

• Level of access;

• Transaction ID;

• Pass/fail indicator;

• Date/time of the transaction;

• Codes associated with the transaction;

• Level of confidence in the provided identity and attributes, including indicators of potential risk factors;

• Type of authenticators (e.g., password);

• Self-generated security questions and answers; and

• The identity of the organization and/or individual representative or employee performing the identity proofing.

Other program-specific attribute information that we, a CSP, an IdP, or other third party collects directly, or on behalf of us, may include:

• Citizenship;

• Accepted terms of service (Y/N);

• Employment information such as job title, job role, and organization;

• Business and affiliations;

• Address (e.g., postal address, home address, business address(es);

• Justification/nomination for access to our computers, networks, or systems;

• Supervisor/nominator's name, job title, organization, phone numbers, and email address;

• Verification of training requirements or other prerequisite requirements for access to our computers, networks, or systems; and

• Government-issued identity document type, number, and expiration date; and

• Authorization for access to information when necessary.

We also maintain records on access to our computers, networks, online programs, and applications, including:

• User ID and passwords;

• Registration numbers or IDs associated with our Information Technology (IT) resources;

• Date and time of access;

• Logs of activity interacting with our IT resources;

• Internet Protocol (IP) address of access;

• Web browser and device information collected from the device used to access IT services, including a device fingerprint;

• Logs of internet activity;

• Track opt-in and opt-out of electronic messaging selections;

• Records on the authentication of the access request, names, phone numbers of other contacts, and positions or business/organizational affiliations and titles of individuals who can verify that the individual seeking access has a need to access the system; and

• Other contact information provided to the agency or that is derived from other sources to facilitate authorized access to SSA IT resources.

We obtain information in this system of records from individuals seeking access to a service provided by SSA that requires digital identity. We also obtain information from existing SSA systems of records, CSPs, IdPs, authorized third parties, Federal, State, or local agencies, and SSA contractors.

We will disclose records pursuant to the following routine uses; 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 statute, the Internal Revenue Service (IRS), or IRS regulations.

2. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record.

3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when:

(a) SSA, or any component thereof; or

(b) any SSA employee in the employee’s official capacity; or

(c) any SSA employee in the employee’s individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or

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 (PII) in our records in order to perform their assigned agency functions.

6. To DOJ, for investigating and prosecuting violations of the Social Security Act.

7. To the National Archives and Records Administration (NARA) under 44 U.SC. 2904 and 2906.

8. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

9. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to suspected or confirmed breach; or

10. To the Department of the Treasury, IRS, for the purpose of auditing SSA’s compliance with the safeguard provisions of the IRC of 1986, as amended.

11. To the Department of the Treasury, IRS, digital identity information associated with electronic wage submissions processed by SSA under section 232 of the Social Security Act for the purpose of investigating fraud, abuse, or security risks in such wage submissions.

We will maintain records in this system in electronic form.

We will retrieve records in this system by the individual’s name and associated identifying information, SSN, as well as internal transaction and credential identifiers (e.g., transaction identification for the internet benefit application, transaction identification for an electronic online Direct Deposit change, etc.).

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with approved NARA General Records Schedules (GRS) 3.2, item 031; GRS 5.2, item 020; and GRS 4.2, item 130.

We retain electronic files containing personal identifiers in secure storage areas accessible only by authorized employees, including our employees and contractors, who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification numbers and passwords, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We will use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification.

We annually provide authorized individuals, including our employees and contractors, with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, authorized individuals with access to databases maintaining PII must annually sign a sanction document that acknowledges their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

88 FR 14435 (March 8, 2023), Digital Identity File Record System.

60-0377 Security and Suitability Files, 60-0377

Unclassified.

Office of Personnel Management

National Background Investigations Bureau (NBIB)

1137 Branchton Road, PO Box 618,

Boyers, PA 16018

Defense Information Systems Agency (DISA)

DISA Defense Enterprise Computing Center (DECC)

3990 E Broad Street

Columbus, OH 43213-1152

Social Security Administration Deputy Commissioner for Human Resources Office of Personnel

Center for Suitability and Personnel Security (CSPS)

6401 Security Boulevard

Baltimore, MD 21235; or the initiating regional office (See Appendix C for address information). csps.controls.response@ssa.gov

Section 205(a) of the Social Security Act, as amended, HSPD-12 (Policy for a Common Identification Standard for Federal Employees and Contractors), Executive Orders 13764 (Amending the Civil Service Rules, Executive Order 13488, and Executive Order 13467 To Modernize the Executive Branch-Wide Governance Structure and Processes for Security Clearances, Suitability and Fitness for Employment, and Credentialing, and Related Matters) and 12968 (Access to Classified Information), Sections 3301 and 3302 of Title 5, U.S.C., and Parts 5, 731, 732, and 736 of Title 5 of the Code of Federal Regulations; and Fair Credit Reporting Act.

We will use the information in the Security and Suitability Files to determine the suitability of individuals for appointment or retention as an SSA employee, for access to SSA facilities and information systems, to hold sensitive positions, and to perform work or services for or on behalf of SSA as a contractor or volunteer. This will ensure that all of our prospective, current, and former employees, students, contractors, grantees, appointees, cooperative agreement awardees, volunteers, and others granted access to our facilities and records are investigated appropriately for security and suitability, and that the results of the investigations when necessary, are adjudicated based on federal law and regulations and are recorded in the official records.

Individuals seeking, or who have sought, to fill an available vacancy with SSA, or to otherwise be granted access to SSA facilities and records. This category of individuals include, but are not limited to, prospective, current, and former employees, students, contractors, grantees, appointees, cooperative agreement awardees, volunteers, and others who perform services for SSA.

This system maintains information collected as part of our security and suitability investigative process. This information may include the individual’s name, address, date of birth (DOB), Social Security number (SSN), phone number, driver’s license information, fingerprints, residential and employment addresses, employment history (e.g., names of supervisors and colleagues), financial and educational background, professional experience information, and information from personal and professional references. We may also collect information about personal and professional conduct that could include disciplinary, criminal, and credit histories. This system may also include determinations of sensitivity and risk level for different positions and information to ensure compliance with security and suitability requirements, and information necessary to monitor and track security and suitability investigations for management workload purposes.

We obtain information in this system primarily from the individuals to whom the record pertains. Information may also be obtained from, but not limited to references, credit reporting agencies, other federal agencies, and educational institutions.

We will disclose records pursuant to the following routine uses; however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Service Code, unless authorized by statute, the Internal Revenue Service (IRS), or IRS regulations.

1. To the Office of the President in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf.

2. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or 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 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, the agency determines that disclosure of the records to DOJ, a court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected.

4. To contractors and other Federal agencies, as necessary, for assisting SSA in the efficient administration of its programs. We 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 the accomplishing an agency function relating to this system of records.

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 (PII) in SSA records in order to perform their assigned agency functions.

6. 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.

7. 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.

8. To the Office of Personnel Management (OPM), 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, investigations of alleged or possible prohibited practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be required by law.

9. 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 customers, the security of the SSA workplace, and the operation of SSA facilities, or

(b) to assist in investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

10. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

11. To a Federal agency in response to its request, or at SSA’s initiative, in connection with decisions to hire or retain an employee, issue a security clearance, conduct a security or suitability investigation, classify a job, award a contract, or regarding the requesting agency’s decision to issue a license, grant, or other benefit, to the extent that the information is relevant and necessary to the requesting agency’s decision.

12. 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.

13. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

(b) SSA has determined that as the result of the suspected or confirmed breach there is a risk of harm to individuals, SSA (including its information systems, programs, and operations), the Federal Government, or national security; and

(c) the the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with SSA’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

14. To any source from which information is requested in the course of an investigation, to the extent necessary to identify the individual, inform the source of the nature and purpose of the investigation, and to identify the type of information requested.

15. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

16. To the Department of Defense or other Federal agencies in connection with providing approved shared services to subscribing agencies for hiring or retaining an employee; classifying a position; conducting a security, suitability, fitness, or credentialing background investigation (including continuous evaluation/continuous vetting); issuing a security clearance or sensitive position eligibility; making a suitability, fitness, or credentialing decision; or recording the results of any agency decision with respect to these functions.

We will maintain records in this system in paper and electronic form.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: We will retrieve records in this system by name, SSN, and DOB.

These records are temporary. We retain and destroy this information in accordance with the NARA approved General Records Schedules (GRS) 2.0, Human Resources, and GRS 5.6, Security Records. We retain investigative records on employees or applicants for employment, whether or not a security clearance is granted, and other persons, such as those performing work under contract or as volunteers in accordance with the approved records schedules. We retain investigative reports in accordance with OPM Central-9 (81 FR 70191) or successor Records Disposition Authority. Our shared service provider for tracking post-investigation data, the Department of Defense (DoD), retains post-investigative files and the computerized data bases in accordance with the Defense Manpower Data Center (DMDC) retention policies as published in DMDC 24 DoD (81 FR 39032) or successor Records Disposition Authority.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect personally identifiable information (PII) and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

The system is protected against compromise of PII and cyberattack by the full suite of defenses and sensors of the DoD cybersecurity perimeter. Data is encrypted where it is stored, and network traffic is encrypted based on the type of user traffic and risk to PII data. User access to data is protected using Identity and Access Management with multifactor authentication that will only allow an authenticated user to access and manipulate the specific records based on user role and permissions. The system audits access to information. Physical entry is restricted by the use of locks, guards, and administrative procedures. All individuals granted access to the system must complete Information Assurance and Privacy Act training before initially accessing the system and annually thereafter, and these users must have also been through the information technology and/or security clearance eligibility process.

This system of records has been exempted from the Privacy Act’s access, contesting, and notification provisions as stated below. However, individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include (1) a notarized statement to us to verify their identity or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

This system of records has been exempted from certain provisions of the Privacy Act pursuant to 5 U.S.C. 552a(k)(5). Rules have been promulgated in accordance with the requirements of 5 U.S.C. 553(b), (c), and (e) and have been published in today’s Federal Register.

None.

60-0379 Social Security Administration Violence Evaluation and Reporting System (SSAvers), 60-0379

Unclassified.

Social Security Administration,

Deputy Commissioner of Budget, Finance, and Management,

Office of Security and Emergency Preparedness,

Office of Emergency Management,

6401 Security Boulevard,

Baltimore, Maryland 21235.

Social Security Administration,

Deputy Commissioner of Budget, Finance, and Management,

Office of Security and Emergency Preparedness,

Office of Emergency Management,

Workplace Violence Program Manager,

6301 Security Boulevard,

201 Supply Building,

Baltimore, MD 21235.

WDV.Administrative.Inquiries@ssa.gov

Title VII of the Civil Rights Act of 1964; Congressional Accountability Act of 1995; 29 U.S.C. 51, Occupational Safety and Health Act of 1970; 29 CFR 1960, Basic Program Elements for Federal Employee Occupational Safety and Health Programs and Related Matters; 41 CFR 102-74, Subpart C, Conduct on Federal Property; 5 CFR 735, Employee Responsibilities and Conduct; 5 CFR 2635, Standards of Ethical Conduct for Employees of the Executive Branch; and various other statutes related to handling incidents of workplace and domestic violence.

We will use the information in this system to record, review, investigate, and respond to allegations of workplace and domestic violence affecting our employees and contractors.

Individuals who are involved in alleged incidents of workplace and domestic violence, who could be witnesses, alleged offenders, alleged victims, or others involved in the alleged incident or incident response. These individuals may include, but are not limited to, SSA employees, contractors, and members of the public.

This system maintains information collected or generated in response to alleged incidents of workplace and domestic violence. The information may include name and contact information of individuals involved; facts and documentation related to alleged behaviors of concern, such as protective orders and alleged offender photographs; and additional documents and information related to assessing the risk of violence and the agency’s response and recommendations to mitigate risks of violence.

We obtain information in this system from current and former employees and contractors; members of the public; other Federal, state, and local agencies; private entities; and other agency sources, such as the Identity Protection Program System, Identity Management System, and the Safety Management Information System, to help respond to allegations of workplace and domestic violence affecting our employees and contractors.

We will disclose records pursuant to the following routine uses, 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.

1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf.

2. To the Office of the President in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

3. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

4. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

5. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

7. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or 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 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, the agency determines that disclosures of the records to DOJ, court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected.

8. 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 customers, the security of the SSA workplace, 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 operations of SSA facilities.

9. 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.

10. To OPM, 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, investigations of alleged or possible prohibited practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be required by law.

11. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We 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.

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 SSA, as authorized by law, and they need access to personally identifiable information (PII) in SSA records in order to perform their assigned agency functions.

13. To any agency, person, or entity in the course of an investigation to the extent necessary to obtain information pertinent to the investigation.

We will maintain records in this system in paper and electronic form.

We will retrieve records by the names of reporters, witnesses, alleged offenders, alleged victims, Crisis Advisory Team personnel, and management officials involved in and responding to alleged incidents of workplace and domestic violence.

These records are currently unscheduled. We retain records in accordance with NARA-approved records schedules. In accordance with NARA rules codified at 36 CFR 1225.16, we maintain unscheduled records until NARA approves an agency-specific records schedule or publishes a corresponding General Records Schedule.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (e.g., 5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

This system of records has been exempted from the Privacy Act’s access, contesting, and notification provisions as stated below. However, individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, Social Security number (SSN), or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include (1) a notarized statement to us to verify their identity or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

This system of records has been exempted from certain provisions of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). Rules have been promulgated in accordance with the requirements of 5 U.S.C. 553(b), (c), and (e) and have been published in today’s Federal Register.

None.

60-0380

Anti-Harassment & Hostile Work Environment Case Tracking and Records System, 60-0380

Unclassified.

Social Security Administration

Deputy Commissioner of Human Resources

Office of Labor Management and Employee Relations

6401 Security Boulevard

Baltimore, MD 21235

Social Security Administration

Deputy Commissioner of Human Resources

Office of Labor Management and Employee Relations

6401 Security Boulevard

Baltimore, MD 21235

410-965-5855

Title VII of the Civil Rights Act of 1964, 42 U.S.C. 2000e, et seq.; Age Discrimination in Employment Act of 1967, 29 U.S.C. 621, et seq.; The Americans with Disabilities Act of 1990 (ADA), 42 U.S.C. 12101, et seq.; The ADA Amendments Act of 2008; The Rehabilitation Act of 1973 (Section 501), 29 U.S.C. 791; The Notification and Federal Employee Antidiscrimination and Retaliation Act of 2002 (No FEAR Act), Public Law 107-174; Genetic Information Nondiscrimination Act of 2008 (GINA), Public Law 110-233; Executive Order 13087, Executive Order 13152, and further amendments to Executive Order 11478 and Executive Order 11246; and Equal Employment Opportunity Commission Enforcement Guidance: Vicarious Employer Liability for Unlawful Harassment by Supervisors, Notice 915.002, V.C.1 (June 18, 1999).

SSA takes seriously its obligation to maintain a work environment free from discrimination, including harassment. Managers and employees are responsible for preventing harassment from occurring and stopping harassment before it becomes severe or pervasive. The agency takes seriously all allegations of workplace harassment, and conducts prompt, thorough, and impartial investigations into allegations of harassment. The Anti-Harassment System captures and houses information regarding allegations of workplace harassment filed by SSA employees, contractors, or volunteers and others performing services for the agency as authorized by law alleging harassment by another SSA employee and any investigation and/or response taken as a result of the allegation. The Anti-Harassment System also captures and houses information regarding allegations of workplace harassment filed by SSA employees alleging harassment by SSA contractors, or volunteers and others performing services for the agency as authorized by law and any investigation and/or response taken as a result of the allegation. Other allegations between individuals covered by this system may be captured and housed on a case-by-case basis.

SSA employees, contractors, or volunteers and others performing services for the agency as authorized by law who report allegations of workplace harassment to the Office of Civil Rights and Equal Opportunity (OCREO) or to management; SSA employees, contractors, or volunteers and others performing services for the agency as authorized by law against whom allegations of workplace harassment have been reported to OCREO or to management; and SSA HPOs, investigators, and DMOs who conduct program business or inquiries relative to reports of alleged workplace harassment.

This system maintains information collected or generated in response to an allegation of workplace harassment, which may include allegations of workplace harassment; information generated during fact-finding investigations; and other records related to the investigation, and/or response taken as a result of the allegation.

We obtain information in this system from alleged victims and harassers, witnesses, members of the public, law enforcement officers of other Federal agencies, and other individuals involved with the allegation. Some information, such as the alleged victim’s or harasser’s name, personal identification number (PIN), employee identification number, position, and job location is pre-populated in the system by using information contained in our Human Resource Operational Data Store system.

We will disclose records pursuant to the following routine uses, 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.

To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf.

To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when:

(a)

SSA, or any component thereof; or

(b)

any SSA employee in his or her official capacity; or

(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

(d)

the United States or any agency thereof where SSA determines 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, the agency determines that disclosures of the records to DOJ, court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected.

To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

To appropriate agencies, entities, and persons when:

(a)

SSA suspects or has confirmed that there has been a breach of the system of records;

(b)

SSA has determined that as a result of the suspected or confirmed breach, there is a risk of harm to individuals, SSA (including its information systems, programs, and operations), the Federal Government, or national security; and

(c)

the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connections with SSA’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

To the Office of the President in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We 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.

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 (PII) in SSA records in order to perform their assigned agency functions.

To any agency, person, or entity in the course of an investigation to the extent necessary to obtain information pertinent to the investigation.

To the alleged victim or harasser, or their representatives, the minimal information necessary to provide the status or the results of the investigation or case involving them.

10.

To the Office of Personnel Management or the Merit Systems Protection Board (including the Office of 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, e.g., 5 U.S.C. 1205 and 1206.

11.

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 Uniformed Guidelines on Employee Selection Procedures, or other functions vested in the Commission.

12.

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.

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 customers, the security of the SSA workplace, 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 operations of SSA facilities.

14.

To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a)

responding to a suspected or confirmed breach; or

(b)

We will maintain records in this system in paper and electronic form.

We will retrieve records by the name of the alleging victim (which could be SSA employees, contractors, or volunteers and others performing services for the agency as authorized by law), the name of the alleged harasser, the name of the HPO, the name of the DMO, and unique case identifiers.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with the approved NARA GRS 2.3 Employee Relations Records, Item 041 Anti-Harassment Complaint Case Files. See https://www.archives.gov/files/records-mgmt/grs/grs02-3.pdf.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (e.g., 5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, Social Security number (SSN), or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include (1) a notarized statement to us to verify their identity or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. Individuals should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reason(s) 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).

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

81 FR 87119, Anti-Harassment & Hostile Work Environment Case Tracking and Records System; 83 FR 54969, Anti-Harassment & Hostile Work Environment Case Tracking and Records System.

60-0382 Disability Analysis File (DAF) and the National Beneficiary Survey (NBS) Data System, 60-0382

Unclassified.

Social Security Administration

Office of Retirement and Disability Policy

Office of Research, Demonstration, and Employment Support

6401 Security Boulevard

Baltimore, Maryland 21235

Social Security Administration

Deputy Commissioner for Retirement and Disability Policy

Office of Research, Demonstration, and Employment Support

6401 Security Boulevard

Baltimore, Maryland 21235

(410) 966-5855

Sections 234, 1106, and 1110 of the Social Security Act, as amended, and SSA Regulations (20 CFR 401.165).

We will use the information in this system to perform research about SSDI and/or SSI beneficiaries. We may also grant outside researchers access to information in this system when conducting SSA-approved research. Researchers and statisticians use the data to perform in-depth research including, but not limited to, examining the medical, economic, and social consequences of limitations in work activity for individuals with disabilities and their families; program planning and evaluation; evaluation of proposals for policy and legislative changes; and to determine the characteristics of program applicants and benefit recipients.

This system maintains information about past, present, and potential beneficiaries (e.g., denied applicants) of SSDI and SSI, as well as, State Vocational Rehabilitation programs.

This system consists of records that include name; Social Security number (SSN); socioeconomic data (e.g., education, work, and earnings); demographics (e.g., date of birth, date of death, sex, and state of residence); medical characteristics (e.g., number of limitations, self-reported health, mental health score); disability characteristics (e.g. primary diagnosis code and dual eligibility); information concerning subjects (e.g., health, self-reported health status, work experience, and family relationships); benefits (e.g., combined SSI and SSDI); and use of medical and rehabilitative services (e.g., agency closure type and service use).

We obtain information in this system of records from existing SSA systems of records, including but not limited to 60-0050, Completed Determination Record – Continuing Disability Determinations; 60-0058, Master File of Social Security Number (SSN) Holders and SSN Applications; 60-0090, Master Beneficiary Record; 60-0103, Supplemental Security Income Record and Special Veterans Benefits; 60-0221, Vocational Rehabilitation Reimbursement Case Processing System; 60-0295, Ticket-to-Work and Self-Sufficiency Program Payment Database; and 60-0320, Electronic Disability (eDIB) Claim File.

The system also contains data from system of records 60-0059, Earnings Recording and Self-Employment Income System. Only SSA staff have access to data from the Earnings Recording and Self-Employment Income System.

We also obtain information in this system of records from other Federal agencies (e.g., the U.S. Census Bureau and U.S. Department of Education (e.g., the Rehabilitation Services Administration, for vocational rehabilitation program applicant or participant data)); surveys (e.g., the National Beneficiary Survey); and other extramural research conducted under agreements, contracts, and grants between SSA and other agencies or entities.

To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its 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.

To contractors, cooperative agreement awardees, State agencies, Federal agencies, and Federal congressional support agencies for research and statistical activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement with SSA.

To organizations and agencies that have been granted access to DAF-NBS records onsite at SSA or offsite at Census Bureau Federal Statistical Research Data Centers for research and statistics activities that are designed to increase knowledge about present or alternative Social Security programs; are of importance to the Social Security program or the Social Security beneficiaries; or are for an epidemiological project that relates to the Social Security program or beneficiaries. We will disclose information under this routine use pursuant only to a written agreement between the organization or agency and SSA.

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 (PII) in SSA records in order to perform their assigned agency functions.

To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf.

To the Office of the President, in response to an inquiry from that office made on behalf of, and at the request of, the subject of record or a third party acting on the subject’s behalf.

To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when:

(a)

SSA, or any component thereof; or

(b)

any SSA employee in his or her official capacity; or

(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

(d)

the United States or any agency thereof where we determine 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 we determine 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, we determine that such disclosure is compatible with the purpose for which the records were collected.

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 customers, the security of the SSA workplace, and the operation of our facilities; or

(b) to assist in investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of our facilities.

To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

10.

To appropriate agencies, entities, and persons when:

(a)

SSA suspects or has confirmed that there has been a breach of the system of records;

(b)

(c)

11.

To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

(b) preventing, minimizing, or remedying the risk of harm to individuals, the recipient

agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

12.

To the Census Bureau, for the purpose of providing SSA-approved organizations and agencies access to DAF–NBS records at Census Bureau Federal Statistical Research Data Centers for authorized research and statistics activities.

We will maintain records in this system in paper form (e.g., questionnaire forms, computer printouts) and in electronic form (e.g., magnetic tape and disc).

We will retrieve records in this system by case number or SSN. We will also retrieve records by socioeconomic, demographic, medical, and disability characteristics.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with agency-specific records schedule NC1-47-78-21, item I.A.3.a.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 USC 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

In addition, all external researchers accessing the DAF-NBS system of records will be required to complete the appropriate security awareness training, which includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII.

Individuals requesting notification of, or access to, records may also make an in-person request by providing their name, SSN, or other information that may be in this system of records that will identify them, as well as provide an identifying document, preferably with a photograph, such as a driver’s license. Individuals lacking identification documents sufficient to establish their identity must certify in writing that they are the individual they claim to be and that they understand that the knowing and willful request for, acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

83 FR 65779, Disability Analysis File (DAF) and National Beneficiary Survey (NBS) Data System

60-0383 Customer Engagement Tools Record System.

Unclassified.

Deputy Commissioner of Systems

Office of IT Business Support

Office of IT Enterprise Business Support

Robert M. Ball Building

6401 Security Boulevard

Baltimore, MD 21235.

Social Security Administration

Deputy Commissioner of Systems

Office of IT Business Support

Office of IT Enterprise Business Support

Robert M. Ball Building

6401 Security Boulevard

Baltimore, MD 21235.

General authority to maintain the system is contained in sections 205(a) and 702(a)(5) of the Social Security Act, as amended

(42 U.S.C. §§ 405(a) and 902(a)(5)).

We will use this system to maintain the information we collect during our electronic communications with individual’s who choose to communicate with us via one of our electronic communication options to conduct business with SSA online. The CET Record System will allow us to better serve online users by providing informational and programmatic responses to authenticated my Social Security users via designated subject experts throughout the country.

Furthermore, transcripts and communication records may be used for employee performance assessments, employee conduct issues, and employee disciplinary actions. These materials may also be used to help 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 transcripts and records may be used to train SSA management service observers to ensure uniform and consistent evaluation criteria and as documentation for any disciplinary and performance-based actions. The transcripts and records may be redacted of beneficiary information if the information is not relevant and necessary for this purpose, or changed to protect privacy, before use.

Individuals who have created a my Social Security account and have been authenticated to use online electronic services via the my Social Security web portal.

This system maintains information either provided by an individual or collected in transcripts and records during the electronic communication with a designated SSA employee. This information may include the individual’s name, SSN, date of birth, parent name(s), address, and place of birth. Additional information may be included in the electronic communication, which may include information about an individual’s Social Security benefits or other business the individual has with the agency. Information about the designated SSA employee will also be collected, including the employee’s Personal Identification Number (PIN) and chosen display name.

We obtain information in this system from those individuals who choose to communicate with us using an electronic communication method. Depending on the individual’s inquiry, we may also access individuals’ information from other SSA sources, such as the Enumeration System, the Integrated Client Data Base, and the Title II systems, to help resolve their questions or concerns.

We will disclose records pursuant to the following routine uses; however, we will not disclose any information defined as "return or return information" under 26 U.S.C. 6103 of the Internal Revenue Service Code, unless authorized by statute, the Internal Revenue Service (IRS), or IRS regulations.

1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf.

2. To the Office of the President in response to an inquiry from that office made on behalf of, and at the request of, the subject of record or a third party acting on the subject’s behalf.

3. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or 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 the litigation is likely to 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, the agency determines that disclosure of the records to DOJ, court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected.

4. To contractors and other Federal agencies, as necessary, for assisting SSA in the efficient administration of its programs. We will disclose information under this routine use only when SSA enters into a contractual or similar agreement with the contractor or agency.

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 (PII) in SSA records in order to perform their assigned agency functions.

6. 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 customers, the security of the SSA workplace, and the operation of SSA facilities, or

(b) to assist in investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operation of SSA facilities.

7. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

8. To appropriate Federal, State, and local agencies, entities, and persons when:

(a) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised;

(b) we determine that, as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interests, identify 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

(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.

9. To another Federal agency or Federal entity, when the SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

(b) preventing, minimizing, or remedying the risk of harm to individuals, the recipient

agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

10. To the Equal Employment Opportunity Commission when requested in connection with investigation into alleged or possible discriminatory practices in the Federal sector, examination of Federal afimative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.

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, investigations of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be required by law.

12. 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.

We will maintain records in this system in paper and electronic form.

We may retrieve records by the individual’s name, the individual’s SSN, topic of chat, date of communication, an employee’s name, or an employee’s personal identification number (PIN).

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include (1) a notarized statement to us to verify their identity or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

60-0386

Mass Emergency Notification System (MENS), 60-0386

Unclassified.

Social Security Administration

Office of Budget, Finance, and Management

Office of Security and Emergency Preparedness

6401 Security Boulevard

Baltimore, Maryland 21235-6401

Everbridge, Inc.

25 Corporate Drive, Suite 400

Burlington, MA 01803

Social Security Administration

Deputy Commissioner for the Office of Budget, Finance, and Management

Office of Security and Emergency Preparedness

6401 Security Boulevard

Baltimore, MD 21235-6401

(410) 966-5855

Homeland Security Presidential Directive 5; Occupational Safety and Health Administration Act of 1970; Presidential Policy Directive 40; and Federal Continuity Directive 1.

We will use the information in this system:

●to collect and store personal contact information; and

●to notify Social Security Administration (SSA) employees, contractors, and any others who may be affected by emergency or urgent situations at an SSA site or property.

Current SSA employees, contractors, and any others who may be affected by emergency or urgent situations at an SSA site or property (e.g., non-employee parents of children at an SSA childcare facility).

This system maintains contact information and other information necessary to provide notice through MENS including, but not limited to, the individual’s name, personal telephone number, personal email address, business phone number, business email address, and business location.

We obtain information in this system of records from individuals who register for MENS and existing SSA systems of records such as the Identity Management System (IDMS), 60-0361; Personnel Records in Operating Offices, 60-0239; and OPM/GOVT-1, General Personnel Records. In addition, we may obtain information from entities located on SSA sites or properties whose personnel or visitors could be affected by emergency or urgent situations at an SSA site or property, such as third party childcare facilities operated at SSA sites.

1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

2. To the Office of the President, in response to an inquiry received from that office made on behalf of, and at the request of, the subject of record or a third party acting on the subject’s behalf.

3. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

4. To appropriate agencies, entities, and persons when:

(a)

SSA suspects or has confirmed that there has been a breach of the system of records;

(b)

(c)

5. To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a)

responding to a suspected or confirmed breach; or

(b)

6. To disclose information 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 working conditions.

7. To the Department of Justice (DOJ), a court or other tribunal, or another party before such a court or tribunal, when:

(a)

SSA, or any component thereof; or

(b)

any SSA employee in his or her official capacity; or

(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

(d)

the United States or any agency thereof where SSA determines 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, the agency determines that disclosure of the records to DOJ, court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected.

8. 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 customers, the security of the SSA workplace, 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 operations of SSA facilities.

9. 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.

10.To the Office of Personnel Management (OPM), 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, investigations of alleged or possible prohibited practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be required by law.

11. To contractors and other Federal agencies, as necessary, for the purpose of 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.

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 SSA, as authorized by law, and they need access to personally identifiable information (PII) in SSA records in order to perform their assigned agency functions.

13. 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.

We will maintain records in this system in electronic form.

We will retrieve records in this system by the individual’s name and email address.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with the approved NARA General Records Schedules (GRS) 5.3, Continuity and Emergency Planning Records, item 020 (DAA-GRS-2016-0004-0002) and GRS 5.5, Mail, Printing, and Telecommunication Service Management Records, item 020 (DAA-GRS-2016-0012-0002).

We retain electronic files containing personal identifiers in secure storage areas accessible only by our authorized employees and contractors who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, personal identification numbers and passwords, and personal identification verification cards. We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually that acknowledge their accountability for inappropriately accessing or disclosing such information.

Individuals may submit requests for information about whether this system contains a record about them by submitting written requests to the system manager at the above address, which include their name, Social Security number (SSN), or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 C.F.R. 401.40 and 401.45.

Same as records access procedures. These procedures are in accordance with our regulations at 20 C.F.R. 401.40 and 401.45.

None.

84 FR 15275, Mass Emergency Notification System (MENS).

60-0388 Anti-Fraud System

Unclassified.

Office of Analytics, Review, and Oversight

Office of Program Integrity

Robert M. Ball Building

6401 Security Boulevard

Baltimore, MD 21235

Social Security Administration

Office of Analytics, Review, and Oversight

Office of Program Integrity

Robert M. Ball Building

6401 Security Boulevard

Baltimore, MD 21235

(410) 966-5855

Sections 205(a) and 702(a)(5) of the Social Security Act, as amended, and the Fraud Reduction and Data Analytics Act of 2015 (Pub. L. 114-186).

This system assists in detecting, preventing, mitigating, and tracking the likelihood of fraudulent activity in SSA’s programs and operations. We will use the information in this system to identify patterns of fraud and to improve data-driven fraud activations and real-time analysis. We may use the results of these data analysis activities, including fraud leads and vulnerabilities, in our fraud investigations and other activities to support program and operational improvements.

This system maintains information about individuals who are relevant to suspicious or potentially fraudulent activities connected with Social Security programs and operations, including but not limited to, the subjects of an investigation; Social Security applicants and beneficiaries; Supplemental Security income applicants and recipients; representative payees; appointed representatives; complainants; key witnesses; and current or former employees, contractors, medical providers, suppliers, or agents.

This system consists of records related to our review of all suspicious or potentially fraudulent activities in Social Security programs and operations, and SSA and non-SSA breach information, which includes data generated internally or received from businesses with whom SSA has a relationship, or government entities or partners.

This system also consists of records that we obtain from existing SSA systems of records pertaining to individuals, such as:

•

Enumeration Information: This information may include name, Social Security number (SSN), date of birth, parent name(s), address, and place of birth.

•

Earnings Information: This information may include yearly earnings and quarters of coverage information.

•

Social Security Benefit Information: This information may include disability status, benefit payment amount, data relating to the computation, appointed representative, and representative payee.

•

Supplemental Security Income payment information: This information may include may include disability status, benefit payment amount, data relating to the computation, appointed representative, and representative payee.

•

Representative Payee Information: This information may include names, SSNs, and addresses of representative payees and relationship with the beneficiary.

•

Persons Conducting Business with Us Through Electronic Services: This information may include name, address, date of birth, SSN, knowledge-based authentication data, and blocked accounts.

•

Employee Information: This information may include a personal identification number (PIN), employee name, job title, SSN about our employees, contractors, or agents.

•

Medical Provider/Examiner Information: This information may include name, address, tax identification number or employee identification number, and an indicator when the medical examiner or medical provider is listed on the List of Excluded Individuals and Entities as maintained by the Department of Health and Human Services’ Office of Inspector General.

We obtain information in this system from individuals, i.e., members of the public and agency employees; local, State, and Federal agencies; private entities; and existing SSA systems of records, such as the Master Files of SSN Holders and SSN Applications (60-0058), Claims Folders System (60-0089), Master Beneficiary Record (60-0090), Supplemental Security Income Record and Special Veterans Benefits (60-0103), Personal Identification Number File (60-0214), Master Representative Payee File (60-0222), Electronic Disability Claim File (60-0320), and the Central Repository of Electronic Authentication Data Master File (60-0373). We may also obtain information from other existing SSA system of records. For a full listing of our system of records that could provide information to the Anti-Fraud System, see www.ssa.gov/privacy/sorn.html.

We will disclose records pursuant to the following routine uses; 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 statute, the Internal Revenue Service (IRS), or IRS regulations.

To any agency, person, or entity in the course of an SSA investigation, to the extent necessary, to obtain or to verify information pertinent to an SSA fraud investigation.

To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

To the Office of the President, in response to an inquiry received from that office made on behalf of, and at the request of, the subject of record or a third party acting on the subject’s behalf.

To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when:

(a)

SSA, or any component thereof; or

(b)

any SSA employee in his or her official capacity; or

(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

(d)

the United States or any agency thereof where we determine 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 we determine 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, we determine that such disclosure is compatible with the purpose for which the records were collected.

To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We will disclose information under this routine use only in situations in which we may enter into a contractual or similar agreement to obtain assistance in accomplishing an SSA function relating to this system of records.

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 us, as authorized by law, and they need access to PII in our records in order to perform their assigned agency functions.

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 customers, the security of the SSA workplace, and the operation of our 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 our facilities.

To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

To appropriate agencies, entities, and persons when:

(a)

SSA suspects or has confirmed that there has been a breach of the system of records;

(b)

(c)

10.

To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to suspected or confirmed breach; or

11.

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.

12.

To the Office of Personnel Management, 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, investigations of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be required by law.

13.

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.

14.

To Federal, State, and local law enforcement agencies, with jurisdiction to investigate or prosecute criminal violations of the Social Security Act, or other applicable statutes to which criminal penalties attach, when the agency determines that the information is relevant and necessary to the investigation or prosecution.

We will maintain records in this system in paper and electronic form.

We will retrieve medical provider records in this system by name, address, and title. We will retrieve remaining records in this system by name, SSN, and internal transaction identifiers (e.g., transaction identification for the Internet Claim application, transaction identification for an electronic online Direct Deposit change, etc.). Information from these retrieved records that matches across other agency systems of records will also create a linkage to retrieve those records, as the system reflects key connections or overlaps based on similar information stored in different data sources at the agency.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with agency-specific records schedule N1-47-05-1.

We retain electronic and paper files containing personal identifiers in secure storage areas accessible only by our authorized employees and contractors who have a need for the information when performing their official duties. Security measures include, but are not limited to, the use of codes and profiles, PIN and password, and personal identification verification cards. We restrict access to specific correspondence within the system based on assigned roles and authorized users. We maintain electronic files with personal identifiers in secure storage areas. We use audit mechanisms to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification. We keep paper records in cabinets within secure areas, with access limited to only those employees who have an official need for access in order to perform their duties.

We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of PII (5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must annually sign a sanction document that acknowledges their accountability for inappropriately accessing or disclosing such information.

This system of records is exempt from the Privacy Act’s access, contesting, and notification provisions stated below. However, individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include (1) a notarized statement to us to verify their identity, or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40, 401.45, and 401.55.

Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40, 401.45, and 401.55.

This system of records is exempt from certain provisions of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). Rules have been promulgated in accordance with the requirements of 5 U.S.C. 553(b), (c), and (e) and were published on December 11, 2020, at 85 FR 79963.

83 FR 19588, Anti-Fraud Enterprise Solution (AFES).

85 FR 80211, Anti-Fraud System.

60-0389

Travel and Border Crossing Records, 60-0389

Unclassified.

Social Security Administration

Office of Analysis, Integration, and Performance Oversight

Office of Electronic Services and Technology

Division of Programmatic Applications

6401 Security Boulevard

Baltimore, MD 21235-6401

Social Security Administration

Deputy Commissioner for Operations

Office of Operations

6401 Security Boulevard

Baltimore, MD 21235-6401

(410) 966-5855

Sections 202(n), (t), and (y), 1611(f), 1818, and 1836 of the Social Security Act, as amended; and 8 U.S.C. 1373(c).

We use the information in this system of records to identify applicants, beneficiaries, and recipients under titles II, XVI, and XVIII of the Social Security Act who have had absences from the U.S. to establish or verify initial or ongoing entitlement to or eligibility for benefits or payments under titles II, XVI, and XVIII of the Social Security Act.

This system maintains information on applicants, recipients, and beneficiaries under titles II, XVI, and XVIII of the Social Security Act.

This system maintains information collected about applicants, recipients, or beneficiaries under titles II, XVI, and XVIII of the Social Security Act who have had absences from the U.S. The information may include name, Social Security number (SSN), date of birth, sex, country of citizenship, country of travel, deportation information, alien registration number, immigration document type and number, travel mode, date and time of departure from the U.S., and date and time of arrival into the U.S.

We obtain information in this system from applicants, recipients, and beneficiaries under titles II, XVI and XVIII of the Social Security Act, and from the Department of Homeland Security, Customs and Border Protection’s Arrival and Departure Information System under established data exchange agreements.

1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record.

2. To the Office of the President, in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf.

3. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906.

4. To appropriate agencies, entities, and persons when:

(a) SSA suspects or has confirmed that there has been a breach of the system of records;

5. To another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(a) responding to a suspected or confirmed breach; or

6. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when:

(a) SSA, or any component thereof; or

(b) any SSA employee in the employee’s official capacity; or:

(c) any SSA employee in the employee’s individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or

7. To Federal, State, and local law enforcement agencies and private security contractors, as appropriate, information necessary:

(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

(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.

8. To contractors and other Federal agencies, 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.

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 us, as authorized by law, and they need access to personally identifiable information (PII) in our records in order to perform their assigned agency functions.

We maintain records in this system in paper and electronic form.

We will retrieve records by the names, SSN, and date of birth of applicants, recipients, or beneficiaries under titles II, XVI, and XVIII of the Social Security Act.

In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with approved NARA General Records Schedule 4.2, item 130.

Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, SSN, or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include: (1) a notarized statement to us to verify their identity; or (2) must certify in the request that they are the individual they claim to be and that they understand 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 our regulations at 20 CFR 401.40 and 401.45.

Same as records access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45.

None.

86 FR 12072 (March 1, 2021), Travel and Border Crossing Records.