[Federal Register Volume 63, Number 28 (Wednesday, February 11, 1998)]
[Notices]
[Pages 7034-7039]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-3416]


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SOCIAL SECURITY ADMINISTRATION


Privacy Act of 1974; New Systems of Records

AGENCY: Social Security Administration (SSA).

ACTION: Notification of two proposed new systems of records.

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SUMMARY: In accordance with the Privacy Act of 1974 as amended (5 
U.S.C. 552a(e)(4) and (11)), we are notifying the public of our intent 
to establish two new systems of records. The proposed systems are 
entitled:
     Vocational Rehabilitation; State Vocational Rehabilitation 
Agency Information (VR SVRA) File; and
     Vocational Rehabilitation; SSA Disability Beneficiaries/
Recipients Eligible for Re-referral to an Alternate Vocational 
Rehabilitation Service Provider (VR Re-referral) File.
    For convenience we will refer to the first system as the ``VR SVRA 
File'' and the second system as the ``VR Re-referral File.''
    We are also proposing to establish routine uses of the information 
to be maintained in these systems. The proposed systems and the 
proposed routine uses are discussed below in the Supplementary 
Information section.
    We invite public comments on this publication.

DATES: We filed a report of the proposed systems of records with the 
Chairman, Senate Committee on Governmental Affairs, the Chairman, House 
Committee on Government Reform and Oversight, and the Director, Office 
of Information and Regulatory Affairs, Office of Management and Budget 
(OMB) on December 29, 1997. The proposed systems, including the 
proposed routine uses will become effective on March 23, 1998, unless 
we receive comments on or before that date which would warrant 
preventing the proposed systems from taking effect.

ADDRESSES: Interested individuals may comment on this proposal by 
writing to the SSA Privacy Officer, 3-A-6 Operations Building, 6401 
Security Boulevard, Baltimore, Maryland 21235; comments may be faxed to 
(410) 966-0869. All comments received will be available for public 
inspection at the above address.

FOR FURTHER INFORMATION CONTACT: Mrs. Stephanie J. Green, Social 
Insurance Specialist, Office of Disclosure Policy, Social Security 
Administration, 3-D-1 Operations Building, 6401 Security Boulevard, 
Baltimore, Maryland 21235, Telephone 410-965-4561.


[[Page 7035]]


SUPPLEMENTARY INFORMATION:

 I. Discussion of the Proposed Systems of Records

A. General

    Sections 222(d)(2) and 1615(a) of the Social Security Act (the Act) 
authorize the Commissioner of Social Security to arrange with alternate 
participants to provide vocational rehabilitation (VR) services to 
certain disabled Social Security beneficiaries and certain disabled or 
blind Supplemental Security Income (SSI) recipients when a State VR 
agency (SVRA) is unable or unwilling to provide such services. The Act 
authorizes SSA to pay the providers of services for the reasonable and 
necessary costs of the services in certain specified situations 
including where the furnishing of the services results in the 
performance of substantial gainful activity for a continuous period of 
9 months.
    The law and regulations provide for SSA to:
     Arrange for an alternate source of VR services when the 
SVRA is unable or unwilling to serve an SSA-referred title II or title 
XVI beneficiary/recipient who is disabled or blind.
     Select only alternate participants that meet the following 
basic qualifications:

--Are licensed, certified, accredited or registered, as appropriate, to 
provide VR services in the State in which they provide services, and
--Have a plan similar to the SVRA's which meets the requirements of 
title I of the Rehabilitation Act of 1973.

     Review the standards for the provision of VR services by 
alternate participants.
     First refer a Social Security disability beneficiary or 
SSI recipient who is disabled or blind to the SVRA for services.
     Identify all such SSA-referred beneficiaries/recipients 
who are not served by an SVRA.
     At its option to re-refer to an alternate participant 
(i.e., an alternate provider of VR services) if the SVRA is unable or 
unwilling to provide services to an individual initially referred by 
SSA.
    The two proposed new systems of records will enable SSA to maintain 
records that will assist the Agency in administering the rehabilitation 
provisions of the Act.

B. VR SVRA File

    The VR SVRA File will maintain information about the following 
categories of individuals:
    (a) Newly awarded title II disability beneficiaries referred by SSA 
to the SVRA for VR services;
    (b) Current title II disability beneficiaries who recently had a 
continuing disability review (CDR) and still are considered disabled, 
and were referred by SSA to the SVRA;
    (c) Newly awarded title XVI recipients who are disabled or blind, 
who are referred by SSA to the SVRA for VR services; and
    (d) Current title XVI recipients who are disabled or blind, who 
recently had a CDR and still are considered disabled or blind, and were 
referred by SSA to the SVRA.
    (See the ``Categories of records'' section of the VR SVRA notice 
below for a complete description of the records that SSA will maintain 
about these individuals.)
    The VR SVRA system will enable SSA to:
     Verify that disability beneficiaries and recipients who 
are disabled or blind are referred to the SVRA by SSA and are accepted 
for VR services;
     Conduct statistical studies; and
     Provide management information on VR referrals.

C. VR Re-referral File

    The VR Re-referral File will maintain information about the same 
categories of individuals as the VR SVRA file, but only when the 
individuals are not accepted for VR services by the SVRA.
    The VR Re-referral File will enable SSA to:
     Provide approved alternate participants with disability 
beneficiaries and recipients who are disabled or blind and who are 
eligible for VR services;
     Conduct statistical studies;
     Provide management information on VR re-referrals; and
     Identify the approved alternate participant who is 
providing the VR services.
    (See the ``Categories of records'' section of the VR Re-referral 
File below for a complete description of the records that SSA will 
maintain about these individuals.)

II. Collection of Data for the Systems

    Records in the VR SVRA and VR Re-referral File systems of records 
are obtained from information collected by the State disability 
determination services when adjudicating claims for disability and 
blindness, from SVRA responses, and from existing SSA systems of 
records (e.g. the Claims Folders system).

III. Proposed Routine Use Disclosures of Data in the Systems

    We are proposing to establish the following routine use disclosures 
of the information that will be maintained in the VR SVRA and VR Re-
referral File systems:
    1. 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 who are disabled or blind.
    This proposed routine use would permit us to disclose information 
from the proposed systems for the purpose of assisting beneficiaries/
recipients to participate in vocational rehabilitation. Information in 
the VR Re-referral File system also will be used to identify the 
alternate provider of record for successful rehabilitation of a 
disability beneficiary/recipient.
    2. 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 proposed 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 these systems of records. In administering 
our programs, we often find that it is more efficient to use an outside 
contractor to carry out some of our functions. This proposed routine 
use will allow us to disclose information from the systems under such 
circumstances. Contractors, or other Federal agencies, will, under 
agreements with SSA, be required to safeguard information disclosed to 
them consistent with the requirements of the Privacy Act.
    3. 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.
    We contemplate disclosing information under this proposed routine 
use only in situations in which the individual asks his/her Member of 
Congress to intercede in an SSA matter on his/her behalf. Information 
will be disclosed from the proposed systems only when the Member of 
Congress inquires and presents evidence that he/she is acting on behalf 
of the individual whose record is requested.
    4. 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

[[Page 7036]]

    (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.
    This proposed routine use would permit us to disclose information 
from the proposed systems when an SSA component and/or employee is 
involved in litigation involving information in the proposed systems. 
The routine use would also permit disclosure when SSA brings suit or 
when another party brings suit and SSA has an interest in the 
litigation.
    5. Information may be disclosed to the Office of the President for 
responding to an individual who is the subject of the record pursuant 
to an inquiry received from that individual or from a third party on 
his or her behalf.
    We contemplate disclosing information under this routine use only 
in situations in which the individual who is the subject of the record 
or someone else on the individual's behalf asks the President to 
intercede in an SSA matter pertaining to the individual. Information 
may be disclosed from the proposed systems when the Office of the 
President inquires and presents evidence that it is acting on behalf of 
the individual whose record is requested.
    6. 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.
    Under certain Federal statutes, SSA is authorized to use the 
services of volunteers and participants in certain educational, 
training, employment and community service programs. Examples of such 
statutes and programs are: 5 U.S.C. 3111 regarding student volunteers; 
and 42 U.S.C. 2753 regarding the College Work Study Program. We 
contemplate disclosing information under this routine use only when SSA 
uses the services of these individuals and they need access to 
information in these systems to perform their assigned duties.
    7. 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 for the use of those 
agencies in conducting records management studies.
    The Administrator of the General Services Administration (GSA) and 
the Archivist of the National Archives and Records Administration 
(NARA) are charged by 44 U.S.C. 2904 with promulgating standards, 
procedures, and guidelines regarding records management and conducting 
records management studies. Section 2906 of that law, also amended by 
the NARA Act of 1984, provides that GSA and NARA are to have access to 
Federal agencies' records and that agencies are to cooperate with GSA 
and NARA. In carrying out these responsibilities, it may be necessary 
for GSA and NARA to have access to these proposed systems of records. 
In such instances, the routine use will facilitate disclosure.

IV. Compatibility of the Proposed Routine Uses

    Both the Privacy Act (5 U.S.C. 552a(a)(7) and (b)(3)) and our 
disclosure regulations (20 CFR part 401) permit us to disclose 
information under a routine use for a purpose which is compatible with 
the purposes for which we collected the information. Section 401.150(c) 
of our regulations permits us to disclose information under a routine 
use to administer our programs. Section 401.120 of our regulations 
provides that we will disclose information when a law specifically 
requires the disclosure.
    The proposed routine uses numbered 1, 2, 3, 4, 5 and 6, described 
above, will facilitate SSA's administration of its programs. Routine 
use number 7 will allow GSA or NARA to inspect our records, as required 
by 44 U.S.C. 2904 and 2906, when those agencies conduct records 
management studies. Thus, all of the routine uses are appropriate and 
meet the relevant statutory and regulatory criteria.

V. Safeguards

    We will employ a number of security measures to minimize the risk 
of unauthorized access to or disclosure of personal data in these 
proposed systems. These 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. All individuals 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 systems.
    Any business arrangement which SSA may sign with an alternate 
participant to access the information in the VR Re-referral file will 
stipulate that (a) the alternate participant must establish safeguards 
to protect the personal information temporarily in its custody, in 
accordance with the Privacy Act requirements; (b) the alternate 
participant may use the information only as necessary in fulfilling the 
business arrangement and (c) the alternate participant would be subject 
to criminal penalties for violations of the Privacy Act.

 VI. Effect of the Proposed Systems of Records on the Privacy of 
Individuals

    As discussed above, a number of security measures will be used to 
minimize the risk of unauthorized access to or disclosure of personal 
data. Thus, we do not anticipate that the proposed systems will have 
any unwarranted effect on the privacy of individuals.

    Dated: December 29, 1998.
Kenneth S. Apfel,
Commissioner of Social Security.
05-007

SYSTEM NAME:
    Vocational Rehabilitation; State Vocational Rehabilitation Agency 
Information (VR SVRA) File, SSA/OD.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Social Security Administration, Office of Systems 6401 Security 
Boulevard, Baltimore, MD 21235.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (a) Newly awarded title II disability beneficiaries referred by SSA 
to the SVRA for VR services.
    (b) Current title II disability beneficiaries who recently had a 
continuing disability review (CDR) and still are considered disabled, 
and were referred by SSA to the SVRA.
    (c) Newly awarded title XVI recipients who are disabled or blind 
and who are referred by SSA to the SVRA for VR services.
    (d) Current title XVI recipients who are disabled or blind who 
recently had a CDR and still are considered disabled or blind, and were 
referred by SSA to the SVRA.

[[Page 7037]]

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains the following information about each 
beneficiary/recipient:
     Name;
     Beneficiary's or recipient's own account number (BOAN);
     Claim account number (CAN);
     Prior incorrect account number--in the event either SSA or 
the SVRA provides an incorrect account number, it will be retained for 
reference only;
     Date of birth;
     SVRA;
     Referral source--identifies source of the record (new 
awards or CDR continuances);
     Date decision due--date ending the fourth month after the 
month of referral when SVRA decision is due;
     District office;
     Action--identifies SSA-referred beneficiaries or 
recipients accepted by SVRA for VR services or placed in extended 
evaluation status;
     Date of extended evaluation--date the SVRA placed the 
beneficiary or recipient in extended evaluation;
     Date of final decision--date the SVRA accepted the 
beneficiary or recipient for services, or if in extended evaluation, 
date resolving extended evaluation;
     Date SSA notified--date SSA informed of SVRA decision;
     Control--identifies records the SVRA added to or deleted 
from their reports.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Secs. 222, 223, 225, 1611, 1615, 1631 and 1633 of the Social 
Security Act (42 U.S.C. 422, 423, 425, 1382, 1382d, 1383, and 1383b); 
the Federal Records Act of 1950 (Pub. L. 81-754, 64 Stat. 583), as 
amended.

PURPOSE:
    Information in this system of records is used for the following 
purposes:
     To verify that disability beneficiaries and recipients who 
are disabled or blind are referred to the SVRA by SSA and accepted for 
VR services;
     To conduct statistical studies; and
     To provide management information on VR referrals.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Disclosure may be made for routine uses as indicated below:
    1. 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 who are disabled or blind.
    2. Information may be disclosed to contractors and other Federal 
agencies, as necessary, to assist SSA in the efficient administration 
of its programs.
    3. 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.
    4. 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 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 purpose for 
which the records were collected.
    5. Information may be disclosed to the Office of the President for 
responding to an individual who is the subject of the record pursuant 
to an inquiry received from that individual or from a third party on 
his or her behalf.
    6. 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.
    7. 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 for the use of those 
agencies in conducting records management studies.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEMS:
STORAGE:
    SSA records may be stored in various forms including magnetic media 
(e.g., magnetic tape and disc), microfilm, or paper.

RETRIEVABILITY:
    Data will be retrieved from the system by the individual's SSN and/
or by name.

SAFEGUARDS:
    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.
    Access to information in this system of records will be restricted 
to authorized SSA personnel and alternate participants. Any business 
arrangement that SSA may enter into with an alternate participant to 
access the information in this system will stipulate (a) the alternate 
participant must establish safeguards to protect the personal 
information temporarily in its custody, in accordance with the Privacy 
Act requirements; (b) the alternate participant may use the information 
only as necessary in fulfilling the business arrangement; and (c) the 
alternate participant would be subject to criminal penalties for 
violations of the Privacy Act.

RETENTION AND DISPOSAL:
    SSA retains records for one year when they concern: (1) Documents 
returned to an individual, (2) denials of requests for confidential 
information, (3) release of confidential information to an authorized 
third party, and (4) undeliverable material. SSA retains records for 
four years when they concern 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. Information is erased or otherwise destroyed 
after the retention period.

SYSTEM MANAGER(S) AND ADDRESS:
    Associate Commissioner, Office of Disability, Social Security 
Administration, 6401 Security Boulevard, Baltimore, MD 21235.

NOTIFICATION PROCEDURE:
    An individual can determine if this system of records contains a 
record pertaining to him/her by providing his/her name, signature, and 
SSN to the address shown above under ``Systems

[[Page 7038]]

manager and address'' and by referring to the system. (Furnishing the 
SSN is voluntary, but it will enable an easier and faster search for an 
individual's record.) If the SSN is not known, the individual should 
provide name, signature, date and place of birth, sex, mother's birth 
name, and father's name, and evidence of identity. An individual 
requesting notification of records in person need furnish only an 
identification document he/she would normally carry on his/her person 
(e.g., driver's license, or voter registration card). An individual 
requesting notification via mail or telephone must furnish a minimum of 
his/her name, SSN, and date of birth in order to establish identity, 
plus any additional information which may be requested.

RECORD ACCESS PROCEDURES:
    Same as notification procedures. Also, requesters should reasonably 
identify the record contents they are seeking.

CONTESTING RECORD PROCEDURE:
    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.

RECORD SOURCE CATEGORIES:
    Records in this system of records are obtained from information 
collected by the State disability determination services when 
adjudicating claims for Social Security or Supplemental Security Income 
benefits based on disability and blindness, from SVRA responses, and 
from existing SSA systems of records (e.g. the Claims Folders system).

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE aCT:
    None.
05-008

SYSTEM NAME:
    Vocational Rehabilitation; SSA Disability Beneficiaries/Recipients 
Eligible for Re-referral to an Alternate Vocational Rehabilitation 
Service Provider (VR Re-referral) File, SSA/OD.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Social Security Administration, Office of Systems, 6401 Security 
Boulevard, Baltimore, MD 21235.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (a) Newly awarded title II disability beneficiaries referred by SSA 
to the State Vocational Rehabilitation Agency (SVRA) for VR services, 
but not accepted for VR services by the SVRA.
    (b) Current title II disability beneficiaries who recently had a 
continuing disability review (CDR) and still are considered disabled 
and who were referred by SSA to the SVRA but were not accepted for VR 
services by the SVRA.
    (c) Newly awarded title XVI recipients who are disabled or blind 
and who are referred by SSA to the SVRA for VR services but not 
accepted for VR services by the SVRA.
    (d) Current title XVI recipients who are disabled or blind who 
recently had a CDR and still are considered disabled or blind and who 
were referred by SSA to the SVRA, but were not accepted for VR services 
by the SVRA.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains the following information about each 
beneficiary/recipient:
     Name;
     Social security number (SSN);
     Date of birth;
     Address;
     Telephone number (if available);
     Alternate participant service categories;
     Date first available for alternate participant selection;
     Name of representative payee (where applicable).

AUTHORITY FOR MAINTENANCE OF THESE SYSTEMS:
    Secs. 222, 223, 225, 1611, 1615, 1631 and 1633 of the Social 
Security Act (42 U.S.C. 422, 423, 425, 1382, 1382d, 1383 and 1383b); 
the Federal Records Act of 1950 (Pub. L. 81-754, 64 Stat. 583), as 
amended.

PURPOSE:
    Information in this system of records is used for the following 
purposes:
     To provide approved alternate participants with disability 
beneficiaries and recipients who are disabled or blind and who are 
eligible for VR services;
     To conduct statistical studies;
     To provide management information on VR re-referrals;
     To identify the approved alternate participant who is 
providing the VR services.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Disclosure may be made for routine uses as indicated below:
    1. 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 who are disabled or blind.
    2. Information may be disclosed to contractors and other Federal 
agencies, as necessary, to assist SSA in the efficient administration 
of its programs.
    3. 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.
    4. 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 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 purpose for 
which the records were collected.
    5. Information may be disclosed to the Office of the President for 
responding to an individual who is the subject of the record pursuant 
to an inquiry received from that individual or from a third party on 
his or her behalf.
    6. 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.
    7. 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 for the use of those 
agencies in conducting records management studies.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEMS: 
STORAGE: 
    SSA records may be stored in various forms including magnetic media 
(e.g.,

[[Page 7039]]

magnetic tape and disc), microfilm, or paper.

RETRIEVABILITY: 
    Data will be retrieved from the system by the individual's SSN and/
or name and/or address.

SAFEGUARDS: 
    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 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.
    Access to information in this system of records will be restricted 
to authorized SSA personnel and alternate participants. Any business 
arrangement that SSA may enter into with an alternate participant to 
access the information in this system will stipulate (a) the alternate 
participant must establish safeguards to protect the personal 
information temporarily in its custody, in accordance with the Privacy 
Act requirements; (b) the alternate participant may use the information 
only as necessary in fulfilling the business arrangement; and (c) the 
alternate participant would be subject to criminal penalties for 
violations of the Privacy Act.

RETENTION AND DISPOSAL: 
    SSA retains records for one year when they concern: (1) Documents 
returned to an individual, (2) denials of confidential information, (3) 
release of confidential information to an authorized third party, and 
(4) undeliverable material. SSA retains records for four years when 
they concern 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. Information is erased or otherwise destroyed after the 
retention period.

SYSTEM MANAGER(S) AND ADDRESS:
    Associate Commissioner, Office of Disability, Social Security 
Administration, 6401 Security Boulevard, Baltimore, MD 21235.

NOTIFICATION PROCEDURE:
    An individual can determine if this system of records contains a 
record pertaining to him/her by providing his/her name, signature, and 
SSN to the address shown above under ``Systems manager and address'' 
and by referring to the system. (Furnishing the SSN is voluntary, but 
it will enable an easier and faster search for an individual's record.) 
If the SSN is not known, the individual should provide name, signature, 
date and place of birth, sex, mother's birth name, and father's name, 
and evidence of identity. An individual requesting notification of 
records in person need furnish only an identification document he/she 
would normally carry on his/her person (e.g., driver's license, or 
voter registration card). An individual requesting notification via 
mail or telephone must furnish a minimum of his/her name, SSN, and date 
of birth in order to establish identity, plus any additional 
information which may be requested.

RECORD ACCESS PROCEDURES:
    Same as notification procedures. Also, requesters should reasonably 
identify the record contents they are seeking.

CONTESTING RECORD PROCEDURE:
    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.

RECORD SOURCE CATEGORIES:
    Records in this system of records are obtained from information 
collected by the State disability determination services when 
adjudicating claims for Social Security or Supplemental Security Income 
benefits based on disability and blindness, from SVRA responses, and 
from existing SSA systems of records (e.g. the Claims Folders system).

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 98-3416 Filed 2-10-98; 8:45 am]
BILLING CODE 4190-29-P