[Federal Register Volume 66, Number 35 (Wednesday, February 21, 2001)]
[Notices]
[Pages 11079-11089]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-4235]


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SOCIAL SECURITY ADMINISTRATION


Privacy Act of 1974; as Amended; Alterations to Existing Systems 
of Records

AGENCY: Social Security Administration.

ACTION: Notice of minor non-substantive changes to existing systems of 
records.

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SUMMARY: In accordance with the Privacy Act (5 U.S.C. 552a(b)(12)), we 
are issuing public notice of our intent to amend the following existing 
systems of records to allow disclosure of personally identifiable 
information to consumer reporting agencies in accordance with 31 U.S.C. 
3711(e):
     Master Beneficiary Record, 60-0090,
     Recovery of Overpayment, Accounting and Reporting, 60-
0094; and
     Supplemental Security Income Record and Special Veterans 
Benefits, 60-0103.
    We also are modifying the language in the notice entitled, 
Supplemental Security Income Record and Special Veterans Benefits to: 
(1) More accurately describe the records maintained in this system of 
records, and (2) clarify language in routine use numbered 19 for this 
system of records. We invite public comments on these proposals.

DATES: These changes are effective immediately on February 21, 2001.

ADDRESSES: Interested individuals may comment on this publication by 
writing to the SSA Privacy Officer, Social Security Administration, 3-
A-6 Operations Building, 6401 Security Boulevard, Baltimore, Maryland 
21235-6401. All comments received will be available for public 
inspection at the above address.

FOR FURTHER INFORMATION CONTACT: Ms. Pamela McLaughlin, Social 
Insurance Specialist, Social Security Administration, 3-C-2 Operations 
Building, 6401 Security Boulevard, Baltimore, Maryland 21235-6401, 
telephone (410) 965-3677.

SUPPLEMENTARY INFORMATION:

I. Disclosure to Consumer Reporting Agencies

    The Privacy Act of 1974, as amended, (5 U.S.C. 552a(b)(12)) permits 
Federal agencies to disclose certain information to consumer reporting 
agencies in accordance with 31 U.S.C. 3711(e) without the consents of 
the individuals to whom the information pertains. The purpose of this 
disclosure is provide an incentive for individuals to pay the 
outstanding debts they owe to the Federal government by including 
information about these debts in the

[[Page 11080]]

records relating to those persons maintained by consumer reporting 
agencies. This is a practice commonly used by the private sector. We 
are permitted by sections 204(f), 808(e) and 1631(b)(4) of the Social 
Security Act (the Act) (42 U.S.C. 404(f), 1008(e) and 1383(b)(4)) to 
disclose to consumer reporting agencies under 31 U.S.C. 3711 
information on certain delinquent benefit overpayments that occur under 
title II, title VIII (special benefits for certain veterans of World 
War II) and title XVI of the Act, respectively.
    In accordance with 31 U.S.C. 3711(e) and requirements of the Office 
of Management and Budget (OMB), we are publishing this notice in the 
Federal Register (FR) that we may disclose information from the above-
mentioned systems of records to consumer reporting agencies. The 
information disclosed will be limited to that which is needed to 
establish the identity of the individual debtor, the amount, status, 
and history of the debt, and the agency or program under which the debt 
arose.
    We have added the following statement after the routine uses 
section of each of the notices of the above-mentioned systems of 
records:
    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.

II. Clarifying Amendment to the Supplemental Security Income Record 
and Special Veterans Benefits System of Records

A. Clarification of Description of Categories of Records Maintained

    We have amended the categories of records section of the 
Supplemental Security Income Record and Special Veterans Benefits to 
more accurately describe the types of information maintained in the 
system of records. This amendment is a clarification, not the addition 
of new types of information in the system. This section of the notice 
of the system of records states that records concerning ``. . . payment 
amounts, including overpayment amounts and the date and amount of 
advance payments; . . .''
    We are clarifying this description as follows (see italicized 
language): ``* * * payment amounts, including the date and amount of 
advance payments; overpayment amounts, including identifying 
characteristics of each overpayment (e.g., name, SSN and address of the 
individual(s) involved, recovery efforts made and the date of each 
action, and planned future actions); * * *''

B. Clarification of Routine Use Numbered 19 Applicable to the 
Supplemental Security Income Record and Special Veterans Benefits 
System of Records

    The routine use numbered 19 for the Supplemental Security Income 
Record and Special Veterans Benefits provides for disclosure of 
information from the system to other Federal, State and local 
government agencies to assist those agencies in administering their 
programs as well as to assist SSA in administering its programs. We are 
making a clarifying amendment to this routine use to cite examples of 
SSA programs for which disclosure may be made under the routine use. 
The amended routine use provides that disclosure may be made (the 
clarifying language is italicized):
    19. To Federal, State or local agencies (or agents on their behalf) 
for administering cash or non-cash income maintenance or health 
maintenance programs (including programs under the Social Security 
Act). Such disclosures include, but are not limited to, release of 
information to:
    (a) The Department of Veterans Affairs upon request for determining 
eligibility for, or amount of, DVA benefits or verifying other 
information with respect thereto;
    (b) The Railroad Retirement Board for administering the Railroad 
Unemployment Insurance Act;
    (c) State agencies to determine eligibility for Medicaid;
    (d) State agencies to locate potentially eligible individuals and 
to make determinations of eligibility for the food stamp program;
    (e) State agencies to administer energy assistance to low income 
groups under programs for which the States are responsible;
    (f) Department of State and its agents to assist SSA in 
administering the Social Security Act in foreign countries, the 
American Institute on Taiwan and its agents to assist in administering 
the Social Security Act in Taiwan, the VA, Philippines Regional Office 
and its agents to assist in administering the Social Security in the 
Philippines, and the Department of Interior and its agents to assist in 
administering the Social Security Act in the Northern Mariana Islands; 
and
    (g) Federal, State, or local agencies to assist SSA in 
administering its programs such as the Supplemental Security Income and 
Special Veterans Benefits programs.

    Dated: February 14, 2001.
Darrell Blevins,
SSA Privacy Officer.
60-0090

System name:
    Master Beneficiary Record, Social Security Administration, Office 
of Systems Requirements.

Security classification:
    None.

System location:
    Social Security Administration, Office of Telecommunications and 
Systems Operations, 6401 Security Boulevard, Baltimore, MD 21235.

Categories of Individuals Covered by the System:
    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.

Categories of Records in the System:
    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

[[Page 11081]]

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 
SSN's, 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.

Authority for Maintenance of the System:
    Sections 202-205, 223, 226, 228, 1818, 1836, and 1840 of the Social 
Security Act (the Act).

Purposes(s):
    Data in this system are used by a broad range of Social Security 
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.

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. 
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 applicants or claimants, prospective applicants or claimants 
(other than the data subject), their authorized representatives or 
representative payees to the extent necessary to pursue Social Security 
claims and to representative payees, when the information pertains to 
individuals for whom they serve as representative payees, for the 
purpose of assisting SSA in administering its representative payment 
responsibilities under the Act and assisting the representative payees 
in performing their duties as payees, including receiving and 
accounting for benefits for individuals for whom they serve as payees.
    (2) To third party contacts (e.g., employers and private pension 
plan) in situations where the party to be contacted has, or is expected 
to have, information relating to the individual's capability to manage 
his/her affairs or his/her eligibility for, or entitlement to, benefits 
under the Social Security program when:
    (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 presented by the individual, and it 
concerns one 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 fraud, concern for program integrity, quality appraisal, 
or evaluation and measurement activities.
    (3) To third party contacts that may have information relevant to 
SSA's establishment or verification of information provided by 
representative payees or payee applicants.
    (4) To a Social Security beneficiary/claimant when a claim is filed 
by another individual on the same record which is adverse to the 
beneficiary, but only information concerning the facts relevant to the 
interests of each party in a claim e.g.:
    (a) An award of benefits to a new claimant precludes an award to a 
prior claimant; or
    (b) An award of benefits to a new claimant will reduce the benefit 
payments to the individual(s) on the roll;
    (5) To the Department of the Treasury for:
    (a) Collecting Social Security taxes or as otherwise pertinent to 
tax and benefit payment provisions of the Act (including SSN 
verification services);
    (b) Investigating the alleged theft, forgery, or unlawful 
negotiation of Social Security checks;
    (c) Determining the Federal tax liability on Social Security 
benefits pursuant to 26 U.S.C. 6050F, as amended by Public Law 98-21. 
The information disclosed will consist of the following:
    (i) The aggregate amount of Social Security benefits paid with 
respect to any individual during any calendar year;
    (ii) The aggregate amount of Social Security benefits repaid by 
such individual during such calendar year;
    (iii) The aggregate reductions under section 224 of the Act in 
benefits which would otherwise have been paid to such individual during 
the calendar year on account of amounts received under a worker's 
compensation act; and
    (iv) The name and address of such individual;
    (d) Depositing the tax withheld on benefits paid to nonresident 
aliens in the Treasury (Social Security Trust Funds) pursuant to 26 
U.S.C. 871, as amended by P.L. 98-21.
    (6) To the United States Postal Service for investigating the 
alleged theft or forgery of Social Security checks.
    (7) 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; and
    (c) Investigating issues of fraud by agency officers or employees, 
or violation of civil rights.

[[Page 11082]]

    (8) To the Department of State for administering the Act in foreign 
countries through services and facilities of that agency.
    (9) To the American Institute of Taiwan for administering the Act 
in Taiwan through services and facilities of that agency.
    (10) To the Department of Veterans Affairs (DVA), Philippines 
Regional Office, for administering the Act in the Philippines through 
the services and facilities of that agency.
    (11) To the Department of Interior for administering the Act in the 
Trust Territory of the Pacific Islands through services and facilities 
of that agency.
    (12) To the Social Security agency of a foreign country, to carry 
out the purpose of an international Social Security agreement entered 
into between the United States and the other country, pursuant to 
section 233 of the Act.
    (13) 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.
    (14) To the Department of Education for determining eligibility of 
applicants for basic educational opportunity grants.
    (15) To the Bureau of the Census when it performs as a collecting 
agent or data processor for research and statistical purposes directly 
relating to this system of records.
    (16) To the Department of the Treasury, Office of Tax Analysis, for 
studying the effects of income taxes and taxes on earnings.
    (17) To the Office of Personnel Management (OPM), for the study of 
the relationship of civil service annuities to minimum Social Security 
benefits, and the effects on the Social Security trust fund.
    (18) To State Social Security Administrators for administering 
agreements pursuant to section 218 of the Act.
    (19) To the Department of Energy for its epidemiological research 
study of the long-term effects of low-level radiation exposure, as 
permitted by SSA Regulations 20 CFR 401.150(c).
    (20) To contractors under contract to SSA (or under contract to 
another agency with funds provided by SSA) for the performance of 
research and statistical activities directly relating to this system of 
records.
    (21) To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    (22) To the Department of Labor for conducting statistical studies 
of the relationship of private pensions and Social Security benefits to 
prior earnings.
    (23) In response to legal process or interrogatories relating to 
the enforcement of an individual's child support or alimony 
obligations, as required by sections 459 and 461 of the Act.
    (24) To Federal, State, or local agencies (or agents on their 
behalf) for administering income maintenance or health maintenance 
programs (including programs under the Act). Such disclosures include, 
but are not limited to, release of information to:
    (a) RRB for administering provisions of the Railroad Retirement Act 
relating to railroad employment; for administering the Railroad 
Unemployment Insurance Act and for administering provisions of the 
Social Security Act relating to railroad employment;
    (b) DVA for administering 38 U.S.C. 1312, and upon request, for 
determining eligibility for, or amount of, veterans benefits or 
verifying other information with respect thereto pursuant to 38 U.S.C. 
5106;
    (c) State welfare departments for administering sections 
205(c)(2)(B)(i)(II) and 402(a)(25) of the Act requiring information 
about assigned SSN's for Temporary Assistance for Needy Families (TANF) 
program purposes and for determining a recipient's eligibility under 
the TANF program; and
    (d) State agencies for administering the Medicaid program.
    (25) Upon request, information on the identity and location of 
aliens may be disclosed to the Department of Justice (DOJ) (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.
    (26) To third party contacts such as private collection agencies 
and credit reporting agencies under contract with SSA and State motor 
vehicle agencies for the purpose of their assisting SSA in recovering 
overpayments.
    (27) 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 the routine use only in situations in which SSA may 
enter into a contractual or similar agreement with a third party to 
assist in accomplishing an agency function relating to this system of 
records.
    (28) Non-tax return information which is not restricted from 
disclosure by Federal law may be disclosed to General Services 
Administration (GSA) and 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.
    (29) Information may be disclosed to the Federal Reserve Bank of 
New York for the purpose of making direct deposit/electronic funds 
transfer of Social Security benefits to foreign-resident beneficiaries.
    (30) 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 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.
    (31) To the Rehabilitation Services Administration (RSA) for use in 
its program studies of, and development of enhancements for, State 
vocational rehabilitation programs. These are programs to which 
applicants or beneficiaries under titles II and or XVI of the Act may 
be referred. Data released to RSA will not include any personally 
identifying information (such as names or SSNs).
    (32) Addresses of beneficiaries who are obligated on loans held by 
the Secretary of Education or a loan made in accordance with 20 U.S.C. 
1071, et. seq. (the Robert T. Stafford Federal Student Loan Program) 
may be disclosed to the Department of Education as authorized by 
section 489A of the Higher Education Act of 1965.
    (33) To student volunteers and other workers, who technically do 
not have

[[Page 11083]]

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.
    (34) 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.
    (35) Corrections to information that resulted in erroneous 
inclusion of individuals in the Death Master File (DMF) may be 
disclosed to recipients of erroneous DMF information.
    (36) 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; 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 rerelease or redisclosure of the 
information.

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.

Policies and Practices for Storing, Retrieving, Accessing, Retaining 
and Disposing of Records in the System:
Storage:
    Records are stored in magnetic media (e.g., magnetic tape and 
magnetic disk) and in microform and paper form.

Retrievability:
    Records in this system are indexed and retrieved by SSN.

Safeguards:
    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.

Retention and Disposal:
    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).

System Manager and Address:
    Director, Office of Systems Requirements, Division of Payment 
Processes, Social Security Administration, 6401 Security Boulevard, 
Baltimore, MD 21235.

Notification Procedure:
    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 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).

Record Access Procedures:
    Same as notification procedures. Also, requesters should reasonably 
specify the record contents they are seeking. These

[[Page 11084]]

procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting Record Procedures:
    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)).

Record Source Categories:
    Data for the MBR come primarily from the Claims Folders System (60-
0089) and/or is 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.

Systems Exempted from Certain Provisions of the Privacy Act:
    None.
60-0094

System Name:
    Recovery of Overpayments, Accounting and Reporting, Social Security 
Administration, Office of Systems Requirements.

Security Classification:
    None.

System Location:
    Social Security Administration, Office of Telecommunications and 
Systems Operations, 6401 Security Boulevard, Baltimore, MD 21235
    PSCs (See Appendix A for PSC address information).

Social Security Administration, Office of Disability Operations, 1500 
Woodlawn Drive, Baltimore, MD 21241
  

  
    Lists of overpaid individuals, which are produced by this computer 
system, are maintained at each of SSA's field offices. (See Appendix F 
to this publication for address and telephone information.)

Categories of Individuals Covered by the System:
    Social Security beneficiaries who may have received an overpayment 
of benefits; persons holding conserved (accumulated) funds received on 
behalf of a Social Security beneficiary; and persons who received 
Social Security payments on behalf of a beneficiary and are suspected 
to have misused those payments.

Categories of Records in the System:
    Identifying characteristics of each overpayment or instance of 
misused or conserved funds (e.g., name, SSN and address of the 
individual(s) involved, recovery efforts made and the date of each 
action, and planned future actions).

Authority for Maintenance of the System:
    Section 204(a) of the Social Security Act (42 U.S.C. 404(a)).

Purpose(s):
    The users of this system are employees of the Social Security field 
offices, as well as selected personnel of SSA's Program Service Centers 
(PSC) and the Office of Disability Operations (ODO). The data are used 
to maintain control of overpayments and misused or conserved funds from 
the time of discovery to the final resolution and for the proper 
adjustments of payment and refund amounts. Data adjustment produce 
accounting and statistical reports at specified intervals.

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. 
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 State motor 
vehicle agencies for the purpose of their assisting SSA in recovering 
overpayments.
    (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.

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

[[Page 11085]]

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.

Policies and Practices for Storing, Retrieving, Accessing, Retaining 
and Disposing of Records in the System:
Storage:
    Records are maintained in magnetic cartridges, microfiche and paper 
form.

Retrievability:
    Records are retrieved by SSN.

Safeguards:
    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). (See Appendix G for additional information 
relating to safeguards SSA employs to protect personal information.)

Retention and Disposal:
    Magnetic cartridges are updated daily and retained for 75 days. The 
magnetic cartridges produced in the last operation of the month is 
retained in security storage for a period of 75 days, after which the 
tapes are erased and returned to stock. The microfiche records are 
updated monthly, retained for 3 years after the month they are 
produced, and then destroyed by application of heat.

System manager(s) and Address:
    Director, Office of Systems Requirements, Division of Payment 
Processes, Social Security Administration, 6401 Security Boulevard, 
Baltimore, Maryland 21235.

Notification Procedure:
    An individual can determine if this system contains a record about 
him/her by contacting the appropriate processing office (e.g., PSC, ODO 
or the most convenient Social Security field office). (See Appendices A 
and F to this publication for address information), 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 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 Sec. 401.40).

Record Access Procedures:
    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)).

Contesting Record Procedures:
    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)).

Record Source Categories:
    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.

Systems exempted from certain provisions of the Privacy Act:
    None.
 60-0103

System Name:
    Supplemental Security Income Record and Special Veterans Benefits, 
Social Security Administration, Office of Systems Requirements.

Security Classification:
    None.

System Location:
    Social Security Administration, Office of Telecommunications and 
Systems Operations, 6401 Security Boulevard, Baltimore, MD 21235.
    Records also may be located in the Social Security Administration 
(SSA) Regional and field offices (individuals should consult their 
local telephone directories for address information).

Categories of Individuals Covered by the System:
    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).)

Categories of Records in the System:
    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

[[Page 11086]]

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, 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, Social Security 
number (SSN) and date of birth (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.

Authority for Maintenance of the System:
    Sections 1602, 1611, 1612, 1613, 1614, 1615, 1616, 1631, 1633, 1634 
of title XVI and title VIII of the Social Security Act (the Act).

Purpose(s):
    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 Veterans Affairs Regional 
Office (VARO) 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.

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. 
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 the Department of the Treasury to prepare SSI, Energy 
Assistance, and SVB checks to be sent to claimants or beneficiaries.
    (2) To the States to establish the minimum income level for 
computation of State supplements.
    (3) To the following Federal and State agencies to prepare 
information for verification of benefit eligibility under section 
1631(e) of the Act: Bureau of Indian Affairs; Office of Personnel 
Management; Department of Agriculture; Department of Labor; Immigration 
and Naturalization Service; Internal Revenue Service; Railroad 
Retirement Board; State Pension Funds; State Welfare Offices; State 
Worker's Compensation; Department of Defense; United States Coast 
Guard; and Department of Veterans Affairs.
    (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 the appropriate State agencies (or other agencies providing 
services to disabled children) to identify title XVI eligibles under 
the age of 16 for the consideration of rehabilitation services in 
accordance with section 1615 of the Act, 42 U.S.C. 1382d.
    (6) To contractors under contract to SSA or under contract to 
another agency with funds provided by SSA for the performance of 
research and statistical activities directly relating to this system of 
records.
    (7) To State audit agencies for auditing State supplementation 
payments and Medicaid eligibility consideration.
    (8) To State agencies to effect and report the fact of Medicaid 
eligibility of title XVI recipients in the jurisdiction of those States 
which have elected Federal determinations of Medicaid eligibility of 
title XVI eligibles and to assist the States in administering the 
Medicaid program.
    (9) To State agencies to identify title XVI eligibles in the 
jurisdiction of those States which have not elected Federal 
determinations of Medicaid eligibility in order to assist those States 
in establishing and maintaining Medicaid rolls and in administering the 
Medicaid program.
    (10) To State agencies to enable those agencies which have elected 
Federal administration of their supplementation programs to monitor 
changes in applicant/recipient income, special needs, and 
circumstances.
    (11) To State agencies to enable those agencies which have elected 
to administer their own supplementation programs to identify SSI 
eligibles in order to determine the amount of their monthly 
supplementary payments.
    (12) To State agencies to enable them to assist in the effective 
and efficient administration of the SSI program.
    (13) To State agencies to enable those which have an agreement with 
SSA to carry out their functions with respect to Interim Assistance 
Reimbursement pursuant to section 1631(g) of the Act.
    (14) To State agencies to enable them to locate potentially 
eligible individuals and to make eligibility determinations for 
extensions of social services under the provisions of title XX of the 
Act.
    (15) To State agencies to assist them in determining initial and 
continuing eligibility in their income maintenance programs and for 
investigation and prosecution of conduct subject to criminal sanctions 
under these programs.
    (16) To the United States Postal Service for investigating the 
alleged theft, forgery or unlawful negotiation of SSI and SVB checks.
    (17) To the Department of the Treasury for investigating the 
alleged theft, forgery or unlawful negotiation of SSI and SVB checks.
    (18) To the Department of Education for determining the eligibility 
of applicants for Basic Educational Opportunity Grants.
    (19) To Federal, State or local agencies (or agents on their 
behalf) for administering cash or non-cash income maintenance or health 
maintenance programs (including programs under the Act). Such 
disclosures include, but are not limited to, release of information to:
    (a) The Department of Veterans Affairs (DVA) upon request for 
determining eligibility for, or amount of, DVA benefits or verifying 
other information with respect thereto in accordance with 38 U.S.C. 
5106;
    (b) The RRB for administering the Railroad Unemployment Insurance 
Act;

[[Page 11087]]

    (c) State agencies to determine eligibility for Medicaid;
    (d) State agencies to locate potentially eligible individuals and 
to make determinations of eligibility for the food stamp program;
    (e) State agencies to administer energy assistance to low income 
groups under programs for which the States are responsible; and
    (f) Department of State and its agents to assist SSA in 
administering the Social Security Act in foreign countries, the 
American Institute on Taiwan and its agents to assist in administering 
the Social Security Act in Taiwan, the VA, Philippines Regional Office 
and its agents to assist in administering the Social Security Act in 
the Philippines, and the Department of Interior and its agents to 
assist in administering the Social Security Act in the Northern Mariana 
Islands.
    (g) Federal, State, or local agencies to assist SSA in 
administering its programs such as the Supplemental Security Income and 
Special Veterans Benefits program.
    (20) To IRS, Department of the Treasury, as necessary, for the 
purpose of auditing SSA's compliance with safeguard provisions of the 
Internal Revenue Code (IRC) of 1986, as amended.
    (21) To the Office of the President for the purpose of responding 
to an individual pursuant to an inquiry received from that individual 
or a third party on his/her behalf.
    (22) Upon request, information on the identity and location of 
aliens may be disclosed to the DOJ (Criminal Division, Office of 
Special Investigations) for the purpose of detecting, investigating 
and, where necessary, taking legal action against suspected Nazi war 
criminals in the United States.
    (23) To third party contacts such as private collection agencies 
and credit reporting agencies under contract with SSA and State motor 
vehicle agencies for the purpose of their assisting SSA in recovering 
overpayments.
    (24) 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.
    (25) Non-tax return information which is not restricted from 
disclosure by Federal law may be disclosed to General Services 
Administration (GSA) and 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.
    (26) 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.
    (27) To representative payees, when the information pertains to 
individuals for whom they serve as representative payees, for the 
purpose of assisting SSA in administering its representative payment 
responsibilities under the Act and assisting the representative payees 
in performing their duties as payees, including receiving and 
accounting for benefits for individuals for whom they serve as payees.
    (28) To third party contacts (e.g., employers and private pension 
plans) in situations where the party to be contacted has, or is 
expected to have, information relating to the individual's capability 
to manage his/her affairs or his/her eligibility for, or entitlement 
to, benefits under the Social Security program when:
    (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 presented by the individual, and it 
concerns one 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 fraud, concern for program integrity, quality appraisal, 
or evaluation and measurement activities.
    (29) 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 Act may 
be referred. Data released to RSA will not include any personally 
identifying information (such as names or SSNs).
    (30) 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.
    (31) 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.
    (32) 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 
disrupt the operation of SSA facilities.
    (33) Corrections to information that resulted in erroneous 
inclusion of individuals in the Death Master File (DMF) may be 
disclosed to recipients of erroneous DMF information.

[[Page 11088]]

    (34) 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; 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 rerelease or redisclosure of the 
information.

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.

Policies and Practices for Storing, Retrieving, Accessing, Retaining 
and Disposing of Records in the System:
Storage:
    Records are maintained in magnetic media (e.g., magnetic tape) and 
in microform and microfiche form.

Retrievability:
    Records are indexed and retrieved by SSN.

Safeguards:
    System 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 redisclosure.

Retention and Disposal:
    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 
PA accounting requirements, for at least 5 years or the life of the 
record, whichever is longer.

System Manager(s) and Address:
    Director, Division of Supplemental Security Income Systems, Office 
of Systems Requirements, Social Security Administration, 6401 Security 
Boulevard, Baltimore, Maryland 21235.

Notification Procedure:
    An individual can determine if this system contains a record about 
him/her by writing to or visiting any Social Security field office and 
providing his or her name and SSN. (Individuals should consult their 
local telephone directories for Social Security office address and 
telephone information.) Applicants for SVB who reside in the 
Philippines should contact VARO, Philippines. (Furnishing the SSN is 
voluntary, but it will make searching for an individual's record easier 
and prevent delay.)
    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 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 Sec. 401.40).

Record Access Procedures:
    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)).

Contesting Record Procedures:
    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

[[Page 11089]]

procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).

Record Source Categories:
    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 
Department of Veterans Affairs also provide data affecting the SSR.

Systems Exempted From Certain Provisions of the Privacy Act:
    None.

[FR Doc. 01-4235 Filed 2-20-01; 8:45 am]
BILLING CODE 4915-00-P