[Federal Register Volume 71, Number 7 (Wednesday, January 11, 2006)]
[Notices]
[Pages 1796-1877]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 06-112]



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Part II





Social Security Administration





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Privacy Act of 1974, as Amended; New and Revised Privacy Act Systems of 
Records and Deletion of Obsolete Systems of Records; Notice

  Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / 
Notices  

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SOCIAL SECURITY ADMINISTRATION


Privacy Act of 1974, as Amended; New and Revised Privacy Act 
Systems of Records and Deletion of Obsolete Systems of Records

AGENCY: Social Security Administration (SSA).

ACTION: New and altered systems of records, new routine uses, deletion 
of obsolete systems of records, revisions, and general housekeeping 
changes to system of records.

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SUMMARY: In accordance with 5 U.S.C. 552a(e)(4) and (e)(11), we are 
issuing public notice of our intent to:
    (a) Establish new and altered systems of records,
    (b) Establish new routine use disclosures,
    (c) Delete obsolete systems of records, and
    (d) Make general housekeeping and editorial changes to SSA systems 
of records.
    We invite public comment on these proposals.

DATES: We filed a report of the proposed new and altered systems of 
records and new routine uses with the Chairman of the Senate Committee 
on Homeland Security and Governmental Affairs, the Chairman of the 
House Committee on Government Reform, and the Director, Office of 
Information and Regulatory Affairs, Office of Management and Budget 
(OMB) on December 23, 2005. The proposed new and altered systems of 
records and routine uses will become effective on February 1, 2006, 
unless we receive comments warranting them not to become effective.

ADDRESSES: Interested individuals may comment on this publication by 
writing to the Executive Director, Office of Public Disclosure, 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: Mr. Willie J. Polk, Lead Social 
Insurance Specialist, Strategic Issues Team, Office of Public 
Disclosure, Office of the General Counsel, Social Security 
Administration, 3-A-2 Operations Building, 6401 Security Boulevard, 
Baltimore, Maryland 21235, telephone (410) 965-1753; e-mail: 
[email protected].

SUPPLEMENTARY INFORMATION:

I. Proposed New Systems of Records

A. Systems of Records Adopted From the Department of Health and Human 
Services (HHS)

    Under provisions of the Social Security Independence and Program 
Improvements Act of 1994 (Pub. L. 103-296), the Social Security 
Administration (SSA) became a separate Agency independent of HHS in 
1995. Prior to becoming independent of HHS, SSA operated under a number 
of Privacy Act systems of records that applied HHS-wide to all HHS 
components, including SSA. Pursuant to section 106(b) of the 
legislation, we have continued to operate under those systems of 
records to date. However, because we have acquired the functions that 
were covered by some of the HHS systems of records, we have adopted 
these systems of records as our own. We have made conforming changes to 
the systems of records to identify them as new SSA systems of records. 
These notices of systems of records are:

1. Safety Management Information System (SSA Accident Injury and 
Illness Reporting System), 60-0228 (formerly 09-90-0005, Safety 
Management Information System (HHS) Accident Injury and Illness 
Reporting System)
2. SSA Parking Management Record System, 60-0230 (formerly 09-90-
0023, Departmental Parking Control Policy and Records System)
3. Financial Transactions of SSA Accounting and Finance Offices, 60-
0231 (formerly 09-90-0024, Financial Transactions of HHS Accounting 
and Finance Offices)
4. Central Registry of Individuals Doing Business with SSA (Vendor 
File), 60-0232 (formerly 09-90-0025, Central Registry of Individuals 
Doing Business with HHS (Vendor File))
5. Employee Assistance Program (EAP) Records, 60-0234 (formerly 09-
90-0010)
6. Employee Development Program Records, 60-0236 (formerly 09-90-
0012, Executive Development Records)
7. Employees' Medical Records, 60-0237 (formerly 09-90-0013, Federal 
Employee's Occupational Health Program Records)
8. Pay, Leave and Attendance Records, 60-0238 (formerly 09-90-0017, 
Pay, Leave and Attendance Records)
9. Personnel Records in Operating Offices, 60-0239 (formerly 09-90-
0018 Personnel Records in Operating Offices)
10. Employee Suggestion Program Records, 60-0241 (formerly 09-90-
0036)
11. Administrative Grievances Filed Under Part 771 of 5 CFR, 60-0244 
(formerly 09-90-0014, Grievances filed under part 771 of 5 CFR)
12. Negotiated Grievance Procedures, 60-0245 (formerly 09-90-0015, 
Grievance Records Filed Under Procedures Established by Labor-
Management Negotiations)
13. EEO Counselor and Investigator Personnel Records, 60-0250 
(formerly 09-90-0022, Volunteer EEO Support Personnel Records)
14. Claims Under the Federal Tort Claims Act and Military Personnel 
and Civilian Employees' Claims Act, 60-0259, (formerly 09-90-0062, 
Administrative Claims)
15. Attorney Applicant Files, 60-0262, (formerly 09-90-0066, OGC 
Attorney Applicant Files)
16. Litigation Docket and Tracking System, 60-0274 (formerly 09-90-
9999, Automated Litigation Tracking System)
17. Civil Rights Complaints Filed by Members of the Public, 60-0275, 
(formerly 09-90-0051, Complaint Files and Logs)

B. New SSA Privacy Act System of Records

    We are combining two separate systems of records, the 
Administrative Law Judge Docket, 60-0008 and the Hearing Office Master 
Docket of Claimant Cases, 60-0184, into a single system of records, the 
Hearing Office Tracking System (HOTS) of Claimant Cases, 60-0010. We 
will use HOTS for the same purposes for which we used Administrative 
Law Judge Docket, 60-0008, and Hearing Office Master Docket of Claimant 
Cases, 60-0184. We are deleting the notices of the two systems of 
records (see section II.1. below.)

II. Proposed Alterations to Existing SSA Privacy Act Systems of Records

    We are making alterations to the following systems of records as 
discussed below.
    1. Master Files of Social Security Number (SSN) Holders and SSN 
Applications, 60-0058. We are expanding the ``Categories of records in 
the system'' to indicate that codes pertaining to SSNs assigned under 
certain conditions are maintained.
    2. Earnings Recording and Self-Employment Income System, 60-0059. 
We are making the following changes:
     Expanding the ``Categories of records in the system'' to 
include information about individuals who apply for a certificate of 
coverage exempting them from coverage and taxes under the social 
security system of a foreign country, as provided in a Social Security 
agreement between the United States and that foreign country.
     Expanding the ``Purpose(s)'' section of the notice of this 
system of records to reflect that in connection with the issuance of 
certificates of coverage, information in this system of records is 
used: (1) To determine whether an individual who requests a certificate 
of coverage, establishing a foreign coverage exemption under a Social 
Security agreement, has been issued one or more certificates in the 
past; and (2) to respond to inquiries concerning a worker's Social 
Security coverage status

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from an appropriate agency in a country which has a Social Security 
agreement with the United States.
     Adding two new routine use disclosures (see discussion in 
section III.A., items 1. and A.2. below).
    3. Automated Document Control and Retrieval System, 60-0002. We are 
changing the ``System name'' from Automated Document Control and 
Retrieval System to Optical System for Correspondence Analysis and 
Response.

III. Proposed New and Revised Routine Use Disclosures

A. Discussion of Proposed Routine Uses

    We are proposing to establish new routine use disclosures of 
information that will be maintained in the systems of records discussed 
below.
    1. To the Department of Housing and Urban Development (HUD) in 
accordance with 26 U.S.C. 6103(l)(7), upon written request, tax return 
information (e.g., information with respect to wages, net earnings from 
self-employment, and payments of retirement income which have been 
disclosed to the Social Security Administration), for use by HUD in an 
initial or periodic review of the income of an applicant or participant 
in any HUD housing assistance program.
    This proposed routine use disclosure is applicable to the Earnings 
Recording and Self-Employment Income System, 60-0059. Section 
6103(l)(7) of the Internal Revenue Code requires the Commissioner of 
Social Security, upon written request, to disclose tax return 
information to HUD for the purposes stated above. These disclosures 
will allow HUD to confirm the accuracy of tenant-reported income when 
determining applicant and participant eligibility for, and level of, 
housing assistance benefits.
    2. To any source that has, or is expected to have, information that 
SSA needs in order to establish or verify a person's eligibility for a 
certificate of coverage under a Social Security agreement authorized by 
section 233 of the Social Security Act.
    This proposed routine use disclosure is applicable to the Earnings 
Recording and Self-Employment Income System, 60-0059. When determining 
an individual's eligibility for a certificate of coverage under a 
Social Security agreement authorized by section 233 of the Social 
Security Act, SSA must be able to contact appropriate sources, as 
necessary, for information relating to the issuance of certificates of 
coverage.
    3. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an agency function relating to this system of records.
    This proposed routine use disclosure is applicable to the Financial 
Transactions of SSA Accounting and Finance Offices, 60-0231, and the 
Central Registry of Individuals Doing Business with SSA (Vendor File), 
60-0232. SSA occasionally contracts out certain of its functions when 
this would contribute to effective and efficient operations. SSA must 
be able to give a contractor whatever information the Agency can 
legally provide in order for the contractor to fulfill its duties. In 
these situations, safeguards are provided in the contract prohibiting 
the contractor from using or disclosing the information for any purpose 
other than that described in the contract.
    4. To Federal, State, and local law enforcement agencies and 
private security contractors, as appropriate, information necessary:
     To enable them to protect the safety of Social Security 
Administration (SSA) employees and customers, the security of the SSA 
workplace and the operation of SSA facilities; or
     To assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupt the operation of SSA facilities.
    This proposed routine use disclosure is applicable to the 
Assignment and Correspondence Tracking (ACT) System, 60-0001. We will 
disclose information under the routine use to law enforcement agencies 
and private security contractors when the information is needed to 
investigate, prevent, or respond to activities that jeopardize the 
security and safety of SSA customers, employees or workplaces or that 
otherwise disrupt the operation of SSA facilities. Information would 
also be disclosed to assist in the prosecution of persons charged with 
violating Federal or local law in connection with such activities.
    5. 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.
    This proposed routine use disclosure is applicable to the 
Assignment and Correspondence Tracking (ACT) System, 60-0001. We will 
disclose information under this routine use only in situations in which 
an individual may contact the Office of the President, seeking that 
Office's assistance in a matter relating to the Assignment and 
Correspondence Tracking (ACT) System. Information will be disclosed 
when the Office of the President makes an inquiry and indicates that it 
is acting on behalf of the individual whose record is requested.
    6. To the Department of Treasury to:
     Find out whether or not the individual has a delinquent 
tax account for the purpose of determining the individual's 
creditworthiness for the loan in question under the Internal Revenue 
Code (26 U.S.C. 6103(l)(3)(A)-(C)), and
     Assist SSA in recovering the collection of delinquent 
administrative debts through Administrative Wage Garnishment (AWG) (31 
U.S.C. 3720D) via the Treasury Cross Servicing program as authorized by 
the Debt Collection Improvement Act of 1996.
    This proposed routine use is a revision of existing routine use 
numbered 11 that is applicable to the system of records entitled 
Financial Transactions of SSA Accounting and Finance Offices, 60-0231. 
The revised routine use will allow the disclosure of information to the 
Department of Treasury to assist SSA in collecting delinquent 
administrative debts from the wages of debtors in the private sector.
    7. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.
    This proposed routine use in compliance with section 704(e)(1)(B) 
of the Social Security Independence and Program Improvements Act of 
1994, which mandates certain disclosures to HHS components. This 
routine use is applicable to the following systems of records:
     Optical System for Correspondence Analysis and Response, 
60-0002
     Storage of Hearing Records: Tape Cassettes and Audiograph 
Discs, 60-0006
     Listing and Alphabetical Name File (Folder) of Vocational 
Experts, Medical Experts, and Other Health Care Professional and/or 
Non-Health Care Professional Experts (Medicare), 60-0012
     Records of Usage of Medical Experts, Vocational Experts, 
and Other

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Health Care Professional and/or Non-Health Care Professional Experts 
(Medicare), 60-0013
     National Disability Determination Services (NDDS) File, 
60-0044
     Disability Determination Service Consultants File, 60-0046
     Completed Determination Record--Continuing Disability 
Determinations, 60-0050
     Master Files of Social Security Number (SSN) Holders and 
SSN Applications, 60-0058
     Earnings Recording and Self-Employment Income System, 60-
0059
     Congressional Inquiry File, 60-0077
     Public Inquiry Correspondence File, 60-0078
     Master Beneficiary Record, 60-0090
     Supplemental Security Income Record and Special Veterans 
Benefits, 60-0103
     Non-Contributory Military Service Reimbursement System, 
60-0118
     Disability Insurance and Supplemental Security Income 
Demonstration Projects and Experiments System, 60-0218
     Representative Disqualification/Suspension Information 
System, 60-0219
     Vocational Rehabilitation Reimbursement Case Processing 
System, 60-0221
     Master Representative Payee File, 60-0222
     Personnel Records in Operating Offices, 60-0239
     Plans for Achieving Self-Support (PASS) Management 
Information System, 60-0255 (formerly 05-009)
     Social Security Administration's Customer PIN/Password 
(PPW) Master File System, 60-0290

B. Compatibility of Proposed Routine Uses

    The Privacy Act (5 U.S.C. 552a(b)(3)) and our disclosure 
regulations (20 CFR part 401) permit us to disclose information under a 
published routine use for a purpose which is compatible with the 
purpose for which we collected the information. Section 401.150(c) of 
SSA's regulations permits us to disclose information under a routine 
use where necessary to assist in carrying out SSA programs or other 
government programs that have the same purposes as SSA programs. 
Section 401.120 of SSA's regulations provides that we will disclose 
information when a law specifically requires the disclosure. The 
proposed routine uses are appropriate and meet the relevant statutory 
and regulatory criteria.

IV. Housekeeping Revisions to Systems of Records

    1. Commissioner's Correspondence File, 60-0001. We are changing the 
``System name'' from Commissioner's Correspondence File to Assignment 
and Correspondence Tracking System (ACT) and revising the language in 
the ``Categories of individuals covered by the system'' to read ``Any 
individual or entity'' rather than ``person or group.''
    2. Extramural Surveys (Statistics) System, 60-0199 and the 
Disability Insurance and Supplemental Security Income Demonstration 
Projects and Experiments System, 60-0218. We are changing the ``System 
manager(s)'' from the Office of Policy, Office of Research, Evaluation 
and Statistics to the Deputy Commissioner for Disability and Income 
Security Programs, Office of Program Development and Research.
    3. Listing and Alphabetical Name File (Folder) of Vocational 
Experts and Medical Advisors, 60-0012. We are changing the ``System 
name'' from Listing and Alphabetical Name File (Folder) of Vocational 
Experts and Medical Advisors to Listing and Alphabetical Name File 
(Folder) of Vocational Experts, Medical Experts, and Other Health Care 
Professional and/or Non-Health Care Professional Experts (Medicare).
    4. Records of Usage of Medical Advisors and Vocational Experts, 60-
0013. We are changing the ``System name'' from Records of Usage of 
Medical Advisors and Vocational Experts to Records of Usage of Medical 
Experts, Vocational Experts, and Other Health Care Professional and/or 
Non-Health Care Professional Experts (Medicare).
    5. Representative Disqualification/Suspension Information System, 
60-0219. We are changing the ``System manager(s)'' from the Office of 
Disability and Income Security Programs, Office of Hearings and Appeals 
to the Office of the General Counsel.
    6. Disability Determination Service Processing File, 60-0044. We 
are making the following changes:
     Changing the ``System name'' from Disability Determination 
Service Processing File to National Disability Determination Services 
(NDDS) File;
     Revising the ``System location'' to show SSA, Office of 
Systems as the appropriate address of the system location;
     Deleting the reference and citation to ``BL (Black Lung) 
benefits'' from the ``Categories of individuals covered by the 
system,'' ``Authority for maintenance of the system,'' and 
``Purpose(s)'' sections of the notice of the system of records;
     Revising the ``Categories of records in the system'' to 
clarify that in addition to the names and titles of persons making or 
reviewing the determination on a claim, we also maintain the SSNs of 
the DDS personnel;
     Clarifying the language in the ``Purpose(s)'' section to 
read as follows: The records are used primarily for processing Social 
Security Title II disability insurance (DI) and Title XVI Supplemental 
Security Income (SSI) disability for detecting and correcting 
deficiencies and problems involved in case processing, to track case 
movement through the DDS, to respond to inquiries on case status, and 
to provide recurring and one-time management information; and
     Updating the ``Policies and practices for storing, 
retrieving, accessing, retaining and disposing of records in the 
system'' section to reflect current storage, retention, and disposal 
practices.

V. General Editorial Changes

    In addition to the changes discussed in sections II, III, and IV, 
we have made editorial revisions throughout the notices appearing in 
this publication to make them accurate and up-to-date.

VI. Deletion of Obsolete Systems of Records

    Effective with this publication, we are deleting notices for the 
following systems of records for the reasons stated.
    1. Administrative Law Judge Docket of Claimant Cases, 60-0008 (last 
published in its entirety at 47 FR 45596, October 13, 1982); and 
Hearing Office Master Docket of Claimant Cases, 60-0184. We have 
combined these two systems of records into a single system of records 
entitled Hearing Office Tracking System of Claimant Cases, 60-0010 (see 
section I.B. above).
    2. Personnel Research and Merit Promotion Test Records, 60-0017 
(last published in its entirety at 47 FR 45601, October 13, 1982). This 
system of records is a duplication of the Office of Personnel 
Management system of records, OPM/GOVT-6, Personnel Research and Test 
Validation Records. We, therefore, are deleting the notice from 
publication.
    3. Employee Production and Accuracy Records, 60-0031 (last 
published in its entirety at 47 FR 45602, October 13, 1982). This 
system of records is obsolete. We, therefore, will dispose of the 
records in the system of records and are deleting the notice from 
publication.
    4. Employee Indebtedness Counseling System, 60-0032 (last published 
in its entirety at 47 FR 45603, October 13,

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1982). This system of records is obsolete. We, therefore, will dispose 
of the records in the system of records and are deleting the notice 
from publication.
    5. General Criminal Investigations Files, 60-0037 (last published 
in its entirety at 47 FR 45605, October 13, 1982). The functions for 
which this system of records was established are now covered by systems 
of records maintained by the SSA, Office of the Inspector General. 
Therefore, we are deleting the notice from publication.
    6. Claims Development Record, 60-0066 (last published in its 
entirety at 47 FR 45621, October 13, 1982). The functions for which 
this system of records was established are now covered under other SSA 
claims related systems of records; e.g., the Claims Folders System, 60-
0089; the Master Beneficiary Record, 60-0090; and Supplemental Security 
Income Record and Special Veterans Benefits, 60-0103. Therefore, we are 
deleting the notice from publication.
    7. Health Insurance Overpayment Ledger Cards, 60-0095 (last 
published in its entirety at 47 FR 45631, October 13, 1982). This 
system of records is obsolete. We, therefore, will dispose of the 
records in the system of records and are deleting the notice from 
publication.
    8. The National Fraud Case Data Base, 60-0097 (last published in 
its entirety at 47 FR 45632, October 13, 1982). This system of records 
is obsolete. We, therefore, will dispose of the records in the system 
of records and are deleting the notice from publication.
    9. Double Check Negotiation (DCN) File (SSI), 60-0111 (last 
published in its entirety at 47 FR 45637, October 13, 1982). This 
system of records is obsolete. We, therefore, will dispose of the 
records in the system of records and are deleting the notice from 
publication.
    10. Matches of Internal Revenue Service (IRS) and Social Security 
Administration (SSA) Data (Joint SSA/Treasury Department, Office of Tax 
Analysis, Statistics Development Project), 60-0149 (last published in 
its entirety at 47 FR 45642, October 13, 1982). This system of records 
is obsolete. We, therefore, will dispose of the records in the system 
of records and are deleting the notice from publication.
    11. Extramural Research Administrative File, 60-0198, (last 
published in its entirety at 47 FR 45647, October 13, 1982). This 
system of records is obsolete. We, therefore, will dispose of the 
records in the system of records and are deleting the notice from 
publication.
    12. Supplemental Security Income Quality Initial Claims Review 
Process System, 60-0212, (last published in its entirety at 47 FR 
45654, October 13, 1982). This system of records is obsolete. We, 
therefore, will dispose of the records in the system of records and are 
deleting the notice from publication.
    13. Telephone Call Receipt System, 60-0223, (last published in its 
entirety at 57 FR 29879, July 7, 1992). This system of records is 
obsolete. We, therefore, will dispose of the records in the system of 
records and are deleting the notice from publication.
    14. Vocational Rehabilitation; State Vocational Rehabilitation 
Agency Information (VR SVRA) File, 60-0253 (formerly 05-007) (last 
published in its entirety at 63 FR 7034, February 11, 1998). This 
system of records is obsolete. We, therefore, will dispose of the 
records in the system of records and are deleting the notice from 
publication.
    15. Vocational Rehabilitation; SSA Disability Beneficiaries/
Recipients Eligible for Re-Referral to an Alternate Vocational 
Rehabilitation Service Provider (VR Re-Referral) File, 60-0254 
(formerly 05-008) (last published in its entirety at 63 FR 7034, 
February 11, 1998). This system of records is obsolete. We, therefore, 
will dispose of the records in the system of records and are deleting 
the notice from publication.

VII. Effect of the Proposed New and Altered Systems of Records and 
Proposed Routine Use Disclosures on the Rights of Individuals

    We will maintain information in the new and altered systems of 
records only as necessary to carry out our official functions under the 
Social Security Act and other applicable Federal statutes. Our 
maintenance and use of the information are in accordance with the 
provisions of the Privacy Act (5 U.S.C. 552a) and SSA's disclosure 
regulations (20 CFR part 401). We employ safeguards to protect all 
personal information in our possession as well as the confidentiality 
of the information. We will disclose information under the routine uses 
discussed above only as necessary to accomplish the stated purpose(s). 
Thus, we do not anticipate that the new and altered systems of records 
and the new routine use disclosures will have an unwarranted adverse 
effect on the rights of the individuals to whom they pertain.

    Dated: December 23, 2005.
Jo Anne B. Barnhart,
Commissioner.


      Index of SSA Privacy Act Systems of Records Appearing in This
                               Publication
------------------------------------------------------------------------
 
------------------------------------------------------------------------
60-0001...........................  Assignment and Correspondence
                                     Tracking System (ACT).
60-0002...........................  Optical System for Correspondence
                                     Analysis and Response.
60-0003...........................  Attorney Fee File.
60-0006...........................  Storage of Hearing Records: Tape
                                     Cassettes and Audiograph Discs.
60-0010...........................  Hearing Office Tracking System of
                                     Claimant Cases.
60-0012...........................  Listing and Alphabetical Name File
                                     (Folder) of Vocational Experts,
                                     Medical Experts, and Other Health
                                     Care/Non-Health Care Professionals
                                     Experts (Medicare).
60-0013...........................  Records of Usage of Medical Experts,
                                     Vocational Experts, and Other
                                     Health Care/Non-Health Care
                                     Professionals Experts (Medicare).
60-0044...........................  National Disability Determination
                                     Services.
60-0046...........................  Disability Determination Service
                                     Consultant's File.
60-0050...........................  Completed Determination Record--
                                     Continuing Disability
                                     Determinations.
60-0058...........................  Master Files of Social Security
                                     Number Holders, and SSN
                                     Applications.
60-0059...........................  Earnings Recording and Self-
                                     Employment Income System.
60-0077...........................  Congressional Inquiry File.
60-0078...........................  Public Inquiry Correspondence File.
60-0090...........................  Master Beneficiary Record.
60-0103...........................  Supplemental Security Income Record.
60-0118...........................  Non-Contributory Military Service
                                     Reimbursement System.
60-0199...........................  Extramural Surveys (Statistics).
60-0218...........................  Disability Insurance and
                                     Supplemental Security Income
                                     Demonstration Projects and
                                     Experiments System.
60-0219...........................  Representative Disqualification/
                                     Suspension Information System.
60-0221...........................  Vocational Rehabilitation
                                     Reimbursement Case Processing
                                     System.
60-0222...........................  Master Representative Payee File.

[[Page 1800]]

 
60-0228...........................  Safety Management Information
                                     System.
60-0230...........................  Social Security Administration
                                     Parking Management Record System.
60-0231...........................  Financial Transactions of SSA
                                     Accounting and Finance Offices.
60-0232...........................  Central Registry of Individuals
                                     Doing Business with SSA (Vendor
                                     File).
60-0234...........................  Employee Assistance Program (EAP)
                                     Records.
60-0236...........................  Employee Development Program
                                     Records.
60-0237...........................  Employees' Medical Records.
60-0238...........................  Pay, Leave and Attendance Records.
60-0239...........................  Personnel Records in Operating
                                     Offices.
60-0241...........................  Employee Suggestion Program Records.
60-0244...........................  Administrative Grievances Filed
                                     Under Part 771 of 5 CFR.
60-0245...........................  Negotiated Grievance Procedures.
60-0250...........................  EEO Counselor and Investigator
                                     Personnel Records.
60-0255...........................  Plans for Achieving Self-Support
                                     (PASS) Management Information
                                     System, SSA/OPB.
60-0259...........................  Claims Under the Federal Tort Claims
                                     Act and Military Personnel and
                                     Civilian Employees' Claims Act.
60-0262...........................  Attorney Applicant File.
60-0274...........................  Litigation Docket and Tracking
                                     System.
60-0275...........................  Civil Rights Complaints Filed by
                                     Members of the Public.
60-0290...........................  Social Security Administration's
                                     Customer PIN/Password (PPW) Master
                                     File System.
------------------------------------------------------------------------

SYSTEM NUMBER: 60-0001

System name:
    Assignment and Correspondence Tracking (ACT) System, Social 
Security Administration, Office of the Commissioner.

Security classification:
    None.

System Location:
    Social Security Administration, Office of the Commissioner, 6401 
Security Boulevard, Baltimore, MD 21235.

Categories of individuals covered by the system:
    Any individual or entity that makes a request or writes to the 
Commissioner of Social Security and receives a direct response from the 
Commissioner.

Categories of in the system:
    The Commissioner's incoming personal requests and correspondence 
and responses to such correspondence.

Authority for maintenance of the system:
    Section 205 of the Social Security Act (42 U.S.C. 405).

Purpose(s):
    This system is established for tracking incoming correspondence and 
reference when replying to subsequent inquiries.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    2. To the 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.
    3. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    4. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To Federal, State, and local law enforcement agencies and 
private security contractors, as appropriate, information necessary:
    (a) To enable them to protect the safety of Social Security 
Administration (SSA) employees and customers, the security of the SSA 
workplace and the operation of SSA facilities; or
    (b) To assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupt the operation of SSA facilities.

Policies for storing, retrieving, accessing, retaining, and disposing 
of records in the system:
Storage:
    Records in this system are stored in paper form and in magnetic 
media (e.g., magnetic tape and disc).

Retrievability:
    Records in this system are indexed and retrieved by the name of the 
correspondent.

Safeguards:
    Safeguards for automated records have been established in 
accordance with the Systems Security Handbook. This includes 
maintaining the records in a secured enclosure attended by security 
guards. Anyone entering or leaving the enclosure must have a special 
badge issued only to authorized personnel. Access to specific records 
in this system is limited to members of the

[[Page 1801]]

Office of the Commissioner. Also, employees are periodically briefed on 
Privacy Act requirements and Social Security Administration (SSA) 
rules, including the criminal sanctions for unauthorized disclosure of, 
or access to, personal records. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA 
data security measures.

Retention and disposal:
    General correspondence is archived after 3 years. Paper files are 
destroyed by shredding when deemed appropriate. Computer files are 
archived after 3 years.

System manager(s) and address(es):
    Director, Office of Executive Operations, Social Security 
Administration, 6401 Security Boulevard, Baltimore, MD 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Also, requesters should reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is untimely, 
incomplete, inaccurate or irrelevant. These procedures are in 
accordance with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Incoming correspondence and responses to the correspondence.

System exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0002

System name:
    Optical System for Correspondence Analysis and Response, Social 
Security Administration, Deputy Commissioner for Communications, Office 
of Public Inquires.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Public Affairs, Office of 
Public Inquiries, 6401 Security Boulevard, Baltimore, MD 21235.
    Social Security Administration, Office of Central Operations, Metro 
West Building, 300 North Greene Street, Baltimore, MD 21201.
    Social Security Administration, Office of Disability Operations, 
Security West Building, 1500 Woodlawn Drive, Baltimore, MD 21241.
    Social Security Administration, Office of Disability Operations, 
Metro West Building, 300 North Greene Street, Baltimore, MD 21201.
    Social Security Administration, Office of Hearings and Appeals, 
5107 Leesburg Pike, Falls Church, VA 22041.

Categories of individuals covered by the system:
    Records are maintained on individuals: (1) Who forward a request 
for information to the Social Security Administration (SSA) (or 
component thereof); (2) whose requests to members of Congress, the 
President, etc., are forwarded to SSA for response; (3) who forward a 
request to the Freedom of Information (FOI) Officer at SSA; and (4) 
Social Security beneficiaries (or persons inquiring on their behalf) 
who are reporting failure to receive a check or checks which they 
believe are due or are inquiring about other matters which have been 
determined to be of a critical or sensitive nature.

Categories of records in the system:
    Information in the records may include the following: name of 
claimant (if appropriate); name of individual involved (and Social 
Security number (SSN), if given); name of third party inquirer (if 
present); type of correspondence; date of correspondence; date received 
in SSA component; organizational component having initial 
responsibility for the inquiry; Congressperson name or name code (if a 
congressional inquiry); any subsequent locations that handle the 
inquiry before a final action is taken; address-to-code (official to 
whom inquiry is directed); signature code (official whose name will 
appear on the reply); computer-generated control number (six or seven 
alpha-numerics used to update or retrieve a record); subject matter 
codes (up to three that summarize the contents of the inquiry); and 
response information (types and dates of SSA's responses).

Authority for maintenance of the system:
    Sections 205(a), 1631 and Titles XI and XVIII of the Social 
Security Act (42 U.S.C. 405(a) and 1383) and section 413(b) of the 
Federal Coal Mine Health and Safety Act, as amended.

Purpose(s):
    Information about the inquiries is maintained in this system solely 
to aid in the control of correspondence through the various processing 
steps. The information may include a scanned copy of the inquiry. This 
system is used to control processing of correspondence within the SSA 
Central Office complex and the Office of Hearings and Appeals (OHA) 
headquarters in Falls Church, Virginia and to provide management

[[Page 1802]]

information regarding the correspondence process.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    2. To the Department of the Treasury to determine if a social 
security payment was issued or a check returned for cash.
    3. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an Agency function relating to this system of records.
    4. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    5. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    6. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    7. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    The records are maintained in electronic and paper form.

Retrievability:
    The data in this system are retrieved by name, SSN or control 
number.

Safeguards:
    Safeguards for automated records have been established in 
accordance with the Systems Security Handbook. This includes 
maintaining the records in a secured enclosure. Access to specific 
records is limited to employees who have a need for them in the 
performance of their official duties. Paper records are maintained in 
locked files or in buildings that are secured after normal business 
hours.
    Also, all employees periodically are briefed on Privacy Act 
requirements and SSA confidentiality rules, including the criminal 
sanctions for unauthorized disclosure of or access to personal records. 
Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for 
additional information relating to SSA data security measures.

Retention and disposal:
    Records are maintained on-line in the system from the time of 
control until 13 months after the final response is released. 
Electronic records are maintained offline for an additional five years 
before being erased. Paper records are disposed of by shredding when 
deemed no longer needed.

System manager(s) and address(es):
    Social Security Administration, Associate Commissioner, Office of 
Public Inquiries, Office of Public Affairs, 6401 Security Boulevard, 
Baltimore, MD 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification, such 
as a voter registration card, credit card, etc. If an individual does 
not have any identification documents sufficient to establish his/her 
identity, the individual must certify in writing that he/she is the 
person claimed to be and that he/she understands that the knowing and 
willful request for, or acquisition of, a record pertaining to another 
individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

[[Page 1803]]

Record access procedures:
    Same as Notification procedures. Also, requesters should reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Records in this system are derived from inquiries directed to SSA 
(or component thereof) from members of the public; individuals or 
someone acting on their behalf; the individual's claims record 
(maintained in the Claim Folder System, 60-0089); and contacts within 
and outside SSA.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0003

System name:
    Attorney Fee File, Social Security Administration, Office of 
Hearings and Appeals.

Security classification:
    None.

System Location:
    Attorney fee information is maintained in Social Security 
Administration (SSA), Office of Hearings and Appeals hearing offices, 
regional offices and OHA headquarters, as appropriate (contact the 
system manager at the address below or access http://www.socialsecurity.gov/foia/bluebook/app_f.htm for address 
information).
    When the Administrative Law Judge (ALJ) recommends approval of a 
requested fee amount which exceeds $5,000 or when there is a requested 
administrative review of fees initially authorized by the ALJ, the 
files are maintained by the Regional Chief (RC) ALJ in the appropriate 
regional office (see http://www.socialsecurity.gov/foia/bluebook/app_f.htm for address information).
    Attorney fee files relating to requested administrative review of 
fees initially authorized by the RC ALJs, as well as those where the 
Attorney Fee staff has sole jurisdiction, are maintained at:
    Social Security Administration, Office of Hearings and Appeals, 
5107 Leesburg Pike, Falls Church, VA 22041.

Categories of individuals covered by the system:
    Claimants--Title II (Retirement and Survivors Insurance (RSI) and 
Disability Insurance (DI)); Title VIII (Special Veterans Benefits); 
Title XI (claimants subject to Professional Standards Review); Title 
XVI Supplemental Security Income; and Title XVIII (HI). Effective 
October 1, 2005, the Social Security Administration (SSA) only has 
jurisdiction to determine eligibility for Title XVIII benefits, not the 
benefit amount.

Categories of records in the system:
    Attorney Fee/Petition; Fee Agreement; Authorization Order; related 
correspondence and case tracking information; and when appropriate, 
request for administrative review.

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

Purpose(s):
    Attorney fee files are used in processing attorney fee petitions, 
fee agreements, and requests for administrative review, and to respond 
to correspondence and other inquiries related to representation of 
claimants.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, the 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    3. To applicants, claimants, beneficiaries (other than the subject 
individual), authorized representatives, experts, and other 
participants at a hearing to the extent necessary to pursue a claim or 
other matter on appeal.
    4. To a claimant's representative to the extent necessary to 
dispose of a fee petition or fee agreement; except for pre-decisional 
deliberative documents, such as analyses and recommendations prepared 
for the decision-maker.
    5. To the Department of the Treasury, Internal Revenue Service, as 
necessary, for the purpose of auditing the Social Security 
Administration's compliance with safeguard provisions of the Internal 
Revenue Code of 1986, as amended.
    6. Information may be disclosed to contractors and other Federal 
agencies, as necessary, for the purpose of assisting the Social 
Security Administration (SSA) in the efficient administration of its 
programs. We will disclose information under this routine use only in 
situations in which SSA may enter into a contractual or similar 
agreement with a third party to assist in accomplishing an agency 
function relating to this system of records.
    7. To the General Services Administration and the National Archives 
and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as 
amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    8. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.

[[Page 1804]]

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records are stored either in paper form (e.g., individual case 
folders and file control cards) or electronically on disc (the Attorney 
Fee case tracking system). The records stored in paper and electronic 
files are duplicates. This is a system in transition.

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

Safeguards:
    System security is maintained in accordance with the Systems 
Security Handbook. Access to the Attorney Fee File and electronic case 
tracking records is limited to those persons whose official duties 
require such access. Control cards are stored in filing containers. The 
folders are kept on filing shelves. The paper records are kept in a 
secured storage area. All employees are instructed in SSA 
confidentiality rules as part of their initial orientation training. 
Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for 
additional information relating to SSA data security measures.

Retention and disposal:
    Attorney fee file folders are destroyed after 2 years. Control 
cards are shredded after 5 years. Any electronic case tracking records 
are deleted 5 years after final action was taken.

System manager(s) and address:
    Associate Commissioner, Office of Hearings and Appeals, Social 
Security Administration, 5107 Leesburg Pike, Falls Church, VA 22041.

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 information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters also should reasonably 
specify the record contents they are seeking. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters also should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system is derived from the claimant, his or her 
representative, appropriate members of the public, SSA and other 
Federal, State, and local agencies.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0006

System name:
    Storage of Hearing Records: Tape Cassettes, Social Security 
Administration, Office of Hearings and Appeals.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Hearings and Appeals, 
5107 Leesburg Pike, Falls Church, Virginia 22041.

Categories of individuals covered by the system:
    Claimants--Title II (Retirement and Survivors Insurance (RSI) and 
Disability Insurance (DI)); Title VIII (Special Veterans Benefits); 
Title XI (claimants subject to Professional Standards Review); Title 
XVI Supplemental Security Income; and Title XVIII (HI). Effective 
October 1, 2005, the Social Security Administration (SSA) only has 
jurisdiction to determine eligibility for Title XVIII benefits, not the 
benefit amount.

Categories of records in the system:
    Recordings of actual hearings before Administrative Law Judges 
(ALJ).

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

Purpose(s):
    The tape cassette or other electronic media, such as the compact 
disc (CD), is the basic record of the hearing conducted in an 
individual case by the ALJ. It is the source from which the documentary 
transcript is prepared. Social Security Administration (SSA) employees 
use the information as a reference to respond to subsequent 
correspondence and/or further appeal of the claim and to process an 
attorney fee petition when appropriate.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.

[[Page 1805]]

    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    3. To the Internal Revenue Service, Department of the Treasury, as 
necessary, for the purpose of auditing the Social Security 
Administration's compliance with the safeguard provisions of the 
Internal Revenue Code of 1986, as amended.
    4. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an agency function relating to this system of records.
    5. To the General Services Administration and the National Archives 
and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as 
amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    6. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    7. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Records in this system may be stored either on cassette tapes, CDs, 
or other electronic format.

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

Safeguards:
    System security is maintained in accordance with the Systems 
Security Handbook. Access to, and use of, both the cassettes and 
electronic digital records are limited to those persons whose official 
duties require such access. All employees are instructed in SSA 
confidentiality rules as part of their initial orientation training. 
Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for 
additional information relating to SSA data security measures.

Retention and disposal:
    Tape cassettes and CDs are transferred to the Washington Nation 
Records Center (WNRC) immediately after separation from the claim file. 
The cassettes and CDs are destroyed (erased) after 10 years in the 
WNRC. Electronic records are deleted when no longer needed.

System manager(s) and address(es):
    Associate Commissioner, Office of Hearings and Appeals, Social 
Security Administration, 5107 Leesburg Pike, Falls Church, VA 22041.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).
    An individual who requests access to his or her medical record must 
also name a representative in writing. The representative may be a 
physician, other health professional, or other responsible individual 
who would be willing to explain the contents of the medical record(s) 
before giving the entire medical record(s) to the individual. These 
procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 
401.55).
    A parent or guardian who requests notification of, or access to, a 
minor's medical record shall, at the time he/she makes the request, 
designate a physician or other health professional (other than a family 
member) who will be willing to explain the contents of the medical 
record(s) before giving the entire medical record(s) to the parent or 
guardian. These procedures are in accordance with SSA Regulations (20 
CFR 401.40(c) and 401.55).

[[Page 1806]]

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    The records are derived from claimants, representatives, witnesses, 
ALJs and staff persons.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0010

System name:
    Hearing Office Tracking System of Claimant Cases, Social Security 
Administration, Office of Hearings and Appeals.

Security classification:
    None.

System Location:
    All Hearing Offices: contact the system manager at the address 
below or access http://www.socialsecurity.gov/foia/bluebook/app_f.htm 
for Social Security Administration (SSA), Office of Hearings and 
Appeals hearing office address information. Program Service Centers 
(PSC): contact the system manager at the address below or access http://www.socialsecurity.gov/foia/bluebook/app_a.htm for PSC address 
information.

Categories of individuals covered by the system:
    Claimants--Title II (Retirement and Survivors Insurance (RSI) and 
Disability Insurance (DI)); Title VIII (Special Veterans Benefits); 
Title XI (claimants subject to Professional Standards Review); Title 
XVI Supplemental Security Income; and Title XVIII (HI). Effective 
October 1, 2005, SSA only has jurisdiction to determine eligibility for 
Title XVIII benefits, not the benefit amount.

Categories of in the system:
    Social Security number (SSN), claimant name, type of claim, hearing 
request receipt date, last action date, location of case within 
hearings process (Assigned to name/date: pre-hearing, scheduling, 
hearing, post-hearing, disposition date, routing and transfer).

Authority for maintenance of the system:
    Sections 205, 1631(d)(1) and 1872 of the Social Security Act.

Purpose:
    The purpose of this system is to track hearing office workload from 
the receipt of a request for hearing until the final hearing level 
disposition (decision or dismissal).

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. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    3. To the General Services Administration and the National Archives 
and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as 
amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    4. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    5. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and Practices for Storing, Retrieving, Accessing, Retaining 
and Disposing of Records in the System:
Storage:
    The records are maintained electronically or in paper format.

Retrievability:
    Records are retrieved by SSN.

Safeguards:
    Access to, and use of, the records is limited to those employees 
whose official duties require access and use. System security for 
automated records has been established in accordance with the Systems 
Security Handbook. All employees are instructed in SSA confidentiality 
rules as part of their initial orientation training. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    As each case is completed, the electronic record is transferred to 
an archive. It is retained in the archive file for two years and then 
erased. Paper records are disposed of by shredding when no longer 
needed.

System manager(s) and address:
    Associate Commissioner, Office of Hearings and Appeals, Social 
Security Administration, 5107 Leesburg Pike, Falls Church, VA 22041.

Notification procedure:
    An individual can determine if this system contains a record about 
him/her by writing to the appropriate hearing office (contact the 
system manager at the above address or access http://www.socialsecurity.gov/foia/bluebook/app_f.htm for hearing office 
address information).
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her

[[Page 1807]]

name, SSN or other information that may be in the system of records 
that will identify him/her. An individual requesting notification of 
records in person should provide the same information, as well as 
provide an identity document, preferably with a photograph, such as a 
driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is untimely, 
incomplete, inaccurate or irrelevant. These procedures are in 
accordance with SSA Regulations 20 CFR 401.65(a)).

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

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0012

System name:
    Listing and Alphabetical Name File (Folder) of Vocational Experts, 
Medical Experts, and Other Health Care Professional and/or Non-Health 
Care Professional Experts (Medicare), Social Security Administration, 
Office of Hearings and Appeals.

Security classification:
    None.

System Location:
    Medical, vocational, and other health care professional and/or non-
health care professional experts for Medicare are prepared and updated 
by the appropriate Social Security Administration (SSA) Office of 
Hearings and Appeals (OHA) regional office for each hearing office in 
their jurisdiction (contact the system manager at the address below or 
access http://www.socialsecurity.gov/foia/bluebook/app_f.htm for 
hearing office address information). The listing is maintained and used 
by each hearing office to facilitate the selection of expert witnesses.
    Social Security Administration, Office of Hearings and Appeals, 
Division of Field Practices and Procedures, 5107 Leesburg Pike, Falls 
Church, VA 22041.
    Records also are maintained at each hearing office (contact the 
system manager at the address below or access http://www.socialsecurity.gov/foia/bluebook/app_f.htm for hearing office 
address information).

Categories of individuals covered by the system:
    Medical, vocational, and other health care professional and/or non-
health care professional experts for Medicare employed under a Blanket 
Purchase Agreement (BPA) with OHA to provide expert witness services to 
OHA.

Categories of in the system:
    A list of all medical, vocational, and other health care 
professional and/or non-health care professional experts for Medicare 
under BPA, who are within the area serviced by the hearing office, and 
their usage. In addition, a folder is kept for each expert which may 
contain name, Social Security number (SSN), a copy of the BPA, 
qualifications, travel orders, invoices, and correspondence and other 
written records such as reports of contact by telephone or letter.

Authority for maintenance of the system:
    Sections 205, 1631(d)(1) (42 U.S.C. 405 and 1383), Titles XI and 
XVIII of the Social Security Act, and Section 413(b) of the Federal 
Coal Mine Health and Safety Act (the Coal Act), as amended.

Purpose(s):
    The purposes of this system are as follows: The listing 
alphabetically by name of medical, vocational, and other health care 
professional and/or non-health care professional experts for Medicare 
is used to select the expert on a rotational basis for use in a hearing 
case. Records maintained in expert witness files are used for carrying 
out administrative management responsibilities. These may be used in 
connection with budgetary planning, assessing services and usage, 
renewal of contracts, and preparing statistical or summary reports.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such

[[Page 1808]]

records by DOJ, a court or other tribunal, or another party before such 
tribunal, is relevant and necessary to the litigation, provided, 
however, that in each case, SSA determines that such disclosure is 
compatible with the purpose for which the records were collected.
    3. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an agency function relating to this system of records.
    4. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, access, retaining, and 
disposing of records in the system:
Storage:
    Records are stored in electronic and/or paper format.

Retrievability:
    Records are retrieved alphabetically by name and by hearing office.

Safeguards:
    System security for electronic records has been established in 
accordance with the Systems Security Handbook. Access to, and use of, 
the records is limited to those persons whose official duties require 
such access. Paper folders are maintained in locked filing cabinets. 
Access to, and use, is limited to those persons whose official duties 
require such access. All employees are instructed in SSA 
confidentiality rules as part of their initial training. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    Paper and electronic records are retained for at least 2 years 
after expiration of contract at which time they are disposed of by 
shredding.

System manager(s) and address(es):
    Social Security Administration, Associate Commissioner, Office of 
Hearings and Appeals, 5107 Leesburg Pike, Falls Church, VA 22041.

Notification procedures:
    An individual can determine if this system contains a record 
pertaining to him/her by writing to the applicable hearing office 
(contact the system manager at the above address or access http://www.socialsecurity.gov/foia/bluebook/app_f.htm for hearing office 
address information).
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    These records are derived from information supplied by the 
individual or information provided by SSA officials.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0013

System name:
    Records of Usage of Medical Experts, Vocational Experts, and Other 
Health Care Professional and/or Non-Health Care Professional Experts 
(Medicare), Social Security Administration, Office of Hearings and 
Appeals.

Security classification:
    None.

System Location:
    Records of medical, vocational, and other health care professional 
and/or

[[Page 1809]]

non-health care professional experts for Medicare are prepared and 
maintained in the appropriate hearing office. Usage records are also 
maintained at the appropriate Social Security Administration (SSA), 
Office of Hearings and Appeals (OHA) regional office (contact the 
system manager at the address below or access http://www.socialsecurity.gov/foia/bluebook/app_f.htm for regional office 
address information).
    Social Security Administration, Office of Hearings and Appeals, 
Division of Field Practices and Procedures, 5107 Leesburg Pike, Falls 
Church, VA 22041.

Categories of individuals covered by the system:
    Medical, vocational, and other health care professional and/or non-
health care professional experts for Medicare employed under the 
Blanket Purchase Agreement (BPA) with OHA to provide expert witness 
services to OHA.

Categories in the system:
    Records contain information about the usage of medical, vocational, 
and other health care professional and/or non-health care professional 
experts for Medicare, such as the occasions on which each expert 
supplied services to OHA.

Authority for maintenance of the system:
    Sections 205, 1631(d)(1) of the Social Security Act (42 U.S.C. 405 
and 1383), Titles XI and XVIII of the Social Security Act, and Section 
413(b) of the Federal Coal Mine Health and Safety Act, as amended.

Purpose(s):
    The purpose of this system is to provide information to enable OHA 
to measure the usage of expert witnesses and to make its determinations 
on contract and BPA renewals. The system provides information for 
statistical and summary reports.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    3. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an agency function relating to this system of records.
    4. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in paper form (e.g., folders and loose-leaf 
binders) and/or in electronic form.

Retrievability:
    Records are retrieved alphabetically by name or by BPA number.

Safeguards:
    System security for automated records has been established in 
accordance with the Systems Security Handbook. Access to paper and 
electronic records is limited to those persons whose official duties 
require such access. Paper folders are kept in file cabinets in secured 
areas. All employees are instructed in SSA confidentiality rules as 
part of their initial training. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA 
data security measures.

Retention and disposal:
    Records of usage are maintained for two years. Paper records are 
disposed of by shredding and automated records are disposed of by 
erasure when no longer needed.

System manager(s) and address(es):
    Social Security Administration, Associate Commissioner, Office of 
Hearings and Appeals, 5107 Leesburg Pike, Falls Church, VA 22041.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being

[[Page 1810]]

requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

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

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0044

System name:
    National Disability Determination Services (NDDS) File, Social 
Security Administration, Office of Disability Determinations.

Security classification:
    None.

System Location:
    Each State Disability Determination Services (DDS) office and the 
Federal Disability Determination Service (FDDS) (contact the system 
manager at the address below or access http://www.socialsecurity.gov/foia/bluebook/app_b.htm for the name and address of each State DDS and 
the FDDS).

Categories of individuals covered by the system:
    Claimants for Social Security Disability Insurance (DI) and Black 
Lung (BL) benefits, and Supplemental Security Income (SSI) payments 
alleging a disability for which the DDS processes claims.

Categories of records in the system:
    Name and Social Security number (SSN) of wage earner, claimant's 
name and address, date of birth, diagnosis, beginning and ending dates 
of disability, basis for determination, work history information, 
educational level, reexamination date (if applicable), date of 
application, names and titles of persons making or reviewing the 
determination and certain administrative data. Also included could be 
data relative to the location of the file and the status of the claim, 
copies of medical reports, and data relating to the evaluation and 
measurement of the effectiveness of claims policies.

Authority for maintenance of the system:
    5 U.S.C. 301, 30 U.S.C. 923(b), and sections 221 and 1633 of the 
Social Security Act (42 U.S.C. 421 and 1383b).

Purpose(s):
    The records are used primarily for processing Social Security Title 
II disability (DI), Title XVI SSI disability, and BL claims, for 
detection and correction of deficiencies and problems involved in this 
processing, and for case control purposes.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Disclosure may be for routine uses as indicated below:
    1. To State vocational rehabilitation agencies or the appropriate 
State agency (or agencies providing services to disabled children) for 
the consideration of rehabilitation services per sections 222 and 1615 
of the Social Security Act.
    2. To State audit agencies utilizing this information for verifying 
proper expenditure of Federal funds by the State in support of the DDS.
    3. To the Department of Veterans Affairs (DVA) for information 
requested for purposes of determining eligibility for or amount of 
veterans benefits, or verifying other information with respect thereto 
in accordance with 38 U.S.C. 5106.
    4. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    5. To a party named in an order, process, or interrogatory, in 
accordance with section 459 of the Social Security Act if a designee of 
the Agency is served with any such order, process, or interrogatory 
with respect to an individual's child support or alimony payment 
obligations.
    6. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    7. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an agency function relating to this system of records.
    8. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    9. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of

[[Page 1811]]

Federal employees, when they are performing work for the Social 
Security Administration (SSA), as authorized by law, and they need 
access to personally identifiable information in SSA records in order 
to perform their assigned Agency functions.
    10. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records are maintained in paper form, on magnetic tape or disc 
packs. The method of storage may vary from State to State and within 
the FDDS.

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

Safeguards:
    Automated records are maintained in accordance with the Systems 
Security Handbook. The records are accessible only to DDS personnel and 
subject to the restrictions on disclosures under 5 U.S.C. 552(b)(6), 21 
U.S.C. 1175, and 42 U.S.C. 1306. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA 
data security measures.

Retention and disposal:
    May vary from State to State and within the FDDS according to the 
preference, but generally each office destroys its files over a period 
varying from 6 months to 36 months unless held in an inactive storage 
under security measures for a longer period.

System manager(s) and address(es):
    Social Security Administration, Associate Commissioner, Office of 
Disability Determinations, 6401 Security Boulevard, Baltimore, Maryland 
21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by providing his/her name and SSN to the DDS Administrator, 
Disability Determination Services, c/o State in which he or she resides 
and/or information is likely to be maintained. Contact the system 
manager at the address below or access (http://www.socialsecurity.gov/foia/bluebook/app_b.htm. (Furnishing the SSN is voluntary, but it will 
make searching for an individual's record easier and avoid delay.)
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with Social Security Administration (SSA) Regulations (20 CFR 
401.40(c)).
    An individual who requests access to his or her medical record must 
also name a representative in writing. The representative may be a 
physician, other health professional, or other responsible individual 
who would be willing to explain the contents of the medical record(s) 
before giving the entire medical record(s) to the individual. These 
procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 
401.55).
    A parent or guardian who requests notification of, or access to, a 
minor's medical record shall, at the time he/she makes the request, 
designate a physician or other health professional (other than a family 
member) who will be willing to explain the contents of the medical 
record(s) before giving the entire medical record(s) to the parent or 
guardian. These procedures are in accordance with SSA Regulations (20 
CFR 401.40(c) and 401.55).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    The information to support factors of entitlement and/or continuing 
eligibility originates from claimants or those acting on their behalf, 
physicians, hospitals, and other appropriate sources. Also, information 
is received from control data that monitors the location and status of 
the claim.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0046

System name:
    Disability Determination Services Consultant File, Social Security 
Administration, Office of Disability Determinations.

Security classification:
    None.

System Location:
    Offices of State Disability Determination Services (DDS) may

[[Page 1812]]

currently maintain this type of file. Contact the system manager at the 
address below or access http://www.socialsecurity.gov/foia/bluebook/app_b.htm for the name and address of each State DDS and the Federal 
Disability Determination Services (FDDS).

Categories of individuals covered by the system:
    Physicians who have expressed a willingness to conduct consultative 
examinations for the DDS and, in some instances, other physicians with 
whom the DDS has contact. The latter are usually treating physicians. 
This file also includes, but is not limited to, psychologists, social 
workers, nurses, audiologists and vocational consultants who express a 
willingness to conduct some type of consultative service for the DDS.

Categories of records in the system:
    Information relative to a consultant's specialty, past experience 
as to the promptness with which reports are submitted, general 
thoroughness of reports, fees received, etc., and perhaps comments on 
the consultant's own preferences (such as appointment hours, etc.).

Authority for maintenance of the system:
    5 U.S.C. 301, 30 U.S.C. 923(b), and sections 221 and 1633 of the 
Social Security Act (42 U.S.C. 421 and 1383b).

Purpose(s):
    DDS personnel use this information in the selection of a consultant 
when additional medical or vocational evidence is needed for claims 
under Titles II and XVI of the Social Security Act.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from the 
office made at the request of the subject of a record.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) the United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components,is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    3. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an agency function relating to this system of records.
    4. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Each DDS maintains its own records and the method of storage may 
vary from State to State and within the FDDS. Generally, the 
information is on a file card maintained in a standard card file 
cabinet. However, some States may use an automated format.

Retrievability:
    Records are retrieved by consultant's surname.

Safeguards:
    Only authorized SSA and DDS personnel have access to these records. 
Personal information other than the name of the consultant is subject 
to the disclosure restrictions of 5 U.S.C. 552(b)(6), 21 U.S.C. 1175, 
and 42 U.S.C. 1306. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security 
measures.

Retention and disposal:
    DDS policy as to retention and disposal varies from State to State 
and within the FDDS, but generally, the file is destroyed upon death, 
retirement or relocation of the consultant.

System manager(s) and address(es):
    Social Security Administration, Associate Commissioner, Office of 
Disability Determinations, 6401 Security Boulevard, Baltimore, Maryland 
21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by providing name and address to the DDS Administrator, c/o the 
State in which he or she resides and/or information is likely to be 
maintained (contact the system manager at the address above or access 
http://www.socialsecurity.gov/foia/bluebook/app_b.htm for address 
information).
    An individual requesting notification of records in person should 
provide the same information, as well as provide an identity document, 
preferably with a photograph, such as a driver's license or some other 
means of identification. If an individual does not have any 
identification documents sufficient to establish his/her identity, the 
individual must certify in writing that he/she is the person claimed to 
be and that he/she understands that the knowing and willful request 
for, or acquisition of, a record pertaining to another individual under 
false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify

[[Page 1813]]

his/her identity by providing identifying information that parallels 
information in the record to which notification is being requested. If 
it is determined that the identifying information provided by telephone 
is insufficient, the individual will be required to submit a request in 
writing or in person. If an individual is requesting information by 
telephone on behalf of another individual, the subject individual must 
be connected with the Social Security Administration (SSA) and the 
requesting individual in the same phone call. SSA will establish the 
subject individual's identity (his/her name, Social Security number, 
address, date of birth and place of birth, along with one other piece 
of information, such as mother's maiden name) and ask for his/her 
consent in providing information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters also should reasonably 
specify the record contents being sought. These access procedures are 
in accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters also should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information is obtained mostly from the consultant. Observations of 
DDS personnel about the consultant, such as the individual's general 
promptness in filing reports, may occasionally be found in a 
consultant's file.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0050

System name:
    Completed Determination Record--Continuing Disability 
Determinations, Social Security Administration, Office of Disability 
Determinations.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Systems, 6401 Security 
Boulevard, Baltimore, MD 21235.

Categories of individuals covered by the system:
    This file contains a record on allowed disability claimants on 
which a continuing disability issue has occurred and a decision of 
continuance or cessation has been approved. This file also covers Title 
II and Title XVI disability beneficiaries who have been selected to 
receive a Ticket-to-Work as part of the Ticket-to-Work and Self-
Sufficiency Program.

Categories of records in the system:
    Name and Social Security number (SSN) of the individual and other 
data such as date of birth, district office and State agency code, date 
disability began, type of claim, reason for reopening, continuance or 
cessation code, date of termination (if applicable), date of 
completion, etc. In addition, data related to the Ticket-to-Work 
program, such as Ticket eligibility, receipt, assignment and use, 
alleged and verified earnings and suspension of continuing disability 
determinations.

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

Purpose(s):
    This system is used by the Social Security Administration (SSA) to 
(1) record the result of continuing disability investigations, and (2) 
record information related to the administration of the Ticket-to-Work 
and Self-Sufficiency Program.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service IRS, or IRS regulations.
    1. To a congressional office in response to an inquiry from the 
office made at the request of the subject of a record.
    2. To the Internal Revenue Service, Department of the Treasury, as 
necessary, for the purpose of auditing the Social Security 
Administration's compliance with the safeguard provisions of the 
Internal Revenue Code of 1986, as amended.
    3. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an agency function relating to this system of records.
    4. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    5. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    6. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    7. To the Secretary of Health and Human Services or to any State, 
the

[[Page 1814]]

Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.
    8. To contractors for the purpose of assisting SSA in the efficient 
administration of the Ticket-to-Work and Self-Sufficiency Program. 
(These contractors would be limited to the Program Manager, which is 
directly assisting the Social Security Administration (SSA) in 
administering the Ticket program, and to Employment Networks, which are 
providing services to SSA beneficiaries under the Ticket program.)
    9. To a Federal, State, or congressional support agency (e.g., 
Congressional Budget Office and the Congressional Research Staff in the 
Library of Congress) for research, evaluation, or statistical studies. 
Such disclosures include, but are not limited to, release of 
information in assessing the extent to which one can predict 
eligibility for Supplemental Security Income (SSI) payments or Social 
Security disability insurance benefits; examining the distribution of 
Social Security benefits by economic and demographic groups and how 
these differences might be affected by possible changes in policy; 
analyzing the interaction of economic and non-economic variables 
affecting entry and exit events and duration in the Title II Old Age, 
Survivors, and Disability Insurance and the Title XVI SSI disability 
programs; and, analyzing retirement decisions focusing on the role of 
Social Security benefit amounts, automatic benefit recomputation, the 
delayed retirement credit, and the retirement test, if the Social 
Security Administration (SSA):
    (a) Determines that the routine use does not violate legal 
limitations under which the record was provided, collected, or 
obtained;
    (b) Determines that the purpose for which the proposed use is to be 
made:
    (i) Cannot reasonably be accomplished unless the record is provided 
in a form that identifies individuals;
    (ii) Is of sufficient importance to warrant the effect on, or risk 
to, the privacy of the individual which such limited additional 
exposure of the record might bring;
    (iii) Has reasonable probability that the objective of the use 
would be accomplished;
    (iv) Is of importance to the Social Security program or the Social 
Security beneficiaries or is for an epidemiological research project 
that relates to the Social Security program or beneficiaries;
    (c) Requires the recipient of information to:
    (i) Establish appropriate administrative, technical, and physical 
safeguards to prevent unauthorized use or disclosure of the record and 
agree to on-site inspection by SSA's personnel, its agents, or by 
independent agents of the recipient agency of those safeguards;
    (ii) Remove or destroy the information that enables the individual 
to be identified at the earliest time at which removal or destruction 
can be accomplished consistent with the purpose of the project, unless 
the recipient receives written authorization from SSA that it is 
justified, based on research objectives, for retaining such 
information;
    (iii) Make no further use of the records except:
    (1) Under emergency circumstances affecting the health and safety 
of any individual, following written authorization from SSA;
    (2) For disclosure to an identified person, approved by SSA, for 
the purpose of auditing the research project;
    (iv) Keep the data as a system of statistical records. A 
statistical record is one which is maintained only for statistical and 
research purposes and which is not used to make any determination about 
an individual;
    (d) Secures a written statement by the recipient of the information 
attesting to the recipient's understanding of, and willingness to abide 
by, these provisions.

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 tapes).

Retrievability:
    The records are retrieved by the SSN.

Safeguards:
    Only authorized personnel having a need for this information in the 
performance of their official duties have access to this data under 
stringent security measures involving guards, building passes and 
photographs, etc. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security 
measures.

Retention and disposal:
    The records are maintained indefinitely.

System manager(s) and address(es):
    Social Security Administration, Office of Disability 
Determinations, 6401 Security Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by contacting the system manager at the address shown above and 
furnishing his or her name, SSN, approximate date and place claim was 
filed, type of claim (DI, BL, or SSI), and return address. (Furnishing 
the SSN is voluntary, but it will make searching for an individual's 
record easier and avoid delay.)
    An individual requesting notification of records in person should 
provide the same information, as well as provide an identity document, 
preferably with a photograph, such as a driver's license or some other 
means of identification. If an individual does not have any 
identification documents sufficient to establish his/her identity, the 
individual must certify in writing that he/she is the person claimed to 
be and that he/she understands that the knowing and willful request 
for, or acquisition of, a record pertaining to another individual under 
false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal

[[Page 1815]]

offense. These procedures are in accordance with SSA Regulations (20 
CFR 401.40(c)).
    An individual who requests access to his or her medical record must 
also name a representative in writing. The representative may be a 
physician, other health professional, or other responsible individual 
who would be willing to explain the contents of the medical record(s) 
before giving the entire medical record(s) to the individual. These 
procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 
401.55).
    A parent or guardian who requests notification of, or access to, a 
minor's medical record shall, at the time he/she makes the request, 
designate a physician or other health professional (other than a family 
member) who will be willing to explain the contents of the medical 
record(s) before giving the entire medical record(s) to the parent or 
guardian. These procedures are in accordance with SSA Regulations (20 
CFR 401.40(c) and 401.55).

Record access procedures:
    Same as Notification procedures. Requesters also should reasonably 
specify the record contents being sought. These access procedures are 
in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    These records summarize information contained in the claims folder 
which was obtained from the individual or someone acting on the 
individual's behalf and from this individual's physician or a physician 
performing a consultative examination or from hospitals and other 
treatment sources.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0058

System name:
    Master Files of Social Security Number (SSN) Holders and SSN 
Applications, Social Security Administration, Office of Systems.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Telecommunications and 
Systems Operations, 6401 Security Boulevard, Baltimore, Maryland 21235.
    Social Security Administration, Office of Central Operations, Metro 
West Building, 300 N. Greene Street, Baltimore, Maryland 21201.
    Records may also be maintained at contractor sites (contact the 
system manager at the address below to obtain contractor addresses).

Categories of individuals covered by the system:
    This system contains a record of each individual who has applied 
for and been assigned a Social Security number (SSN). Also, each 
individual who applied for an SSN, but was not assigned one due to the 
following:
     His/her application was supported by documents which are 
suspected to be fraudulent and are being verified with the issuing 
agency, or have been determined to be fraudulent, or
     Fraud is not suspected, but further verification of 
information on his/her application or additional supporting documents 
are needed, or
     None of the above applies, but processing of the 
application has not yet been completed.

Categories of in the system:
    This system contains:
     All of the information received on applications for SSNs 
(e.g., name, date and place of birth, sex, both parents' names, and 
race/ethnic data) (in the case of an application for an SSN for an 
individual who has not attained the age of 18, the SSNs of the parents 
are maintained), and any changes in the information on the applications 
that are submitted by the SSN holders;
     Information from applications supported by evidence 
suspected or determined to be fraudulent, along with the mailing 
addresses of the individuals who filed such applications and 
descriptions of the documentation they submitted;
     Cross-references where multiple numbers have been issued 
to the same individual;
     Form code that identifies the form SS-5 (Application for a 
Social Security Number) as the application for the initial issuance of 
an SSN, or for changing the identifying information (e.g., a code 
indicating original issuance of the SSN, or that the application was 
enumeration at birth);
     Citizenship code that identifies the number holder status 
as a U.S. citizen or the work authorization of a noncitizen;
     Special indicator code that identifies type or 
questionable data or special circumstance concerning an application for 
an SSN (e.g., false identity; illegal alien; scrambled earnings; SSN 
assigned based on harassment, abuse or life endangerment); and
     An indication that a benefit claim has been made under a 
particular SSN(s).

Authority for maintenance of the system:
    Sections 205(a) and 205(c)(2) of the Social Security Act (42 U.S.C. 
405(a) and 405(c)(2)).

Purpose(s):
    Information in this system is used by the Social Security 
Administration (SSA) to assign SSNs. The information also is used for a 
number of administrative purposes, such as:
     By SSA components for various Old Age, Survivors and 
Disability Insurance, Supplemental Security Income, and Medicare/
Medicaid claims purposes including usage of the SSN itself as a case 
control number and a secondary beneficiary cross-reference control 
number for enforcement purposes and use of the SSN record data for 
verification of claimant identity factors and for other claims purposes 
related to establishing benefit entitlement;
     By SSA as a basic control for retained earnings 
information;
     By SSA as a basic control and data source to prevent 
issuance of multiple SSNs;
     As the means to identify reported names or SSNs on 
earnings reports;
     For resolution of earnings discrepancy cases;
     For statistical studies;
     By the Office of the Inspector General, Office of Audit, 
for auditing benefit payments under Social Security programs;
     By the Department of Health and Human Services (DHHS), 
Office of Child Support Enforcement for locating parents who owe child 
support;
     By the National Institute of Occupational Safety and 
Health for epidemiological research studies required by the 
Occupational Safety and Health Act of 1974;
     By the DHHS Office of Refugee Resettlement for 
administering Cuban refugee assistance payments;
     By the DHHS Centers for Medicare and Medicaid Services 
(CMS) for administering Titles XVIII and XIX claims.
     By the Secretary of the Treasury for use in administering 
those sections of

[[Page 1816]]

the Internal Revenue Code of 1986 which grant tax benefits based on 
support or residence of children. (Applies specifically to SSNs of 
parents provided on applications for SSNs for individuals who have not 
attained the age of 18); and
     By SSA to prevent the processing of an SSN card 
application for an individual whose application is identified as having 
been supported by evidence that either:

    --Is suspect and being verified, or
    --Has been determined to be fraudulent.

    With this system in place, clerical investigation and intervention 
is required. Social Security offices are alerted when an applicant 
attempting to obtain an SSN card visits other offices in an attempt to 
find one which might unwittingly accept fraudulent documentation.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by statute, the Internal Revenue 
Service IRS, or IRS regulations.
    1. To employers in order to complete their records for reporting 
wages to SSA pursuant to the Federal Insurance Contributions Act and 
section 218 of the Social Security Act.
    2. To Federal, State and local entities for the purpose of 
administering income-maintenance and health-maintenance programs, where 
such use of the Social Security number is authorized by Federal 
statute.
    3. To the Department of Justice, Federal Bureau of Investigation 
and United States Attorneys Offices, and to the Department of the 
Treasury, United States Secret Service, for investigating and 
prosecuting violations of the Social Security Act.
    4. To the Department of Homeland Security, United States 
Citizenship and Immigration Services, for identifying and locating 
aliens in the United States pursuant to requests received under section 
290(b) of the Immigration and Nationality Act (8 U.S.C. 1360(b)).
    5. To a contractor for the purpose of collating, evaluating, 
analyzing, aggregating or otherwise refining records when the Social 
Security Administration contracts with a private firm. (The contractor 
shall be required to maintain Privacy Act safeguards with respect to 
such records.)
    6. To the Railroad Retirement Board for:
    (a) Administering provisions of the Railroad Retirement and Social 
Security Act relating to railroad employment; and
    (b) Administering the Railroad Unemployment Insurance Act.
    7. To the Department of Energy for its epidemiological research 
study of the long-term effects of low-level radiation exposure, as 
permitted by Social Security Administration Regulations 20 CFR 
401.150(c).
    8. To the Department of the Treasury for:
    (a) Tax administration as defined in section 6103 of the Internal 
Revenue Code (IRC) (26 U.S.C. 6103);
    (b) Investigating the alleged theft, forgery, or unlawful 
negotiation of Social Security checks; and
    (c) Administering those sections of the IRC which grants tax 
benefits based on support or residence of children. (As required by 
section 1090(b) of the Taxpayer Relief Act of 1997, Pub. L. 105-34, 
this routine use applies specifically to the Social Security numbers 
(SSN) of parents shown on an application for an SSN for an individual 
who has not attained the age of 18.
    9. To a congressional office in response to an inquiry from the 
office made at the request of the subject of a record.
    10. To the Department of State for administering the Social 
Security Act in foreign countries through facilities and services of 
that agency.
    11. To the American Institute, a private corporation under contract 
to the Department of State, for administering the Social Security Act 
on Taiwan through facilities and services of that agency.
    12. To the Department of Veterans Affairs, Regional Office, Manila, 
Philippines, for administering the Social Security Act in the 
Philippines and other parts of the Asia-Pacific region through 
facilities and services of that agency.
    13. To the Department of Labor for:
    (a) Administering provisions of the Black Lung Benefits Act; and
    (b) Conducting studies of the effectiveness of training programs to 
combat poverty.
    14. To Department of Veterans Affairs (DVA) for the following 
purposes:
    (a) For the purpose of validating Social Security numbers of 
compensation recipients/pensioners in order to provide the release of 
accurate pension/compensation data by DVA to the Social Security 
Administration for Social Security program purposes; and
    (b) Upon request, for purposes of determining eligibility for or 
amount of DVA benefits, or verifying other information with respect 
thereto.
    15. To Federal agencies which use the Social Security number (SSN) 
as a numerical identifier in their record-keeping systems, for the 
purpose of validating SSNs.
    16. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity when DOJ (or 
SSA when it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof when SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    17. To State audit agencies for auditing State supplementation 
payments and Medicaid eligibility considerations.
    18. To the Social Security agency of a foreign country to carry out 
the purpose of an international Social Security agreement entered into 
between the United States and the other country, pursuant to section 
233 of the Social Security Act.
    19. To Federal, State, or local agencies (or agents on their 
behalf) for the purpose of validating Social Security numbers used in 
administering cash or non-cash income maintenance programs or health 
maintenance programs (including programs under the Social Security 
Act).
    20. To third party contacts (e.g., State bureaus of vital 
statistics and the Department of Homeland Security that issue documents 
to individuals) when the party to be contacted has, or is expected to 
have, information which will verify documents when the Social Security 
Administration is unable to determine if such documents are authentic.
    21. To the Department of Justice, Criminal Division, Office of 
Special Investigations, upon receipt of a request for information 
pertaining to the identity and location of aliens for the

[[Page 1817]]

purpose of detecting, investigating, and, when appropriate, taking 
legal action against suspected Nazi war criminals in the United States.
    22. To the Selective Service System for the purpose of enforcing 
draft registration pursuant to the provisions of the Military Selective 
Service Act (50 U.S.C. App. 462, as amended by section 916 of Pub. L. 
97-86).
    23. To contractors and other Federal agencies, as necessary, for 
the purpose of assisting the Social Security Administration (SSA) in 
the efficient administration of its programs. We will disclose 
information under this routine use only in situations in which SSA may 
enter into a contractual or similar agreement with a third party to 
assist in accomplishing an Agency function relating to this system of 
records.
    24. To organizations or agencies such as prison systems that are 
required by law to furnish Social Security Administration with 
validated Social Security number information.
    25. To the General Services Administration and the National 
Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 
2906, as amended by the NARA Act of 1984, information which is not 
restricted from disclosure by Federal law for the use of those agencies 
in conducting records management studies.
    26. To Department of Veterans Affairs (DVA) or third parties under 
contract to that agency Social Security numbers and dates of birth may 
be disclosed for the purpose of conducting DVA medical research and 
epidemiological studies.
    27. To the Office of Personnel Management (OPM) upon receipt of a 
request from that agency in accordance with 5 U.S.C. 8347(m)(3), Social 
Security number information when OPM needs the information to 
administer its pension program for retired Federal Civil Service 
employees.
    28. To the Department of Education, upon request, verification of 
Social Security numbers which are provided by students to postsecondary 
educational institutions, as required by Title IV of the Higher 
Education Act of 1965 (20 U.S.C. 1091).
    29. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    30. To Federal, State, and local law enforcement agencies and 
private security contractors, as appropriate, information necessary:
    (a) To enable them to protect the safety of Social Security 
Administration (SSA) employees and customers, the security of the SSA 
workplace and the operation of SSA facilities; or
    (b) To assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupt the operation of SSA facilities.
    31. To recipients of erroneous Death Master File (DMF) information, 
corrections to information that resulted in erroneous inclusion of 
individuals in the DMF.
    32. To State vital records and statistics agencies, the Social 
Security numbers of newborn children for administering public health 
and income maintenance programs, including conducting statistical 
studies and evaluation projects.
    33. To State motor vehicle agencies (MVA), verification of personal 
identification data (i.e., name, Social Security number, and date of 
birth) concerning individuals who apply for, or are issued, drivers' 
licenses or other identification documents. In performing such 
``verification,'' the Social Security Administration (SSA) may indicate 
whether the identifying data furnished by a State MVA concerning an 
individual match, or do not match, data maintained in this system of 
records, and SSA may identify the particular data elements that do not 
match. SSA will not disclose information from this system of records 
which does not match the information furnished by the State MVA.
    34. To entities conducting epidemiological or similar research 
projects, upon request, information as to whether an individual is 
alive or deceased pursuant to section 1106(d) of the Social Security 
Act (42 U.S.C. 1306(d)), provided that:
    (a) The Social Security Administration (SSA) determines, in 
consultation with the Department of Health and Human Services, that the 
research may reasonably be expected to contribute to a national health 
interest; and
    (b) The requester agrees to reimburse SSA for the costs of 
providing the information; and
    (c) The requester agrees to comply with any safeguards and 
limitations specified by SSA regarding re-release or re-disclosure of 
the information.
    35. To employers in connection with a pilot program, conducted with 
the Department of Homeland Security under 8 U.S.C. 1324a(d)(4) to test 
methods of verifying that individuals are authorized to work in the 
United States, the Social Security Administration will inform an 
employer participating in such pilot program that the identifying data 
(Social Security number, name and date of birth) furnished by an 
employer concerning a particular employee match, or do not match, the 
data maintained in this system of records, and when there is such a 
match, that information in this system of records indicates that the 
employee is, or is not, a citizen of the United States.
    36. To a State bureau of vital statistics (BVS) that is authorized 
by States to issue electronic death reports when the State BVS requests 
the Social Security Administration to verify the Social Security number 
(SSN) of an individual on whom an electronic death report will be filed 
after SSN verification.
    37. To the Department of Defense (DOD) validated Social Security 
number information and citizenship status information for the purpose 
of assisting DOD in identifying those members of the Armed Forces and 
military enrollees who are aliens or noncitizen nationals that may 
qualify for expedited naturalization or citizenship processing. These 
disclosures will be made pursuant to requests made under section 329 of 
the Immigration and Nationality Act, 8 U.S.C. 1440, as executed by 
Executive Order 13269.
    38. To a Federal, State, or congressional support agency (e.g., 
Congressional Budget Office and the Congressional Research Staff in the 
Library of Congress) for research, evaluation, or statistical studies. 
Such disclosures include, but are not limited to, release of 
information in assessing the extent to which one can predict 
eligibility for Supplemental Security Income (SSI) payments or Social 
Security disability insurance benefits; examining the distribution of 
Social Security benefits by economic and demographic groups and how 
these differences might be affected by possible changes in policy; 
analyzing the interaction of economic and non-economic variables 
affecting entry and exit events and duration in the Title II Old Age, 
Survivors, and Disability Insurance and the Title XVI SSI disability 
programs; and, analyzing retirement decisions focusing on the role of 
Social Security benefit amounts, automatic benefit recomputation, the 
delayed retirement credit, and the retirement test, if the Social 
Security Administration (SSA):
    (a) Determines that the routine use does not violate legal 
limitations under which the record was provided, collected, or 
obtained;

[[Page 1818]]

    (b) Determines that the purpose for which the proposed use is to be 
made:
    (i) Cannot reasonably be accomplished unless the record is provided 
in a form that identifies individuals;
    (ii) Is of sufficient importance to warrant the effect on, or risk 
to, the privacy of the individual which such limited additional 
exposure of the record might bring;
    (iii) Has reasonable probability that the objective of the use 
would be accomplished;
    (iv) Is of importance to the Social Security program or the Social 
Security beneficiaries or is for an epidemiological research project 
that relates to the Social Security program or beneficiaries;
    (c) Requires the recipient of information to:
    (i) Establish appropriate administrative, technical, and physical 
safeguards to prevent unauthorized use or disclosure of the record and 
agree to on-site inspection by SSA's personnel, its agents, or by 
independent agents of the recipient agency of those safeguards;
    (ii) Remove or destroy the information that enables the individual 
to be identified at the earliest time at which removal or destruction 
can be accomplished consistent with the purpose of the project, unless 
the recipient receives written authorization from SSA that it is 
justified, based on research objectives, for retaining such 
information;
    (iii) Make no further use of the records except:
    (1) Under emergency circumstances affecting the health and safety 
of any individual, following written authorization from SSA;
    (2) For disclosure to an identified person approved by SSA for the 
purpose of auditing the research project;
    (iv) Keep the data as a system of statistical records. A 
statistical record is one which is maintained only for statistical and 
research purposes and which is not used to make any determination about 
an individual;
    (d) Secures a written statement by the recipient of the information 
attesting to the recipient's understanding of, and willingness to abide 
by, these provisions.
    39. To State and Territory Motor Vehicle Administration officials 
(or agents or contractors on their behalf) and State and Territory 
chief election officials to verify the accuracy of information provided 
by the State agency with respect to applications for voter 
registration, for whom the last four digits of the Social Security 
number are provided instead of a driver's license number.
    40. To State and Territory Motor Vehicle Administration officials 
(or agents or contractors on their behalf) and State and Territory 
chief election officials, under the provisions of section 205(r)(8) of 
the Social Security Act (42 U.S.C. 408(r)(8)), to verify the accuracy 
of information provided by the State agency with respect to 
applications for voter registration for those individuals who do not 
have a driver's license number:
    (a) For whom the last four digits of the Social Security number 
(SSN) are provided, or
    (b) For whom the full SSN is provided in accordance with section 7 
of the Privacy Act (5 U.S.C. 552a note), as described in section 
303(a)(5)(D) of the Help America Vote Act of 2002 (42 U.S.C. 
15483(a)(5)(D).
    41. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records in this system are maintained in paper form (e.g., Forms 
SS-5 (Application for an SSN card), and system generated forms); 
magnetic media (e.g., magnetic tape and disc with on-line access); in 
microfilm and microfiche form and on electronic files (e.g., NUMIDENT 
and Alpha-Index).

Retrievability:
    Records of SSN holders are indexed by both SSN and name. Records of 
applications that have been denied because the applicant submitted 
fraudulent evidence, or that are being verified because the evidence is 
suspected to be fraudulent, are indexed either by the applicant's name 
plus month and year of birth, or by the applicant's name plus the 
eleven-digit reference number of the disallowed application.

Safeguards:
    Safeguards for automated records have been established in 
accordance with the Systems Security Handbook. This includes 
maintaining the magnetic tapes and discs within a secured enclosure 
attended by security guards. Anyone entering or leaving this enclosure 
must have a special badge issued only to authorized personnel.
    For computerized records electronically transmitted between Central 
Office and Field Office locations (including organizations 
administering SSA programs under contractual agreements), safeguards 
include a lock/unlock password system, exclusive use of leased 
telephone lines, a terminal-oriented transaction matrix, and an audit 
trail. All microfilm, microfiche, and paper files are accessible only 
by authorized personnel who have a need for the records in the 
performance of their official duties.
    Expansion and improvement of SSA telecommunications systems has 
resulted in the acquisition of terminals equipped with physical key 
locks. The terminals also are fitted with adapters to permit the future 
installation of data encryption devices and devices to permit the 
identification of terminal users. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA 
data security measures.

Retention and disposal:
    Most paper forms are retained only until they have been filmed and 
verified for accuracy. They then are destroyed by shredding. 
Electronic, as well as updated microfilm and microfiche records, are 
retained indefinitely. All tape, discs, microfilm and microfiche files 
are updated periodically. Out-of-date magnetic tapes and discs are 
erased. Out-of-date microfiches are disposed of by shredding.

System manager(s) and address(es):
    Director, Division of Enumeration Verification and Death Alerts, 
Office of Earnings, Enumeration and Administrative Systems, Social 
Security Administration, 6401 Security Boulevard, Baltimore, MD 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to

[[Page 1819]]

establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

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 
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:
    Information in this system is obtained from SSN applicants (or 
individuals acting on their behalf) and generated internally by SSA. 
The SSN itself is assigned to the individual as a result of internal 
processes of this system.

System exemptions from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0059

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

Security classification:
    None.

System Location:
    Social Security Administration, Office of Systems, 6401 Security 
Boulevard, Baltimore, Maryland 21235.
    Social Security Administration, Office of Earnings, Enumerations 
and Administrative Systems, 6401 Security Boulevard, Baltimore, 
Maryland 21235.
    Social Security Administration, Office of Central Operations, Metro 
West Building, 300 North Greene Street, Baltimore, Maryland 21201.
    Records also may be located at contractor sites and in Social 
Security Administration (SSA) program service centers (PSC) (contact 
the system manager at the address below for contractor and PSC 
addresses).

Categories of individuals covered by the system:
    This system contains information about individuals who have been 
issued a Social Security number (SSN) and who may or may not have 
earnings under Social Security; or any person requesting, reporting, 
changing and/or inquiring about earnings information; or any person 
affected by the Coal Industry Retiree Health Benefit Act of 1992; or 
any person having a vested interest in a private pension fund.

Categories of in the system:
    This system contains records of every SSN holder, his/her name, 
date of birth, sex, and race/ethnic data and a summary of his/her 
yearly earnings and quarters of coverage; special employment codes 
(i.e., self-employment, military, agriculture, and railroad); benefit 
status information; employer identification (i.e., employer 
identification numbers and pension plan numbers); minister waiver forms 
(i.e., forms filed by the clergy for the election or waiver of coverage 
under the Social Security Act); correspondence received from 
individuals pertaining to the above-mentioned items; the replies to 
such correspondence; information about miners and their families needed 
to administer the Coal Industry Retiree Health Benefit Act of 1992 and 
pension plan information (i.e., nature, form, and amount of vested 
benefits); and information about the period during which an employee or 
self-employed person is exempt from coverage and taxes under the social 
security system of a foreign country as a result of a Social Security 
agreement between the United States and that foreign country.

Authority for maintenance of the system:
    Sections 205(a) and 205(c)(2) and 233 of the Social Security Act 
(42 U.S.C. 405 and 433), the Federal Records Act of 1950 (64 Stat. 
583), and the Employee Retirement Income Security Act of 1974 (Pub. L. 
93-406), and the Coal Industry Retiree Health Benefit Act of 1992 (Pub. 
L. 102-486, 106 Stat. 2776).

Purpose(s):
    This system is used for the following purposes:
     As a primary working record file of all SSN holders;
     As a quarterly record detail file to provide full data in 
wage investigation cases;
     To provide information for determining amount of benefits;
     To record all incorrect or incomplete earnings items;
     To reinstate incorrectly or incompletely reported earnings 
items;
     To record the latest employer of a wage earner;
     For statistical studies;
     For identification of possible overpayments of benefits;
     For identification of individuals entitled to additional 
benefits;
     To provide information to employers/former employers for 
correcting or reconstructing earnings records and for Social Security 
tax purposes;
     To provide workers and self-employed individuals with 
earnings statements or quarters of coverage statements;
     To provide information to SSA's Office of the Inspector 
General for auditing benefit payments under Social Security programs;
     To provide information to the National Institute for 
Occupational Safety and Health for epidemiological research studies 
required by the Occupational Health and Safety Act of 1974;
     To assist SSA in responding to general inquiries about 
Social Security, including earnings or adjustments to earnings, and in 
preparing responses to subsequent inquiries;

[[Page 1820]]

     To store minister waivers, thus preventing erroneous 
payment of Social Security benefits;
     To make assignments of responsibility for paying premiums 
and to perform other functions under the Coal Industry Retiree Health 
Benefit Act of 1992;
     To issue certificates of coverage forms for United States 
citizens and residents who qualify for a foreign coverage exemption 
under the terms of a Social Security agreement between the United 
States and another country;
     To determine whether an individual who requests a 
certificate of coverage, establishing a foreign coverage exemption 
under a Social Security agreement, has been issued one or more 
certificates in the past; and
     To respond to inquiries concerning a worker's Social 
Security coverage status from an appropriate agency in a country which 
has a Social Security agreement with the United States.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service IRS, or IRS regulations.
    1. To employers or former employers, including State Social 
Security administrators, for correcting and reconstructing State 
employee earnings records and for Social Security purposes.
    2. To the Department of the Treasury for:
    (a) Investigating the alleged forgery, or unlawful negotiation of 
Social Security checks; and
    (b) Tax administration as defined in 26 U.S.C. 6103 of the Internal 
Revenue Code.
    3. To the Railroad Retirement Board for administering provisions of 
the Railroad Retirement and Social Security Acts relating to railroad 
employment.
    4. To the Department of Justice (Federal Bureau of Investigation 
and United States Attorneys) for investigating and prosecuting 
violations of the Social Security Act.
    5. To a contractor for the purpose of collating, evaluating, 
analyzing, aggregating or otherwise refining records when the Social 
Security Administration contracts with a private firm. (The contractor 
shall be required to maintain Privacy Act safeguards with respect to 
such records.)
    6. To the Department of Energy for their study of low-level 
radiation exposure.
    7. To a congressional office in response to an inquiry from the 
congressional office made at the request of the subject of a record.
    8. To the Department of State for administering the Social Security 
Act in foreign countries through services and facilities of that 
agency.
    9. To the American Institute, a private corporation under contract 
to the Department of State, for administering the Social Security Act 
on Taiwan through facilities and services of that agency.
    10. To the Department of Veterans Affairs, Regional Office, Manila, 
Philippines, for administering the Social Security Act in the 
Philippines and other parts of the Asia-Pacific region through services 
and facilities of that agency.
    11. To State audit agencies for auditing State supplementation 
payments and Medicaid eligibility considerations.
    12. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    13. To a party named in an order, process, or interrogatory, in 
accordance with section 459 of the Social Security Act if a designee of 
the Agency is served with any such order, process, or interrogatory 
with respect to an individual's child support or alimony payment 
obligations.
    14. To the Social Security Agency of a foreign country, to carry 
out the purpose of an international Social Security agreement entered 
into between the United States and the other country, pursuant to 
section 233 of the Social Security Act.
    15. To Federal, State, or local agencies (or agents on their 
behalf) for the purpose of validating Social Security numbers used in 
administering cash or non-cash income maintenance programs or health 
maintenance programs (including programs under the Social Security 
Act).
    16. To officers and employees of Federal, State or local agencies 
upon written request in accordance with the Internal Revenue Code (IRC) 
U.S.C. 6103(l)(7)), tax return information (e.g., information with 
respect to net earnings from self-employment, wages, payments of 
retirement income which have been disclosed to the Social Security 
Administration, and business and employment addresses) for purposes of, 
and to the extent necessary in, determining an individual's eligibility 
for, or the correct amount of, benefits under certain programs listed 
in the IRC. These programs are:
    (a) Temporary Assistance to Needy Families provided under a State 
plan approved under part A of Title IV of the Social Security Act;
    (b) Medical assistance provided under a State plan approved under 
Title XIX of the Social Security Act;
    (c) Supplemental Security Income benefits provided under Title XVI 
of the Social Security Act, and federally administered supplementary 
payments of the type described in section 1616(a) of the Social 
Security Act (including payments pursuant to an agreement entered into 
under section 212(a) of Pub. L. 93-66);
    (d) Any benefits provided under a State plan approved under Title 
I, X, XIV, or XVI of the Social Security Act (as those Titles apply to 
Puerto Rico, Guam and the Virgin Islands);
    (e) Unemployment compensation provided under a State law described 
in section 3304 of the IRC;
    (f) Assistance provided under the Food Stamp Act of 1977; and
    (g) State-administered supplementary payments of the type described 
in section 1616(a) of the Social Security Act (including payments 
pursuant to an agreement entered into under section 212(a) of Pub. L. 
93-66).
    17. To appropriate officers and employees of a State or local child 
support enforcement agency, upon written request in accordance with the 
Internal Revenue Code (26 U.S.C. 6103(l)(8)), tax return information 
(e.g., information with respect to net earnings from self-employment, 
wages, payments of retirement income which have been disclosed to the 
Social Security Administration, and business and

[[Page 1821]]

employment addresses) for purposes of, and to the extent necessary in:
    (a) Establishing and collecting child support obligations from 
individuals who owe such obligations, and
    (b) Locating those individuals under a program established under 
Title IV-D of the Social Security Act (42 U.S.C. 651ff).
    18. To the Office of Personnel Management (OPM) the fact that a 
veteran is, or is not, eligible for retirement insurance benefits under 
the Social Security program for OPM's use in determining a veteran's 
eligibility for a civil service retirement annuity and the amount of 
such annuity.
    19. To the Department of Homeland Security (United States 
Citizenship and Immigration Services in accordance with 8 U.S.C. 
1360(b), employee and employer name and address information for the 
purpose of informing that agency of the identities and locations of 
aliens who appear to be illegally employed.
    20. To contractors and other Federal agencies, as necessary, for 
the purpose of assisting the Social Security Administration (SSA) in 
the efficient administration of its programs. We will disclose 
information under this routine use only in situations in which SSA may 
enter into a contractual or similar agreement with a third party to 
assist in accomplishing an Agency function relating to this system of 
records.
    21. To the Office of Personnel Management information derived from 
this system for the purpose of computing civil service annuity offsets 
of civil service annuitants with military service or the survivors of 
such individuals pursuant to provisions of section 307 of Pub. L. 97-
253.
    22. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    23. To the Office of Personnel Management, upon written request, 
tax return information for the purpose of administering the Civil 
Service and Federal Employees Retirement Systems in accordance with 
Chapter 83 and 84 of Title 5, U.S.C.
    24. To Rehabilitation Services Administration (RSA) for use in its 
program studies of, and development of enhancements for, State 
vocational rehabilitation programs. These are programs to which 
applicants or beneficiaries under Titles II and/or XVI of the Social 
Security Act may be referred. Data released to RSA will not include any 
personally identifying information (such as names or Social Security 
numbers).
    25. To Department of Veterans Affairs in accordance with the 
Internal Revenue Code (26 U.S.C. 6103(l)(7)), upon written request, tax 
return information for purposes of, and to the extent necessary for 
determining eligibility for, or the amount of, benefits under the 
following programs:
    (a) Any needs-based pension provided under chapter 15 of Title 38, 
U.S.C. or under any other law administered by the Secretary of Veterans 
Affairs;
    (b) Parents' dependency and indemnity compensation provided under 
section 1315 of Title 38, U.S.C.;
    (c) Health-care services furnished under sections 1710(a)(1)(I), 
1710(a)(2), 1710(b), and 1712(a)(2)(B) of Title 38, U.S.C.;
    (d) Compensation paid under chapter 11 of Title 38, U.S.C., at the 
100 percent rate based solely on unemployables and without regard to 
the fact that the disability or disabilities are not rated as 100 
percent disabling under the rating schedule.
    The tax return information which may be disclosed under this 
paragraph includes wages, net earnings from self-employment, payments 
of retirement income which have been disclosed to the Social Security 
Administration, and business and employment addresses, except that 
information on payments of retirement income will not be disclosed for 
use with respect to programs described in subparagraph (d).
    26. To trustees of the United Mine Workers of America Combined 
Benefit Fund pursuant to section 9706(e)(1) of the Internal Revenue 
Code as added by the Coal Industry Retiree. Health Benefit Act of 1992, 
Pub. L. 102-486, 106 Stat. 2776 (codified at 26 U.S.C. 9701-9721 
(1992)), the identity of each coal industry assigned operator 
determined to be responsible for annual premiums, and the names and 
Social Security numbers of eligible beneficiaries with respect to whom 
the operator is identified.
    27. To the United Mine Workers of America Combined Benefit Fund 
pursuant to section 9706(e)(2) of the Internal Revenue Code as added by 
the Coal Industry Retiree Health Benefit Act of 1992, Pub. L. 102-486, 
106 Stat. 2776 (codified at 26 U.S.C. 9701-9721 (1992)), the names and 
Social Security numbers of eligible beneficiaries who have been 
assigned to a coal industry assigned operator responsible for that 
individual's annual premiums payable and a brief summary of the facts 
related to the basis for such assignments.
    28. To the coal industry assigned operator determined to be 
responsible for an individual's annual premiums payable to the United 
Mine Workers of America Combined Benefit Fund pursuant to section 
9706(f)(1) of the Internal Revenue Code as added by the Coal Industry 
Retiree Health Benefit Act of 1992, Pub. L. 102-486, 106 Stat. 2776 
(codified at 26 U.S.C. 9701-9721 (1992)), detailed information from an 
individual's work history and other detailed information as to the 
basis for the assignment of that individual.
    29. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    30. To entities conducting epidemiological or similar research 
projects, upon request, information as to whether an individual is 
alive or deceased pursuant to section 1106(d) of the Social Security 
Act (42 U.S.C. 1306(d)), provided that:
    (a) The Social Security Administration (SSA) determines, in 
consultation with the Department of Health and Human Services, that the 
research may reasonably be expected to contribute to a national health 
interest; and
    (b) The requester agrees to reimburse SSA for the costs of 
providing the information; and
    (c) The requester agrees to comply with any safeguards and 
limitations specified by SSA regarding re-release or re-disclosure of 
the information.
    31. To Federal, State, and local agencies for determining alien 
applicants' eligibility for programs or benefit programs covered by 
sections 402, 412, 421 and/or 435 of the Personal Responsibility and 
Work Opportunity Reconciliation Act of 1996, Pub. L. 104-193, SSA will 
disclose information regarding quarters of coverage (non-tax return 
information) earned by:
     The alien applicant;
     His/her parents while the alien was under age 18; and/or
     His/her spouse during the marriage (if the alien remains 
married to such spouse or the marriage ended with the death of the 
spouse).
    32. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so

[[Page 1822]]

disclosed under applicable rules, regulations and procedures in effect 
before the date of enactment of the Social Security Independence and 
Program Improvements Act of 1994.
    33. To the Department of Housing and Urban Development (HUD) in 
accordance with the Internal Revenue Code (26 U.S.C. 6103(l)(7)), upon 
written request, tax return information (e.g., information with respect 
to wages, net earnings from self-employment, and payments of retirement 
income which have been disclosed to the Social Security 
Administration,) for use by HUD in an initial or periodic review of the 
income of an applicant or participant in any HUD housing assistance 
program.
    34. To any source that has, or is expected to have, information 
that the Social Security Administration needs in order to establish or 
verify a person's eligibility for a certificate of coverage under a 
Social Security agreement authorized by section 233 of the Social 
Security Act.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records in this system are maintained as paper forms, 
correspondence in manila folders on open shelving, paper lists, punch-
cards, microfilm, magnetic tapes, and discs with online access files.

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

Safeguards:
    Safeguards for automated records have been established in 
accordance with the Systems Security Handbook. This includes 
maintaining the magnetic tapes and discs within an enclosure attended 
by security guards. Anyone entering or leaving this enclosure must have 
a special badge issued only to authorized personnel.
    For computerized records electronically transmitted between Central 
Office and field office locations (including organizations 
administering SSA programs under contractual agreements), safeguards 
include a lock/unlock password system, exclusive use of leased 
telephone lines, a terminal-oriented transaction matrix, and an audit 
trail. All microfilm and paper files are accessible only by authorized 
personnel who have a need for the information in the performance of 
their official duties.
    Expansion and improvement of SSA's telecommunications systems has 
resulted in the acquisition of terminals equipped with physical key 
locks. The terminals also are fitted with adapters to permit the future 
installation of data encryption devices and devices to permit the 
identification of terminal users. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA 
data security measures.

Retention and disposal:
    All paper forms and cards are retained until they are filmed or are 
entered on tape and their accuracy is verified. Then they are destroyed 
by shredding. All tapes, discs, and microfilm files are updated 
periodically. The out-of-date magnetic tapes and discs are erased. The 
out-of-date microfilm is shredded.
    SSA retains correspondence for 1 year when it concerns documents 
returned to an individual, denials of confidential information, release 
of confidential information to an authorized third party and 
undeliverable material, for 4 years when it concerns information and 
evidence pertaining to coverage, wage, and self-employment 
determinations or when the statute of limitations is involved, and 
permanently when it affects future claims development especially 
coverage, wage, and self-employment determinations. Correspondence is 
destroyed, when appropriate, by shredding.

System manager(s) and address(es):
    Director, Division of Earnings Correction and Use, Office of 
Earnings, Enumeration and Administration Systems, Social Security 
Administration, 6401 Security Boulevard, Baltimore, MD 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

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. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is untimely, 
incomplete, inaccurate or irrelevant. These procedures are in 
accordance with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    SSN applicants, employers and self-employed individuals; DOJ, the 
Department of Homeland Security (United States Citizenship and 
Immigration Services); the Department of Treasury; the United Mine 
Workers of America Combined Benefit Fund; an existing system of records 
maintained by SSA, Master Beneficiary Record, 60-0090; correspondence, 
replies to correspondence, and earnings

[[Page 1823]]

modifications resulting from SSA internal processes.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0077

System name:
    Congressional Inquiry File, Social Security Administration, 
Regional Offices.

Security classification:
    None.

System Location:
    1. Offices of the Regional Commissioners, Social Security 
Administration (SSA) (see the system manager section below or access 
http://www.socialsecurity.gov/foia/bluebook/app_c.htm for address 
information).
    2. Social Security field offices (consult local telephone 
directories for addresses and telephone numbers).
    3. Teleservice centers (contact the system manager at the address 
below or access http://www.socialsecurity.gov/foia/bluebook/app_e.htm 
for the addresses of SSA's teleservice centers).

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

Categories of records in the system:
    Correspondence to and from congressional representatives.

Authority for maintenance of the system:
    Section 205(a) of the Social Security Act (42 U.S.C. 405).

Purpose(s):
    This system is used to control and respond to correspondence from 
congressional representatives.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    2. To the Department of the Treasury, Internal Revenue Service, as 
necessary, for the purpose of auditing the Social Security 
Administration's compliance with the safeguard provisions of the 
Internal Revenue Code of 1986, as amended.
    3. To Department of Justice (DOJ), a court or other tribunal, or 
another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    4. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records generally are maintained in paper form in manila type 
folders. However, records also may be maintained in magnetic media 
(e.g., on disc, microcomputer).

Retrievability:
    Records are retrieved alphabetically by the Congressperson's or 
individual's name.

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

Retention and disposal:
    These records are generally retained for 6 months to 3 years.

System manager(s) and address(es):
In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, 
Rhode Island, Vermont):
    Assistant Regional Commissioner, Field Operations, Office of the 
Regional Commissioner, Room 1100, John F. Kennedy Federal Building, 
Boston, MA 02203.

In the New York Region (New Jersey, New York, Puerto Rico, Virgin 
Islands):
    Executive Support Staff, Office of the Regional Commissioner, Room 
40-100, 24 Federal Plaza, New York, NY 10278.

In the Philadelphia Region (Delaware, District of Columbia, Maryland, 
Pennsylvania, Virginia, West Virginia):
    Assistant Regional Commissioner for Processing Center Operations, 
Office of the Regional Commissioner, P.O. Box 8788, Mail Stop 22, 
Philadelphia, PA 19101.

In the Atlanta Region (Alabama, North Carolina, South Carolina, 
Florida, Georgia, Kentucky, Mississippi, Tennessee):
    Director, Office of Congressional, Governmental and External 
Affairs, Office of the Regional Commissioner, 101 Marietta Tower, Suite 
1902, P.O. Box 1684, Atlanta, GA 30301.

In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, 
Wisconsin):
    Regional Public Affairs Office, Office of the Regional 
Commissioner, 105 W. Adams St., 10th Floor, Chicago, IL 60603.

[[Page 1824]]

In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, 
Texas):
    Executive Officer, Office of the Regional Commissioner, Room 1420, 
1200 Main Tower Building, Dallas, TX 75202.

In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
    Assistant Regional Commissioner, Programs Operations and Systems, 
Office of the Regional Commissioner, Room 436, Federal Office Building, 
601 East 12th Street, Kansas City, MO 64106.

In the Denver Region (Colorado, Montana, North Dakota, South Dakota, 
Utah, Wyoming):
    Assistant Regional Commissioner, Management and Budget, Office of 
the Regional Commissioner, Federal Office Building, 1961 Stout Street, 
Denver, CO 80294.

In the San Francisco Region (American Samoa, Arizona, California, Guam, 
Hawaii, Nevada, Northern Marianna Islands):
    Regional Public Affairs Officer, Office of the Regional 
Commissioner, 75 Hawthorne St., San Francisco, CA 94105.

In the Seattle Region (Alaska, Idaho, Oregon, Washington):
    Assistant Regional Commissioner, Field Operations, Office of the 
Regional Commissioner, M/S RX-52, 2201 Sixth Avenue, Seattle, WA 98121.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

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. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system is obtained from congressional 
representatives.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0078

System name:
    Public Inquiry Correspondence File, Social Security Administration, 
Regional Offices.

Security classification:
    None.

System Location:
    1. Offices of the Regional Commissioners, Social Security 
Administration (SSA) (see system manager section below for address 
information).
    2. Social Security field offices (consult local telephone 
directories for addresses and telephone numbers).
    3. Teleservice centers (contact the system manager at the address 
below or access http://www.socialsecurity.gov/foia/bluebook/app_e.htm 
for the addresses of SSA's teleservice centers).

Categories of individuals covered by the system:
    Members of the public who make inquiries to SSA, generally 
regarding benefit information.

Categories of records in the system:
    Copies of inquires from the public and replies from SSA, generally 
regarding benefit information.

Authority for maintenance of the system:
    Section 205(a) of the Social Security Act (42 U.S.C. 405).

Purpose(s):
    Information is maintained in this file in case an inquirer requests 
information or files a formal application for benefits. Consequently, 
the information can be used as a filing date for benefit purposes.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    2. To the Department of the Treasury, Internal Revenue Service, as 
necessary, for the purpose of auditing the Social Security 
Administration's compliance with the safeguard provisions of the 
Internal Revenue Code of 1986, as amended.
    3. To Department of Justice (DOJ), a court or other tribunal, or 
another party before such tribunal when:
    (a) SSA, any component thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or

[[Page 1825]]

    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    4. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To Federal, State, and local law enforcement agencies and 
private security contractors, as appropriate, information necessary:
    (a) To enable them to protect the safety of Social Security 
Administration (SSA) employees and customers, the security of the SSA 
workplace and the operation of SSA facilities; or
    (b) To assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupts the operation of SSA facilities.
    7. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records generally are maintained in paper form in folders in 
standard file cabinets. However, records also may be maintained in 
magnetic media (e.g., disc, microcomputer).

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

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

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

System manager(s) and address(es):
In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, 
Rhode Island, Vermont)
    Assistant Regional Commissioner, Field Operations, Office of the 
Regional Commissioner, Room 1900, John F. Kennedy Federal Building, 
Boston, MA 02203-1900.

In the New York Region (New Jersey, New York, Puerto Rico, Virgin 
Islands)
    Regional Public Affairs Office, Office of the Regional 
Commissioner, Social Security Administration, Room 40-100, 26 Federal 
Plaza, New York, NY 10278.

In the Philadelphia Region (Delaware, District of Columbia, Maryland, 
Pennsylvania, Virginia, West Virginia)
    Assistant Regional Commissioner, Programs, Office of the Regional 
Commissioner, P.O. Box 8788, Mail Stop 22, Philadelphia, PA 19101.

In the Atlanta Region (Alabama, North Carolina, South Carolina, 
Florida, Georgia, Kentucky, Mississippi, Tennessee)
    Regional Commissioner's Inquiry Unit, Office of the Regional 
Commissioner, Social Security Administration, 61 Forsyth Street, NW., 
Atlanta, GA 30303.

In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, 
Wisconsin)
    Assistant Regional Commissioner, Programs Operations and Systems, 
Office of the Regional Commissioner, 105 W. Adams Street, 10th Floor, 
Chicago, IL 60603.

In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, Texas)
    Office of the Regional Commissioner, Social Security 
Administration, Room 1440, 1200 Main Tower, Dallas, TX 75202.

In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska)
    Assistant Regional Commissioner, Programs Operations and Systems, 
Office of the Regional Commissioner, Room 436, Federal Office Building, 
601 East 12th Street, Kansas City, MO 64106.

In the Denver Region (Colorado, Montana, North Dakota, South Dakota, 
Utah, Wyoming)
    Assistant Regional Commissioner, Management and Budget, Office of 
the Regional Commissioner, Federal Office Building, 1961 Stout Street, 
Denver, CO 80294.

In the San Francisco Region (American Samoa, Arizona, California, Guam, 
Hawaii, Nevada, Northern Marianna Islands):
    Regional Communications Director, Office of the Regional 
Commissioner, P.O. Box 4201, Richmond, CA 94804.

In the Seattle Region (Alaska, Idaho, Oregon, Washington)
    Assistant Regional Commissioner, Field Operations, Office of the 
Regional Commissioner, M/S RX-52, 2201 Sixth Avenue, Seattle, WA 98121.

Notification procedures:
    An individual can determine if this system contains a record 
pertaining to him/her by contacting the most convenient SSA field 
office (FO) or by writing to the system manager(s) at the above address 
and providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. FO addresses and 
telephone numbers can be found in local telephone directories under 
``Social Security Administration,'' or by accessing http://www.ssa.gov/regions/regional.html. An individual requesting notification of records 
in person should provide the same information, as well as provide an 
identity document, preferably with a photograph, such as a driver's 
license or some other means of identification. If an individual does 
not have any identification documents sufficient to establish his/her 
identity, the individual must certify in writing that he/she is the 
person claimed to be and that he/she understands that the knowing and 
willful request for, or acquisition of, a record pertaining to another 
individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual

[[Page 1826]]

will be required to submit a request in writing or in person. If an 
individual is requesting information by telephone on behalf of another 
individual, the subject individual must be connected with SSA and the 
requesting individual in the same phone call. SSA will establish the 
subject individual's identity (his/her name, SSN, address, date of 
birth and place of birth, along with one other piece of information, 
such as mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Also, requesters should reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information is furnished by the inquirer and generated by SSA in 
response to inquiries.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0090

System name:
    Master Beneficiary Record, Social Security Administration, Deputy 
Commissioner for Systems, Office of Retirement and Survivors Insurance 
Systems (ORSIS).

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 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 benefits paid to nonresident aliens; and the aggregate 
amount of benefit payments, repayments and reductions with respect to 
an individual in a calendar year. A record is maintained under each 
individual's Social Security number (SSN). However, if the individual 
has filed on another person's SSN, only a short ``pointer'' record is 
maintained. Personal and general data about the claim is maintained 
under the SSN of that claim. Data about the claimant can be accessed 
using the claimant's SSN or the SSN on which benefits have been awarded 
or claimed (claim account number (CAN)).
    There are three types of data in each CAN:
    Account data: This includes the primary insurance amount, insured 
status of the SSN holder (if no monthly benefits are payable), data 
relating to the computation (use of military service credits, railroad 
retirement credits, or coverage credits earned under the Social 
Security system of a foreign country when the claim is based on a 
totalization agreement), and, if only survivor's benefits have been 
paid, identifying data about the SSN holder (full name, date of birth, 
date of death and verification of date of death).
    Payment data: This includes the payee's name and address, data 
about a financial institution (if benefits are sent directly to the 
institution for deposit), the monthly payment amount, the amount and 
date of a one-time payment of past due benefits, and, where 
appropriate, a scheduled future payment.
    Beneficiary data: This includes personal information (name, date of 
birth, sex, date of filing, relationship to the SSN holder, other SSNs, 
benefit amount and payment status), and, if applicable, information 
about a representative payee, data about disability entitlement, 
worker's compensation offset data, estimates and report of earnings, or 
student entitlement information.

Authority for maintenance of the system:
    Sections 202-205, 223, 226, 228, 1818, 1836, and 1840 of the Social 
Security Act (42 U.S.C. 402-405, 423, 426, 428, 1395i-2, 1395o, and 
1395s).

Purposes(s):
    Data in this system are used by a broad range of Social Security 
Administration (SSA) employees for responding to inquiries, generating 
follow-ups on beneficiary reporting events, computer exception 
processing, statistical studies, conversion of benefits, and generating 
records for the Department of the Treasury to pay the correct benefit 
amount.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To applicants or claimants, prospective applicants or claimants 
(other than the data subject), their authorized representatives or 
representative payees to the extent necessary to pursue Social Security 
claims, and to representative payees, when the information pertains to 
individuals for whom they serve as representative payees, for the 
purpose of assisting the Social Security Administration in 
administering its representative payment responsibilities under the Act 
and assisting the representative payees in performing their duties as 
payees, including receiving and accounting for benefits for individuals 
for whom they serve as payees.

[[Page 1827]]

    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 
the Social Security Administration'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 Social Security Act 
(including Social Security number 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 Pub. L. 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 Social 
Security Act in benefits which would otherwise have been paid to such 
individual during the calendar year on account of amounts received 
under a worker's compensation act; and
    (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 Pub. 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 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.
    8. To the Department of State for administering the Social Security 
Act in foreign countries through services and facilities of that 
agency.
    9. To the American Institute, a private corporation under contract 
to the Department of State, for administering the Social Security Act 
on Taiwan through facilities and services of that agency.
    10. To the Department of Veterans Affairs, Regional Office, Manila, 
Philippines, for administering the Act in the Philippines and other 
parts of the Asia-Pacific region through the services and facilities of 
that agency.
    11. To the Social Security Agency of a foreign country, to carry 
out the purpose of an international Social Security agreement entered 
into between the United States and the other country, pursuant to 
section 233 of the Social Security Act.
    12. To the Office of the President for the purpose of responding to 
an individual pursuant to an inquiry received from that individual or 
from a third party on his/her behalf.
    13. To the Department of Education for determining eligibility of 
applicants for basic educational opportunity grants.
    14. To the Bureau of the Census when it performs as a collecting 
agent or data processor for research and statistical purposes directly 
relating to this system of records.
    15. To the Department of the Treasury, Office of Tax Analysis, for 
studying the effects of income taxes and taxes on earnings.
    16. To the Office of Personnel Management for the study of the 
relationship of civil service annuities to minimum Social Security 
benefits, and the effects on the Social Security trust fund.
    17. To State Social Security Administrators for administering 
agreements pursuant to section 218 of the Social Security Act.
    18. To the Department of Energy for its epidemiological research 
study of the long-term effects of low-level radiation exposure, as 
permitted by SSA Regulations 20 CFR 401.150(c).
    19. To contractors under contract to the Social Security 
Administration (SSA), or under contract to another agency with funds 
provided by SSA, for the performance of research and statistical 
activities directly relating to this system of records.
    20. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    21. To the Department of Labor for conducting statistical studies 
of the relationship of private pensions and Social Security benefits to 
prior earnings.
    22. To a party named in an order, process, or interrogatory, in 
accordance with section 459 of the Social Security Act, if a designee 
of the Agency is served with any such order, process, or interrogatory 
with respect to an individual's child support or alimony payment 
obligations.
    23. To Federal, State, or local agencies (or agents on their 
behalf) for administering income maintenance or health maintenance 
programs (including programs under the Social Security Act). Such 
disclosures include, but are not limited to, release of information to:
    (a) Railroad Retirement Board for administering provisions of the 
Railroad Retirement Act relating to railroad employment; for 
administering the Railroad Unemployment Insurance Act and for 
administering provisions of the Social Security Act relating to 
railroad employment;
    (b) Department of Veterans Affairs for administering 38 U.S.C. 
1312, and upon request, for determining eligibility for,

[[Page 1828]]

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 Social Security Act requiring 
information about assigned Social Security numbers for Temporary 
Assistance for Needy Families (TANF) program purposes and for 
determining a recipient's eligibility under the TANF program; and
    (d) State agencies for administering the Medicaid program.
    24. To the Department of Justice, Criminal Division, Office of 
Special Investigations, upon receipt of a request for information 
pertaining to the identity and location of aliens for the purpose of 
detecting, investigating and, where appropriate, taking legal action 
against suspected Nazi war criminals in the United States.
    25. To third party contacts such as private collection agencies and 
credit reporting agencies under contract with the Social Security 
Administration (SSA) and State motor vehicle agencies for the purpose 
of their assisting SSA in recovering overpayments.
    26. To contractors and other Federal agencies, as necessary, for 
the purpose of assisting the Social Security Administration (SSA) in 
the efficient administration of its programs. We will disclose 
information under the routine use only in situations in which SSA may 
enter into a contractual or similar agreement with a third party to 
assist in accomplishing an agency function relating to this system of 
records.
    27. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    28. To the Federal Reserve Bank of New York for the purpose of 
making direct deposit/electronic funds transfer of Social Security 
benefits to foreign-resident beneficiaries.
    29. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) Social Security Administration (SSA), or any component thereof, 
or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    30. To the Rehabilitation Services Administration (RSA) for use in 
its program studies of, and development of enhancements for, State 
vocational rehabilitation programs. These are programs to which 
applicants or beneficiaries under Titles II and or XVI of the Social 
Security Act may be referred. Data released to RSA will not include any 
personally identifying information (such as names or Social Security 
numbers).
    31. To the Department of Education addresses of beneficiaries who 
are obligated on loans held by the Secretary of Education or a loan 
made in accordance with 20 U.S.C. 1071, et seq. (the Robert T. Stafford 
Federal Student Loan Program) as authorized by section 489A of the 
Higher Education Act of 1965.
    32. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    33. To Federal, State, and local law enforcement agencies and 
private security contractors, as appropriate, information necessary:
    (a) To enable them to protect the safety of Social Security 
Administration (SSA) employees and customers, the security of the SSA 
workplace and the operation of SSA facilities; or
    (b) To assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupts the operation of SSA facilities.
    34. To recipients of erroneous Death Master File (DMF) information, 
corrections to information that resulted in erroneous inclusion of 
individuals in the DMF.
    35. To entities conducting epidemiological or similar research 
projects, upon request, information as to whether an individual is 
alive or deceased pursuant to section 1106(d) of the Social Security 
Act (42 U.S.C. 1306(d)), provided that:
    (a) The Social Security Administration (SSA) determines, in 
consultation with the Department of Health and Human Services, that the 
research may reasonably be expected to contribute to a national health 
interest; and
    (b) The requester agrees to reimburse SSA for the costs of 
providing the information; and
    (c) The requester agrees to comply with any safeguards and 
limitations specified by SSA regarding re-release or re-disclosure of 
the information.
    36. To a Federal, State, or congressional support agency (e.g., 
Congressional Budget Office and the Congressional Research Staff in the 
Library of Congress) for research, evaluation, or statistical studies. 
Such disclosures include, but are not limited to, release of 
information in assessing the extent to which one can predict 
eligibility for Supplemental Security Income (SSI) payments or Social 
Security disability insurance benefits; examining the distribution of 
Social Security benefits by economic and demographic groups and how 
these differences might be affected by possible changes in policy; 
analyzing the interaction of economic and non-economic variables 
affecting entry and exit events and duration in the Title II Old Age, 
Survivors, and Disability Insurance and the Title XVI SSI disability 
programs; and, analyzing retirement decisions focusing on the role of 
Social Security benefit amounts, automatic benefit recomputation, the 
delayed retirement credit, and the retirement test, if the Social 
Security Administration (SSA):
    (a) Determines that the routine use does not violate legal 
limitations under which the record was provided, collected, or 
obtained;
    (b) Determines that the purpose for which the proposed use is to be 
made:
    (i) Cannot reasonably be accomplished unless the record is provided 
in a form that identifies individuals;
    (ii) Is of sufficient importance to warrant the effect on, or risk 
to, the privacy of the individual which such limited additional 
exposure of the record might bring;
    (iii) Has reasonable probability that the objective of the use 
would be accomplished;
    (iv) Is of importance to the Social Security program or the Social 
Security beneficiaries or is for an epidemiological research project 
that relates to the Social Security program or beneficiaries;

[[Page 1829]]

    (c) Requires the recipient of information to:
    (i) Establish appropriate administrative, technical, and physical 
safeguards to prevent unauthorized use or disclosure of the record and 
agree to on-site inspection by SSA's personnel, its agents, or by 
independent agents of the recipient agency of those safeguards;
    (ii) Remove or destroy the information that enables the individual 
to be identified at the earliest time at which removal or destruction 
can be accomplished consistent with the purpose of the project, unless 
the recipient receives written authorization from SSA that it is 
justified, based on research objectives, for retaining such 
information;
    (iii) Make no further use of the records except:
    (1) Under emergency circumstances affecting the health and safety 
of any individual, following written authorization from SSA;
    (2) For disclosure to an identified person approved by SSA for the 
purpose of auditing the research project;
    (iv) Keep the data as a system of statistical records. A 
statistical record is one which is maintained only for statistical and 
research purposes and which is not used to make any determination about 
an individual;
    (d) Secures a written statement by the recipient of the information 
attesting to the recipient's understanding of, and willingness to abide 
by, these provisions.
    37. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Disclosure to Consumer Reporting Agencies:
    Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made to consumer 
reporting agencies as defined in the Fair Credit Reporting Act (15 
U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 as 
amended (31 U.S.C. 3701, et seq.) or the Social Security Domestic 
Employment Reform Act of 1994, Public Law 103-387, 42 U.S.C. 404(f). 
The purpose of this disclosure is to aid in the collection of 
outstanding debts owed to the Federal Government, typically, to provide 
an incentive for debtors to repay delinquent Federal Government debts 
by making these part of their credit records.
    Disclosure of records is limited to the individual's name, address, 
SSN, and other information necessary to establish the individual's 
identity; the amount, status, and history of the claim and the agency 
or program under which the claim arose. The disclosure will be made 
only after the procedural requirements of 31 U.S.C. 3711(e) has been 
followed.

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

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(s) and address(es):
    Associate Commissioner, Office of Retirement and Survivors 
Insurance Systems, Social Security Administration, 6401 Security 
Boulevard, Baltimore, MD 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person

[[Page 1830]]

claimed to be and that he/she understands that the knowing and willful 
request for, or acquisition of, a record pertaining to another 
individual under false pretenses is a criminal offense. These 
procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).

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 
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 are furnished by the claimant/beneficiary at the time of 
filing for benefits, via the application form and necessary proofs, and 
during the period of entitlement when notices of events such as changes 
of address, work, marriage, are given to SSA by the beneficiary; and 
from States regarding Hospital Insurance third party premium payment/
buy-in cases.

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

System name:
    Supplemental Security Income Record and Special Veterans Benefits, 
Social Security Administration, Office of Systems, Office of Disability 
and Supplemental Security Income Systems (ODSSIS).

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 offices (contact the system manager at the address below 
or access http://www.socialsecurity.gov/foia/bluebook/app_c.htm for 
address information) 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 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 amounts, including 
identifying characteristics of each overpayment (e.g., name, SSN, 
address of the individual(s) involved, recovery efforts made and the 
date of each action and planned future actions); and date and amount of 
advance payments; living arrangements; case folder location data; 
appellate decisions, if applicable; SSN used to identify a particular 
individual, if applicable; information about representative payees, if 
applicable; and a history of changes to any of the persons who have 
applied for SSI payments. For eligible individuals, the file contains 
basic identifying information such as the applicant's name, Social 
Security number (SSN), and date of birth (DOB), income and resources 
(if any) and, in conversion cases, the State welfare number.
    This file also contains information about applicants for SVB. The 
information maintained in this system of records is collected from the 
applicants for Title VIII SVB, and other systems of records maintained 
by SSA. The information maintained includes a data element indicating 
this is a Title VIII SVB claim. It will also include: identifying 
information such as the applicant's name, SSN and DOB; telephone number 
(if any); foreign and domestic addresses; the applicant's sex; income 
data, payment amounts (including overpayment amounts); and other 
information provided by the applicant relative to his or her 
entitlement for SVB.
    If the beneficiary has a representative payee, this system of 
records includes data about the representative payee such as the 
payee's SSN; employer identification number, if applicable; and mailing 
address.

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 (42 U.S.C. 1382, 
1382a, 1382b, 1382c, 1382d, 1382e, 1383, 1383b, 1383c.

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 the Veterans Affairs 
Regional Office where an individual files an application for SVB 
payments. The SSI and SVB applications contain data which may be used 
to prove the identity of the applicant, to determine his/her 
eligibility for SSI or SVB payments and, in cases where eligibility is 
determined, to compute the amount of the payment. Information from the 
application, in addition to data used internally to control and process 
SSI and SVB cases, is used to create the Supplemental Security Income 
Record (SSR). The SSR also is used as a means of providing a historical 
record of all activity on a particular individual's or couple's record.
    In addition, statistical data are derived from the SSR for 
actuarial and management information purposes.

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 defined as ``returns or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To 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

[[Page 1831]]

section 1631(e) of the Social Security Act: Bureau of Indian Affairs; 
Office of Personnel Management; Department of Agriculture; Department 
of Labor; U.S. Citizenship and Immigration Services; Internal Revenue 
Service; Railroad Retirement Board; State Pension Funds; State Welfare 
Offices; State Worker's Compensation; Department of Defense; United 
States Coast Guard; and Department of Veterans Affairs.
    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 the Social Security 
Administration (SSA), or under contract to another agency with funds 
provided by SSA, for the performance of research and statistical 
activities directly relating to this system of records.
    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 Supplemental Security Income program.
    13. To State agencies to enable those which have an agreement with 
the Social Security Administration to carry out their functions with 
respect to Interim Assistance Reimbursement pursuant to section 1631(g) 
of the Social Security Act.
    14. To State agencies to enable them to locate potentially eligible 
individuals and to make eligibility determinations for extensions of 
social services under the provisions of Title XX of the Social Security 
Act.
    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 Supplemental Security 
Income and Special Veterans Benefit checks.
    17. To the Department of the Treasury for investigating the alleged 
theft, forgery or unlawful negotiation of Supplemental Security Income 
and Special Veterans Benefit checks.
    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 Social Security 
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 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; and
    (f) Department of State (DOS) and its agents to assist SSA in 
administering the Social Security Act in foreign countries; the 
American Institute on Taiwan, a private corporation under contract to 
DOS, to assist in administering the Social Security Act in Taiwan; and 
the DVA, Regional Office, Manila, Philippines, and its agents, to 
assist in administering the Social Security Act in the Philippine and 
other parts of the Asia-Pacific region.
    20. To the Internal Revenue Service, Department of the Treasury, as 
necessary, for the purpose of auditing the Social Security 
Administration's compliance with the safeguard provisions of the 
Internal Revenue Code of 1986, as amended.
    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. To the Department of Justice, Criminal Division, Office of 
Special Investigations, upon receipt of a request for information 
pertaining to the identity and location of aliens for the purpose of 
detecting, investigating and, where necessary, taking legal action 
against suspected Nazi war criminals in the United States.
    23. To third party contacts such as private collection agencies and 
credit reporting agencies under contract with the Social Security 
Administration (SSA) and State motor vehicle agencies for the purpose 
of their assisting SSA in recovering overpayments.
    24. To contractors and other Federal agencies, as necessary, for 
the purpose of assisting the Social Security Administration (SSA) in 
the efficient administration of its programs. We will disclose 
information under this routine use only in situations in which SSA may 
enter a contractual or similar agreement with a third party to assist 
in accomplishing an Agency function relating to this system of records.
    25. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    26. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) Social Security Administration (SSA), or any component thereof, 
or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such

[[Page 1832]]

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.
    27. To representative payees, when the information pertains to 
individuals for whom they serve as representative payees, for the 
purpose of assisting the Social Security Administration in 
administering its representative payment responsibilities under the Act 
and assisting the representative payees in performing their duties as 
payees, including receiving and accounting for benefits for individuals 
for whom they serve as payees.
    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 the Rehabilitation Services Administration (RSA) for use in 
its program studies of, and development of enhancements for, State 
vocational rehabilitation programs. These are programs to which 
applicants or beneficiaries under Titles II and or XVI of the Social 
Security Act may be referred. Data released to RSA will not include any 
personally identifying information (such as names or Social Security 
numbers).
    30. To the Department of Education, addresses of beneficiaries who 
are obligated on loans held by the Secretary of Education or a loan 
made in accordance with 20 U.S.C. 1071, et. seq. (the Robert T. 
Stafford Student Loan Program), as authorized by section 489A of the 
Higher Education Act of 1965.
    31. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    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 Social Security 
Administration (SSA) employees and customers, the security of the SSA 
workplace and the operation of SSA facilities; or
    (b) To assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupt the operation of SSA facilities.
    33. To recipient of erroneous Death Master File (DMF), corrections 
to information that resulted in erroneous inclusion of individuals DMF.
    34. To entities conducting epidemiological or similar research 
projects, upon request, information as to whether an individual is 
alive or deceased pursuant to section 1106(d) of the Social Security 
Act (42 U.S.C. 1306(d)), provided that:
    (a) The Social Security Administration (SSA) determines, in 
consultation with the Department of Health and Human Services, that the 
research may reasonably be expected to contribute to a national health 
interest; and
    (b) The requester agrees to reimburse SSA for the costs of 
providing the information; and
    (c) The requester agrees to comply with any safeguards and 
limitations specified by SSA regarding re-release or re-disclosure of 
the information.
    35. To a Federal, State, or congressional support agency (e.g., 
Congressional Budget Office and the Congressional Research Staff in the 
Library of Congress) for research, evaluation, or statistical studies. 
Such disclosures include, but are not limited to, release of 
information in assessing the extent to which one can predict 
eligibility for Supplemental Security Income (SSI) payments or Social 
Security disability insurance benefits; examining the distribution of 
Social Security benefits by economic and demographic groups and how 
these differences might be affected by possible changes in policy; 
analyzing the interaction of economic and non-economic variables 
affecting entry and exit events and duration in the Title II Old Age, 
Survivors, and Disability Insurance and the Title XVI SSI disability 
programs; and analyzing retirement decisions focusing on the role of 
Social Security benefit amounts, automatic benefit recomputation, the 
delayed retirement credit, and the retirement test, if the Social 
Security Administration (SSA):
    (a) Determines that the routine use does not violate legal 
limitations under which the record was provided, collected, or 
obtained;
    (b) Determines that the purpose for which the proposed use is to be 
made:
    (i) Cannot reasonably be accomplished unless the record is provided 
in a form that identifies individuals;
    (ii) Is of sufficient importance to warrant the effect on, or risk 
to, the privacy of the individual which such limited additional 
exposure of the record might bring;
    (iii) Has reasonable probability that the objective of the use 
would be accomplished;
    (iv) Is of importance to the Social Security program or the Social 
Security beneficiaries or is for an epidemiological research project 
that relates to the Social Security program or beneficiaries;
    (c) Requires the recipient of information to:
    (i) Establish appropriate administrative, technical, and physical 
safeguards to prevent unauthorized use or disclosure of the record and 
agree to on-site inspection by SSA's personnel, its agents, or by 
independent agents of the recipient agency of those safeguards;
    (ii) Remove or destroy the information that enables the individual 
to be identified at the earliest time at which removal or destruction 
can be accomplished consistent with the purpose of the project, unless 
the recipient receives written authorization from SSA that it is 
justified, based on research objectives, for retaining such 
information;
    (iii) Make no further use of the records except:
    (1) Under emergency circumstances affecting the health and safety 
of any individual, following written authorization from SSA;

[[Page 1833]]

    (2) For disclosure to an identified person approved by SSA for the 
purpose of auditing the research project;
    (iv) Keep the data as a system of statistical records. A 
statistical record is one which is maintained only for statistical and 
research purposes and which is not used to make any determination about 
an individual;
    (d) Secures a written statement by the recipient of the information 
attesting to the recipient's understanding of, and willingness to abide 
by, these provisions.
    36. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

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 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:
    Systems security for automated records has been established in 
accordance with the Systems Security Handbook. This includes 
maintaining all magnetic tapes and magnetic disks within an enclosure 
attended by security guards. Anyone entering or leaving that enclosure 
must have special badges which are only issued to authorized personnel. 
All authorized personnel having access to the magnetic records are 
subject to the penalties of the Privacy Act. The microfiche are stored 
in locked cabinets, and are accessible to employees only on a need-to-
know basis. All SSR State Data Exchange records are protected in 
accordance with agreements between SSA and the respective States 
regarding confidentiality, use, and re-disclosure. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

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 
Privacy Act accounting requirements, for at least 5 years or the life 
of the record, whichever is longer.

System manager(s) and address(es):
    Associate Commissioner, Office of Disability and Supplemental 
Security Income Systems (ODSSIS), Social Security Administration, 6401 
Security Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to or visiting any Social Security field office (FO) 
and providing his or her name and SSN. (FO addresses and telephone 
numbers can be found in local telephone directories under Social 
Security Administration, or by accessing www.ssa.gov/regions/regional.html.) Applicants for SVB who reside in the Philippines should 
contact Department of Veterans Affairs (DVA), Regional Office, Manila, 
Philippines. (Furnishing the SSN is voluntary, but it will make 
searching for an individual's record easier and prevent delay.)
    An individual requesting notification of records in person should 
provide the same information, as well as provide an identity document, 
preferably with a photograph, such as a driver's license or some other 
means of identification. If an individual does not have any 
identification documents sufficient to establish his/her identity, the 
individual must certify in writing that he/she is the person claimed to 
be and that he/she understands that the knowing and willful request 
for, or acquisition of, a record pertaining to another individual under 
false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

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

[[Page 1834]]

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 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

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 DVA 
also provide data affecting the SSR.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0118

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

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 sample of beneficiaries who have noncontributory military service 
wage credits.

Categories of records in the system:
    Information in this system consists of the beneficiary's name and 
claim account number (CAN) (Social Security number (SSN) plus 
alphabetic symbol), information concerning covered earnings, benefits 
and payment status.

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

Purpose(s):
    Data in this system are used to determine amounts to be transferred 
between the Old-Age, Survivors and Disability Insurance Trust Funds and 
the general fund of the Treasury, as required by section 217(g) of the 
Social Security Act.

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. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    2. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    3. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    4. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.
    5. To the Office of the Actuary, Centers for Medicare and Medicaid 
Services (CMS), a list of Claim Account Numbers (CAN) for which it has 
been determined that the corresponding workers would have been 
uninsured in the absence of military service wage credits. CMS, using 
CMS data pertaining to these CANs, determines the amount to be 
transferred between the Hospital Insurance Trust Fund and the general 
fund of the Treasury under section 217(g) of the Social Security Act.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Data are stored on magnetic tape and/or disc.

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

Safeguards:
    System security has been established in accordance with the Systems 
Security Handbook. This includes retaining all magnetic tape files in 
secure storage areas accessible only to authorized persons who have a 
need for the files to perform their assigned duties and informing all 
employees having access to records of the criminal sanctions for 
unauthorized disclosure of information about individuals. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    This system is updated annually. The records are retained 
indefinitely.

System manager(s) and address(es):
    Deputy Chief Actuary, Short-Range Estimates, Office of the Actuary, 
Social Security Administration, 6401 Security Boulevard, Baltimore, 
Maryland 21235

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual

[[Page 1835]]

will be required to submit a request in writing or in person. If an 
individual is requesting information by telephone on behalf of another 
individual, the subject individual must be connected with SSA and the 
requesting individual in the same phone call. SSA will establish the 
subject individual's identity (his/her name, SSN, address, date of 
birth and place of birth, along with one other piece of information, 
such as mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Data in this system are derived from information in other SSA 
systems of records (e.g., the Earnings Recording and Self-Employment 
Income System, 60-0059, Claims Folders System, 60-0089 and the Master 
Beneficiary Record, 60-0090).

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0199

System name:
    Extramural Surveys (Statistics), Social Security Administration, 
Deputy Commissioner for Disability and Income Security Programs.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Research, Evaluation and 
Statistics, 6401 Security Boulevard, Baltimore, MD 21235.

Contractor sites:
    Addresses may be obtained by writing to the system manager.

Categories of individuals covered by the system:
    Samples of individuals who are current or potential recipients of 
benefits from Social Security and related programs; personnel 
administering Social Security and related programs.

Categories of records in the system:
    Socioeconomic, demographic, medical and disability characteristics; 
attitudes concerning subjects such as health, work experience, and 
family relationships; earnings and employment history, benefits, use of 
medical and rehabilitative services.

Authority for maintenance of the system:
    Sections 1110 and 1115 of the Social Security Act (42 U.S.C. 1310 
and 1315).

Purpose(s):
    The purpose of this system is to obtain information for research 
and statistical studies of individuals who are current or potential 
recipients of benefits from Social Security and related programs. When 
the product is in the form of micro data it is available without 
personal identifiers to other Social Security Administration (SSA) 
components for data processing and data manipulation, with appropriate 
safeguards.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made at the request of the subject of the record.
    2. To a contractor under contract to the Social Security 
Administration (SSA), or under contract to another agency with funds 
provided by SSA, for the performance of research and statistical 
activities directly related to this system of records.
    3. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Data may be stored in paper form (e.g., computer printouts) and in 
magnetic media (e.g., magnetic tape and disc).

Retrievability:
    Files based on SSA sample populations are indexed by SSA-assigned 
case numbers or Social Security numbers (SSN). Files based on 
contractor sample populations are indexed by contractor-assigned case 
numbers which may be cross-referred to SSNs. These files are retrieved 
by SSN or assigned case numbers.

Safeguards:
     Safeguards are established in accordance with the Systems Security 
Handbook. Employees having access to records have been notified of 
criminal sanctions for unauthorized disclosure of information about 
individuals.
    Magnetic tapes or other files with personal identifiers are 
retained in secured storage areas accessible only to authorized 
personnel.
    Microdata files prepared for purposes of research and analysis are 
purged of personal identifiers and are subject to procedural safeguards 
to assure anonymity. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data 
security measures.

Retention and disposal:
    Hard copy questionnaires will be destroyed when survey reports are 
completed. Records with identifiers will be held in secure storage 
areas and will be retained only as long as needed for analysis.
    Identifiers will be removed at the earliest possible time after 
data collection is completed. The need to retain identifiers will be 
evaluated at the time each survey is completed. Records with 
identifiers will be disposed of as soon as they are determined to be no 
longer needed. Means of disposal will be appropriate to the record 
storage medium; e.g., erasure of tapes, shredding of printouts, etc.

[[Page 1836]]

    In longitudinal studies, working files are stripped of identifiers 
and given randomly assigned case numbers. A separate link file will be 
maintained in secure storage for updating with individual identifiers.
    As long as identifiable records exist, a periodic review will be 
made at least every 2 years to determine the need for their retention.

System manager(s) and address:
    Social Security Administration, Associate Commissioner, Office of 
Program Development and Research, 6401 Security Boulevard, Baltimore, 
MD 21235.

Notification procedure:
    This system contains limited data selected for statistical 
analysis. Individuals inquiring about their records in SSA programs may 
wish to consult other SSA systems of records which contain more 
detailed information.
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

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

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0218

System name:
    Disability Insurance and Supplemental Security Income Demonstration 
Projects and Experiments System, Social Security Administration, Deputy 
Commissioner for Disability Income and Security Programs.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Systems, 6401 Security 
Boulevard, Baltimore, MD 21235.
    Social Security Administration, Office of Disability and Income 
Security Programs, Office of Program Development and Research, 6401 
Security Boulevard, Baltimore, MD 21235.
    Certain Social Security Administration (SSA) field office (FO) 
locations (FO addresses and telephone numbers can be found in local 
telephone directories under ``Social Security Administration,'' (SSA) 
or by accessing http://www.ssa.gov/regions/regional.html).
    Contractor sites: Contractor addresses may be obtained by writing 
to the system manager at the address below.

Categories of individuals covered by the system:
    A. Persons in sample groups of Social Security Title II disability 
insurance (DI) applicants, DI beneficiaries and their auxiliary 
beneficiaries; persons selected from State temporary DI programs; other 
persons who are representative payees of these persons and temporarily 
disabled persons receiving State benefits (non-applicants) in 
comparison groups for the vocational rehabilitation (VR) 
demonstrations.
    B. Persons in sample groups of individuals who apply for, or 
receive, Social Security Title XVI Supplemental Security Income (SSI) 
payments on the basis of a disability or blindness in general and 
particularly those who are medically determined to be drug addicted or 
alcoholic, mentally retarded or developmentally disabled, and 
representative payees of those individuals.

Categories of in the system:
    The system maintains records which are used for statistical and 
research analysis only, as well as other records which will be used to 
conduct program functions involving the demonstrations and experiments. 
Tax return information, the disclosure of which would violate section 
6103 of the Internal Revenue Code (IRC), will be used solely for 
internal SSA purposes and will not be disclosed to other entities. 
Participants will be informed at the time of data collection that 
information obtained by survey or interview exclusively for statistical 
and research purposes will be protected from disclosure for other 
purposes to the fullest extent permissible by law.
    Records in the system will consist of data relating to the 
following: Demographic characteristics, education, marital status, 
military service, dependents, family and household composition; medical 
history (mental and physical); medical expenses, disability 
characteristics and health information; living arrangements, health 
insurance coverage and use; medical and rehabilitation services; 
employment; occupation and industry classification; income (including 
tax

[[Page 1837]]

return information subject to section 6103 of the IRC); earnings and 
expenditures; referrals to and participation in the SSI and related 
Federal/State welfare programs; benefits received; types of cost of 
services under DI, SSI and related Federal/State welfare programs; 
reasons for, or circumstances of, closure; attitudes toward work, 
rehabilitation or treatment programs; impairment-related work expenses; 
worker's compensation benefits; job search methods; knowledge and 
understanding of provisions affecting entitlement to benefits; 
participation in, and services rendered, under the Ticket to Work 
program; also, for SSI projects only, driver's license and alcohol and 
drug use (disclosure of this information may be restricted by 21 U.S.C. 
1175 and 42 U.S.C. 4582).

Authority for maintenance of the system:
    Sections 222, 234 and 1110 of the Social Security Act (42 U.S.C. 
422, 434 and 1310); section 505 of Pub. L. 96-265 (the Social Security 
Disability Amendments of 1980), as amended by section 12101 of Pub. L. 
99-272; section 10103 of Pub. L. 101-239; and section 5120 of Pub. L. 
101-508.

Purpose(s):
    The purpose of this system is to provide SSA with data necessary to 
carry out and evaluate demonstrations and experiments for testing 
alternative approaches to continuing benefit eligibility during 
employment and to the rehabilitation of Title II DI beneficiaries and 
individuals who apply for, or receive, Title XVI SSI payments on the 
basis of a disability or blindness and, to report to Congress, as 
required by section 505 of Pub. L. 96-265, as amended by section 12101 
of Pub. L. 99-272 and section 10103 of Pub. L. 101-239, section 5120 of 
Pub. L. 101-508, and sections 301 and 302 of Pub. L. 106-170.
    Except for tax return information, and records collected by means 
of surveys or interviews for use solely for research and statistical 
purposes, SSA may also provide information from this system to 
components of the Department of Health and Human Services; e.g., the 
Centers for Medicare and Medicaid Services (CMS) for the purpose of 
determining eligibility for health insurance (HI) benefits or 
supplemental medical insurance (SMI) benefits under the demonstrations 
and experiments and for the purpose of obtaining data from CMS on HI 
and SMI utilization during the demonstrations and experiments; to State 
DDSs for the purpose of making disability determinations; and to State 
VR agencies for the purpose of screening DI beneficiaries and SSI 
recipients for VR potential and designing and implementing a plan of VR 
services for accepted beneficiaries and recipients.

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. With respect to any records, including those collected by means 
of survey or interview to be used solely for research and statistical 
purposes, disclosure may be made:
    (a) To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    (b) To a contractor under contract to the Social Security 
Administration, subject to any restrictions imposed by 26 U.S.C. 6103 
of the Internal Revenue Code, for the performance of research and 
statistical activities directly related to this system of records in 
conducting the demonstrations and experiments and to provide a 
statistical data base for research studies.
    2. With respect only to records that are not collected by means of 
surveys or interviews for use solely for research and statistical 
purposes, disclosure may be made subject to any restrictions imposed by 
26 U.S.C. 6103 of the Internal Revenue Code:
    (a) To a third party organization under contract to SSA for the 
performance of project management activities directly related to this 
system of records.
    (b) To a State vocational rehabilitation agency in the State in 
which the disabled individual resides, for the purpose of assisting the 
agency in providing rehabilitation counseling and service to the 
individual that are necessary in carrying out the demonstrations and 
experiments.
    3. To the Internal Revenue Service, for the purpose of auditing the 
Social Security Administration's compliance with the safeguard 
provisions of the Internal Revenue Code of 1986, as amended.
    4. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    5. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    6. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records in this system may be stored in paper form (e.g., hard copy 
questionnaires and computer printouts) and in magnetic media (e.g., 
magnetic tape and disc) and on other media (e.g., compact, optical or 
zip diskette) formats.

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

Safeguards:
    SSA safeguards are established for automated records in accordance 
with the SSA Systems Security Handbook. This includes maintaining the 
records in a secured building, such as the National Computer Center 
(NCC). Entry into the NCC is restricted to employees whose duties 
require such entry. Special passes, including the employees' 
photographs, are issued to all personnel authorized to enter the NCC. 
The employees are required to wear their passes at all times. Marshals 
are stationed in the lobby of the center to ensure that only those 
employees authorized to enter the NCC do so.
    Manually maintained records are kept in locked cabinets or in 
otherwise secure areas. Access to the records is limited to those 
employees who require the information to perform their assigned duties. 
SSA employees and employees of contractors having access to the records 
in this system have been notified of criminal sanctions for 
unauthorized disclosure of information about individuals. Agreements 
ensure further confidentiality protections.
    Contractor use of records is restricted to performing the duties of 
the contract, and contractors are required to establish adequate 
safeguards to protect personal information. Additionally, contractors

[[Page 1838]]

and their employees are subject to the same criminal penalties as SSA 
employees for violations of the Privacy Act. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    Magnetic tapes or other files with personal identifiers are 
retained in secured storage areas accessible only to authorized 
personnel.
    Micro-data files, prepared for purposes of research, evaluation and 
analysis, are stripped of personal identifiers (e.g., purged, 
scrambled, encrypted, etc.) and are subject to procedural safeguards to 
assure anonymity.
    Hardcopy questionnaires will be destroyed when survey reports are 
completed. Records with identifiers will be held in secure storage 
areas and will be disposed of when they are no longer needed for SSA 
analysis.
    Means of disposal will be appropriate to the storage medium (e.g., 
erasure of tapes, shredding of paper records, etc.). Records used in 
administering the demonstration and experimental programs will be 
retained indefinitely.

System manager(s) and address(es):
    Associate Commissioner, Office of Program Development and Research, 
Office of Disability Income and Security Programs, Social Security 
Administration, 6401 Security Boulevard, Baltimore, MD 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are attempting to 
obtain. These procedures are in accordance with SSA Regulations (20 CFR 
401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Records in this system are derived in part from other SSA systems 
of records such as the Earnings Record and Self-Employment Income 
System, 60-0059, the Claims Folders System, 60-0089 (disability case 
folders), the Master Beneficiary Record, 60-0090, the Supplemental 
Security Income Record and Special Veterans Benefits, 60-0103, the 
Completed Determination Record--Continuing Disability Determination, 
60-0050, the National Disability Determination Services (NDDS) File, 
60-0044, the Ticket-to-Work and Self-Sufficiency Program Payment 
Database, 60-0295, and the Ticket-to-Work Program Manager (PM) 
Management Information System, 60-0300; other SSA administrative 
records; program records of other Federal/State welfare programs; 
survey data collected by contractors or SSA personnel; from the 
individual; the Health Insurance Master Record, 09-70-0502 of the 
Centers for Medicare & Medicaid Services (CMS); case service reports of 
VR agencies and referral and monitoring agencies; and employers.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0219

System name:
    Representative Disqualification/Suspension Information System, 
Social Security Administration, Office of the General Counsel.

System classification:
    None.

System Location:
    Social Security Administration, Office of the General Counsel, 
Office of General Law, One Skyline Tower, Suite 1605, 5107 Leesburg 
Pike, Falls Church, VA 22041.

Categories of individuals covered by the system:
    Individuals alleged to have violated the provisions of the Social 
Security Act and regulations relating to representation of claimants/
beneficiaries before the Commissioner, Social Security Administration 
(SSA), those found to have committed such violations and who are 
disqualified/suspended, and those who are investigated, but not 
disqualified/suspended. The last category would include cases in which 
we find that a violation has not occurred or that a violation has 
occurred, but we are able to resolve the matter without taking action 
to disqualify/suspend the representative.

Categories of RECORDS in the system:
    Records in the system will consist of information such as the 
representative's name and address; each claimant's/beneficiary's name, 
address and Social Security number (SSN); copies of all documentation 
received as a result of SSA's investigation of alleged violations of 
the Social Security Act and regulations relating to representation; 
documentation resulting from an Administrative Law Judge (ALJ) hearing 
on charges of noncompliance; and

[[Page 1839]]

copies of the notification of disqualification/suspension.

Authority for maintenance of the system:
    Sections 206(a) and 1631(d)(2) of the Social Security Act (42 
U.S.C. 406 and 1383).

Purpose(s):
    Information in the system will be used to determine if a violation 
of the provisions of the Social Security Act and regulations relating 
to claimant representation has occurred and to provide timely and 
detailed information on cases in which disciplinary action is taken 
against a representative who has committed a violation. The system also 
will be used to assist SSA components in investigating alleged 
violations or enforcing disciplinary actions against a representative.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To a claimant/beneficiary that his/her representative has been 
disqualified/suspended from further representation before the Social 
Security Administration.
    2. To a claimant/beneficiary who may want to hire a disqualified/
suspended individual as his/her representative that the individual has 
been disqualified/suspended from further representation before the 
Social Security Administration.
    3. To a State bar disciplinary authority in the State(s) in which a 
disqualified/suspended attorney is admitted to practice that the Social 
Security Administration (SSA) has disqualified/suspended the attorney 
from further practice before SSA and, upon request, further information 
concerning the disqualification/suspension.
    4. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) Social Security Administration (SSA), or any component thereof; 
or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    5. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    6. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    7. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records are stored in paper form.

Retrievability:
    Records are retrieved from the system by the name of the 
representative.

Safeguards:
    Records are maintained in locked cabinets or in otherwise secure 
storage areas. Access to the records is restricted to SSA employees who 
have a need for the records in the performance of their official 
duties. Also, all employees having access to the records periodically 
are briefed on Privacy Act requirements and SSA confidentiality rules 
and notified of criminal sanctions against unauthorized access to, or 
disclosure of, information in a system of records. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

System manager(s) and address(es):
    Associate General Counsel, Office of General Law, Office of the 
General Counsel, Social Security Administration, 6401 Security 
Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

[[Page 1840]]

Record access procedures:
    Same as Notification procedures. Also, individuals requesting 
access should reasonably identify the record and specify the 
information they are attempting to obtain. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, individuals contesting a 
record should identify the record, specify the information they are 
contesting and the corrective action sought, and the reasons for the 
correction, with supporting justification showing how the record is 
incomplete, untimely, inaccurate or irrelevant. These procedures are in 
accordance with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Records in this system are derived from existing systems of records 
maintained by SSA such as the Claims Folder System, 60-0089 which 
contains information relating to representation; documentation received 
as a result of investigations of alleged violations of the 
representation provisions of the Social Security Act and regulations; 
documentation resulting from ALJ hearings on charges of noncompliance; 
and documentation resulting from notifications of disciplinary actions.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0221

System name:
    Vocational Rehabilitation Reimbursement Case Processing System, 
Social Security Administration, Office of Employment and Income Support 
Programs.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Employment and Income 
Support Programs, 6401 Security Boulevard, Baltimore, MD 21235.
    Social Security Administration, Office of Systems, 6401 Security 
Boulevard, Baltimore, MD 21235.
    In addition, reimbursement claims documents may be temporarily 
transferred to other locations within the Social Security 
Administration (SSA). Contact the system manager at the address below 
to inquire about these addresses.

Categories of individuals covered by the system:
    This system maintains information on disabled and blind individuals 
who received vocational rehabilitation (VR) services for which State VR 
agencies (VRA) or alternate participants seek reimbursement under 
sections 222(d) and 1615(d) of the Social Security Act because the 
individuals were entitled/eligible to Social Security benefits and/or 
Supplemental Security Income (SSI) payments based on disability or 
blindness while receiving those VR services.
    The individuals described above will be included in the system when 
they:
    (1) Performed substantial gainful activity (SGA) for a continuous 
period of at least 9 months as a result of VR services received or;
    (2) Medically recovered while in a VR program and continued to 
receive cash payments under section 225(b) and/or 1631(a)(6) of the 
Social Security Act; or
    (3) Refused, without good cause, to continue or to cooperate in a 
VR program in such a way as to preclude their successful 
rehabilitation; and
    (4) State VR agencies or alternate participants filed claims for 
reimbursement of the cost of VR services rendered to the individuals. 
(An alternate participant is a public or private agency, organization, 
institution, or individual which the Commissioner of Social Security 
may use to provide VR services to disabled and blind beneficiaries/
recipients within a State if that State is unwilling to participate in 
the SSA-VR Program or does not have an approved plan for VR services.)

Categories of in the system:
    Data in the system consist of:
     Identifying information such as the VR client's name, 
Social Security number (SSN), disability diagnosis, sex and date of 
birth;
     The SSN and identification code under which the VR client 
received Social Security benefits/SSI payments;
     The type of benefits/payments received; the monthly 
benefit/payment amount;
     Information relating to the period he/she was entitled/
eligible to benefits/payments and, if benefits/payments were terminated 
or suspended, the basis for termination/suspension;
     Information relating to his/her yearly earnings and 
employment;
     Information relating to the period he/she received VR 
services and the nature and costs of those services; and
     Information required to determine if and when he/she:
     Performed SGA for a continuous period of at least 9 months 
based on services the State VRA or alternate participant provided;
     Medically recovered while in a VR program and continued to 
receive cash payments under section 225(b) and/or 1631(a)(6) of the 
Social Security Act; or
     Refused, without good cause, to continue or to cooperate 
in a VR program in such a way as to preclude his/her successful 
rehabilitation.

Authority for maintenance of the system:
    Sections 222(d) and 1615(d) of the Social Security Act (42 U.S.C. 
422 and 1382d).

Purpose(s):
    Data in this system will be used to determine if a State VR agency 
or alternate participant can be reimbursed for the costs of VR services 
provided to individuals while they were entitled/eligible to Social 
Security benefits or SSI payments based on disability or blindness. 
Data also will be used for program evaluation purposes and to determine 
what types of individuals are being successfully rehabilitated so that 
Social Security beneficiaries/SSI recipients with similar profiles are 
targeted for rehabilitation. In some instances, information furnished 
by a VR agency or alternate participant may be used as a lead in 
determining if an individual's disability/blindness payments should 
continue.

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. To a State vocational rehabilitation agency or alternate 
participant regarding the basis for SSA's decision on its claim for 
reimbursement and the reason(s) costs were allowed or denied.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or to another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA, where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect SSA or any of its components, 
is a party to litigation or has an interest in such litigation, and SSA 
determines that the use of such records by DOJ, a court or other 
tribunal, or another party before the tribunal, is relevant and 
necessary to the litigation, provided, however, that in

[[Page 1841]]

each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    3. To a congressional office in response to an inquiry from that 
office made at the request of the subject of the record.
    4. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    5. To contractors or other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an Agency function relating to this system of records.
    6. To the Internal Revenue Service, for the purpose of auditing the 
Social Security Administration's compliance with safeguard provisions 
of the Internal Revenue Code of 1986, as amended.
    7. To the Rehabilitation Service Administration (RSA) for use in 
its program studies and development of enhancements for, State 
vocational rehabilitation programs to which applicants or beneficiaries 
under Titles II and/or XVI of the Social Security Act may be referred. 
Data released to RSA will not include any personally identifying 
information such as names or Social Security numbers.
    8. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    9. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records will be stored in magnetic media (e.g., computer disc 
packs) and, on a temporary basis, in paper form.

Retrievability:
    Data will be retrieved from the system by the SSN of the individual 
who received VR services for which the State VRA or alternate 
participant filed the reimbursement claim.

Safeguards:
    Safeguards for automated data have been established in accordance 
with the Systems Security Handbook. This includes maintaining computer 
disc packs or other magnetic files with personal identifiers in secured 
storage areas accessible only to authorized personnel. SSA employees 
having access to the computerized records and employees of any 
contractor who may be utilized to develop and maintain the software for 
the automated system will be notified of criminal sanctions for 
unauthorized disclosure of information about individuals. Also, 
contracts with third parties, if any, will contain language which 
delineates the conditions under which contractors will have access to 
data in the system and what safeguards must be employed to protect the 
data.
    Manually maintained data will be stored in either lockable file 
cabinets within locked rooms or otherwise secured areas. Access to 
these records will be restricted to those employees who require them to 
perform their assigned duties. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA 
data security measures.

Retention and disposal:
    Computerized records and manual data (claim applications, keyed 
claim forms, etc.) used in the VR claims reimbursement process will be 
maintained for a period of 6 years, 3 months, after the close of the 
fiscal year in which final adjudication was made. Means of disposal 
will be appropriate to the storage medium (e.g., erasure of discs, 
shredding of paper records, or transfer to another system of records).

System manager(s) and address(es):
    Associate Commissioner, Office of Employment and Income Support 
Programs, Social Security Administration, 6401 Security Boulevard, 
Baltimore, MD 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Also, a requester should 
reasonably identify and specify the information he/she is attempting to 
obtain. These procedures are in accordance with SSA Regulations (20 CFR 
401.40(c)).

[[Page 1842]]

Contesting data procedures:
    Same as Notification procedures. Also, an individual contesting 
data in the system should identify the data, specify the information 
he/she is contesting and the corrective action sought, and the reasons 
for the correction, with supporting justification showing how the 
record is incomplete, untimely, inaccurate, or irrelevant. These 
procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Data in this system will be derived in part from other SSA systems 
of records such as the Earnings Record and Self-Employment Income 
System, 60-0059, Claims Folder System, 60-0089, Master Beneficiary 
Record, 60-0090, and the Supplemental Security Income Record and 
Special Veterans Benefits, 60-0103; the reimbursement applications 
submitted by State VR agencies or alternate participants; earnings 
information provided by the wage-earner/beneficiary; and investigations 
conducted by SSA and State VR agencies field employees which relate to 
a VR client's post-VR work activity, participation in a VR program 
after medical recovery, and/or reason(s) for failing to cooperate in a 
VR program.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0222

System name:
    Master Representative Payee File.

Security classification:
    None.

System Location:
    National Computer Center, Social Security Administration, 6201 
Security Boulevard, Baltimore, MD 21235. The system database will be 
available by direct electronic access by Social Security field offices 
(FO).
    FO addresses and telephone numbers can be found in local telephone 
directories under ``Social Security Administration,'' (SSA) or by 
accessing http://www.ssa.gov/regions/regional.html.

Categories of individuals covered by the system:
    This system maintains information about all payees and payee 
applicants, including persons whose certifications as representative 
payees have been revoked or terminated on or after January 1, 1991; 
persons who have been convicted of a violation of section 208 or 
section 1632 of the Social Security Act, persons convicted under other 
statutes in connection with services as a representative payee, and 
others whose certification as a representative payee SSA has revoked 
due to misuse of funds paid under Title II and Title XVI of the Social 
Security Act; persons who are acting or have acted as representative 
payees; representative payee applicants who were not selected to serve 
as representative payees; representative payee applicants who have been 
convicted of an offense resulting in more than one (1) year 
imprisonment; payees and payee applicants who have an outstanding 
felony warrant; organizational payees who have been authorized to 
collect a fee for their service; and beneficiaries/applicants who are 
being served by representative payees.

Categories of Records in the system:
    Data in this system consist of:
    1. Names and Social Security numbers (SSNs) (or employer 
identification numbers (EINs)) of representative payees whose 
certifications for payment of benefits as representative payees have 
been revoked or terminated on or after January 1, 1991, because of 
misuse of benefits under Title II or Title XVI of the Social Security 
Act;
    2. Names and SSNs (or EINs) of all persons convicted of violations 
of sections 208 or 1632 of the Social Security Act;
    3. Names, addresses, and SSNs (or EINs) of persons convicted of 
violations of statutes other than sections 208 and 1632 of the Social 
Security Act, when such violations were committed in connection with 
the individual's service as a Social Security representative payee;
    4. Names, addresses, SSNs, and information about the crime reported 
by the payee for those who have an outstanding felony warrant or who 
have been imprisoned for a period exceeding one (1) year. (An indicator 
will be used in the system to identify persons identified as having an 
outstanding felony warrant);
    5. Names, addresses, and SSNs (or EINs) of representative payees 
who are receiving benefit payments pursuant to section 205(j) or 
section 1631(a)(2) of the Social Security Act;
    6. Names, addresses, and SSNs of individuals for whom 
representative payees are reported to be providing representative payee 
services under section 205(j) or section 1631(a)(2) of the Social 
Security Act;
    7. Names, addresses, and SSNs of representative payee applicants 
who were not selected as representative payees;
    8. Names, addresses, and SSNs of persons who were terminated as 
representative payees for reasons other than misuse of benefits paid to 
them on behalf of beneficiaries/recipients;
    9. Information on the representative payee's relationship to the 
beneficiaries/recipients they serve;
    10. Names, addresses, EINs and qualifying information of 
organizations authorized to charge a fee for providing representative 
payee services;
    11. Codes which indicate the relationship (other than familial) 
between the beneficiaries/recipients and the individuals who have 
custody of the beneficiaries/recipients;
    12. Dates and reasons for payee terminations (e.g., performance not 
acceptable, death of payee, beneficiary in direct payment, etc.) and 
revocations;
    13. Codes indicating whether representative payee applicants were 
selected or not selected;
    14. Dates and reasons representative payee applicants were not 
selected to serve as payees and dates and reasons for changes of payees 
(e.g., beneficiary in direct payment, etc.);
    15. Amount of benefits misused;
    16. Identification number assigned to the claim on which the misuse 
occurred;
    17. Date of the determination of misuse; and
    18. Information about a felony conviction reported by the 
representative payee.

Authority for maintenance of the system:
    Sections 205(a), 205(j), 1631(a) of the Social Security Act, and 
the Social Security Protection Act of 2004 (Pub. L. 108-203).

Purpose(s):
    Information maintained in this system will assist SSA in the 
representative payee selection process by enabling Social Security 
field offices to more carefully screen applicants and to determine 
their suitability to become representative payees. SSA also will use 
the data for management information and workload projection purposes 
and to prepare annual reports to Congress on representative payee 
activities.

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 defined as ``return or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless

[[Page 1843]]

authorized by a statute, the Internal Revenue Service (IRS), or IRS 
regulations.
    1. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA, where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect SSA or any of its components, 
is a party to litigation or has an interest in such litigation, and SSA 
determines that the use of such records by DOJ, a court or other 
tribunal, or another party before the tribunal, is relevant and 
necessary to the litigation, provided, however, that in each case, SSA 
determines that such disclosure is compatible with the purpose for 
which the records were collected.
    2. To a congressional office in response to an inquiry from that 
office made at the request of the subject of the records.
    3. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    4. To the Department of Veterans Affairs, Regional Office, Manila, 
Philippines, for the administration of the Social Security Act in the 
Philippines and other parts of the Asia-Pacific region through services 
and facilities of that agency.
    5. To the Department of State for administration of the Social 
Security Act in foreign countries through services and facilities of 
that agency.
    6. To the American Institute, a private corporation under contract 
to the Department of State, for administering the Social Security Act 
on Taiwan through facilities and services of that agency.
    7. To the Department of Justice for:
    (a) Investigating and prosecuting violations of the Social Security 
Act to which criminal penalties attach,
    (b) Representing the Commissioner of Social Security, and
    (c) Investigating issues of fraud or violations of civil rights by 
officers or employees of the Social Security Administration.
    8. To the Office of the President for responding to an inquiry 
received from that individual or from a third party acting on that 
individual's behalf.
    9. To the Department of Veterans Affairs (DVA) for the shared 
administration of DVA's and the Social Security Administration's 
representative payee programs.
    10. To contractors and other Federal Agencies, as necessary, for 
the purpose of assisting the Social Security Administration in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement to obtain assistance in accomplishing 
an SSA function relating to this system of records.
    11. To a third party such as a physician, social worker, or 
community service worker, who has, or is expected to have, information 
which is needed to evaluate one or both of the following:
    (a) The claimant's capability to manage or direct the management of 
his/her affairs.
    (b) Any case in which disclosure aids investigation of suspected 
misuse of benefits, abuse or fraud, or is necessary for program 
integrity, or quality appraisal activities.
    12. To a third party, where necessary, information pertaining to 
the identity of a payee or payee applicant, the fact of the person's 
application for or service as a payee, and, as necessary, the identity 
of the beneficiary, to obtain information on employment, sources of 
income, criminal justice records, stability of residence and other 
information relating to the qualifications and suitability of 
representative payees or representative payee applicants to serve as 
representative payees or their use of the benefits paid to them under 
section 205(j) or section 1631(a) of the Social Security Act.
    13. To a claimant or other individual authorized to act on his/her 
behalf information pertaining to the address of a representative payee 
applicant or a selected representative payee when this information is 
needed to pursue a claim for recovery of misapplied or misused 
benefits.
    14. To the Railroad Retirement Board (RRB) for the administration 
of RRB's representative payment program.
    15. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    16. To the Office of Personnel Management (OPM) for the 
administration of OPM's representative payee programs.
    17. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

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, 
microfilm, and disc).

Retrievability:
    Data are retrieved from the system by the SSN or the ZIP code and 
name (in a situation where the representative payee is an organization) 
of the representative payee, or the SSN of the beneficiary/recipient.

Safeguards:
    For computerized records electronically transmitted between Central 
Office and FO locations (including organizations administering SSA 
programs under contractual agreements), safeguards include a lock/
unlock password system, exclusive use of leased telephone lines, a 
terminal-oriented transaction matrix, and an audit trail. All microfilm 
files are accessible only by authorized personnel who have a need for 
the information in performing their official duties. Magnetic tapes are 
in secured storage areas accessible only to authorized personnel. 
Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for 
additional information relating to SSA data security measures.

Retention and disposal:
    The records should be definitively destroyed in accordance with 
their appropriate retention schedules.

System manager(s) and address:
    Associate Commissioner, Office of Income Security Programs, Social 
Security Administration, Room 252 Altmeyer Building, 6401 Security 
Boulevard, Baltimore, Maryland 21235.

[[Page 1844]]

Notification procedures:
    An individual can determine if this system contains data about him/
her by writing to the systems manager at the address shown above and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of data in person should provide the same information, as 
well as provide any identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    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 access 
to records concerning another individual under false pretense is a 
criminal offense. These procedures are in accordance with SSA 
Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Also, a requester should 
reasonably identify and specify the information he/she is attempting to 
obtain. These procedures are in accordance with SSA Regulations (20 CFR 
401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, an individual contesting 
records in the system should identify the record, specify the 
information he/she is contesting and the corrective action sought, and 
the reasons for the correction, with supporting justification showing 
how the record is incomplete, untimely, inaccurate, or irrelevant. 
These procedures are in accordance with SSA Regulations (20 CFR 
401.65(a)).

Record source categories:
    Data in this system are obtained from representative payee 
applicants and representative payees, the SSA Office of Inspector 
General, and other SSA systems of records such as the Claims Folder 
System, 60-0089; Master Beneficiary Record, 60-0090; Supplemental 
Security Income Record, 60-0103; Master Files of SSN Holders, 60-0058; 
and Recovery, Accounting for Overpayments, 60-0094.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0228

System name:
    Safety Management Information System (SSA Accident, Injury and 
Illness Reporting System), Social Security Administration, Deputy 
Commissioner for Finance, Assessment and Management, Office of 
Facilities Management.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Facilities Management, 
Room 2-J-9 Operations Building, 6401 Security Boulevard, Baltimore, 
Maryland 21235.

Categories of individuals covered by the system:
    Social Security Administration (SSA) employees, who are involved in 
an accident which arises out of and in the course of their employment 
whether occurring on SSA premises or not and results in:
    (a) A fatality;
    (b) Lost workdays beyond the day in which the accident occurred;
    (c) Nonfatal injuries which result in transfer to another job, 
termination of employment, medical treatment other than first aid, loss 
of consciousness or restriction of work or motion;
    (d) A possible tort claim;
    (e) A claim for compensation;
    (f) Property damage in excess of $50;
    (g) Interruption or interference with the orderly progress of work 
of other employees;
    (h) Radiation overexposure;
    (i) Biological exposure resulting in lost time or of accidental 
release of biologicals where the public may be over-exposed. It also 
covers visiting scientists, contractor personnel,
    (j) Hospitalized patients, out-patients, employees of other Federal 
agencies, State or local governments or members of the public who 
suffer injury, illness or property damage on or in SSA premises or as a 
result of SSA activities.

Categories of Records in the system:
    This system consists of a variety of information and supporting 
documentation resulting from the reporting and investigation of 
accidents which have resulted in injury, illness, property damage or 
the interruption or interference with the orderly progress of work.
    The records contain information about individuals involved in, or 
experiencing, accidents including, but not limited to, the severity of 
the injury, whether consciousness was lost, the type of injury, 
culmination of any injury, days lost from work, if any, the nature of 
the injury, illness or disease, the body part affected, causal factors, 
weather factors, agency of accident, whether unsafe mechanical, 
physical, or personal acts or factors were involved, the accident's 
area of origin and if fire was involved, the type and form of materials 
involved.
    Property damage (both public and private) is noted through the 
property sequence number, who owned the property involved, property 
damage and actual or estimated monetary loss, the SSA installation 
number, if appropriate, and the year of manufacture or construction if 
appropriate.
    Identifiers relating to a particular accident include the 
organization, case number assigned, date and time of occurrence, State 
or territory, site, type and classification of accident, estimated 
amount of tort claims, if appropriate, name of individual(s) involved, 
the Social Security number (SSN), sex, age, grade series and level, 
Computer Sciences Corporation (CSC) series, address, other departments 
notified of accident, duty status, activity at time of accident and 
time on duty before accident. Management's evaluation and corrective 
action taken or proposed is also noted.

Authority for maintenance of the system:
    Section 19 of the Occupational Safety and Health Act of 1970 (Pub. 
L. 91-596, 29 U.S.C. 651, et seq.); 5 U.S.C. 7902; 29

[[Page 1845]]

CFR part 1960; Executive Order (E.O.) No. 12196 (45 FR 12769 4/26/80).

Purpose(s):
    The purpose of the system is to comply with the reporting and 
statistical analyses requirements of section 19 of the Occupational 
Safety and Health Act (OSHA) of 1970 (Pub. L. 91-596) as amended (29 
U.S.C. 668); 5 U.S.C. 7902; 29 CFR Part 1960; E.O. 12196 and such other 
purposes as are described below. The Safety Management Information 
System is a SSA-wide system utilized by all organizational components 
of the Agency. Thus, in addition to the routine uses subsequently noted 
in this system notice, there may be other ad hoc disclosures within the 
Agency on an official business ``need-to-know'' basis. Some of the 
purposes are the following:
     Establish a written record of the causes of accidents;
     Provide information to initiate and support corrective or 
preventive action;
     Provide statistical information relating to accidents 
resulting in occupational injuries; illnesses, and/or property damage;
     Provide management with information with which to evaluate 
the effectiveness of safety management programs;
     Provide the means for complying with the reporting 
requirements of section 19 of the Occupational Safety and Health Act of 
1970 and such other reporting requirements as may be required by 
legislative or regulative requirements;
     Provide such other summary descriptive statistics and 
analytical studies as necessary in support of the function for which 
the records are collected and maintained including general requests for 
statistical information without personal identification of individuals;
    Information in these records is used by or may be disclosed to:
     The Office of Facilities Management (OFM), Office of the 
Deputy Commissioner for Finance, Assessment and Management (DCFAM), in 
the review of accident experience data to determine the adequacy of 
corrective actions, the effect of codes, standards and guides, the 
consolidation, summarization and dissemination of accident experience 
data throughout SSA and other government departments and agencies as 
needed or required;
     The supervisor, administrative officer or other official 
initiating an accident report, including each succeeding reviewing 
official in the chain of command through which the report passes, to 
insure that corrective action, as needed and appropriate, is taken; and
     Appropriately appointed Safety Directors, Officers, or 
others with safety responsibilities within the Agency in the verifying, 
assembling, analyzing, summarizing and disseminating data concerning 
the accident in their areas of responsibility and in the initiation of 
appropriate corrective action.

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. To a Federal, State, local agency or private sources to obtain 
information relevant to the investigation of an accident and/or 
corrective action.
    2. To a congressional office in response to an inquiry from that 
office made at the request of the subject of the record.
    3. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before tribunal, is relevant 
and necessary to the litigation, provided, however, that in each case, 
SSA determines that such disclosure is compatible with the purpose for 
which the records were collected.
    4. To Federal, State, or local law enforcement agencies if a record 
maintained by this agency to carry out its functions indicates a 
violation or potential violation of law, whether civil, criminal or 
regulatory in nature.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in automated format (e.g., on magnetic 
tapes, discs, computer storage,) and in paper form (e.g., punch cards, 
lists, forms, in file folders, binders and index cards).

Retrievability:
    Records are retrieved by name, SSN, case number or cross reference.

Safeguards:
    Access to, and use of, those records is limited to those persons 
whose official duties require such access. Personnel screening is 
employed to prevent unauthorized disclosure. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    All accident reports, records, logs, and other information relating 
to an accident are retained by Headquarters and components for at least 
five years following the end of the calendar year in which the accident 
occurred. Specific occupational safety and health standards (such as 
the standards, covering the handling of carcinogenic chemicals) may be 
required to be kept for up to twenty years. Records may be retained 
indefinitely.

System manager(s) and address(es):
    Safety Manager, Office of Facilities Management, Social Security 
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the

[[Page 1846]]

person claimed to be and that he/she understands that the knowing and 
willful request for, or acquisition of, a record pertaining to another 
individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requester should also reasonably 
identify the record, specify the record contents being sought, and 
state time and brief description of the accident in which they were 
involved. These procedures are in accordance with SSA Regulations (20 
CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requester should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    The information in this system is obtained from the following 
sources: (1) The individual to whom the record pertains; (2) witnesses 
to the accident; (3) investigation officials (Federal, State, local); 
(4) medical personnel seeing the individual as a result of the 
accident; (5) supervisory personnel; (6) reviewing officials; (7) 
personnel offices; (8) investigative material furnished by Federal, 
State, or local agencies; and (9) on site observations.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0230

System name:
    Social Security Administration Parking Management Record System, 
Social Security Administration, Deputy Commissioner for Finance, 
Assessment and Management, Office of Facilities Management.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Facilities Management, 
Room 1-M-25 Operations Building, 6401 Security Boulevard, Baltimore, MD 
21235-6401.

Categories of individuals covered by the system:
    All Headquarters Social Security Administration (SSA) employees as 
well as any carpool member, contractor, vendor or building tenant 
utilizing SSA Headquarters parking facilities.

Categories of records in the system:
    This system includes the following information on all persons 
applying for a parking permit and those that may have received a 
parking citation: Name, office room number, office phone number, 
agency, home address, and automobile registration number, and where 
applicable, physician's statement in support of handicapped parking 
assignments.

Authority for maintenance of the system:
    Federal Property and Administrative Services Act of 1949, as 
amended, 63 Statute 377, 390 (see 40 U.S.C. 471, 486 and 41 CFR 101-
20.104-2).

Purpose(s):
    To establish policy governing the acquisition and allocation of 
Federal parking facilities and the establishment and determination of 
charges to be paid for the use of such parking by Federal employees, 
contractor employees and other facility tenants. The purpose of the SSA 
Parking Policy is to provide standards for apportionment and assignment 
of parking spaces on SSA-managed and SSA-controlled property and on 
property assigned to SSA by the General Services Administration or any 
other agency and to allocate and check parking spaces assigned to 
government vehicles, visitors, handicapped personnel, key personnel, 
carpools and others.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Disclosure may be made for routine use as indicated below:
    1. To a congressional office from the record of an individual in 
response to an inquiry made at the request of that individual.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before tribunal, is relevant 
and necessary to the litigation, provided, however, that in each case, 
SSA determines that such disclosure is compatible with the purpose for 
which the records were collected.
    3. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    4. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.

[[Page 1847]]

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records are maintained in automated format (e.g., on magnetic 
tapes, disks), and in paper form (e.g., binders in file cabinets).

Retrievability:
    Records are retrieved by name and the various categories of 
information described in the ``categories of records'' section above.

Safeguards:
    Access to, and use of, these records is limited to personnel whose 
official duties require such access. Security Safeguards meet the 
requirements of SSA Systems Security Handbook. A minicomputer is 
maintained in a secured area with access limited to authorized 
personnel. Computer tapes and disc are stored in locked cabinets. 
Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for 
additional information relating to SSA data security measures.

Retention and disposal:
    Superseded materials are maintained by the SSA Protective Security 
Officer for historical purposes and the control purpose has been met 
and the records are then destroyed.

System manager(s) and address(es):
    Director, Office of Protective Security Services, Social Security 
Administration, 1-M-25 Operations Building, 6401 Security Boulevard, 
Baltimore, Maryland 21235-6401.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents they are seeking. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Records are developed from information supplied by applicants for 
parking permits and, for handicapped parking assignments, by physicians 
and supervisors.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0231

System name:
    Financial Transactions of SSA Accounting and Finance Offices, 
Social Security Administration, Deputy Commissioner for Finance, 
Assessment and Management, Office of Financial Policy and Operations.

System classification:
    None.

System Location:
    Deputy Commissioner for Finance, Assessment and Management, 800 
Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.
    Travel vouchers submitted for reimbursement of travel and other 
expenditures while on official business may also be maintained at the 
administrative office of the Social Security Administration (SSA) 
employee's unit of work. Records concerning delinquent debts may also 
be maintained at the program office or by designated claims officers 
apart from the finance office.

Categories of individuals covered by the system:
    All persons who receive a payment from SSA finance offices and all 
persons owing monies to these offices. Persons receiving payments 
include, but are not limited to, travelers on official business, 
contractors, grantees and consultants. Persons owing monies include, 
but are not limited to, persons who have been overpaid and who owe SSA 
a refund and persons who have received from SSA goods or services for 
which there is a charge or fee (e.g., Freedom of Information Act 
requesters).

Categories of Records in the system:
    Name, Social Security number (SSN), address, employer 
identification numbers (EINs), purpose of payment, accounting 
classification and amount paid. Also, in the event of an overpayment, 
and for delinquent grants, the amount of the indebtedness, the 
repayment status and the amount to be collected.

Authority for maintenance of the system:
    Budget and Accounting Act of 1950 (Pub. L. 81-784), Debt Collection 
Act of 1982 (Pub. L. 97-365).

Purpose(s):
    These records are an integral part of SSA's accounting system. The 
records are used to track payments to individuals, exclusive of 
salaries and wages, based upon prior entry into the systems of the 
official commitment and obligation of government funds. When an 
individual is to repay funds advanced, the records will be used to 
establish a receivable record and to track repayment status. In the 
event of an overpayment to an individual, the

[[Page 1848]]

record is used to establish a receivable record for recovery of the 
amount claimed. The records are also used internally to develop reports 
to the Internal Revenue Service and applicable State and local taxing 
officials of taxable income. This is an Agency-wide notice of payment 
and collection activities at all locations. Intra-Agency uses and 
transfers concern the validation and certification for payment, and for 
SSA internal audits.

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. To the Department of the Treasury for check preparation.
    2. To members of Congress concerning a Federal financial assistance 
program.
    3. To a congressional office from an individual's record in 
response to an inquiry from the congressional office made at the 
request of that individual.
    4. To the Department of Justice in the event SSA deems it 
desirable, or necessary, in determining whether particular records are 
required to be disclosed under the Freedom of Information Act.
    5. To a Federal, State or local agency maintaining civil, criminal 
or other relevant enforcement records or other pertinent records, such 
as current licenses, if necessary to obtain a record relevant to an 
Agency decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the letting of a contract or the 
issuance of a license or other benefit.
    6. To a Federal agency, in response to its request, in connection 
with the hiring or retention of an employee, the issuance of a security 
clearance, the reporting of an investigation of an employee, the 
letting of a contract, or the issuance of a license or other benefit by 
the requesting agency, to the extent that the record is relevant and 
necessary to the requesting agency's decision on the matter.
    7. To a Federal agency having the power to subpoena records, for 
example, the Internal Revenue Service or the Civil Rights Commission, 
in response to a subpoena for information contained in this system of 
records.
    8. To officials of labor organizations recognized under 5 U.S.C. 
Chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting conditions of employment.
    9. To the Department of Justice (DOJ), a court or other tribunal, 
or to another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before tribunal, is relevant 
and necessary to the litigation, provided, however, that in each case, 
SSA determines that such disclosure is compatible with the purpose for 
which the records were collected.
    10. To credit reporting agencies to obtain a credit report about a 
potential contractor or grantee in order to determine the potential 
contractor's or grantee's creditworthiness.
    11. To the Department of the Treasury:
    (a) To find out whether or not the individual has a delinquent tax 
account for the purpose of determining the individual's 
creditworthiness for the loan in question under the Internal Revenue 
Code (26 U.S.C. 6103(1)(3)(A)-(C)); and
    (b) To assist SSA in recovering the collection of delinquent 
administrative debts through Administrative Wage Garnishment (AWG) (31 
U.S.C. 3720D) via the Treasury Crossing Servicing program as authorized 
by the Debt Collection Improvement Act of 1996.
    12. To the following entities in order to help collect a debt owed 
the United States:
    (a) To another Federal agency so that agency can effect a salary 
offset;
    (b) To another Federal agency so that agency can effect an 
administrative offset under common law or under 31 U.S.C. 3716 
(withholding from money payable to, or held on behalf of, the 
individual);
    (c) To the Department of the Treasury to request the mailing 
address of an individual under the Internal Revenue Code (26 U.S.C. 
6103(m)(2)(A)) for the purpose of locating the individual to collect or 
compromise a Federal claim against the individual in accordance with 31 
U.S.C. 3711, 3717 and 3718;
    (d) To an agent of the Social Security Administration (SSA) that is 
a consumer reporting agency within the meaning of 15 U.S.C. 1681a(f), 
the mailing address of an individual may be disclosed to such agent for 
the purpose of allowing such agent to prepare a commercial credit 
report on the individual for use by SSA in accordance with 31 U.S.C. 
3711, 3717 and 3718;
    (e) To debt collection agents under 31 U.S.C. 3718 or under common 
law to help collect a debt; and
    (f) To the Department of Justice for litigation or for further 
administrative action. In accordance with 31 U.S.C. 3711(e)(1)(F), 
disclosure under parts (a)-(c) and (e) is limited to information 
necessary to establish the identity of the person, including name, 
address and taxpayer identification or Social Security number; the 
amount, status, and history of the claim; the agency or program under 
which the claim arose.
    13. To another Federal agency that has asked the Social Security 
Administration to effect an administrative offset under common law or 
under 31 U.S.C. 3716 to help collect a debt owed the United States. 
Disclosure under this routine use is limited to the individual's name, 
address, Social Security number, and other information necessary to 
identify the individual information about the money payable to, or held 
for, the individual, and other information concerning the 
administrative offset.
    14. To the Internal Revenue Service and State and local tax 
authorities when income and payments are reported to them concerning 
employees, contractors, and when amounts are written-off as legally or 
administratively uncollectible, in whole or in part.
    15. To banks enrolled in the treasury credit card network to 
collect a payment or debt when the individual has given his/her credit 
card number for this purpose.
    16. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    17. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    18. To contractors and other Federal agencies, as necessary, for 
the purpose of assisting the Social Security Administration (SSA) in 
the efficient

[[Page 1849]]

administration of its programs. We will disclose information under this 
routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an agency function relating to this system of records.

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 automated form (e.g., disc packs and 
magnetic tapes).

Retrievability:
    Records are retrieved by name, SSN, and voucher number.

Safeguards:
    1. Only authorized users have access to these records: Employees 
and officials directly responsible for programmatic or fiscal activity, 
including administrative and staff personnel, financial management 
personnel, computer personnel, and managers who have responsibilities 
for implementing SSA programs.
    2. Physical Safeguards: File folders, reports and other forms of 
personnel data, and electronic diskettes are stored in areas where fire 
codes are strictly enforced. All documents and diskettes are protected 
during lunch hours and non-working hours in locked file cabinets or 
locked storage areas. Magnetic tapes, disks, etc., and computer 
matching tapes are locked in a computer room and tape vault.
    3. Procedural Safeguards: Password protection of automated records 
is provided. All authorized users protect information from public view 
and from unauthorized personnel entering an office. The safeguards are 
now maintained in accordance with SSA's Systems Security guides.
    Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for 
additional information relating to SSA data security measures.

Retention and disposal:
    Records are purged from automated files once the accounting purpose 
has been served. Printed copies and manual documents are retained and 
disposed of in accord with General Accounting Office principles and 
standards, as authorized by the National Archives and Records 
Administration.

System manager(s) and address(es):
    Deputy Commissioner for Finance, Assessment and Management, 800 
Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also clearly 
specify the record contents being sought, and may include an accounting 
of disclosures that have been made of their records, if any. These 
procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for requesting the 
correction, with supporting justification showing how the record is 
inaccurate, incomplete, untimely or irrelevant. These procedures are in 
accordance with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Individual travel vouchers, grants, contract and purchase order 
award documents; delinquent grant records, invoices of services 
rendered; and/or goods received, and applications for travel and/or 
salary advances.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0232

System name:
    Central Registry of Individuals Doing Business With SSA (Vendor 
File), Social Security Administration, Deputy Commissioner for Finance, 
Assessment and Management, Office of Financial Policy Operations.

Security classification:
    None.

[[Page 1850]]

System Location:
    Social Security Administration, Room 2-B-4 East Low Rise Building, 
6401 Security Boulevard, Baltimore, Maryland 21235.

Categories of individuals covered by the system:
    Individuals who are the recipients of Federal Domestic Assistance 
Grants or of contracts awarded by the Social Security Administration 
(SSA).

Categories of records in the system:
    An index of names, addresses and Social Security numbers (SSN) of 
individuals or tax identification numbers (TIN) or employer 
identification numbers (EIN) of employer business entities doing 
business with SSA. The Central Registry (Vendor File) (VF) contains 
banking information, routing and transit numbers (RTAS) and deposit 
account numbers (DAN) for direct deposit payments for vendors. No other 
personally identifiable data are maintained. The index is termed public 
information since data relative to Federal Domestic Assistance and 
contracts are public information.

Authority for maintenance of the system:
    5 U.S.C. 301.

Purpose(s):
    This registry is maintained to provide a standard code to uniquely 
identify entities, including individuals, together with mailing address 
and other characteristic data, to all principal operating components, 
agencies, regional offices and staff offices of SSA. The use of a 
single code per entity in all SSA data systems enhances communications 
with an entity, as well as diminishing the need to maintain duplicative 
data and files at various locations. Major categories of entities in 
the central registry are those awarded contracts and grants under 
Federal Domestic Assistance programs. Only those persons in SSA with a 
``need to know'' have access to the published registry and to the 
automated records. The Code Book provides a listing of data processing 
numbers for grant, contract and financial transactions. These numbers 
are used to access the name and address of the individual in the 
Automated Library (Central Registry). The information is used for check 
preparation, reports, mailings, etc.

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. To a congressional office in response to an inquiry from that 
office made at the request of the subject individual.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA, where it is authorized to do so) agreed to represent the employee; 
or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect SSA or any of its components, 
is a party to the litigation or has an interest in such litigation, and 
SSA determines that the use of such records by DOJ, a court or other 
tribunal, or another party before such tribunal, is relevant and 
necessary to the litigation and would help in the effective 
representation of the governmental party, provided however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    3. To the Department of Justice in the event the Social Security 
Administration deems it desirable or necessary, in determining whether 
particular records are required to be disclosed under the Freedom of 
Information Act for the purpose of obtaining its advice.
    4. To a Federal, State or local agency maintaining civil, criminal 
or other relevant enforcement records or other pertinent records, such 
as current licenses, if necessary to obtain a record relevant to an 
Agency decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the letting of a contract, or the 
issuance of a license, grant or other benefit.
    5. To a Federal agency, in response to its request, in connection 
with the hiring or retention of an employee, the issuance of a security 
clearance, the reporting of an investigation of an employee, the 
letting of a contract, or the issuance of a license, grant, or other 
benefit by the requesting agency, to the extent that the record is 
relevant and necessary to the requesting agency's decision on the 
matter.
    6. To a Federal agency having the power to subpoena records, for 
example, the Internal Revenue Service or the Civil Rights Commission in 
response to a subpoena for information contained in this system of 
records.
    7. To officials of labor organizations recognized under 5 U.S.C. 
Chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting conditions of employment.
    8. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    9. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    10. To contractors and other Federal agencies, as necessary, for 
the purpose of assisting the Social Security Administration (SSA) in 
the efficient administration of its programs. We will disclose 
information under this routine use only in situations in which SSA may 
enter into a contractual or similar agreement with a third party to 
assist in accomplishing an agency function relating to this system of 
records.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in automated form (e.g., disc packs and 
magnetic tapes) and in paper form (e.g., Hard copy code booklets) at 
central computer sites.

Retrievability:
    Records are retrieved by either name, SSN or other characteristic 
data.

Safeguards:
    Only specified employees have access to the vendor file database. A 
security profile is maintained in the computer system to limit and 
monitor access. Authorized employees must have a personal 
identification number (PIN) and password to access the system and 
clearance for the proper security profile to access the vendor file. 
Certain functions, such as ``Delete'' or ``Purge,'' cannot be performed 
unless the vendor file systems administrator implements the function. 
Access http://www.socialsecurity.gov/foia/bluebook/

[[Page 1851]]

app--g.htm for additional information relating to SSA data security 
measures.

Retention and disposal:
    Records are purged from the automated file every two years; only 
persons actively dealing with SSA remain on file. Code Books are 
replaced each year. Inactive books are destroyed.

System manager(s) and address(es):
    Social Security Administration, Office of Finance, Division of 
Administrative Payments, Social Security Administration, 2-B-4 East Low 
Rise Building, 6401 Security Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call.
    SSA will establish the subject individual's identity (his/her name, 
SSN, address, date of birth and place of birth, along with one other 
piece of information, such as mother's maiden name) and ask for his/her 
consent in providing information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
inaccurate, untimely or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Grant and Contract documents. Names, SSNs, TINs, RTAS, DANs and 
addresses are provided by the individual when applying for a grant or 
contract from the SSA.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0234

System name:
    Employee Assistance Program (EAP) Records, Social Security 
Administration, Deputy Commissioner for Human Resources, Office of 
Personnel, Center for Employee Services.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Human Resources, Office 
of Personnel, Center for Employee Services, Employee Assistance 
Program, 6401 Security Boulevard, Baltimore, Maryland 21235.
    Social Security Administration (SSA) Regional Offices, Human 
Resources Center (contact the system manager or access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for address 
information).

Categories of individuals covered by the system:
    This system covers SSA employees, employees of other organizations 
serviced by SSA Employee Assistant Program (EAP), or family members of 
any of these employees who have been counseled and/or referred for 
counseling for personal problems by the EAP.

Categories of Records in the system:
    The system contains records of each employee and family member who 
has utilized the EAP for a personal problem. Examples of information 
that may be found in each record are employee or family member name, 
date of birth, grade, job title, home address, telephone numbers, and 
supervisor's name and telephone number. In addition to the demographic 
data, certain clinical information is normally maintained in each 
record including a psychosocial history, assessment of personal 
problems, information regarding referrals to treatment facilities in 
the community, and intervention outcomes. Also, information relating to 
finances that the employee voluntarily provides; disposition, including 
employees stated intentions; record of letters or tax forms sent as 
replies; letters from creditors or their representatives and copies of 
our replies and copies of tax levies against employees. Finally, if an 
employee is referred to the EAP by a supervisor, the record may contain 
information regarding the referral such as leave record, reasons for 
referral, and outcomes of supervisory interventions.

Authority for maintenance of the system:
    5 U.S.C. 7361, 7362, 7901, and 7904.

Purpose(s):
    These records are used to document the nature and extent of the 
employee's or family member's personal problem and the background 
information necessary for formulating an intervention plan in an effort 
to resolve the personal problem and return the employee to full 
productivity. The record is also used to document, when appropriate, 
where the employee or family member has been referred for treatment or 
rehabilitation and the progress in such treatment.
    Anonymous information from these records is also needed for the 
purpose of preparing statistical reports and analytical studies in 
support of the EAP's management.

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.

[[Page 1852]]

    1. To contractors if the Social Security Administration contracts 
with private firms, individuals, or other groups such as a Federal 
Employee Assistance Program (EAP) consortium for the purpose of 
providing the EAP functions. The contractor shall be required to 
maintain Privacy Act safeguards with respect to such records. The 
contractors will surrender to the EAP all of these records as well as 
any new records at the time of contract termination.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA, where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect SSA or any of its components, 
is a party to the litigation or has an interest in such litigation, and 
SSA determines that the use of such records by DOJ, a court or other 
tribunal, or another party before such tribunal, is relevant and 
necessary to the litigation, provided, however, that in each case, SSA 
determines that such disclosure is compatible with the purpose for 
which the records were collected.
    3. To a congressional office in response to any inquiry from that 
office made at the request of the subject of the record.
    4. To a court or other tribunal, or a party before the same, where 
the records are covered by the Confidentiality of Alcohol and Drug 
Abuse Patient Records regulations (42 CFR part 2). Any disclosure of 
such patient records must be pursuant to a qualified service 
organization agreement that meets the requirements of 42 CFR part 2 and 
must also comply with all other aspects of these regulations. The 
Employee Assistance Program Administrators in each program location 
must personally approve any disclosure made under this routine use 
based on his or her determination that it is compatible with the 
purpose for which the records were collected.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in automated form (e.g., computer readable 
media, hard drives, floppy disks, and Compact Disc-Read Only Memory 
(CD-ROM)) and in paper form (e.g., folders, index cards).

Retrievability:
    Records are retrieved by a case code number. These numbers are 
cross-indexed by name of employee or family member.

Safeguards:
    1. Authorized Users: Access to these records is limited to the EAP 
Administrators who work directly with employees and family members in 
each program location and their immediate staffs (including staff 
counselors, staff secretaries, contract or consortia counselors and 
secretaries). All EAP Administrators, whether or not they directly 
provide clinical services, may access the records for the purposes of 
program evaluation, destroying records at the end of their period of 
maintenance, and transferring records from one contractor to another.
    2. Physical Safeguards: All records are stored in a metal filing 
cabinet equipped with at least a combination lock, and preferably a 
locking bar. This file cabinet is in a secured area, accessible only to 
the EAP staff, and is locked when not in use. Computer readable 
information is maintained in discrete systems and/or is password 
protected. Computers are also stored in secured areas, accessible to 
only the EAP staff. These records are always maintained separate from 
any other system of records.
    3. Procedural Safeguards: All persons having access to the records 
shall have previous training in the proper handling of records covered 
by the Privacy Act and 42 CFR part 2 (Confidentiality of Alcohol and 
Drug Abuse Patient Records). These restrict disclosures to unique 
situations, such as medical emergencies, except when the employee or 
family member has consented in writing. Furthermore, employees and 
family members who utilize the EAP will be informed in writing of the 
confidentiality provisions; and secondary disclosure of information is 
prohibited without employee consent.
    Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for 
additional information relating to SSA data security measures.

Retention and disposal:
    Records are retained until three years after the employee or family 
member has ceased contact with the EAP or until any litigation is 
resolved. However, if an employee has been terminated from SSA 
employment, records are retained for at least three years after the 
official date of termination and until any litigation is resolved. 
Files are then destroyed.

System manager(s) and address(es):
    Social Security Administration, Director, Center for Employee 
Services, Office of Personnel, Office of Human Resources, 6401 Security 
Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    Upon receiving a request, the EAP Administrator shall weigh the 
need for disclosure against the potential injury to the patient, to the 
physician-patient relationship, and to the treatment services. The EAP 
Administrator will then determine the extent to which any disclosure of 
all or any part of the record is necessary (42 CFR part 2 does not 
compel disclosure).
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being

[[Page 1853]]

requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system of records is: (1) Supplied directly by 
the individual, or (2) supplied by a member of the employee's family, 
or (3) derived from information supplied by the individual, or (4) 
supplied by sources to whom the employee and/or family member has been 
referred for assistance, or (5) supplied by SSA officials, or (6) 
supplied by EAP counselors.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0236

System name:
    Employee Development Program Records, Social Security 
Administration, Deputy Commissioner for Human Resources (DCHR), Office 
of Training (OT).

Security classification:
    None.

System Location:
    Social Security Administration, Office of Training, Offices of the 
Deputy Commissioners, Deputy-level offices and/or Regional 
Commissioners' offices.

Categories of individuals covered by the system:
    Applicants and participants in all Social Security Administration 
(SSA) developmental programs at the specific grades covered by the 
programs.

Categories of in the system:
    This system consists of a variety of records relating to an 
employee's application for, and participation in, the Executive 
Development Program. In addition to the employee's name, the system 
contains the employee's title, grade and salary, Social Security number 
(SSN), organization in which employed, date of entry into the Executive 
Development Program, training needs while participating in the program, 
individual development plan and basis for participation in the Employee 
Development Program.

Authority for maintenance of the system:
    5 U.S.C. 3396, et seq.

Purpose(s):
    These records are used to document employee's application for, and 
participation in, the Executive Development Program. They may be used 
as a basis for promotion, transfer, or reassignment. They may be used 
as a basis for preparing management, budgetary or statistical reports 
to support organizational planning or manpower utilization studies.

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. To Federal, State and local law enforcement agencies in the 
event that this system of records indicates a violation or potential 
violation of law, whether civil, criminal or regulatory in nature.
    2. To another Federal agency in connection with the hiring or 
retention of an employee, the issuance of a security clearance, the 
reporting of an investigation of an employee, the letting of a 
contract, or the issuance of a license, grant, or other benefit by the 
requesting agency, to the extent that the record is relevant and 
necessary to the requesting agency's decision on the matter.
    3. To a Federal agency having the power to subpoena records, for 
example, the Internal Revenue Service or the Civil Rights Commission, 
in response to a subpoena for information contained in this system of 
records.
    4. To officials of labor organizations recognized under 5 U.S.C. 
Chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting conditions of employment.
    5. To contractors when the Social Security Administration contracts 
with a private firm for the purpose of collating, analyzing, 
aggregating or otherwise refining records in this system. The 
contractor shall be required to maintain Privacy Act safeguards with 
respect to such records.
    6. To the Office of Personnel Management, the Merit Systems 
Protection Board, or the Office of the Special Counsel, when 
information is requested in connection with appeals, special studies of 
the civil service and other merit systems, review of those agencies' 
rules and regulations, investigation of alleged or possible prohibited 
personnel practices, and for such other functions of these agencies as 
may be authorized by law, e.g., 5 U.S.C. 1205 and 1206.
    7. To the Equal Employment Opportunity Commission when requested in 
connection with investigations into alleged or possible discriminatory 
practices in the Federal sector, examination of Federal affirmative 
employment programs, compliance by Federal agencies with the Uniform 
Guidelines on Employee Selection Procedures, or other functions vested 
in the Commission.
    8. To the Federal Labor Relations Authority, its General Counsel, 
the Federation Mediation and Conciliation Service, the Federal Service 
Impasses Panel, or an arbitrator when information is requested in 
connection with investigations of allegation of unfair practices, 
matters before an arbitrator or the Federal Service Impasses Panel.
    9. To a congressional office from the record of an individual in 
response to an inquiry from congressional office made at the request of 
that individual.
    10. To the Department of Justice (DOJ), a court or other tribunal, 
or to another party before such tribunal, when:

[[Page 1854]]

    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA, where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect SSA or any of its components, 
is a party to the litigation or has an interest in such litigation, and 
SSA determines that the use of such records by DOJ, a court or other 
tribunal, or another party before such tribunal, is relevant and 
necessary to the litigation, provided, however, that in each case, SSA 
determines that such disclosure is compatible with the purpose for 
which the records were collected.
    11. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    12. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in this system:
Storage:
    Records are maintained in automated form (e.g., magnetic tapes, 
hard drives, floppy disks, Compact Disk-Read Only Memory (CD-ROM)) and 
in paper form (e.g., file folders, punch cards, forms).

Retrievability:
    Records are retrieved by name and SSN.

Safeguards:
    Access to, and use of, these records is limited to those persons 
whose official duties require such access. A personnel screening is 
employed to prevent unauthorized disclosure. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    Records of an unsuccessful applicant are retained for 60 days after 
notification that he or she was not selected for participation, and are 
then destroyed. Records of a participant are retained for 5 years after 
the individual has ceased to participate in the program, and are then 
destroyed.

System manager(s) and address(es):
    In the field, Applicable Personnel Officers who service the 
organization unit in which the individual is employed. In Headquarters, 
DCHR. Office of Personnel, Director, 6401 Security Boulevard, 
Baltimore, Maryland 21235. For all training related material: DCHR/OT, 
6401 Security Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN, or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system of records is: (1) Supplied directly by 
the individual, or (2) derived from information supplied by the 
individual, or (3) supplied by SSA officials.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0237

System name:
    Employees' Medical Records, Social Security Administration, Deputy 
Commissioner for Human Resources, Office of Personnel, Center for 
Employee Services.

Security classification:
    None.

System Location:
    These records are maintained on current Social Security 
Administration (SSA) employees receiving health services at the SSA 
Health Units at the following addresses:
    Social Security Administration, Headquarters, 6401 Security 
Boulevard, Baltimore, Maryland 21235.
    Social Security Administration, Northeastern Program Service 
Center, 1 Jamaica Center Plaza, 155-10 Jamaica Avenue, Jamaica, New 
York 11432-3830.

[[Page 1855]]

    Social Security Administration, Mid-Atlantic Program Service 
Center, 300 Spring Garden Street, Philadelphia, Pennsylvania 19123.
    Social Security Administration, Wilkes-Barre Data Operations 
Center, 1150 East Mountain Drive, Wilkes-Barre, Pennsylvania 18702-
7997.
    Social Security Administration, Southeastern Program Service 
Center, 3001 Twelfth Avenue, North, Birmingham, Alabama 35285.
    Social Security Administration, Western Program Service Center, 
Frank Hagel Federal Building, 1221 Nevin Avenue, Richmond, California 
94802.
    Other SSA employees receive health services through Interagency 
Agreements with the Public Health Service.

Addresses of Interagency Agreement Health Units
HEADQUARTERS
    Social Security Administration, Metro West Building, Suite 200, 
South Building, 300 North Greene Street, Baltimore, Maryland 21203.
    Social Security Administration, National Computer Center Building, 
Room G-09, 6301 Security Boulevard, Baltimore, Maryland 21235.
    Social Security Administration, Security West Building, Room 1-R-
15, 1500 Woodlawn Drive, Baltimore, Maryland 21241.
    WOC Building, Suite 1209, 1718 Woodlawn Drive, Baltimore, Maryland 
21207.
FIELD ADDRESSES

In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, 
Rhode Island, Vermont):
     John F. Kennedy Building, Government Center, Health Unit, 
Boston, MA 02203.
     Thomas P. O'Neill Federal Building, Health Unit, 10 
Causeway Street, Boston, MA 02222.

In the New York Region (New Jersey, New York, Puerto Rico, Virgin 
Islands)
    Jacob Javitz Federal Building, Health Unit, 26 Federal Plaza, New 
York, N.Y. 10278.

In the Philadelphia Region (Delaware, District of Columbia, Maryland, 
Pennsylvania, Virginia, West Virginia):
     William J. Green, Jr. Federal Building, Health Unit, 600 
Arch Street, Philadelphia, PA 19106-1611.
     Federal Employee and Service Center, National Underground 
Storage, 27S-221, Health Unit, Boyers, PA 16020-0221.
     Housing and Urban Development Building, Health Unit, 451 
7th Street, SW., Washington, DC 20410-0001.

In the Atlanta Region (Alabama, North Carolina, South Carolina, 
Florida, Georgia, Kentucky, Mississippi, Tennessee):
    Sam Nunn Federal Building, Health Unit, 61 Forsyth Street, SW., 
Atlanta, GA 30303.

In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, 
Wisconsin):
     John C. Kluczynski Federal Building, Health Unit, 230 S. 
Dearborn Street, Chicago, IL 60604.
     Harold Washington Social Security Center, Health Unit, 600 
West Madison Street, Chicago, IL 60661.

In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
    Richard Bolling Federal Building, Health Unit, 601 E. 12th Street, 
Kansas City, MO 64106.

In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, 
Texas):
     Health Unit, 1301 Young Street, Dallas, TX 75202.
     Albuquerque Teleservice Center, Health Unit, 500 Lead, 
SW., Albuquerque, NM 87102.

In the Denver Region (Colorado, Montana, North Dakota, South Dakota, 
Utah, Wyoming):
    Federal Building and U.S. Courthouse, Health Unit, 1961 Stout 
Street, Denver, CO 80294.

In the San Francisco Region (American Samoa, Arizona, California, Guam, 
Hawaii, Nevada, Northern Marianna Islands):
    Federal Building, Health Unit, Room 443, 50 United Nations Plaza, 
San Francisco, CA 94102.

In the Seattle Region (Alaska, Idaho, Oregon, Washington):
     Auburn Teleservice Center, Health Unit, 2801 C Street, 
SW., Auburn, WA 98001-7401.
     Bank of America Tower, Health Unit, 701 5th Avenue, 
Seattle, WA 98104-7075.

Categories of individuals covered by the system:
    Individuals who have received health services from any of the SSA 
Health Units.

Categories of records in the system:
    This system consists of a variety of records relating to an 
individual's utilization of services provided by SSA Health Units. 
Examples of information which may be included in this system are, 
history of non-work related injuries, illness or complaint presented to 
Health Unit staff, immunization records, medication administered by 
Health Unit staff, referrals to other health care providers.

Authority for maintenance of the system:
    5 U.S.C. 7901; OMB Circular No. A-72.

Purpose(s):
    These records document utilization of health services provided by 
SSA Health Units.

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. To the appropriate Federal, State, or local agency responsible 
for investigation of an accident, disease, medical condition, or injury 
as required by pertinent legal authority.
    2. To the Office of Worker's Compensation Programs in connection 
with a claim for benefits filed by an employee.
    3. To a congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of that individual.
    4. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA, where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect SSA or any of its components, 
is a party to the litigation or has an interest in such litigation, and 
SSA determines that the use of such records by DOJ, a court or other 
tribunal, or another party before the tribunal, is relevant and 
necessary to the litigation, provided, however, that in each case, SSA 
determines that such disclosure is compatible with the purpose for 
which the records were collected.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984,

[[Page 1856]]

information which is not restricted from disclosure by Federal law for 
the use of those agencies in conducting records management studies.
    7. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    These records are maintained as hard copy records.

Retrievability:
    Records are retrievable by name, date of birth, or Social Security 
Number (SSN) of the individual to whom they pertain.

Safeguards:
    During the employment of the individual, medical records are 
maintained in files separate from the Official Personnel Folder and are 
located in lockable metal cabinets and/or in secured rooms with access 
limited to those whose official duties require access. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    Records are maintained up to six years from the date of the last 
entry. The records are shredded and appropriately disposed of 
approximately three months after separation.

System manager(s) and address(es):
    Social Security Administration, SSA Medical Director, Office of 
Human Resources, Center for Employee Services, 6401 Security Boulevard, 
Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    An individual requesting access to records should submit his/her 
request in writing to the system manager or designated custodian of the 
records. An individual requesting access via mail or telephone also 
must furnish an address. Any individual requesting access must also 
follow the Office of Personnel Management's Privacy Act regulations 
regarding verification of identity and access to records (5 CFR part 
297). These procedures are in accordance with SSA Regulations (20 CFR 
401.40(c) and 401.55(b)).


    Note: At the Headquarter's SSA Health Units, the individual will 
be asked to complete Form SSA-3465, Consent for Release of Personal 
Information. In other SSA Health Units the SSA-3465 or equivalent 
will be required.

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system of records is obtained from, the 
individual to whom the information pertains, laboratory reports and 
test results, SSA Health Unit medical officer, physicians, nurses and 
other medical technicians who have examined, tested, or treated the 
individual, the individual's personal physician and other Federal 
employee health units.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0238

System name:
    Pay, Leave and Attendance Records, Social Security Administration, 
Deputy Commissioner for Human Resources, Office of Personnel.

Security classification:
    None.

System Location:
    For Time and Attendance: Deputy Commissioner for Human Resources, 
Office of Personnel, Director, Center for Personnel Management 
Information Systems and Payroll, 6401 Security Boulevard, Baltimore, 
Maryland 21235.
    For Federal Personnel and Payroll Systems (FPPS): Director, Payroll 
Operations Division, Department of the Interior, National Business 
Center, 7301 W. Mansfield Avenue, Denver, Colorado 80235-2230.

Categories of individuals covered by the system:
    All paid employees of the Social Security Administration (SSA).

Categories of records in the system:
    This system consists of a variety of records relating to pay and 
leave determinations made about each employee of SSA. In addition to 
the name of the employee, the system includes information such as the 
employee's date of birth, Social Security number (SSN), home address, 
grade or rank, employing organization, timekeeper number, salary, civil 
service retirement fund contributions, pay plan,

[[Page 1857]]

number of hours worked, annual and sick leave accrual rate and usage, 
administrative leave usage, annual and sick leave balance, deductions 
for Medicare and/or FICA, Federal, State and city tax withholdings, 
Federal Employees Governmental Life Insurance withholdings, Federal 
Employees Health Benefits withholdings, awards, commercial 
garnishments, child support and/or alimony wage assignments, savings 
allotments, union and management association dues withholdings 
allotments, savings bonds allotments; Combined Federal Campaign 
allotments; and Thrift Savings Plan contributions.

Authority for maintenance of the system:
    5 U.S.C. Chapter 55, Sec.  5501 et seq., Chapter 61, Sec.  6101, et 
seq. and Chapter 63 Sec.  6301 et seq.

Purpose(s):
    Records in this system are used to insure that each employee 
receives the proper pay and allowances; that proper deductions and 
authorized allotments are made from employees' pay; and that employees 
are credited and charged with the proper amount of leave. Records are 
also used to produce summary descriptive statistics and analytical 
studies in support of the functions for which the records are collected 
and maintained and for related personnel management functions or pay 
studies, and for other purposes compatible with the intent for which 
the records system was created.

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. To the Internal Revenue Service and to State and local 
government tax agencies: Records relating to employees' income 
including name, home address, Social Security number, earned income, 
and amount of taxes withheld.
    2. To Federal, State, Foreign and local law enforcement agencies in 
the event that this system of records indicates a violation or 
potential violation of law, whether civil, criminal or regulatory in 
nature.
    3. To a Federal, State or local agency maintaining civil, criminal 
or other relevant enforcement records or other pertinent records, such 
as current licenses, if necessary to obtain a record relevant to an 
Agency decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the letting of a contract, or the 
issuance of a license, grant or other benefit.
    4. To a Federal agency, in response to its request, in connection 
with the hiring or retention of an employee, the issuance of a security 
clearance, the reporting of an investigation of an employee, the 
letting of a contract, or the issuance of a license, grant, or other 
benefit by the requesting agency, to the extent that the record is 
relevant and necessary to the requesting agency's decision on the 
matter.
    5. To a Federal agency having the power to subpoena records, for 
example, the Internal Revenue Service or the Civil Rights Commission, 
in response to a subpoena for information contained in this system of 
records.
    6. To officials of labor organizations recognized under 5 U.S.C. 
Chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting conditions of employment.
    7. To contractors or another Federal agency when the Social 
Security Administration contracts with a private firm or makes an 
arrangement with a Federal agency for the purpose of performing payroll 
related processing, in addition to collating, analyzing, aggregating or 
otherwise refining records in this system. The contractor shall be 
required to maintain Privacy Act safeguards with respect to such 
records.
    8. To the Office of Personnel Management, the Merit Systems 
Protection Board, or the Office of the Special Counsel when information 
is requested in connection with appeals, special studies of the civil 
service and other merit systems, review of those agencies' rules and 
regulations, investigation of alleged or possible prohibited personnel 
practices, and for such other function of these agencies as may be 
authorized by law, e.g., 5 U.S.C. 1205 and 1206.
    9. To the Equal Employment Opportunity Commission when requested in 
connection with investigations into alleged or possible discriminatory 
practices in the Federal sector, examination of Federal affirmative 
employment programs, compliance by Federal agencies with the Uniform 
Guidelines on Employee Selection Procedures, or other functions vested 
in the Commission.
    10. To the Federal Labor Relations Authority, its General Counsel, 
the Federal Mediation and Conciliation Service, the Federal Service 
Impasses Panel, or an arbitrator when information is requested in 
connection with investigations of allegations of unfair practices, 
matters before an arbitrator or the Federal Service Impasses Panel.
    11. To the Department of Labor in connection with a claim filed by 
the employee for compensation on account of a job-connected injury or 
disease.
    12. To respond to court orders for garnishment of an employee's pay 
for alimony or child support or commercial debt.
    13. To respond to orders from Internal Revenue Service for 
garnishment of an employee's pay for Federal income tax purposes.
    14. To the Department of the Treasury for the purposes of preparing 
and issuing employee salary and compensation checks and United States 
Savings Bonds.
    15. To State offices of unemployment compensation in connection 
with claims filed by current or former Social Security Administration 
employees for unemployment compensation.
    16. To a congressional office in response to an inquiry from the 
congressional office made at the request of that individual.
    17. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA, where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect SSA or any of its components, 
is a party to the litigation or has an interest in such litigation, and 
SSA determines that the use of such records by DOJ, a court or other 
tribunal, or another party before the tribunal is relevant and 
necessary to the litigation, provided, however, that in each case, SSA 
determines that such disclosure is compatible with the purpose for 
which the records were collected.
    18. To financial organizations designated to receive labor 
organization or management association dues withheld from employees' 
pay, in order to account for the amounts of such withheld dues which 
they receive.
    19. To a State or local agency for the purpose of conducting 
computer matching programs designed to reduce fraud, waste and abuse in 
Federal, State and local public assistance programs and operations.
    20. To a Federal agency for the purpose of conducting computer 
matching programs designed to reduce fraud, waste and abuse using loan 
or

[[Page 1858]]

benefit records of a Federal, State or local agency to identify 
employee's improperly receiving loans or benefits and to facilitate the 
collection of debts owed the United States.
    21. To a Federal agency in response to a written request from that 
agency, personally signed by a supervisor, specifying the particular 
portion desired and the law enforcement activity for which the record 
is sought. The request for the record must be connected with the 
agency's auditing and investigative functions designed to reduce waste, 
fraud, and abuse. It must be based on information which raises 
questions about an individual's eligibility for benefits or payments, 
and it must be made reasonably soon after the information is received.
    22. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    23. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    24. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records are maintained in manual, microfilm, microfiche, imaged and 
printout form in the Payroll Office. Currently, applicable records are 
stored on magnetic media at the National Computer Center, and 
electronically at the National Business Center (NBC), Department of the 
Interior (DOI) in Denver, Colorado. Historic records are stored on 
magnetic media and electronically at the computer center and at NBC, 
DOI. Original input documents are kept in standard office filing 
equipment and/or stored as imaged documents on magnetic media.

Retrievability:
    Records are retrievable by name and SSN from NBC, DOI and by name, 
SSN and timekeeper number at SSA.

Safeguards:
    Access to, and use of, these records is limited to personnel whose 
official duties require such access. Personnel screening is employed to 
prevent unauthorized disclosure. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA 
data security measures.

Retention and disposal:
    Records submitted by the individual, such as allotment 
authorization forms, home address forms, and tax withholding forms, are 
retained until superseded by new forms or until the individual leaves 
SSA. Most of these records are then destroyed. Some of these records 
must be retained for an additional period, or forwarded to the new 
employing agency. Time and attendance records are retained for six 
years and are then destroyed. The automated payroll master record, 
established when the individual is first employed and continually 
updated throughout the period of his or her employment, is retained 
until the individual leaves SSA.

System manager(s) and address:
    In both the field and Headquarters: Deputy Commissioner for Human 
Resources, Office of Personnel, Director, CPMISP, 6401 Security Blvd., 
Baltimore, MD 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. This procedure is in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. This procedure is in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system of records is (1) supplied directly by 
the individual, or (2) derived from information supplied by the 
individual, or (3) supplied by timekeepers and other SSA officials.

System exempted from certain provisions of the Privacy Act:
    None.

[[Page 1859]]

SYSTEM NUMBER: 60-0239

System name:
    Personnel Records in Operating Offices, Social Security 
Administration, Deputy Commissioner for Human Resources, Office of 
Personnel.

Security classification:
    None.

System Location:
    These records are located within the servicing personnel offices 
that service specific Social Security Administration (SSA) 
organizational components and/or at a site closer to where the employee 
works; e.g., in an administrative office or in an employee record 
extension file maintained by the immediate supervisor.


    Note: In the case of some personnel records, SSA has determined 
that duplicates need to be located in a second office closer to 
where the employee works (e.g., in an administrative office or in an 
employee record extension file maintained by the immediate 
supervisor). Any of these personnel records that are derived from 
OPM/GOVT 1 also are covered by that system notice.


Categories of individuals covered by the system:
    Current employees of SSA and former or current Federal employees 
submitting applications for employment with SSA.

Categories of records in the system:
    This system consists of a variety of records relating to personnel 
actions and determinations made about an individual while employed. 
These records may contain information about an individual relating to 
name, birth date; emergency contact information; e.g., mailing address 
and telephone number; Social Security number (SSN); veterans 
preference; tenure; employment history; employment qualifications; past 
and present salaries, grades and position titles; training; awards and 
other recognition; approved suggestions; performance plan and rating of 
record; performance improvement plan; conduct; and data documenting 
reasons for personnel actions, decisions or recommendations made about 
an employee; and background data documentation leading to an adverse 
action or other personnel action being taken against an employee.

Authority for maintenance of the system:
    5 U.S.C. 3101, Chapter 33, Chapter 41, Chapter 43, Chapter 45, 
Chapter 55 and Chapter 75.

Purpose(s):
    These records are used by operating officials in carrying out their 
personnel management responsibilities. They may be used in recommending 
or taking personnel actions such as appointments, promotions, 
separations (e.g., retirements, resignations), reassignments, within-
grade increases, adverse actions; as a basis for employee training, 
recognition, or disciplinary actions; and as a basis for staffing and 
budgetary planning and control, organizational planning, and manpower 
utilization purposes.

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. To the Office of Personnel Management, the Merit Systems 
Protection Board (MSPB), or the Office of the Special Counsel when 
information is requested in connection with appeals, special studies of 
the civil service and other merit systems, review of those agencies' 
rules and regulations, investigation of alleged or possible prohibited 
personnel practices, and for such other function of these agencies as 
may be authorized by law, e.g., 5 U.S.C. 1205 and 1206.
    2. To the Equal Employment Opportunity Commission when requested in 
connection with investigations into alleged or possible discriminatory 
practices in the Federal sector, examination of Federal affirmative 
employment programs, compliance by Federal agencies with the Uniform 
Guidelines on Employee Selection Procedures, or other functions vested 
in the Commission.
    3. To the Federal Labor Relations Authority, its General Counsel, 
the Federal Mediation and Conciliation Service, the Federal Service 
Impasses Panel, or an arbitrator when information is requested in 
connection with investigations of allegations of unfair practices, 
matters before an arbitrator or the Federal Service Impasses Panel.
    4. To the appropriate agency in the event an appeal is made outside 
Social Security Administration records, which are relevant when that 
agency is charged with rendering a decision on the appeal.
    5. To Federal, State and local law enforcement agencies in the 
event that this system of records indicates a violation or potential 
violation of law, whether civil, criminal or regulatory in nature.
    6. To the Department of Justice for the purpose of obtaining its 
advice in the event the Social Security Administration deems it 
desirable or necessary, in determining whether particular records are 
required to be disclosed under the Freedom of Information Act.
    7. To a Federal, State or local agency maintaining civil, criminal 
or other relevant enforcement records or other pertinent records, such 
as current licenses, if necessary to obtain a record relevant to an 
Agency decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the letting of a contract, or the 
issuance of a license, grant or other benefit.
    8. To a Federal agency, in response to its request, in connection 
with the hiring or retention of an employee, the issuance of a security 
clearance, the reporting of an investigation of an employee, the 
letting of a contract, or the issuance of a license, grant or other 
benefit by the requesting agency, to the extent that the record is 
relevant and necessary to the requesting agency's decision on the 
matter.
    9. To a Federal agency having the power to subpoena records, for 
example, the Internal Revenue Service or the Civil Rights Commission, 
in response to a subpoena for information contained in this system of 
records.
    10. To officials of labor organizations recognized under 5 U.S.C. 
Chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting conditions of employment.
    11. To contractors for the purpose of collating, analyzing, 
aggregating or otherwise refining records in this system. The 
contractor shall be required to maintain Privacy Act safeguards with 
respect to such records.
    12. To a congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of that individual.
    13. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and SSA determines that the use of such records of DOJ, a 
court or other tribunal, or another party before such tribunal, is

[[Page 1860]]

relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    14. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    15. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    16. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records are maintained in automated form (e.g., hard drives, floppy 
disks, CD-ROM, magnetic tapes) and in paper form (e.g., file folders, 
index cards).

Retrievability:
    Records are retrieved by any combination of name, SSN, or 
identification number.

Retention and disposal:
    Records in this system are retained for varying lengths of time, 
ranging from a few months to 5 years. Most records are retained for a 
period of 1 to 2 years. Some records, such as individual applications, 
become part of the person's permanent official records when hired, 
while some records are destroyed 45 days after the individual leaves 
the jurisdiction of the operating office or, if appropriate, are 
combined with the Official Personnel Folder (OPF), which is forwarded 
to the hiring Federal agency or, if the employee is leaving Federal 
service, to the National Personnel Records Center. Some records are 
destroyed by shredding or burning while magnetic tapes or disks are 
erased.

System manager(s) and address(es):
For paper files
    In Headquarters: Director, Center for Personnel Policy and 
Staffing, Office of Personnel, 6401 Security Boulevard, Baltimore, 
Maryland 21235.
    In the Field: Director, Center for Human Resources, Office of the 
Regional Commissioners:

In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, 
Rhode Island, Vermont):
    Social Security Administration, Boston Regional Office, J.F.K. 
Federal Building, Room 1900, Boston, Massachusetts 02203.

In the New York Region (New Jersey, New York, Puerto Rico, Virgin 
Islands):
    Social Security Administration, New York Regional Office, Room 40-
102, 26 Federal Plaza, New York, New York 10278.

In the Philadelphia Region (Delaware, District of Columbia, Maryland, 
Pennsylvania, Virginia, West Virginia):
    Social Security Administration, Philadelphia Regional Office, 300 
Spring Garden Street, Philadelphia, Pennsylvania 19123.

In the Atlanta Region (Alabama, North Carolina, South Carolina, 
Florida, Georgia, Kentucky, Mississippi, Tennessee):
    Social Security Administration, Atlanta Regional Office, 61 Forsyth 
Street, S.W., Suite 22T64, Atlanta, Georgia 30303-8907.

In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, 
Wisconsin):
     Social Security Administration, Chicago Regional Office, 
Harold Washington Social Security Center, P.O. Box 8280, 10th Floor, 
Chicago, Illinois 60680-8280.
     Social Security Administration, Office of Central 
Operations, Center for Management Support, 1500 Woodlawn Drive, Room 
7030 Security West Tower, Baltimore, Maryland 21241-1500.

In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, 
Texas):
    Social Security Administration, Dallas Regional Office, 1301 Young 
Street, Suite 500, Dallas, Texas 75202-5433.

In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
    Social Security Administration, Kansas City Regional Office, 
Richard Bolling Federal Building, Room 436, 601 East 12th Street, 
Kansas City, Missouri 64106.

In the Denver Region (Colorado, Montana, North Dakota, South Dakota, 
Utah, Wyoming):
    Social Security Administration, Denver Regional Office, Federal 
Office Building, 1961 Stout Street, Room 325, Denver, Colorado 80294.

In the San Francisco Region (American Samoa, Arizona, California, Guam, 
Hawaii, Nevada, Northern Marianna Islands):
    Social Security Administration, San Francisco Regional Office, 
Frank Hagel Federal Building, P.O. Box 4200, Richmond, California 
94801.

In the Seattle Region (Alaska, Idaho, Oregon, Washington):
    Social Security Administration, Seattle Regional Office, 701 Fifth 
Avenue, Suite 2900, M/S 301, Seattle, Washington 98104-7075.
    For magnetic media files: Director, Center for Personnel Management 
Information Systems and Payroll, Office of Personnel, Social Security 
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the

[[Page 1861]]

same phone call. SSA will establish the subject individual's identity 
(his/her name, SSN, address, date of birth and place of birth, along 
with one other piece of information, such as mother's maiden name) and 
ask for his/her consent in providing information to the requesting 
individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. This procedure is in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system of records either comes from the 
individual to whom it applies, is derived from information supplied by 
the individual, or is provided by SSA officials.

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

    Note: When supervisors/managers retain personal ``supervisory'' 
notes (i.e., information on employees that the Agency exercises no 
control and does not require or specifically describe in its 
performance appraisal system, which remain solely for the personal 
use of the author and are not provided to any other person, and 
which are retained or discarded at the author's sole discretion), 
such notes are not subject to the Privacy Act and are, therefore, 
not considered part of this system. If any of the above conditions 
are violated, these notes are no longer merely personal notes 
serving as an aid to the supervisor's memory, but become records 
subject to the Privacy Act.

SYSTEM NUMBER: 60-0241

System name:
    Employee Suggestion Program Records, Social Security 
Administration, Deputy Commissioner for Human Resources, Office of 
Personnel, Center for Employee Services.

Security classification:
    None.

System Location:
    Social Security Administration, Office of Human Resources, Office 
of Personnel, Center for Employee Services, Central Suggestion Team, 
6401 Security Boulevard, Baltimore, Maryland 21235.

Categories of individuals covered by the system:
    Individuals who have made suggestions in the Social Security 
Administration (SSA); and/or suggestions made by individuals in other 
Federal agencies requiring an SSA evaluation.

Categories of records in the system:
    Suggestions, evaluations of suggestions, name and address of 
individual submitting suggestions and evaluating the suggestions, other 
identifying information such as pay plan and grade, position title, 
Social Security number (SSN), timekeeper number and telephone number.

Authority for maintenance of the system:
    5 U.S.C. 4501 et seq.

Purpose(s):
    Records in this system are used to control, evaluate, and make 
award determinations on employee suggestions. The Central Suggestion 
Team maintains these records in SSA's Office of Personnel.

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. To the Office of Personnel Management information related to a 
suggestion award when approval from that office is needed in order to 
grant an award.
    2. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    3. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
     (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA, where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect SSA or any of its components, 
is a party to the litigation or has an interest in such litigation, and 
SSA determines that the use of such records by DOJ, a court or other 
tribunal, or another party before the tribunal, is relevant and 
necessary to the litigation, provided, however, that in each case, SSA 
determines that such disclosure is compatible with the purpose for 
which the records were collected.
    1. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    2. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.

Policies and practices for storing, accessing, retaining, and disposing 
of records in the system:
Storage:
    The records are maintained in paper form (e.g., file folders) in 
locked file cabinets and in an electronic system on a server housed in 
the National Computer Center in Woodlawn, Maryland.

Retrievability:
    The records are retrieved by suggestion number or by the name of 
the employee.

Safeguards:
    Access is restricted to authorized staff and evaluators. Component 
evaluators are given a copy of suggestions. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    After final action to make or deny an award, suggestion records are

[[Page 1862]]

maintained for two more years and then destroyed.

System manager(s) and address(es):
    Director, Center for Employee Services, Office of Personnel, Office 
of Human Resources, Social Security Administration, 6401 Security 
Boulevard, Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedure:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requester should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Incoming suggestion, responses, evaluations and other material 
obtained during course of deciding to make an award.

System exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0244

System name:
    Administrative Grievances Filed Under Part 771 of 5 CFR, Social 
Security Administration, Deputy Commissioner for Human Resources, 
Office of Labor Management and Employee Relations.

Security classification:
    None.

System Location:
    Deputy Commissioner, Office of Human Resources, Social Security 
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235.

Categories of individuals covered by the system:
    Social Security Administration (SSA) employees individually or as a 
group who have requested personal relief in a matter of concern or 
dissatisfaction which is subject to the control of SSA management.

Categories of records in the system:
    Information or documents relating to the grievance and personal 
relief sought; documented materials used in consideration of the 
grievance and correspondence related to disposition of the grievance.

Authority for maintenance of the system:
    5 U.S.C. 1302 and 5 CFR Part 771.

Purpose(s):
    Records in this system are used to initiate, consider, and resolve 
employee grievances filed under Part 771 of 5 CFR These records are 
maintained in each component of SSA. Information from this system may 
be used by SSA officials for preparing statistical summary of 
management reports.

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. To the Department of Justice for the purpose of obtaining its 
advice in determining whether particular records are required to be 
disclosed under the Freedom of Information Act.
    2. To the appropriate Federal, State or local agency responsible 
for investigating, prosecuting, enforcing or implementing a statute, 
rule, regulation or order, where the Social Security Administration 
becomes aware of a violation or potential violation of civil or 
criminal law or regulation.
    3. To a Federal, State or local agency maintaining civil, criminal 
or other relevant enforcement records or other pertinent records, such 
as current licenses, if necessary to obtain a record relevant to an 
Agency decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the letting of a contract, or the 
issuance of a license, grant or other benefit.
    4. To another Federal agency, in response to its request, in 
connection with the hiring or retention of an employee, the issuance of 
a security clearance, the reporting of an investigation of an employee, 
the letting of a contract, or the issuance of a license, grant, or 
other benefit by the requesting agency, to the extent that the record 
is relevant and necessary to the requesting agency's decision on the 
matter.
    5. To a Federal agency having the power to subpoena records, for 
example, the Internal Revenue Service or the Civil Rights Commission, 
in response to a subpoena for information contained in this system of 
records.
    6. To officials of labor organizations recognized under 5 U.S.C. 
Chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting conditions of employment.
    7. To the Office of Personnel Management, the Merit Systems 
Protection Board, or the Office of the Special Counsel when information 
is requested in connection with appeals, special studies of the civil 
service and other merit systems, review of those agencies' rules and 
regulations,

[[Page 1863]]

investigation of alleged or possible prohibited personnel practices, 
and for such other function of these agencies as may be authorized by 
law, e.g., 5 U.S.C. 1205 and 1206.
    8. To the Equal Employment Opportunity Commission when requested in 
connection with investigations into alleged or possible discriminatory 
practices in the Federal sector, examination of Federal affirmative 
employment programs, compliance by Federal agencies with the Uniform 
Guidelines on Employee Selection Procedures, or other functions vested 
in the Commission.
    9. To the Federal Labor Relations Authority, its General Counsel, 
the Federal Mediation and Conciliation Service, the Federal Service 
Impasses Panel, or an arbitrator when information is requested in 
connection with investigation of allegations of unfair practices, 
matters before an arbitrator or the Federal Service Impasses Panel.
    10. To a congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of that individual.
    11. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    12. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    13. To the Office of the President for responding to an individual 
pursuant to an inquiry received from that individual or from a third 
party on his or her behalf.
    14. To any source from which additional information is requested in 
the course of resolving a grievance, to the extent necessary to 
identify the individual, inform the source of the purpose(s) of the 
request, and to identify the type of information requested.
    15. To an appropriate licensing organization or Bar association 
responsible for investigating, prosecuting, enforcing or implementing 
standards for maintaining a professional licensing or Bar membership, 
if the Social Security Administration becomes aware of a violation or 
potential violation of professional licensing or Bar association 
requirements.
    16. To another Federal agency, a court, or a party in litigation 
before a court or in an administrative proceeding being conducted by a 
Federal agency, when the Government is a party to the judicial or 
administrative proceeding.
    17. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    18. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records are maintained electronically and paper form (e.g., files 
folders, binders, index).

Retrievability:
    Records are retrieved by the name of the individual filing the 
grievance.

Safeguards:
    Records are stored in secured rooms with access limited to those 
whose official duties require access. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    Records are retained for 3 years after the grievance case is 
closed, and are then destroyed.

System manager(s) and address(es):
    Office of Personnel, Personnel Management Specialist, Room L1141 
West Low Rise Building, 6401 Security Boulevard, Baltimore, Maryland 
21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual

[[Page 1864]]

under false pretenses is a criminal offense. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system of records is (1) supplied directly by 
the individual; or (2) derived from information supplied by the 
individual; or (3) supplied by SSA officials.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0245

System name:
    Negotiated Grievance Procedure Records, Social Security 
Administration, Deputy Commissioner for Human Resources, Office of 
Labor Management and Employee Relations.

Security classification:
    None.

System Location:
    Office of Personnel, Personnel Management Specialist, Social 
Security Administration, 6401 Security Boulevard, Baltimore, Maryland 
21235.

Categories of individuals covered by the system:
    Current and former employees of the Social Security Administration 
(SSA) who have filed grievances under a negotiated grievance procedure.

Categories of records in the system:
    This system of records consists of a variety of records relating to 
an employee grievance filed under procedures established by labor-
management negotiations. These records may include information such as: 
employee's name, Social Security number (SSN), grade, job title, 
employment history, the names of supervisors, union representative and 
management officials, testimony of witnesses, a variety of employment 
and personnel records associated with the grievance, the arbitrator's 
decision or report, and a record of an appeal to the Federal Labor 
Relations Authority and to the courts, and pleadings, submissions and 
decisions on appeal. (NOTE: Copies of these records are kept under the 
auspices of the Assistant Regional Commissioner, Management and 
Operations Support and in the originating office.)

Authority for maintenance of the system:
    5 U.S.C. 7121.

Purpose(s):
    Records in this system are used to initiate, consider and resolve 
employee grievances filed under procedures established by labor-
management negotiations. These records are maintained centrally and in 
each component of SSA. Information from this system may be used by SSA 
officials for preparing statistical summary or management reports.

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. To the Office of Personnel Management, the Merit Systems 
Protection Board, or the Office of the Special Counsel when information 
is requested in connection with appeals, special studies of the civil 
service and other merit systems, review of those agencies' rules and 
regulations, investigation of alleged or possible prohibited personnel 
practices, and for such other function of these agencies as may be 
authorized by law, e.g., 5 U.S.C. 1205 and 1206.
    2. To the Equal Employment Opportunity Commission when requested in 
connection with investigations into alleged or possible discriminatory 
practices in the Federal sector, examination of Federal affirmative 
employment programs, compliance by Federal agencies with the Uniform 
Guidelines on Employee Selection Procedures, or other functions vested 
in the Commission.
    3. To the appropriate Federal, State or local agency responsible 
for investigating, prosecuting, enforcing or implementing a statute, 
rule, regulation or order, where SSA becomes aware of a violation or 
potential violation of civil or criminal law or regulation.
    4. To the Department of Justice for the purpose of obtaining its 
advice in determining whether particular records are required to be 
disclosed under the Freedom of Information Act.
    5. To a Federal, State or local agency maintaining civil, criminal 
or other relevant enforcement records or other pertinent records, such 
as current licenses, if necessary to obtain a record relevant to an 
Agency decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the letting of a contract, or the 
issuance of a license, grant or other benefit.
    6. To a Federal agency, in response to its request, in connection 
with the hiring or retention of an employee, the issuance of a security 
clearance, the reporting of an investigation of an employee, the 
letting of a contract, or the issuance of a license, grant, or other 
benefit by the requesting agency, to the extent that the record is 
relevant and necessary to the requesting agency's decision on the 
matter.
    7. To a Federal agency having the power to subpoena records, for 
example, the Internal Revenue Service or the Civil Rights Commission, 
in response to a subpoena for information contained in this system of 
records.
    8. To officials of labor organizations recognized under 5 U.S.C. 
Chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting conditions of employment.
    9. To contractors for the purpose of collating, analyzing, 
aggregating or otherwise refining records in this system. The 
contractor shall be required to maintain Privacy Act safeguards with 
respect to such records.
    10. To the Department of Labor in carrying out its functions 
regarding labor-management relations to the Federal service.
    11. To the Federal Labor Relations Authority, its General Counsel, 
the Federal Mediation and Conciliation Service, the Federal Service 
Impasses Panel, or an arbitrator when information is requested in 
connection with investigations of allegations of unfair practices, 
matters before an arbitrator or the Federal Service Impasses Panel.
    12. To a congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of that individual.
    13. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal when:
    (a) Social Security Administration (SSA), or any component thereof, 
or
    (b) Any SSA employee in his/her official capacity; or

[[Page 1865]]

    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    14. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    15. To any source from which additional information is requested in 
the course of resolving a grievance, to the extent necessary to 
identify the individual, inform the source of the purpose(s) of the 
request, and to identify the type of information requested.
    16. To an appropriate licensing organization or Bar association 
responsible for investigating, prosecuting, enforcing or implementing 
standards for maintaining a professional licensing or Bar membership, 
if the Social Security Administration becomes aware of a violation or 
potential violation of professional licensing or Bar association 
requirements.
    17. To another Federal agency, a court, or a party in litigation 
before a court or in an administrative proceeding being conducted by a 
Federal agency, when the Government is a party to the judicial or 
administrative proceeding.
    18. To the Office of the President for responding to an individual 
pursuant to an inquiry received from that individual or from a third 
party on his or her behalf.
    19. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.
    20. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records are maintained in paper form (e.g., file folders).

Retrievability:
    These records are retrieved by the names of individuals who have 
filed a grievance.

Safeguards:
    Records maintained by management are stored in secured rooms with 
access limited to those whose official duties require access. Access 
http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    As negotiated by the local parties to a labor contract. If not 
covered by contract, records are retained for 3 years after the 
grievance case is closed and are then destroyed.

System manager(s) and address(s):
    Office of Personnel, Personnel Management Specialist, Room L1141 
West Low Rise Building, 6401 Security Boulevard, Baltimore, Maryland 
21235-6401.

Notification procedures:
    Generally, an individual who has filed a grievance under a 
negotiated procedure is aware of that fact and has been provided access 
to the file. However, an individual can determine if this system 
contains a record about him/her by writing to the system manager(s) at 
the above address and providing his/her name, SSN or other information 
that may be in the system of records that will identify him/her. An 
individual requesting notification of records in person should provide 
the same information, as well as provide an identity document, 
preferably with a photograph, such as a driver's license or some other 
means of identification. If an individual does not have any 
identification documents sufficient to establish his/her identity, the 
individual must certify in writing that he/she is the person claimed to 
be and that he/she understands that the knowing and willful request 
for, or acquisition of, a record pertaining to another individual under 
false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. This procedure is in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record source categories:
    Information in this system of records is (1) supplied by the 
individual on whom the record is maintained; or (2) derived from 
information supplied by the individual; or (3) supplied by the 
testimony of witnesses; or (4) supplied

[[Page 1866]]

by management representative or union officials; or (5) supplied by SSA 
officials.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0250

System name:
    Equal Employment Opportunity (EEO) Counselor and Investigator 
Personnel Records, Social Security Administration, Deputy Commissioner 
for Human Resources, Office of Civil Rights and Equal Opportunity.

Security classification:
    None.

System Location:
    Social Security Administration, 6401 Security Boulevard, Room 2200 
West High Rise Building, Baltimore, Maryland 21235-6401.

Categories of individuals covered by the system:
    Employees who have volunteered or have been proposed for duty as 
Equal Employment Opportunity (EEO) Counselors on a part-time basis.

Categories of records in the system:
    This system of records contains information concerning the personal 
characteristics of EEO counselors. The records consist of the name and 
other identifying data, title, location, training received, information 
concerning qualifying background, case assignments, and evaluation of 
EEO counselors serving on a part-time basis and related information.

Authority for maintenance of the system:
    29 U.S.C. 633a; 42 U.S.C. 2000e; and Executive Order (E.O.) 11478.

Purpose(s):
    These records are used to identify, locate and determine the 
availability of employees who volunteer as counselors for assignments 
and to determine training needs of counselors. These records are 
maintained in Social Security Administration (SSA) field and regional 
offices. They may be used to provide information for production of 
summary descriptive statistics and analytical studies in support of the 
function for which the records are collected and maintained, or for 
related personnel management functions or manpower studies, and to 
locate specific individuals for personnel research or other personnel 
management functions.

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. To provide resources to another Federal agency, in response to 
its requests for loan of counselors.
    2. To another Federal agency, in response to its requests, in 
connection with the hiring or retention of an employee, the issuance of 
a security clearance, the reporting of an investigation or an employee, 
the letting of a contract, or the issuance of a license, grant, or 
other benefit by the requesting agency, to the extent that the record 
is relevant and necessary to the requesting agency's decision on the 
matter.
    3. To a Federal agency having the power to subpoena records, for 
example, the Internal Revenue Service or the Civil Rights Commission, 
in response to a subpoena for information contained in this system of 
records.
    4. To official of labor organizations recognized under 5 U.S.C. 
Chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices and matters 
affecting conditions of employment.
    5. To contractors for the purpose of collecting, analyzing, 
aggregating or otherwise refining records in this system. The 
contractor shall be required to maintain Privacy Act safeguards with 
respect to such records.
    6. To the Office of Personnel Management, the Merit Systems 
Protection Board, or the Office of the Special Counsel when information 
is requested in connection with appeals, special studies of the civil 
service and other merit systems, review of those agencies' rules and 
regulations, investigation of alleged or possible prohibited personnel 
practices, and for such other function of these agencies as may be 
authorized by law, e.g., 5 U.S.C. 1205 and 1206.
    7. To the Equal Employment Opportunity Commission when requested in 
connection with investigations into alleged or possible discriminatory 
practices in the Federal sector, examination of Federal affirmative 
employment programs, compliance by Federal agencies with the Uniform 
Guidelines on Employee Selection Procedures, or other functions vested 
in the Commission.
    8. To the Federal Labor Relations Authority, its General Counsel, 
the Federal Mediation and Conciliation Service, the Federal Service 
Impasses Panel, or an arbitrator when information is requested in 
connection with investigations of allegations of unfair practices, 
matters before an arbitrator or the Federal Service Impasses Panel.
    9. To a congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of that individual.
    10. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA, where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect SSA or any of its components, 
is a party to the litigation or has an interest in such litigation, and 
SSA determines that the use of such records by DOJ, a court or other 
tribunal, or another party before the tribunal, is relevant and 
necessary to the litigation, provided, however, that each case, SSA 
determines that such disclosure is compatible with the purpose for 
which the records were collected.
    11. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    12. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    These records are maintained in paper form (e.g., file folders, 
binders and index cards).

Retrievability:
    These records are retrieved by the names of EEO counselors and 
investigators.

[[Page 1867]]

Safeguards:
    Access to, and use of, these records is limited to those persons 
whose official duties require access. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    These records are maintained up to one year after the counselor or 
investigator ceases to participate in the volunteer program, at which 
time they are destroyed.

System manager(s) and address(es):
    Associate Commissioner, Office of Civil Rights and Equal 
Opportunity, 6401 Security Boulevard, Room 2200 West High Rise 
Building, Baltimore, Maryland 21235-6401.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. This procedure is in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Also, requesters should reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
inaccurate, untimely or irrelevant. This procedure is in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system of records is obtained from individuals 
to whom the record pertains, SSA or other officials, official documents 
relating to appointments and case assignments as counselors and 
investigators, correspondence from specific persons or organizations, 
formal reports submitted by the individual in the performance of 
official volunteer work.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0255

System name:
    Plans for Achieving Self-Support (PASS) Management Information 
System, Social Security Administration, Deputy Commissioner for 
Operations, Office of Public Service and Operations Support.

Security classification:
    None.

System Location:
    Social Security Administration, Deputy Commissioner for Operations, 
Office of Public Service and Operations Support, 6401 Security 
Boulevard, Baltimore, Maryland 21235.
    In addition, Plans for Achieving Self-Support (PASS) documents may 
be temporarily transferred to other locations within the Social 
Security Administration (SSA). Contact the system manager to inquire 
about these addresses.

Categories of individuals covered by the system:
    This system maintains information on disabled and blind individuals 
who are Supplemental Security Income applicants or recipients and who 
have submitted plans for achieving self-support under sections 
1612(b)(4)(A), 1612(b)(4)(B), and 1613(a)(4) of the Social Security 
Act.

Categories of records in the system:
    This system contains the beneficiary's name; Social Security number 
(SSN); disability diagnosis; occupational objective; information as to 
whether the individual's plan was developed by a third party and, if 
so, the identity of the third party; if the PASS was disapproved, 
terminated or suspended, the basis for that action; information 
relating to his or her earnings and employment at the beginning and end 
of the PASS; the nature and costs of those goods and services which the 
individual has purchased or proposes to purchase under his or her plan; 
information about goods and services actually purchased with respect to 
an approved plan; and information about plans that were not approved 
(e.g., the basis for denial of approval of a plan).

Authority for maintenance of the system:
    Sections 1602, 1612(b)(4)(A), 1612(b)(4)(B), and 1613(a)(4) of the 
Social Security Act (42 U.S.C. 1382, 1382a, 1382b).

Purposes:
    SSA uses the information in the system for workload control, 
program evaluation purposes and to help determine the number and types 
of individuals that are successfully returning to work as a result of 
the PASS.

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 defined as ``returns or return 
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 
not be disclosed unless authorized by a statute, the Internal Revenue 
Service (IRS), or IRS regulations.
    1. To third-party contacts when the party to be contacted has, or 
is expected

[[Page 1868]]

to have, information relating to the individual's PASS, when:
    (a) The individual is unable to provide the information being 
sought. An individual is considered to be unable to provide certain 
types of information when:
    (i) He or she is incapable or of questionable mental capability;
    (ii) He or she cannot read or write;
    (iii) He or she cannot afford the cost of obtaining the 
information;
    (iv) He or she has a hearing impairment, and is contacting SSA by 
telephone through a telecommunications relay system operator;
    (v) A language barrier exists; or
    (vi) The custodian of the information will not, as a matter of 
policy, provide it to the individual; or
    (b) The data are needed to establish the validity of evidence or to 
verify the accuracy of information presented by the individual in 
connection with his or her PASS; or SSA is reviewing the information as 
a result of suspected abuse or fraud, concern for program integrity, 
quality appraisal, or evaluation and measurement activities.
    2. To a congressional office in response to an inquiry from that 
office made at the request of the subject of the record.
    3. To the Department of the Treasury, Internal Revenue Service, for 
the purpose of auditing the Social Security Administration's compliance 
with the safeguard provisions of the Internal Revenue Code of 1986, as 
amended.
    4. To the Office of the President for the purpose of responding to 
an individual pursuant to an inquiry received from that individual or 
from a third party on his or her behalf.
    5. To a contractor or another Federal agency, as necessary for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an SSA function relating to this system of records.
    6. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    7. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) SSA or any component thereof, or
    (b) Any SSA employee in his or her official capacity, or
    (c) Any SSA employee in his or her individual capacity when DOJ (or 
SSA when it is authorized to do so) has agreed to represent the 
employee, or
    (d) The United States or any agency thereof (when SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components), is a party to the litigation or has an interest in 
such litigation, and SSA determines that the use of such records by 
DOJ, a court or other tribunal, or another party before the tribunal, 
is relevant and necessary to the litigation, provided, however, that 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    8. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records in this system are stored in magnetic media (e.g., computer 
hard drives) and on paper. Paper printouts of these data are made when 
required for study. The system also contains photocopies of benefit 
application forms, keyed application forms, and other claims 
documentation, when relevant to the PASS system.

Retrievability:
    Records are retrieved from the system by the name or SSN of the 
individual who submitted the PASS.

Safeguards:
    Safeguards for automated data have been established in accordance 
with the Systems Security Program Handbook. This includes maintaining 
computer disk packs or other magnetic fields with personal identifiers 
in secured storage areas accessible only to authorized personnel. SSA 
employees having access to the computerized records and employees of 
any contractor who may be utilized to develop and maintain the software 
for the automated system will be notified of criminal sanctions for 
unauthorized disclosure of information about individuals. Also, 
contracts, if any, will contain language that delineates the conditions 
under which contractors will have access to data in the system and the 
safeguards that must be employed to protect the data.
    Paper documents are stored either in lockable file cabinets within 
locked rooms or in otherwise secured areas. Access to these records is 
restricted to those employees who require them to perform their 
assigned duties. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data security 
measures.

Retention and disposal:
    Computerized records are maintained for a period of six years and 
three months after the end of the fiscal year in which final 
adjudication was made. Paper records produced for purposes of studies 
will be destroyed upon completion of the study. Photocopies of forms 
and documentation will be destroyed upon approval or denial of the 
PASS. Original copies of the forms and documentation are maintained in 
the Claims Folder System, 60-0089. Means of disposal are appropriate to 
the storage medium (e.g., erasure of disks, shredding of paper records, 
or transfer to another system of records).

System manager(s) and address(es):
    Associate Commissioner, Office of Public Service and Operations 
Support, Social Security Administration, 6401 Security Boulevard, 
Baltimore, Maryland 21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying

[[Page 1869]]

information that parallels information in the record to which 
notification is being requested. If it is determined that the 
identifying information provided by telephone is insufficient, the 
individual will be required to submit a request in writing or in 
person. If an individual is requesting information by telephone on 
behalf of another individual, the subject individual must be connected 
with SSA and the requesting individual in the same phone call. SSA will 
establish the subject individual's identity (his/her name, SSN, 
address, date of birth and place of birth, along with one other piece 
of information, such as mother's maiden name) and ask for his/her 
consent in providing information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Individuals requesting access to 
their records should also reasonably describe the records they are 
seeking. These procedures are in accordance with SSA Regulations (20 
CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Individuals contesting the 
contents of a record in the system should also reasonably describe the 
record, specify the information they are contesting and the corrective 
action sought, and the reasons for the correction, with supporting 
justification showing how the record is untimely, incomplete, 
inaccurate, or irrelevant. These procedures are in accordance with SSA 
Regulations (20 CFR 401.65(a)).

Record source categories:
    Information in this system is obtained from other SSA systems of 
records such as the Claims Folder System, 60-0089 and the Supplemental 
Security Income Record and Special Veterans Benefits, 60-0103, from 
information provided by the beneficiary, and from investigations 
conducted by SSA employees relating to beneficiaries' PASS activity.

System exemptions from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0259

System name:
    Claims under the Federal Tort Claims Act and Military Personnel and 
Civilian Employees' Claim Act, Social Security Administration, Office 
of the General Counsel.

System classification:
    None.

System Location:
    Records are located at the following Social Security Administration 
(SSA) offices:
    Office of the General Counsel, Social Security Administration, Room 
617 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 
21235.

In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, 
Rhode Island, Vermont):
    Office of the General Counsel, Chief Counsel, Region I, Social 
Security Administration, John F. Kennedy Federal Building, Room 625, 
Government Center, Boston, Massachusetts 02203.

In the New York Region (New Jersey, New York, Puerto Rico, Virgin 
Islands):
    Office of the General Counsel, Chief Counsel, Region II, Social 
Security Administration, Room 3904, 26 Federal Plaza, New York, NY 
10278.

In the Philadelphia Region (Delaware, District of Columbia, Maryland, 
Pennsylvania, Virginia, West Virginia):
    Office of the General Counsel, Chief Counsel, Region III, Social 
Security Administration, P.O. Box 41777, Philadelphia, Pennsylvania 
19101.

In the Atlanta Region (Alabama, North Carolina, South Carolina, 
Florida, Georgia, Kentucky, Mississippi, Tennessee):
    Office of the General Counsel, Chief Counsel, Region IV, Social 
Security Administration, Atlanta Federal Center, Suite 20T45, 61 
Forsyth Street, S.W., Atlanta, Georgia 30303-8920.

In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, 
Wisconsin):
    Office of the General Counsel, Chief Counsel, Region V, Social 
Security Administration, 200 West Adams Street, 30th Floor, Chicago, 
Illinois 60606-8920.

In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, 
Texas):
    Office of the General Counsel, Chief Counsel, Region VI, Social 
Security Administration, Suite 130, 1301 Young Street, Dallas, Texas 
75202-5433.

In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
    Office of the General Counsel, Chief Counsel, Region VII, Social 
Security Administration, Room 535, 601 East 12th Street, Kansas City, 
Missouri 64106-2898.

In the Denver Region (Colorado, Montana, North Dakota, South Dakota, 
Utah, Wyoming):
    Office of the General Counsel, Chief Counsel, Region VIII, Social 
Security Administration, Suite 120, Federal Office Building, 1961 Stout 
Street, Denver, Colorado 80294.

In the San Francisco Region (American Samoa, Arizona, California, Guam, 
Hawaii, Nevada, Northern Marianna Islands):
    Office of the General Counsel, Chief Counsel, Region IX, Social 
Security Administration, Room 405, 50 United Nations Plaza, San 
Francisco, California 94102.

In the Seattle Region (Alaska, Idaho, Oregon, Washington):
    Office of the General Counsel, Chief Counsel, Region X, Social 
Security Administration, 701 Fifth Avenue, Suite 2900, M/S 901, 
Seattle, Washington 98104-7075.

Categories of individuals covered by the system:
    SSA employees and members of the public who have a claim against 
SSA under the Federal Tort Claims Act, and SSA employees who have a 
claim against SSA under the Military Personnel and Civilian Employees' 
Claim Act. In addition, other individuals may be mentioned in the 
records, such as witnesses to accidents, attorneys for claimants, 
insurance company personnel, police officers, SSA supervisors who 
completed forms or provided information about incidents relating to a 
claim, etc.

Categories of records in the system:
    Information that is pertinent to a claim, such as accident reports, 
statements of witnesses, police reports, medical records and bills, 
estimates for repairs to property, insurance policies, information on 
vehicle title and registration, legal analysis of the claim, final 
decision on the claim, and documents pertaining to any subsequent 
proceedings, such as reconsideration or litigation, and vouchers for 
payment.

Authority for maintenance of the system:
    Federal Tort Claims Act, 28 U.S.C. 2671-2680, and 1346(b); Military 
Personnel and Civilian Employees' Claims Act, 31 U.S.C. 3721-3723.

[[Page 1870]]

Purpose(s):
    To process claims filed with the Agency.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Disclosure may be made for routine use as indicated below:
    1. To Federal, State and local government agencies, private 
individuals, private and public hospitals, private attorneys, insurance 
companies, individual law enforcement officers, and other persons or 
entities with relevant information for the purpose of investigating, 
settling or adjudicating claims and assisting with subsequent 
litigation.
    2. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    3. To the Office of the President for the purpose of responding to 
an individual pursuant to an inquiry from that individual or from a 
third party on his/her behalf.
    4. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    5. To a Federal, State or local agency for law enforcement purposes 
concerning a violation of law pertaining to records in this system.
    6. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    7. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.

Policies and practices for Storing, Retrieving, Accessing, Retaining 
and Disposing of Records in the System:
Storage:
    Records are maintained in paper form (e.g., file folders) and 
stored in file cabinets. Some records may be maintained on Agency 
computers.

Retrievability:
    Records are retrieved by the name of the claimant and claim number.

Safeguards:
    Office buildings in which these records are maintained are locked 
after the close of business day. These records are only accessible by 
General Counsel staff. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data 
security measures.

Retention and disposal:
    The records are maintained in the Office of the General Counsel 
until final action is completed on the claims, then transferred to the 
Office of the Deputy Commissioner for Finance, Assessment and 
Management where they are stored for six years. They are disposed of in 
accordance with the Federal Records Act and applicable retention 
schedules.

System manager(s) and address(es):
    Social Security Administration, Office of the General Counsel, Room 
617 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 
21235. (For additional addresses see Systems location).

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record being sought. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the records, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    The information in this system comes from a number of sources, such 
as claim forms, accident reports, statements of witnesses, statements 
by supervisors in the case of employee claims, police reports, medical 
records, estimates of

[[Page 1871]]

repairs for property damage, insurance policies, motor vehicle report 
about the incident, etc.

System exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0262

System name:
    Attorney Applicant Files, Social Security Administration, Office of 
the General Counsel.

Security classification:
    None.

System Location:
    Office of the General Counsel, Social Security Administration, Room 
600 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 
21235.

In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, 
Rhode Island, Vermont):
    Office of the General Counsel, Chief Counsel, Region I, Social 
Security Administration, John F. Kennedy Federal Building, Room 625, 
Government Center, Boston, Massachusetts 02203.

In the New York Region (New Jersey, New York, Puerto Rico, Virgin 
Islands):
    Office of the General Counsel, Chief Counsel, Region II, Social 
Security Administration, Room 3904, 26 Federal Plaza, New York, NY 
10278.

In the Philadelphia Region (Delaware, District of Columbia, Maryland, 
Pennsylvania, Virginia, West Virginia):
    Office of the General Counsel, Chief Counsel, Region III, Social 
Security Administration, P.O. Box 41777, Philadelphia, Pennsylvania 
19101.

In the Atlanta Region (Alabama, North Carolina, South Carolina, 
Florida, Georgia, Kentucky, Mississippi, Tennessee):
    Office of the General Counsel, Chief Counsel, Region IV, Social 
Security Administration, Atlanta Federal Center, Suite 20T45, 61 
Forsyth Street, SW., Atlanta, Georgia 30303-8920.

In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, 
Wisconsin):
    Office of the General Counsel, Chief Counsel, Region V, Social 
Security Administration, 200 West Adams Street, 30th Floor, Chicago, 
Illinois 60606-8920.

In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, 
Texas):
    Office of the General Counsel, Chief Counsel, Region VI, Social 
Security Administration, Suite 130, 1301 Young Street, Dallas, Texas 
75202-5433.

In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
    Office of the General Counsel, Chief Counsel, Region VII, Social 
Security Administration, Room 535, 601 East 12th Street, Kansas City, 
Missouri 64106-2898.

In the Denver Region (Colorado, Montana, North Dakota, South Dakota, 
Utah, Wyoming):
    Office of the General Counsel, Chief Counsel, Region VIII, Social 
Security Administration, Suite 120, Federal Office Building, 1961 Stout 
Street, Denver, Colorado 80294.

In the San Francisco Region (American Samoa, Arizona, California, Guam, 
Hawaii, Nevada, Northern Mariana Islands):
    Office of the General Counsel, Chief Counsel, Region IX, Social 
Security Administration, Room 405, 50 United Nations Plaza, San 
Francisco, California 94102.

In the Seattle Region (Alaska, Idaho, Oregon, Washington):
    Office of the General Counsel, Chief Counsel, Region X, Social 
Security Administration, 701 Fifth Avenue, Suite 2900, M/S 901, 
Seattle, Washington 98104-7075.

Categories of individuals covered by the system:
    Applicants for attorney positions in the Office of the General 
Counsel.

Categories of records in the system:
    The Attorney Applicant system consists of a variety of records 
relating to persons applying for attorney positions such as resumes, 
college transcripts, writing samples, recommendations from teachers and 
former employers, and professional credentials, etc.

Authority for maintenance of the system:
    5 U.S.C. 3301, et seq.

Purpose(s):
    To maintain current information on individuals interested in 
employment as attorneys with the Office of the General Counsel.

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. To a congressional office from the records of an individual in 
response to an inquiry from a congressional office made at the request 
of that individual or from a third party on his or her behalf.
    2. To the Office of the President for responding to an individual 
pursuant to an inquiry received from that individual or from a third 
party on his or her behalf.
    3. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    4. To a Federal, State or local agency for law enforcement purposes 
concerning a violation of law pertaining to the records in this system.
    5. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    6. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records are maintained in paper form (e.g., file folders) in locked 
cabinets. Some records may be maintained on Agency computers.

Retrievability:
    Records are retrieved by the name of the applicant.

Safeguards:
    Office buildings in which files are kept are secure and these files 
are only

[[Page 1872]]

accessible to General Counsel Staff and other Agency employees whose 
duties require access. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data 
security measures.

Retention and disposal:
    The records are maintained in the Office of the General Counsel for 
six months or, if an applicant requests that his application be held 
for a longer time, for one year. Records are then disposed of in 
accordance with the Federal Records Act and applicable schedules.

System manager(s) and address(es):
    Office of the General Counsel, Social Security Administration, Room 
617 Altmeyer Building, Baltimore, Maryland 21235. (For additional 
addresses see Systems location).

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, Social Security number, address, 
date of birth and place of birth, along with one other piece of 
information, such as mother's maiden name) and ask for his/her consent 
in providing information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record being sought. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is untimely, 
incomplete, inaccurate or irrelevant. These procedures are in 
accordance with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    The information in this system comes from the applicant, 
educational institutions, past employers and records of interviews with 
OGC personnel.

System exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0274

System name:
    Litigation Docket and Tracking System, Social Security 
Administration, Office of the General Counsel.

Security classification:
    None.

System Location:
    Records are located at the following Social Security Administration 
(SSA) offices:
    Office of the General Counsel, Social Security Administration, Room 
617, Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 
21235.
    Each Regional Office will also maintain information on those cases 
for which it is responsible.

In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, 
Rhode Island, Vermont):
    Office of the General Counsel, Chief Counsel, Region I, Social 
Security Administration, John F. Kennedy Federal Building, Room 625, 
Government Center, Boston, Massachusetts 02203.

In the New York Region (New Jersey, New York, Puerto Rico, Virgin 
Islands):
    Office of the General Counsel, Chief Counsel, Region II, Social 
Security Administration, Room 3904, 26 Federal Plaza, New York, NY 
10278.

In the Philadelphia Region (Delaware, District of Columbia, Maryland, 
Pennsylvania, Virginia, West Virginia):
    Office of the General Counsel, Chief Counsel, Region III, Social 
Security Administration, P.O. Box 41777, Philadelphia, Pennsylvania 
19101.

In the Atlanta Region (Alabama, North Carolina, South Carolina, 
Florida, Georgia, Kentucky, Mississippi, Tennessee):
    Office of the General Counsel, Chief Counsel, Region IV, Social 
Security Administration, Atlanta Federal Center, Suite 20T45, 61 
Forsyth Street, SW., Atlanta, Georgia 30303-8920.

In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, 
Wisconsin):
    Office of the General Counsel, Chief Counsel, Region V, Social 
Security Administration, 200 West Adams Street, 30th Floor, Chicago, 
Illinois 60606-8920.

In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, 
Texas):
    Office of the General Counsel, Chief Counsel, Region VI, Social 
Security Administration, Suite 130, 1301 Young Street, Dallas, Texas 
75202-5433.

In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
    Office of the General Counsel, Chief Counsel, Region VII, Social 
Security Administration, Room 535, 601 East 12th Street, Kansas City, 
Missouri 64106-2898.

In the Denver Region (Colorado, Montana, North Dakota, South Dakota, 
Utah, Wyoming):
    Office of the General Counsel, Chief Counsel, Region VIII, Social 
Security Administration, Suite 120, Federal Office Building, 1961 Stout 
Street, Denver, Colorado 80294.

In the San Francisco Region (American Samoa, Arizona, California, Guam, 
Hawaii, Nevada, Northern Mariana Islands):
    Office of the General Counsel, Chief Counsel, Region IX, Social 
Security Administration, Room 405, 50 United

[[Page 1873]]

Nations Plaza, San Francisco, California 94102.

In the Seattle Region (Alaska, Idaho, Oregon, Washington):
    Office of the General Counsel, Chief Counsel, Region X, Social 
Security Administration, 701 Fifth Avenue, Suite 2900, M/S 901, 
Seattle, Washington 98104-7075.

Categories of individuals covered by the system:
    The individuals on whom records are maintained in this system are 
individuals who are involved in litigation with SSA or (in matters 
within the jurisdiction of SSA) the United States as defendants in 
civil matters seeking Social Security benefits payments. In addition, 
the names of attorneys representing such individuals and attorneys to 
who cases are assigned.

Categories of records in the system:
    The records contain information to identify: (1) The court cases 
that SSA is either involved in or in which it believes it will, or may, 
become involved; (2) the people or groups involved in each case; (3) 
the component within the government to which each case has been 
assigned; (4) the status of the case, including the key events that 
occurred; and (5) the type of benefit claim which is the subject of the 
case.

Authorities for maintenance of the system:
    The authorities for maintaining this system are the various 
statutes, regulations, rules or orders pertaining to the subject matter 
of the litigation (e.g., the Social Security Act, 42 U.S.C. 405(g) and 
1383(c)).

Purpose(s):
    To enable the Office of the General Counsel to: Efficiently and 
effectively use its resources in judicial and administrative 
proceedings; provide a research tool that will permit attorneys to 
determine when and where certain litigation occurred; and balance the 
attorney workload.

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. To, among others, Federal and State agencies, private 
individuals, private attorneys, the United States Attorney and other 
Federal officials and agencies for the purpose of providing status 
information on pending litigation and managing the litigation workload.
    2. To any Federal, State or local agency when the information is 
relevant to a matter involving the administration of a Federal, State 
or local income program.
    3. To a congressional office in response to an inquiry from that 
office made at the request of the subject of the record.
    4. To the Office of the President for the purpose of responding to 
an individual pursuant to an inquiry from that individual or from a 
third party on his/her behalf.
    5. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity when DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    6. To a private firm under contract with the Social Security 
Administration for the purpose of having that firm convert the records 
to machine readable form, or collate, analyze, aggregate or otherwise 
refine the information in the records. The contractor will be required 
to maintain Privacy Act safeguards with respect to such records.
    7. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    8. To a Federal, State or local agency for law enforcement purposes 
concerning a violation of law pertaining to the records in this system.
    9. To Federal, State or local law enforcement agencies and private 
security contractors as appropriate, if information is necessary:
    (a) To enable them to protect the safety of Social Security 
Administration (SSA) employees and customers, the security of the SSA 
workplace, and the operations of SSA facilities, or
    (b) To assist in investigation or prosecutions with respect to 
activities that disrupt the operation of SSA facilities.
    10. To the General Services Administration and the National 
Archives Records Administration (NARA) under 44 U.S.C. 2904 and 2906, 
as amended by the NARA Act of 1984, information which is not restricted 
from disclosure by Federal law for the use of those agencies in 
conducting records management studies.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Information may be stored on a variety of computer-readable, 
electronic media (including disc, mass storage and magnetic tape) and 
on paper records (e.g., docket cards).

Retrievability:
    The records in this system relating to litigation in court are 
retrieved by the court docket number. Records relating to a case 
involving programs administered by SSA are retrieved by the Social 
Security number (SSN) of each named party to the litigation. All 
records in this system are retrieved by the names of parties, names of 
the Office of the General Counsel attorneys assigned to the cases, and 
the legal or programmatic issues involved in the cases.

Safeguards:
    The buildings where these records are stored are safeguarded by a 
variety of physical security systems which permit access only by 
authorized personnel and authorized visitors escorted by authorized 
personnel. The computer terminals used to access the records are kept 
in rooms that are locked during non-business hours. Electronic records 
are protected against unauthorized access by several password oriented 
systems which produce an audit trail of all attempts (successful and 
unsuccessful) to access the records. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional 
information relating to SSA data security measures.

Retention and disposal:
    Records are maintained until the administrative or judicial 
proceedings have ended and for varying periods of time thereafter, 
subject to the Federal Records Act and applicable retention schedules.

[[Page 1874]]

System manager(s) and address(es):
    Office of the General Counsel, Social Security Administration, Room 
617 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 
21235. (For additional addresses see Systems location).

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedure:
    Same as Notification procedures. Also, requesters should reasonably 
specify the record contents being sought. Access will not be provided 
to information about materials compiled for litigation purposes, such 
as information about briefs and recommendations to appeal or not to 
appeal, except when such access is granted by the court. These 
procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedure:
    Same as Notification procedures. Also requesters should reasonably 
identify the record, specify the information that is contested and the 
corrective actions sought, and the reasons for requesting the 
correction, and furnish supporting evidence to show why the record is 
not accurate, timely, complete, relevant or necessary. These procedures 
are in accordance with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    The sources for information in this system include legal pleadings 
and other documents, formal and informal discovery, Federal and State 
agencies and the individuals involved in claims and litigation.

Systems exempted from certain provisions of the Privacy Act:
    None.
SYSTEM NUMBER: 60-0275

System name:
    Civil Rights Complaints Filed by Members of the Public, Social 
Security Administration, Office of the General Counsel.

Security classification:
    None.

System Location:
    Records are located at the following Social Security Administration 
(SSA) offices:
    Office of the General Counsel, Social Security Administration, Room 
600 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 
21235.

In the Boston Region (Connecticut, Maine, Massachusetts, New Hampshire, 
Rhode Island, Vermont):
    Office of the General Counsel, Chief Counsel, Region I, Social 
Security Administration, John F. Kennedy Federal Building, Room 625, 
Government Center, Boston, Massachusetts 02203.

In the New York Region (New Jersey, New York, Puerto Rico, Virgin 
Islands):
    Office of the General Counsel, Chief Counsel, Region II, Social 
Security Administration, Room 3904, 26 Federal Plaza, New York, NY 
10278.

In the Philadelphia Region (Delaware, District of Columbia, Maryland, 
Pennsylvania, Virginia, West Virginia):
    Office of the General Counsel, Chief Counsel, Region III, Social 
Security Administration, P.O. Box 41777, Philadelphia, Pennsylvania 
19101.

In the Atlanta Region (Alabama, North Carolina, South Carolina, 
Florida, Georgia, Kentucky, Mississippi, Tennessee):
    Office of the General Counsel, Chief Counsel, Region IV, Social 
Security Administration, Atlanta Federal Center, Suite 20T45, 61 
Forsyth Street, SW., Atlanta, Georgia 30303-8920.

In the Chicago Region (Illinois, Indiana, Michigan, Minnesota, Ohio, 
Wisconsin):
    Office of the General Counsel, Chief Counsel, Region V, Social 
Security Administration, 200 West Adams Street, 30th Floor, Chicago, 
Illinois 60606-2898.

In the Dallas Region (Arkansas, Louisiana, New Mexico, Oklahoma, 
Texas):
    Office of the General Counsel, Chief Counsel, Region VI, Social 
Security Administration, Suite 130, 1301 Young Street, Dallas, Texas 
75202-5433.

In the Kansas City Region (Iowa, Kansas, Missouri, Nebraska):
    Office of the General Counsel, Chief Counsel, Region VII, Social 
Security Administration, Room 535, 601 East 12th Street, Kansas City, 
Missouri 64106-2898.

In the Denver Region (Colorado, Montana, North Dakota, South Dakota, 
Utah, Wyoming):
    Office of the General Counsel, Chief Counsel, Region VIII, Social 
Security Administration, Suite 120, Federal Office Building, 1961 Stout 
Street, Denver, Colorado 80294.

In the San Francisco Region (American Samoa, Arizona, California, Guam, 
Hawaii, Nevada, Northern Marianna Islands):
    Office of the General Counsel, Chief Counsel, Region IX, Social 
Security Administration, Room 405, 50 United Nations Plaza, San 
Francisco, California 94102.

In the Seattle Region (Alaska, Idaho, Oregon, Washington):
    Office of the General Counsel, Chief Counsel, Region X, Social 
Security Administration, 701 Fifth Avenue, Suite 2900, M/S 901, 
Seattle, Washington 98104-7075.

[[Page 1875]]

Categories of individuals covered by the system:
    Members of the public who file civil rights complaints against SSA, 
a component of SSA and/or present or former SSA employees, alleging 
discrimination on the basis of disability, race, color, national 
origin, sex, age, religion, or retaliation in any program or activity 
conducted by SSA.

Categories of records in the system:
    Personal identifying information regarding the member of the public 
who filed the civil rights complaint, complaint docket number, 
complaint allegations, information gathered during the complaint 
investigation, including witness interviews from SSA employees or 
eyewitnesses to an allegation of discrimination, findings and results 
of the investigation, reconsideration findings, and correspondence and 
telephone contact reports related to the complaint and investigation.

Authority for maintenance of the system:
    The information collection is authorized by 5 U.S.C. 301; 29 U.S.C. 
791 et. seq.; 42 U.S.C. 902(a)(5), 1304 note. Those statutes require 
SSA not to discriminate on the basis of disability and authorize the 
Commissioner to establish policies to prohibit SSA and SSA employees 
from discriminating based upon race, color, national origin, sex, age, 
religion, or retaliation in any program or activity conducted by SSA.

Purpose(s):
    The file system is designed to store all civil rights complaints 
filed by members of the public, information gathered during the 
complaint investigation, correspondence and telephone contact reports 
related to the complaint and investigation, the findings and results of 
all OGC headquarters and regional complaint investigations, 
reconsideration decisions, and for retrieval of information about civil 
rights complaints. Files are maintained to track civil rights 
complaints and to record the findings and results of the complaint 
investigations so that OGC may enforce findings, monitor compliance, 
revise internal administrative procedures, manage and docket 
complaints, and provide status reports.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such use:
    Disclosure may be made for routine uses as indicated below:
    1. To the Department of Justice, the Equal Employment Opportunity 
Commission, or other Federal and State agencies when necessary for the 
administration or enforcement of civil rights laws or regulations.
    2. To a congressional office in response to an inquiry from that 
office made at the request of the subject of the record.
    3. To the Office of the President for the purpose of responding to 
an individual pursuant to an inquiry from that individual or from a 
third party on his or her behalf.
    4. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such tribunal, when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and SSA determines that the use of such records by DOJ, a 
court or other tribunal, or another party before such tribunal, is 
relevant and necessary to the litigation, provided, however, that in 
each case, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    5. To a Federal, State or local agency for law enforcement purposes 
concerning a violation of law pertaining to the records in this system.
    6. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees, when they are performing work for the 
Social Security Administration (SSA), as authorized by law, and they 
need access to personally identifiable information in SSA records in 
order to perform their assigned Agency functions.
    7. To Federal, State and local law enforcement agencies and private 
security contractors as appropriate, if information is necessary:
    (a) To enable them to protect the safety of Social Security 
Administration (SSA) employees and customers, the security of the SSA 
workplace, and the operation of SSA facilities; or
    (b) To assist in investigations or prosecutions with respect to 
activities that disrupt the operation of SSA facilities.
    8. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in paper form (e.g., file folders) in file 
cabinets. Some records may be maintained on Agency computers.

Retrievability:
    Records are retrieved by name of the complainant and/or docket 
number.

Safeguards:
    Office buildings in which these records are maintained are locked 
after the close of the business day. These records are only accessible 
by General Counsel Staff and other Agency employees for the processing 
of complaints or litigation. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data 
security measures.

Retention and disposal:
    The records are maintained in SSA headquarters OGC or regional OGC 
offices. They are disposed of in accordance with the Federal Records 
Act and applicable retention schedules.

System manager(s) and address:
    Social Security Administration, Office of the General Counsel, 
Office of General Law, Room 617 Altmeyer Building, 6401 Security 
Boulevard, Baltimore, Maryland 21235. (For additional addresses see 
Systems location).

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager(s) at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification documents sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual

[[Page 1876]]

under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her consent in providing 
information to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c)).

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulation (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the records, specify the information they are contesting and 
the correction sought, and the reasons for the correction, with 
supporting justification showing how the record is incomplete, 
untimely, inaccurate or irrelevant. These procedures are in accordance 
with SSA Regulations (20 CFR 401.65(a)).

Record source categories:
    Complaint and information filed with SSA by, or on behalf of, the 
individual complainant, witnesses, SSA employees, telephone contact 
reports, complainant's attorney, and the alleged discriminator.

System exempted from certain provisions of the Privacy Act:
    This system is exempt from certain provisions of the Privacy Act 
under 5 U.S.C. 552a(k)(2). Pursuant to SSA regulations at 20 CFR 
401.85(b)(2)(ii)(E), this system is exempt from the following 
subsections of the Privacy Act: (c)(3), (d)(1)-(4), (e)(4)(G), (H), and 
(I), and (f).
SYSTEM NUMBER: 60-0290

System Name:
    Social Security Administration's Customer PIN/Password (PPW) Master 
File System, Social Security Administration, Deputy Commissioner for 
Disability and Income Security Programs.

Security classification:
    None.

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

Categories of Individuals covered by the system:
    All Social Security Administration (SSA) customers (applicants, 
beneficiaries and other customers) who elect to conduct transactions 
with SSA in an electronic business environment that requires the PPW 
infrastructure. This may include customers who elect to block PPW 
access to SSA electronic transactions by requesting SSA to disable 
their PPW capabilities.

Categories of records in the system:
    The information maintained in this system of records is collected 
from customers who elect to conduct transactions with SSA in an 
electronic business environment that requires the PPW infrastructure. 
The information maintained includes identifying information such as the 
customer's name, Social Security number (SSN) (which functions as the 
individual's personal identification number (PIN) and mailing address. 
The system also maintains the customer's Password Request Code (PRC), 
the password itself and the authorization level and associated data 
(e.g., effective date of authorization).
    We also maintain transactional data elements necessary to 
administer and maintain the PPW infrastructure. These include access 
profile information such as blocked PINs, failed access data, effective 
date of password and other data linked to the required authentication 
processes for Internet and automated telephone system applications. The 
information on this system may also include archived transaction data 
and historical data.
    SSA will also use the data in the proposed system for management 
information purposes in order to effectively administer the PPW 
infrastructure used to conduct electronic business with SSA customers. 
Because we will maintain and retrieve data from the proposed system of 
records by the customer's SSN (which acts as the individual's PIN), the 
database will constitute a ``system of records'' under the Privacy Act.

Authority for maintenance of the system:
    Section 205(a) of the Social Security Act (42 U.S.C. 405), 5 U.S.C. 
552a(e)(10), and the Government Paperwork Elimination Act.

Purpose(s):
    The Customer PPW Master File System maintains information collected 
for use in connection with SSA's implementation of a PIN/Password 
system that allows Social Security program applicants, beneficiaries, 
and other customers to conduct business with SSA in an electronic 
business environment. The system of records is designed to permit entry 
and retrieval of information associated with maintaining a PPW 
infrastructure that supports SSA's electronic initiatives requiring a 
PPW entry process.

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. To the Office of the President for the purpose of responding to 
an individual pursuant to an inquiry received from that individual or 
from a third party on his or her behalf.
    2. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    3. To the Department of Justice (DOJ), a court or other tribunal or 
another party before such tribunal when:
    (a) The Social Security Administration (SSA), or any component 
thereof; or
    (b) Any SSA employee in his/her official capacity; or
    (c) Any SSA employee in his/her individual capacity where DOJ (or 
SSA where it is authorized to do so) has agreed to represent the 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operations of SSA or any of 
its components, is a party to the litigation or has an interest in such 
litigation, and

[[Page 1877]]

SSA determines that the use of such records by DOJ, a court or other 
tribunal, or another party before such tribunal, is relevant and 
necessary to the litigation, provided, however, that in each case, SSA 
determines that such disclosure is compatible with the purpose for 
which the records were collected.
    4. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting the Social Security Administration (SSA) in the 
efficient administration of its programs. We will disclose information 
under this routine use only in situations in which SSA may enter into a 
contractual or similar agreement with a third party to assist in 
accomplishing an agency functions relating to this system of records.
    5. To the General Services Administration and the National Archives 
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended 
by the NARA Act of 1984, information which is not restricted from 
disclosure by Federal law for the use of those agencies in conducting 
records management studies.
    6. To the Secretary of Health and Human Services or to any State, 
the Commissioner shall disclose any record or information requested in 
writing by the Secretary for the purpose of administering any program 
administered by the Secretary, if records or information of such type 
were so disclosed under applicable rules, regulations and procedures in 
effect before the date of enactment of the Social Security Independence 
and Program Improvements Act of 1994.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Data are stored in electronic and paper form.

Retrievability:
    Records in this system are indexed and retrieved by SSN (which acts 
as the individual's PIN).

Safeguards:
    Security measures include computer firewall technology, data 
encryption and other systems security measures to ensure that the PPW 
system is protected from inappropriate access. The existing SSA 
firewall architecture ensures that customers are limited only to 
electronic transactions the Agency determines and will not be able to 
access SSA's other systems or data.
    Security measures also include the use of access codes to enter the 
database and storage of the electronic records in secured areas which 
are accessible only to employees who require the information in 
performing their official duties. The paper records that result from 
the data base site are kept in locked cabinets or in otherwise secure 
areas. Contractor personnel having access to data in the system of 
records are required to adhere to SSA rules concerning safeguards, 
access, and use of, the data. SSA personnel having access to the data 
on this system are informed of the criminal penalties of the Privacy 
Act for unauthorized access to or disclosure of information maintained 
in this system of records. Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional information relating to SSA data 
security measures.

Retention and disposal:
    PPW information maintained in this system is retained until 
notification of the death of the account holder plus seven years. Means 
of disposal is appropriate to storage medium (e.g., deletion of 
individual records from the data base when appropriate or shredding of 
paper records that are produced from the system).

System manager(s) and address(es):
    Social Security Administration, Associate Commissioner, Office of 
Income Security Programs, 6401 Security Boulevard, Baltimore, Maryland, 
21235.

Notification procedures:
    An individual can determine if this system contains a record about 
him/her by writing to the system manager at the above address and 
providing his/her name, SSN or other information that may be in the 
system of records that will identify him/her. An individual requesting 
notification of records in person should provide the same information, 
as well as provide an identity document, preferably with a photograph, 
such as a driver's license or some other means of identification. If an 
individual does not have any identification document sufficient to 
establish his/her identity, the individual must certify in writing that 
he/she is the person claimed to be and that he/she understands that the 
knowing and willful request for, or acquisition of, a record pertaining 
to another individual under false pretenses is a criminal offense.
    If notification is requested by telephone, an individual must 
verify his/her identity by providing identifying information that 
parallels information in the record to which notification is being 
requested. If it is determined that the identifying information 
provided by telephone is insufficient, the individual will be required 
to submit a request in writing or in person. If an individual is 
requesting information by telephone on behalf of another individual, 
the subject individual must be connected with SSA and the requesting 
individual in the same phone call. SSA will establish the subject 
individual's identity (his/her name, SSN, address, date of birth and 
place of birth, along with one other piece of information, such as 
mother's maiden name) and ask for his/her permission in providing 
access by telephone to the requesting individual.
    If a request for notification is submitted by mail, an individual 
must include a notarized statement to SSA to verify his/her identity or 
must certify in the request that he/she is the person claimed to be and 
that he/she understands that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense. These procedures are in accordance 
with SSA Regulations (20 CFR 401.40(c).)

Record access procedures:
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents being sought. These procedures are in 
accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting and 
the corrective action sought, and the reasons for the correction, with 
supporting justification showing how the record is untimely, 
incomplete, inaccurate, or irrelevant. These procedures are in 
accordance with SSA Regulations (20 CFR 401.65(a))

Record source categories:
    Data for the system are obtained primarily from the individuals to 
whom the record pertains.

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

[FR Doc. 06-112 Filed 1-10-06; 8:45 am]
BILLING CODE 4191-02-P