What is a System of Records?
As defined in the Privacy Act, a system of records
is a group of records that are retrieved by some kind of personal identifier,
such as a name or number. The RRB, like all agencies of the Federal government,
is required to publish a description of its systems of records. The description
usually includes the following main titles:
- Name
- Location
- Categories of individuals covered by the system
- Categories of records covered by in the system
- Authority for maintenance of the system
- Routine uses of the records
- Policies and practices for storing retrieving, accessing, retaining and
disposing of records
- Name and address of the system manager
- Notification
- Record access, and contesting record procedures
- Record source categories
If you are a member of the railroad public, information about you may be
maintained in more than one system of records. We deliberately say "may,'
because, with few exceptions, records are not kept forever, but are destroyed
according to established record disposal schedules.
You Worked for a Railroad
If you ever worked in the railroad industry, even for a period as short as
one day, records are maintained on you in:
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RRB-5 Master File of Railroad Employees'
Creditable Compensation |
If you registered with the Railroad Retirement Board to obtain your social
security number, a 700 series number, a record is maintained on you in:
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RRB-12 Railroad
Employee's Registration File |
If you have at least 120 months of railroad service or worked in the current
reporting year, a record is maintained on you in:
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RRB-4
Estimated Annuity, Total Compensation and Residual Amount File (MARC) |
If you have ever worked under the Social Security System, a record is
maintained on you in:
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RRB-16 Social
Security Administration Master Earnings File |
It is also possible that a record could be found on you in the following
"research-history" system:
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RRB-29 Railroad
Employees' Gross Gross Earnings |
You Worked for a Railroad
& Filed for Benefits under Railroad
Unemployment Insurance Act (RUIA)
(Unemployment or Sickness Benefits)
Depending upon when you filed, records may be maintained on you in the
following systems:
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RRB-6 Unemployment Insurance Record File |
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RRB-7 Applications for Unemployment Benefits
and Placement Service under the Railroad Unemployment Insurance Act |
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RRB-21 Railroad Unemployment and Sickness
Benefit System |
If you appealed a decision of the Board regarding your claim or application
under the Railroad Unemployment Insurance Act, a record on you might also be
found in:
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RRB-17 Appeals Decisions from Initial Denials
for Benefits Under the Provisions of the Railroad Retirement Act or the
Railroad Unemployment Insurance Act |
You Worked for a
Railroad & Filed for Benefits under Railroad Retirement Act (RRA)
(Retirement, Survivor or Medicare Benefits)
The major system containing records on you in this case is:
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RRB-22 Railroad Retirement, Survivor, and
Pensioner Benefit System |
In addition, if you were enrolled in Medicare, records are maintained for you
in:
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RRB-20 Health Insurance and Supplementary
Medical Insurance Enrollment and Premium Payment System (MEDICARE) |
If you filed a claim under Part B of Medicare, a record could be maintained
on you in:
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RRB-3 Medicare, Part B (Supplementary Medical
Insurance) Payment System--Contracted to Palmetto Government Benefit
Administrators |
If you appealed a decision of the Board regarding your application for
benefits under the Railroad Retirement Act, a record could be maintained on you
in:
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RRB-17 Appeals Decisions from Initial Denials
for Benefits Under the Provisions of the Railroad Retirement Act or the
Railroad Unemployment Insurance Act |
Finally, a record might be maintained on you in the following
"research-history" systems:
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RRB-26 Payment, Rate, and Entitlement History
File |
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RRB-27 Railroad Retirement Board--Social
Security Administration Financial Interchange System |
You Never Worked for
a Railroad but Filed for Benefits under the RRA on the Earnings Record of
Someone Who Did Work for a Railroad
If you are the spouse, divorced spouse, child, widow, surviving divorced
spouse, or parent of a current or former railroad employee and have filed for
recurring benefits on that employee's earnings, a record may be maintained on
you in the following systems of records identified above (RRB-3, RRB-17, RRB-20,
RRB-22, RRB-26).
Other situations:
If you received a benefit and were overpaid or erroneously paid and we have
not been able to collect the amount due us, a record may be maintained on you
in:
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RRB-42 Overpayment Accounts |
If you were the subject of an investigation by the Board's Office of
Inspector General, a record may be maintained on you in:
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RRB-43
Investigation Files |
If you were the subject of a legal opinion by the Board's General Counsel, a
record may be maintained on you in:
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RRB-10 Legal Opinion and Correspondence Files |
If you were involved in litigation with the Board, a record may be maintained
on you in:
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RRB-11 Files on Concluded Litigation |
Assistance
If you need assistance in finding the system of records you want to see or in
learning which systems might contain a record on you, you may call the Chief
Privacy Officer at 312-751-4869 or contact the nearest
field office.
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