Effective Date: December 13, 2000
(64 F.R. 10173)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974
System number: 60-0270
System name:
Records of Individuals Authorized Entry into Secured Areas by Digital Lock Systems, Electronic Key Card Systems or Other Electronic Access Devices
Security classification:
None
System location:
Social Security Administration, Offices of the Regional Commissioners
Categories of individuals covered by the system:
Those individuals who are authorized entry into secured areas in regional offices, field offices, teleservice centers, program service centers, hearing offices and satellite facilities.
Categories of records in the system:
This system of records contains the name and/or personal identifying number(s) for each individual who is authorized to enter secured areas in regional offices, field offices, teleservice centers, program service centers, hearing offices and satellite facilities. The system also contains the entry point, the date of entry and the time of entry.
Authority for maintenance of the system:
42 U.S.C. 902 and 1302; 5 U.S.C. 552a(e)(10); 41 C.F.R 101-20.302
Purpose(s):
The principle purpose is to maintain a record of individuals who entered secured areas in the Social Security Administration’s facilities and to ensure the security of personnel and property. The system of records may also be used in a disciplinary action.
Routine uses of records maintained by the system, including categories of users and the purposes of such uses:
Disclosure may be made for routine uses as indicated below:
1. To disclose pertinent information to the appropriate Federal, state or local agency responsible for investigating, prosecuting, enforcing or implementing a statute, rule or regulation, or order when the Agency becomes aware of an indication of a violation of civil or criminal law or regulations pertaining to this system of records.
2. To a congressional office in response to an inquiry from that office made at the request of the subject of the record.
3. To the Department of Justice (DOJ), a court or other tribunal, (including an adjudicative or administrative body) or other third-party before such tribunal when:
(a) SSA, or any component thereof; or
(b) Any SSA employee in his/her official capacity; or
(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
(d) The
4. Non-tax return information which is not restricted from disclosure by federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. § 2904 and § 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system
Storage:
Records in this system are stored in the digital lock systems, electronic key card systems, other electronic access devices, computer memory (including floppy diskettes) and paper form.
Retrievability:
Records in this system may be retrieved by name of the individual, by assigned personal identifying number(s), by date, by time period, and by entry point.
Safeguards:
Only authorized SSA personnel have access to this system of records. Employees who are authorized to retrieve records will be assigned a personal identification number (PIN) and passwords. The information will be processed in a manner that will protect confidentiality and in such a way that unauthorized individuals cannot retrieve it by means of computer, remote terminal or other means. The paper records that result from the digital lock or other electronic access systems are kept in locked cabinets or in otherwise secure areas. All SSA employees, including contractor personnel, having access to data in the system of records are required to adhere to SSA rules concerning safeguards, access, and use of the data. They are also informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system of records.
Retention and disposal:
SSA retains records in this system up to 3 years following the expiration of an individual’s authority to enter into secured areas. SSA destroys a paper record by shredding and a non-paper record by deleting-wiping it from the digital, magnetic and/or computer memory.
System manager(s) and addresses:
The system manager will be the Regional Security Officer (or his/her designee) in those Regions where SSA purchases digital lock systems, electronic key card systems or other electronic access devices.
Region I –
Social Security Administration
Regional Security Officer
Room 1975,
Telephone, (617) 565-2852
Region II –
Social Security Administration
Regional Security Officer
26 Federal Plaza, Room 4011
Telephone, (212) 264-1716
Region III –
Social Security Administration
Telephone, (215) 597-8531
Region IV –
Social Security Administration
Atlanta Regional Security Officer
Security and Integrity Team
Telephone, (205) 801-1300
Region V –
Social Security Administration
Center for Material Resources
Security and Integrity Section,
Telephone, (312) 353-1224
Region VI –
Social Security Administration
MB-1, Room 1400
Management and Budget
Attention: RSO
1200
Telephone, (214) 767-4331
Region VII –
Social Security Administration
MAMPSC, SIS
Telephone, (816) 426-3095
Region VIII –
Social Security Administration
M&B/BFS, Attention: Regional Security Officer
Telephone, (303) 844-3347
Region IX –
Social Security Administration
FHFB, Field Facilities Team
Telephone (510) 970-8340
Region X –
Social Security Administration
Security and Integrity Team
701
Telephone, (206) 615-2150
Notification procedure(s):
An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver’s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual’s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother’s maiden name) and ask for his/her consent in providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR § 401.40).
Record access procedure(s):
Same as notification procedure(s). Requestors should also reasonably specify the contents of the record being sought.
Contesting record procedure(s):
Same as notification procedure(s). Requestors should also reasonably identify the particular record; specify whether he/she is seeking an addition to or a deletion or substitution of the record; and state his/her reason(s) for requesting corrective action or amendment to the record (e.g., why it is not accurate, timely, complete, relevant or necessary).
Record source categories:
SSA obtains information in this system from the individuals who are covered by the system or the security personnel.
Systems exempt from certain provisions of the Privacy Act:
None.