FR Doc 06-112

[Federal Register: January 11, 2006 (Volume 71, Number 7)]
[Notices]
[Page 1795-1877]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr11ja06-75]

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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

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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:
willie.j.polk@ssa.gov.

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
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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.

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

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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.

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]]

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.

[[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 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.

[[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.

[[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).

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)).

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.

[[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 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.

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.

[[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 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 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.

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)).

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.

[[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).

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.

[[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.

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.

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.

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.

[[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)).

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.

[[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.

[[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)).

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.

[[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 http://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).

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.

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

[[Page 1835]]

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.

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 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.

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.

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.

[[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.

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.

[[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)).

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.

[[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.

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.

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)).

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]]

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)).

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.

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.

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.

[[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)).

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.

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.

[[Page 1864]]

under false pretenses is a criminal offense. 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)).

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.

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.

[[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.

[[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).

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 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.

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)).

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.

[[Page 1873]]

Nations Plaza, San Francisco, California 94102.

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).

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.

[[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).

[[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)).

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).)

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