Guide to FOIA Requests

The Freedom of Information Act allows members of the public to request records from various Federal government agencies. The FOIA was established to make the federal government accountable to the public for its actions and prevents agencies from having secret policies.

Public Information

SSA prepares many documents for public distribution - such as leaflets about our benefits programs, press releases and reports.  Many of these documents are available on SSA's Internet site at www.socialsecurity.gov.  We encourage you to browse the site for documents that interest you.  We do not process requests for public information materials as Freedom of Information Act requests.

Freedom Of Information Act Requests

Members of the public can get documents from Federal agencies based on the Freedom of Information Act (FOIA).

Records We Make Available

Administrative staff manuals of the Social Security Administration and Instructions to staff personnel that contain policies, procedures, or interpretations that affect the public are available for inspection and copying.

You can inspect and copy the following SSA records online, in any field office, at our headquarters in Baltimore, and at SSA hearings offices nationwide.

Program Operations Manual System (POMS)
Operating instructions for SSA personnel

State and Local Coverage Handbook for the Social Security Administration and State Social Security Administrators

• Reference source for anyone who administers State Social Security coverage agreements.
• Available for inspection in SSA Regional Offices and SSA offices in State capitols. 

The Handbook is also available online at: http://www.socialsecurity.gov/slge/slch.htm

SSA Organizational Chart
Shows reporting relationships within the Social Security Administrationhttp://www.socialsecurity.gov/org/

Compilation of the Social Security Law    http://www.socialsecurity.gov/OP_Home/ssact/comp-ssa.htm

Social Security Administration Regulations  http://www.socialsecurity.gov/OP_Home/cfr20/cfrdoc.htm

Social Security Rulings and Acquiescence Rulings   http://www.socialsecurity.gov/OP_Home/rulings/rulings.html

Hearings, Appeals and Litigation Law Manual (HALLEX)http://www.socialsecurity.gov/OP_Home/hallex/hallex.htm

MAKE YOUR REQUEST ONLINE

Social Security Electronic Freedom of Information(eFOIA)
Now you can make a request online.

You can request a copy of the following online:

• Social Security Number Application (Form SS-5) of a deceased person.  You can use online Form SSA-711 .
• A computer extract of the Social Security number application.  You can use online Form SSA-711 .

You can make payment online with a secure online payment via pay.gov. You can use these credit cards:

• MasterCard
• Visa
• Discover
• American Express, and
• Diner’s Club

Other Online FOIA Requests

If you would like to make an online FOIA request for records other than a photocopy of an application for a Social Security Card (SS-5) or a computer extract of a Social Security Card Application, you may make your request online using the eForm.  However, there may be a fee for the information you request.  After we receive your request we will let you know if there is a fee.  This type of request cannot be paid for online.

INFORMATION ABOUT YOUR REQUEST

How Do I Get This Information?

1. Complete the eForm request to tell us what information you want. Please note that space is limited to 2000 characters.
2. Complete the requester’s information.

• We will let you know if there is a fee for the information that you request before we start a search.  The FOIA fees are based on the grade of the employees doing the work and the amount of time spent on your request, plus 10 cents per page for photocopying.

Online service is available (Eastern time):
Our eFOIA service is available all the time, except for a brief period from 10:00 p.m. Saturday – 4:30 a.m. every Sunday.

Mail In Requests

It is easy to make a written FOIA request by mail.  No form is needed.  We process FOIA requests in two locations, depending on the type of request.  Mark both the envelope and its contents:  “FREEDOM OF INFORMATION REQUEST” or “INFORMATION REQUEST.”  Be sure to include your name and address on your request.  It is a good idea to include a daytime phone number or e-mail address in case we need to contact you about your request.  Do not include a return envelope.

There is a form available to request copies of applications for a Social Security Number (Form SS-5) for people who are deceased.  Form SSA-711 (Adobe reader required to view) may be used for this purpose; however, you do not need to use the form.  Address your request to:

Social Security Administration
OEO FOIA Workgroup
300 N. Greene Street
P.O. Box 33022
Baltimore, Maryland 21290-3022

You can use Form SSA-714 (Adobe reader required) to pay by credit card.

Make checks or money orders payable to the Social Security Administration.

DO NOT SEND CASH

Frequently Requested Records and Fees

Requests for records of Social Security number (SSN) holders, claimants and wage earners, are covered by the fee schedule below.

Many numident records of older individuals, primarily those born in 1910 or earlier, are abbreviated records that do not contain the names of the individual’s parents and may not contain the place of birth.

The Social Security Administration did not begin keeping records until November 1936.

We can not search for the SSN of anyone born before 1865.

We can not search for the SSN of anyone born before 1865.

*The Numident record is a computer extract of information from the original application for a Social Security card. 

Send all other FOIA requests to:

Social Security Administration
Office of Public Disclosure
3-A-6 Operations Building
6401 Security Boulevard
Baltimore, Maryland 21235

If you want to request a record which we don't publish or which we don't make available in one of our offices, mark your envelope and its contents “FREEDOM OF INFORMATION REQUEST” and include the following:

• Information you are requesting (include as many details as possible, for example: dates, subject matter, location)
• Your name
• Your address and
• Daytime phone number or e-mail address.

DO NOT INCLUDE A RETURN ENVELOPE

You can also write or give your written request to any Social Security field office.

There may be a fee for information you requested. We will let you know if your request will cost more than $250 before we start a search. The FOIA fees are based on the grade of employees doing the work and the amount of time spent on your request, plus 10 cents per page for photocopying.

The Hourly Fees for Search and Review Are:

Records We Generally Can Not Disclose

The FOIA does not require agencies to disclose all records. Some examples of records we may not disclose are:

• Classified records;
• Internal personnel rules;
• Confidential by law;
• Trade secrets or confidential financial information;
• Personal information about living people, or
• Records of investigations.

How The Privacy Act Affects Your Request

• Your Own Record

If you are requesting your own record(s), we will process your request under the Privacy Act first, instead of under the FOIA.

• Someone Else’s Records

If you are requesting another living person’s record, you need the person’s written consent to disclose the record to you. In these cases, send your request, with the signed consent, to your local Social Security office .

• Records Needed for a Social Security Benefit Application

If you need your records in connection with your claim for Social Security benefits, or if you are a representative of someone pursuing a claim for Social Security benefits; send your request to your local Social Security office.

How We Process Your Request

We try to handle your request within 20 days from the date we receive it. Sometimes it may take us longer depending on the difficulty of finding the record and how much other work we have. We process requests under a “first in” “first out” basis using the following categories:

Normal

Simple requests where the receiving office has all the information it needs for the answer. These requests will take the least amount of time to process.

Longer

These requests often require the receiving office to obtain more information from another SSA office(s).

Longest

Requests that require:

• More information or records from another SSA office or another government office(s);
• a voluminous amount of records, or
• Additional decisions on releasing records from these offices.

These requests take the longest to answer.

Expedited Process

We provide expedited handling when the request:

• Involves an imminent threat to a person’s life or physical safety, or
• Is made by a member of the media to obtain information that the public has an urgent need to know. The records would cover actual or alleged Federal Government activity.

If you think your request should be expedited, please explain your reasons fully in your request. Within 10 days from the date of your request, we will decide whether we will expedite it and notify you of our decision.

Denials And Appeals

Sometimes we cannot disclose some or all of the records you requested. When we cannot disclose some or all of the records you requested, we will send you a written denial, explaining our reason(s) and your appeal rights.