SOCIAL SECURITY ADMINISTRATION
NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974
System number: 60-0063
System name:
Resource Accounting System,
Social Security Administration, OSPI.
Security classification:
None
System location:
Social Security Administration
Office of Telecommunications and Systems Operation
6401 Security Boulevard
Baltimore, Maryland 21235
Categories of individuals
covered by the system:
All
Office of Systems employees.
Categories of records in the
system:
Personnel, time expended
by project for systems development activities and related workloads
under the jurisdiction of the Deputy Commissioner of Systems is contained
in the system. Information is captured by using unique individual clerk
number to associate individual employee's time usage for the weekly reporting
period with project data established in the system by the respective project
managers. Time is associated with work effort by a project/task number
structure. Data captured relating to work efforts include:
description of work, type of time reported (i.e., regular, compensatory,
overtime, credit hours), employee identifier, organization code and grade.
Mainframe machine time utilization is also captured using project data from the
job ode parameter of the Job Control Language used to initiate the computer
runs.
Authority for maintenance of
the system:
Section
702 of the Social Security Act.
Purpose(s):
Information in this
system is used to project and account for all Office of Systems personnel and
machine resource expenditures as they relate to development, maintenance,
overhead and management workloads. Report packages and on-line
capabilities are available for use by all levels of management within the SSA
Office of Systems. Data included in the reports may be sorted in various
ways to show information e.g.; personnel utilization, work effort in progress
and project status.
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 constituting “returns or return information” within the scope of
the Internal Revenue Code will not be disclosed unless disclosure is authorized
by that statute.
1) To a congressional office in response to an
inquiry from that office made at the request of the subject of a record.
2) To the Department of Justice (DOJ), a court
or other tribunal, or another party before such tribunal when:
a)
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
3) Information may be disclosed to contractors
and other Federal agencies, as necessary, for the purpose of assisting
SSA in the efficient administration of its programs. We contemplate
disclosing 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) Non-tax return information which is not
restricted from disclosure by Federal law may be disclosed to the General
Services Administration (GSA) and the National Archives and Records
Administration (NARA) for the purpose of conducting
records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904
and 2906, as amended by NARA Act of 1984.
5) To student volunteers and other workers,
who technically do not have the status of Federal employees, when they
are performing work for SSA as authorized
by law, and they need access to personally identifiable information in
SSA records in order to perform their assigned Agency functions.
Policies and practices for
storing, retrieving, accessing, retaining, and disposing of records in the
system:
Storage:
Records are stored in
computer disc-packs.
Retrievability:
Personnel records are
based on individual clerk number. Work efforts are identified by project,
task and (optionally) subtask numbers.
Safeguards:
Safeguards are established
in accordance with the Systems Security Handbook. Information is
distributed to project managers and upper-level management. The records
are accessible only by use of assigned secure pass-phrases. Data sets are
protected by TOP SECRET (a C-2 level access control software package).
Retention and disposal:
Active records will
remain on‑line until complete. Project/task records will be purged
on an annual basis. Historical databases of previous fiscal years are
maintained for ongoing reporting purposes.
System manager(s) and address:
Director
Office of Systems
Planning and Integration
Social Security Administration
6401 Security Boulevard
Baltimore, Maryland 21235
An individual can determine
if this system contains a record about him/her by writing to the systems
manager(s) at the above address and providing his/her name, SSN or other
information that may be in the system of records that will identify
him/her. An individual requesting notification of records in person
should provide the same information, as well as provide an identity document,
preferably with a photograph, such as a driver’s license or some other means of
identification, such as a voter registration card, credit card, etc. If
an individual does not have any identification documents sufficient to
establish his/her identity, the individual must certify in writing that he/she
is the person claimed to be and that he/she understands that the knowing and
willful request for, or acquisition of, a record pertaining to another
individual under false pretenses is a criminal offense.
If notification is
requested by telephone, an individual must verify his/her identity by providing
identifying information that parallels the record to which notification is
being requested. If it is determined that the
identifying information provided by telephone is insufficient, the individual
will be required to submit a request in writing or in person. If
an individual is requesting information by telephone on behalf of another
individual, the subject individual must be connected with SSA and the
requesting individual in the same phone call. SSA will establish the
subject individual’s identity (his/her name, SSN, address, date of birth and
place of birth along with one other piece of information such as mother’s
maiden name) and ask for his/her consent in providing information to the
requesting individual.
If a request for
notification is submitted by mail, an individual must include a notarized
statement to SSA to verify his/her identity or must certify in the request that
he/she is the person claimed to be and that he/she understands that the knowing
and willful request for, or acquisition of, a record pertaining to another
individual under false pretenses is a criminal offense. These procedures
are in accordance with SSA Regulations (20 CFR § 401.40).
Record access procedures:
Same
as notification procedures. Also, requesters should reasonably specify the
record contents they are seeking. These procedures are in accordance with SSA
Regulations (20 CFR 401.40(c)).
Contesting record procedures:
Same
as notification procedures. Also, requesters should also reasonably
identify the record, specify the information they are contesting and state the
corrective action sought and the reasons for the correction with supporting
justification showing how the record is incomplete, untimely, inaccurate or
irrelevant. These procedures are in accordance with SSA Regulations (20
CFR 401.65(a)).
Record source categories:
Information is obtained
from individual employees or project managers.
Systems exempted from certain
provisions of the Privacy Act:
None