SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974

System number: 60-0220

System name:

Kentucky Birth Records System, Social Security Administration, District Office, ( Kentucky).

Security classification:

None.

System location:

Social Security field offices located in the State of Kentucky. Individuals should consult Kentucky telephone directories for address and telephone information.

Categories of individuals covered by the system:

Members of the general public whose birth records have been registered in the State of Kentucky.

Categories of records in the system:

The system consists of an index of Kentucky birth records.  Included on the index are the individual's name, mother's maiden name, date and place of birth, birth certificate number and volume number of the index.

Authority for maintenance of the system: 

Section 205 of the Social Security Act.

Purpose(s): 

Information in the system will be used by SSA offices in the State of Kentucky to provide evidentiary proof of age and other facts about individuals applying for various Social Security benefits, Supplemental Security Income (SSI) payments and Social Security numbers (SSNs).

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

Disclosure may be made as 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 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 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, the court or other 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. Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (IRC) (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.

3) 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.

4) Non-tax return information that is not restricted from disclosure by Federal law may be disclosed to General Services Administration (GSA) and National Archive 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.

Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system:

Storage:

Records are stored on microfilm.

Retrievability:

Records are retrieved by the individual's name and other identifying information (e.g., mother's name and date of birth).

Safeguards: 

Access to records in the system will be restricted to personnel who need them in the performance of their official duties.  Also, the information will be maintained in secured facilities and kept from access by unauthorized individuals (e.g., stored in locked filing cabinets) when not in use.

Retention and disposal:

Records in the system will be updated biennially.  Out‑of‑date microfilm records will be disposed of by the application of heat. 

System manager(s) and address: 

Managers of Social Security field offices in the State of Kentucky.  Individuals seeking office addresses and telephone numbers should consult Kentucky telephone directories.

Notification procedures:

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 above.  Also, individuals requesting access to their records should reasonably describe the records, specify the information they are contesting and state the corrective action sought with supporting justification showing how the records are untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:

Same as notification procedures.  Also, an individual contesting data in the system should identify the data, specify the information he or she is contesting, state the corrective action sought, and the reasons for the correction with supporting justification showing how the records is incomplete, untimely, inaccurate or irrelevant.  These procedures are in accordance with SSA Regulations (20 CFR 401.65(a)).

Record source categories: 

Records in the system will be obtained from the Kentucky Office of Vital Statistics.

System exempted from certain provisions of the Privacy Act: 

None