SORN 09-90-0078

System name:SSI/OPM Temporary Matching File, HHS/OS/OIG.

Security classification:  None.

System location:  Office of the Inspector General HHS, Room 2111, SSA Annex, Baltimore, Md. 21235.

Categories of individuals covered by the system:  All Federal employees covered under Office of Personnel Management Central Personnel Data File (CPDR) who are also included in the Supplementary Security Income (SSI) file of the Social Security Administration.

Categories of records in the system:  Office of Personnel Management Central Personnel Data File extract including name of employee, date of birth, Social Security Number, work status, pay grade and duty station, and Supplementary Security Income Record File data including names, Social Security Number, address, SSI application data, disability data, income and resource data and payment data used in the administration of the SSI program.

Authority for maintenance of the system:  Pub. L. 94-505.

Purpose(s):

This system of records is maintained to facilitate the comparison of records to identify those Federal employees who may also be receiving SSI benefits concurrently. This is in accordance with the statutory requirement in Pub. L. 94-505 that the Inspector General prevent and detect fraud and abuse in the Department's programs.

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

In the event that a system of records maintained by this agency to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, the relevant, records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto.

A record from this system of records may be disclosed as a “routine use” 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.

A record from this system of records may be disclosed 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.

Disclosure may be made 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.

In the event of litigation where the defendant is (a) the Department, any component of the Department, or any employee of the Department, or any employee of the Department in his or her official capacity; (b) the United States where the

Department determines that the claim, if successful, is likely to directly affect the operations of the Department or any of its components; or (c) any Department employee in his or her individual capacity where the Justice Department has agreed to represent such employee, the Department may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.

A record from this system may be disclosed as a “routine use” to a Federal, State or local agency maintaining pertinent records if necessary to obtain a record relevant to a Department decision concerning the determination of initial or continuing eligibility for program benefits.

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

Storage: The records are stored on computer tape files and computer printed listings.

Retrievability: The records are retrieved by computer using Social Security Number as the principal matching criterion. We disclose the records within the Department to the Social Security Administration for investigation and redetermination of SSI benefits.

Safeguards: Direct access is restricted to authorized staff members of the Office of the Inspector General. Access within HHS is limited to those employees who are directly involved in the matching program on a need-to-know basis. Computer files and printed listing are   maintained in security type safes or lock bar file cabinets. They are safeguarded in accordance with the provisions of the National Bureau

of Standards Federal Information Processing Standards 41 and 31, and

the HHS Information Processing Standards, HHS ADP System Manual Part

6, “ADP Systems Security.” All computer tapes are password protected prohibiting unauthorized access.

Retention and disposal: In instances of computer matching of files, only those records which meet predetermined criteria are maintained. All records which do not meet these criteria are destroyed. All original source computer tapes will be returned within 60 days. All records obtained as a result of the matching program will be degaussed as soon as possible within 6 months except for those records which are necessary to the completion of pending law enforcement activities or administrative activities of the matching program. Paper listings will be either shredded or burned.

System manager(s) and address: Inspector General/Deputy Inspector General, Room 5262, North Building, U.S. Department of Health and Human Services, 330 Independence Avenue SW, Washington, DC 20201.

Notification procedure: Contact: Privacy Act Officer, Office of the Inspector General, Department of Health and Human Services, Room 5267, North Building, 330 Independence Avenue SW, Washington, DC 20201.

Record access procedures: Same as notification procedure. Requesters should also reasonably specify the record contents being sought.

Contesting record procedures: Contact the official at the address specified under notification procedure above, and reasonably identify the record and specify the information to be contested and corrective action sought with supporting justification.

Record source categories: Records are furnished from the Central Personnel Data File (CPDF) maintained by the U.S. Office of Personnel Management and from the Supplemental Security Income Record (SSR) maintained by the Social Security Administration, Department of Health and Human Services.

Systems exempted from certain provisions of the act: None.