SYSTEM NUMBER: 60-0360
System name:
Identity Protection Program (IPP) System.
System classification:
None.
System location:
Social Security Administration
Office of Human Resources
Categories of individuals covered by the system:
SSA Employees
who have requested participation in the IPP.
Categories of records in the system:
This system consists of a variety of
records concerning
participation in the IPP. In
addition to the employee's name, this
system includes
information such as the employee's personal
identification number (PIN),
locator information, telephone number,
component, documentation
submitted to support the reason for the
request for program
participation, as well as any subsequent
documentation provided by the
employee; employee's written request to be removed from the IPP; the number of
IPP requests that have been granted or denied by employee; the number of IPP
requests that
have been granted or
denied by Agency component; reason for program participation request denial;
and length of time taken to process each request for program participation.
Authority for maintenance of the system:
Sections 205 and
702(a)(5) of the Social Security Act (42 U.S.C.
405, 902(a)(5)).
Purpose(s):
Information in the IPP System is used to:
-Provide a means
of collecting information about SSA employees who reasonably believe that they
may be at risk of injury or other harm by the disclosure of their work location
and telephone number.
-Provide a
standard approach to ensuring the safety of SSA
employees who reasonably
believe that they may be at risk of injury or other harm by the disclosure of
their work location and telephone number.
-The information
in this system will be used to establish
participation in the IPP. We
will establish program participation when
an employee has
made known his/her request for program participation and all of the required
documentation has been submitted.
Routine uses of records maintained in the system, including categories
of users and the purpose of such uses:
Disclosures 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) 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
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.
4. To the Equal
Employment
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.
5. To the Federal Labor Relations Authority, the General
Counsel,
the Federal
Mediation and Conciliation Service, the Federal Service
Impasses Panel, or an arbitrator when information is requested in
connection with the
investigations of allegations of unfair labor
practices, matters before
an arbitrator or the Federal Impasses Panel.
(6) To the
Office of Personnel Management, Merit Systems Protection Board, or the Office
of the Special Counsel, 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 other such
functions promulgated in
5 U.S.C. Chapter 12, or as may be authorized by law.
7. 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.
8. To student volunteers, individuals who work under a personal
services contract, and
other individuals performing functions for SSA,
who technically do
not have the status of Agency employees, when they are performing work for SSA,
as authorized by law, and they need access to the records in order to perform
their assigned Agency functions.
9. To the General Services Administration (GSA) and National
Archives
and Records Administration (
10. To Federal,
State, and local law enforcement agencies and
private security
contractors, as appropriate, information necessary:
-To enable them to protect the safety of
SSA employees and
customers, the security
of the SSA workplace, the operation of SSA
facilities, or
-To assist investigations or prosecutions
with respect to
activities that affect
such safety and security or activities that
disrupts the operation
of SSA facilities.
11. To appropriate Federal, State, and local agencies, entities,
and persons when
(1) we suspect or confirm that the security or
confidentiality of information
in this system of records has been
compromised; (2) we
determine that as a result of the suspected or
confirmed compromise
there is a risk of harm to economic or property
interests, identity theft
or fraud, or harm to the security or
integrity of this system
or other systems or programs of SSA that rely
upon the compromised
information; and (3) we determine that disclosing the information to such
agencies, entities, and persons is necessary to assist in our efforts to
respond to the suspected or confirmed compromise and prevent, minimize, or
remedy such harm. SSA will use this routine use to respond only to those
incidents involving an unintentional release of its records.
Policies and practices for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records in this
system are maintained and stored in both electronic
and paper form.
Retrievability:
Records in this system will be retrieved by
the employee's PIN and/
or name.
Safeguards:
Security
measures include the use of access codes to enter the computer system which
will maintain the data, the storage of computerized records in secured areas
that are accessible only to employees who require the information in performing
their official duties. Manually maintained records will be kept in locked
cabinets or in otherwise secure areas. SSA employees who have access to the
data will be informed of the criminal penalties of the Privacy Act for unauthorized
access to or disclosure of information maintained in the system. See 5 U.S.C. 552a(i)(1).
Contractor personnel and/or alternate
employees having access to data in the system of records will be required to
adhere to SSA rules concerning safeguards, access and use of the data.
Retention and disposal:
The records are maintained in SSA
headquarters Office of Human
Resources
or regional Servicing Personnel Offices. They are disposed of in accordance
with item 17a of the National Archives and Records
Administration
General Records Schedule 1.
System manager(s):
Associate
Commissioner, Office of Personnel, Social Security
Administration,
6401.
Notification procedure(s):
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. 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 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. Individuals
providing insufficient identifying information by telephone 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,
PIN, 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 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 401.45).
Record access procedure(s):
Same
as Notification procedure(s). Requesters also should
reasonably specify the
record contents they are seeking. These
procedures are in
accordance with SSA Regulations (20 CFR 401.40).
Contesting record procedure(s):
Same
as Notification procedure(s). 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 untimely, incomplete, inaccurate, or
irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
Record source categories:
Information in
this system is obtained from information collected from SSA employees and
officials.
Systems exempt from certain provisions of the Privacy Act:
None.