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Wednesday,

January 11, 2006

Part II

Social Security
Administration
Privacy Act of 1974, as Amended; New
and Revised Privacy Act Systems of
Records and Deletion of Obsolete Systems
of Records; Notice
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1796 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

SOCIAL SECURITY ADMINISTRATION I. Proposed New Systems of Records 90–0022, Volunteer EEO Support
Personnel Records)
Privacy Act of 1974, as Amended; New A. Systems of Records Adopted From 14. Claims Under the Federal Tort Claims Act
and Revised Privacy Act Systems of the Department of Health and Human and Military Personnel and Civilian
Records and Deletion of Obsolete Services (HHS) Employees’ Claims Act, 60–0259, (formerly
09–90–0062, Administrative Claims)
Systems of Records Under provisions of the Social
15. Attorney Applicant Files, 60–0262,
Security Independence and Program (formerly 09–90–0066, OGC Attorney
AGENCY: Social Security Administration Improvements Act of 1994 (Pub. L. 103– Applicant Files)
(SSA). 296), the Social Security Administration 16. Litigation Docket and Tracking System,
(SSA) became a separate Agency 60–0274 (formerly 09–90–9999, Automated
ACTION: New and altered systems of
independent of HHS in 1995. Prior to Litigation Tracking System)
records, new routine uses, deletion of 17. Civil Rights Complaints Filed by
becoming independent of HHS, SSA
obsolete systems of records, revisions, Members of the Public, 60–0275, (formerly
operated under a number of Privacy Act
and general housekeeping changes to 09–90–0051, Complaint Files and Logs)
systems of records that applied HHS-
system of records.
wide to all HHS components, including B. New SSA Privacy Act System of
SSA. Pursuant to section 106(b) of the Records
SUMMARY: In accordance with 5 U.S.C.
legislation, we have continued to
552a(e)(4) and (e)(11), we are issuing We are combining two separate
operate under those systems of records
public notice of our intent to: systems of records, the Administrative
to date. However, because we have
(a) Establish new and altered systems acquired the functions that were Law Judge Docket, 60–0008 and the
of records, covered by some of the HHS systems of Hearing Office Master Docket of
records, we have adopted these systems Claimant Cases, 60–0184, into a single
(b) Establish new routine use
of records as our own. We have made system of records, the Hearing Office
disclosures,
conforming changes to the systems of Tracking System (HOTS) of Claimant
(c) Delete obsolete systems of records, Cases, 60–0010. We will use HOTS for
and records to identify them as new SSA
systems of records. These notices of the same purposes for which we used
(d) Make general housekeeping and systems of records are: Administrative Law Judge Docket, 60–
editorial changes to SSA systems of 0008, and Hearing Office Master Docket
1. Safety Management Information System of Claimant Cases, 60–0184. We are
records.
(SSA Accident Injury and Illness Reporting deleting the notices of the two systems
We invite public comment on these System), 60–0228 (formerly 09–90–0005,
proposals. Safety Management Information System of records (see section II.1. below.)
(HHS) Accident Injury and Illness II. Proposed Alterations to Existing SSA
DATES: We filed a report of the proposed Reporting System) Privacy Act Systems of Records
new and altered systems of records and 2. SSA Parking Management Record System,
new routine uses with the Chairman of 60–0230 (formerly 09–90–0023, We are making alterations to the
the Senate Committee on Homeland Departmental Parking Control Policy and following systems of records as
Records System) discussed below.
Security and Governmental Affairs, the
3. Financial Transactions of SSA Accounting 1. Master Files of Social Security
Chairman of the House Committee on and Finance Offices, 60–0231 (formerly
Government Reform, and the Director, Number (SSN) Holders and SSN
09–90–0024, Financial Transactions of
Office of Information and Regulatory HHS Accounting and Finance Offices)
Applications, 60–0058. We are
Affairs, Office of Management and 4. Central Registry of Individuals Doing expanding the ‘‘Categories of records in
Budget (OMB) on December 23, 2005. Business with SSA (Vendor File), 60–0232 the system’’ to indicate that codes
The proposed new and altered systems (formerly 09–90–0025, Central Registry of pertaining to SSNs assigned under
of records and routine uses will become Individuals Doing Business with HHS certain conditions are maintained.
(Vendor File)) 2. Earnings Recording and Self-
effective on February 1, 2006, unless we
5. Employee Assistance Program (EAP) Employment Income System, 60–0059.
receive comments warranting them not Records, 60–0234 (formerly 09–90–0010)
to become effective. We are making the following changes:
6. Employee Development Program Records,
• Expanding the ‘‘Categories of
ADDRESSES: Interested individuals may 60–0236 (formerly 09–90–0012, Executive
Development Records) records in the system’’ to include
comment on this publication by writing 7. Employees’ Medical Records, 60–0237 information about individuals who
to the Executive Director, Office of (formerly 09–90–0013, Federal Employee’s apply for a certificate of coverage
Public Disclosure, Social Security Occupational Health Program Records) exempting them from coverage and
Administration, 3–A–6 Operations 8. Pay, Leave and Attendance Records, 60– taxes under the social security system of
Building, 6401 Security Boulevard, 0238 (formerly 09–90–0017, Pay, Leave a foreign country, as provided in a
Baltimore, Maryland 21235–6401. All and Attendance Records) Social Security agreement between the
comments received will be available for 9. Personnel Records in Operating Offices,
United States and that foreign country.
60–0239 (formerly 09–90–0018 Personnel
public inspection at the above address.
Records in Operating Offices) • Expanding the ‘‘Purpose(s)’’ section
FOR FURTHER INFORMATION CONTACT: Mr. 10. Employee Suggestion Program Records, of the notice of this system of records
Willie J. Polk, Lead Social Insurance 60–0241 (formerly 09–90–0036) to reflect that in connection with the
Specialist, Strategic Issues Team, Office 11. Administrative Grievances Filed Under issuance of certificates of coverage,
of Public Disclosure, Office of the Part 771 of 5 CFR, 60–0244 (formerly 09– information in this system of records is
90–0014, Grievances filed under part 771 used: (1) To determine whether an
General Counsel, Social Security of 5 CFR)
Administration, 3–A–2 Operations individual who requests a certificate of
12. Negotiated Grievance Procedures, 60–
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Building, 6401 Security Boulevard, coverage, establishing a foreign coverage


0245 (formerly 09–90–0015, Grievance
Baltimore, Maryland 21235, telephone Records Filed Under Procedures
exemption under a Social Security
(410) 965–1753; e-mail: Established by Labor-Management agreement, has been issued one or more
willie.j.polk@ssa.gov. Negotiations) certificates in the past; and (2) to
13. EEO Counselor and Investigator respond to inquiries concerning a
SUPPLEMENTARY INFORMATION: Personnel Records, 60–0250 (formerly 09– worker’s Social Security coverage status

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from an appropriate agency in a country Administration (SSA) in the efficient seeking that Office’s assistance in a
which has a Social Security agreement administration of its programs. We will matter relating to the Assignment and
with the United States. disclose information under this routine Correspondence Tracking (ACT)
• Adding two new routine use use only in situations in which SSA System. Information will be disclosed
disclosures (see discussion in section may enter into a contractual or similar when the Office of the President makes
III.A., items 1. and A.2. below). agreement with a third party to assist in an inquiry and indicates that it is acting
3. Automated Document Control and accomplishing an agency function on behalf of the individual whose
Retrieval System, 60–0002. We are relating to this system of records. record is requested.
changing the ‘‘System name’’ from This proposed routine use disclosure 6. To the Department of Treasury to:
Automated Document Control and is applicable to the Financial • Find out whether or not the
Retrieval System to Optical System for Transactions of SSA Accounting and individual has a delinquent tax account
Correspondence Analysis and Response. Finance Offices, 60–0231, and the for the purpose of determining the
Central Registry of Individuals Doing individual’s creditworthiness for the
III. Proposed New and Revised Routine Business with SSA (Vendor File), 60– loan in question under the Internal
Use Disclosures 0232. SSA occasionally contracts out Revenue Code (26 U.S.C. 6103(l)(3)(A)–
A. Discussion of Proposed Routine Uses certain of its functions when this would (C)), and
contribute to effective and efficient • Assist SSA in recovering the
We are proposing to establish new operations. SSA must be able to give a collection of delinquent administrative
routine use disclosures of information contractor whatever information the debts through Administrative Wage
that will be maintained in the systems Agency can legally provide in order for Garnishment (AWG) (31 U.S.C. 3720D)
of records discussed below. the contractor to fulfill its duties. In via the Treasury Cross Servicing
1. To the Department of Housing and these situations, safeguards are provided program as authorized by the Debt
Urban Development (HUD) in in the contract prohibiting the Collection Improvement Act of 1996.
accordance with 26 U.S.C. 6103(l)(7), contractor from using or disclosing the This proposed routine use is a
upon written request, tax return information for any purpose other than revision of existing routine use
information (e.g., information with that described in the contract. numbered 11 that is applicable to the
respect to wages, net earnings from self- 4. To Federal, State, and local law system of records entitled Financial
employment, and payments of enforcement agencies and private Transactions of SSA Accounting and
retirement income which have been security contractors, as appropriate, Finance Offices, 60–0231. The revised
disclosed to the Social Security information necessary: routine use will allow the disclosure of
Administration), for use by HUD in an • To enable them to protect the safety information to the Department of
initial or periodic review of the income of Social Security Administration (SSA) Treasury to assist SSA in collecting
of an applicant or participant in any employees and customers, the security delinquent administrative debts from
HUD housing assistance program. of the SSA workplace and the operation the wages of debtors in the private
This proposed routine use disclosure of SSA facilities; or sector.
is applicable to the Earnings Recording • To assist investigations or 7. To the Secretary of Health and
and Self-Employment Income System, prosecutions with respect to activities Human Services or to any State, the
60–0059. Section 6103(l)(7) of the that affect such safety and security or Commissioner shall disclose any record
Internal Revenue Code requires the activities that disrupt the operation of or information requested in writing by
Commissioner of Social Security, upon SSA facilities. the Secretary for the purpose of
written request, to disclose tax return This proposed routine use disclosure administering any program
information to HUD for the purposes is applicable to the Assignment and administered by the Secretary, if records
stated above. These disclosures will Correspondence Tracking (ACT) or information of such type were so
allow HUD to confirm the accuracy of System, 60–0001. We will disclose disclosed under applicable rules,
tenant-reported income when information under the routine use to regulations and procedures in effect
determining applicant and participant law enforcement agencies and private before the date of enactment of the
eligibility for, and level of, housing security contractors when the Social Security Independence and
assistance benefits. information is needed to investigate, Program Improvements Act of 1994.
2. To any source that has, or is prevent, or respond to activities that This proposed routine use in
expected to have, information that SSA jeopardize the security and safety of compliance with section 704(e)(1)(B) of
needs in order to establish or verify a SSA customers, employees or the Social Security Independence and
person’s eligibility for a certificate of workplaces or that otherwise disrupt the Program Improvements Act of 1994,
coverage under a Social Security operation of SSA facilities. Information which mandates certain disclosures to
agreement authorized by section 233 of would also be disclosed to assist in the HHS components. This routine use is
the Social Security Act. prosecution of persons charged with applicable to the following systems of
This proposed routine use disclosure violating Federal or local law in records:
is applicable to the Earnings Recording connection with such activities. • Optical System for Correspondence
and Self-Employment Income System, 5. To the Office of the President for Analysis and Response, 60–0002
60–0059. When determining an the purpose of responding to an • Storage of Hearing Records: Tape
individual’s eligibility for a certificate of individual pursuant to an inquiry Cassettes and Audiograph Discs, 60–
coverage under a Social Security received from that individual or from a 0006
agreement authorized by section 233 of third party on his/her behalf. • Listing and Alphabetical Name File
the Social Security Act, SSA must be This proposed routine use disclosure (Folder) of Vocational Experts, Medical
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able to contact appropriate sources, as is applicable to the Assignment and Experts, and Other Health Care
necessary, for information relating to the Correspondence Tracking (ACT) Professional and/or Non-Health Care
issuance of certificates of coverage. System, 60–0001. We will disclose Professional Experts (Medicare), 60–
3. To contractors and other Federal information under this routine use only 0012
agencies, as necessary, for the purpose in situations in which an individual • Records of Usage of Medical
of assisting the Social Security may contact the Office of the President, Experts, Vocational Experts, and Other

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Health Care Professional and/or Non- IV. Housekeeping Revisions to Systems • Revising the ‘‘Categories of records
Health Care Professional Experts of Records in the system’’ to clarify that in addition
(Medicare), 60–0013 1. Commissioner’s Correspondence to the names and titles of persons
• National Disability Determination File, 60–0001. We are changing the making or reviewing the determination
Services (NDDS) File, 60–0044 ‘‘System name’’ from Commissioner’s on a claim, we also maintain the SSNs
• Disability Determination Service Correspondence File to Assignment and of the DDS personnel;
Consultants File, 60–0046 Correspondence Tracking System (ACT) • Clarifying the language in the
‘‘Purpose(s)’’ section to read as follows:
• Completed Determination Record— and revising the language in the
‘‘Categories of individuals covered by The records are used primarily for
Continuing Disability Determinations,
the system’’ to read ‘‘Any individual or processing Social Security Title II
60–0050
entity’’ rather than ‘‘person or group.’’ disability insurance (DI) and Title XVI
• Master Files of Social Security Supplemental Security Income (SSI)
Number (SSN) Holders and SSN 2. Extramural Surveys (Statistics)
System, 60–0199 and the Disability disability for detecting and correcting
Applications, 60–0058 deficiencies and problems involved in
Insurance and Supplemental Security
• Earnings Recording and Self- case processing, to track case movement
Income Demonstration Projects and
Employment Income System, 60–0059 through the DDS, to respond to inquiries
Experiments System, 60–0218. We are
• Congressional Inquiry File, 60–0077 changing the ‘‘System manager(s)’’ from on case status, and to provide recurring
• Public Inquiry Correspondence File, the Office of Policy, Office of Research, and one-time management information;
60–0078 Evaluation and Statistics to the Deputy and
• Master Beneficiary Record, 60–0090 Commissioner for Disability and Income • Updating the ‘‘Policies and
• Supplemental Security Income Security Programs, Office of Program practices for storing, retrieving,
Record and Special Veterans Benefits, Development and Research. accessing, retaining and disposing of
60–0103 3. Listing and Alphabetical Name File records in the system’’ section to reflect
(Folder) of Vocational Experts and current storage, retention, and disposal
• Non-Contributory Military Service
Medical Advisors, 60–0012. We are practices.
Reimbursement System, 60–0118
changing the ‘‘System name’’ from
• Disability Insurance and V. General Editorial Changes
Listing and Alphabetical Name File
Supplemental Security Income In addition to the changes discussed
(Folder) of Vocational Experts and
Demonstration Projects and in sections II, III, and IV, we have made
Medical Advisors to Listing and
Experiments System, 60–0218 editorial revisions throughout the
Alphabetical Name File (Folder) of
• Representative Disqualification/ Vocational Experts, Medical Experts, notices appearing in this publication to
Suspension Information System, 60– and Other Health Care Professional and/ make them accurate and up-to-date.
0219 or Non-Health Care Professional Experts VI. Deletion of Obsolete Systems of
• Vocational Rehabilitation (Medicare). Records
Reimbursement Case Processing System, 4. Records of Usage of Medical
60–0221 Advisors and Vocational Experts, 60– Effective with this publication, we are
• Master Representative Payee File, 0013. We are changing the ‘‘System deleting notices for the following
60–0222 name’’ from Records of Usage of systems of records for the reasons
Medical Advisors and Vocational stated.
• Personnel Records in Operating
Experts to Records of Usage of Medical 1. Administrative Law Judge Docket of
Offices, 60–0239
Experts, Vocational Experts, and Other Claimant Cases, 60–0008 (last published
• Plans for Achieving Self-Support in its entirety at 47 FR 45596, October
(PASS) Management Information Health Care Professional and/or Non-
Health Care Professional Experts 13, 1982); and Hearing Office Master
System, 60–0255 (formerly 05–009) Docket of Claimant Cases, 60–0184. We
(Medicare).
• Social Security Administration’s 5. Representative Disqualification/ have combined these two systems of
Customer PIN/Password (PPW) Master Suspension Information System, 60– records into a single system of records
File System, 60–0290 0219. We are changing the ‘‘System entitled Hearing Office Tracking System
B. Compatibility of Proposed Routine manager(s)’’ from the Office of Disability of Claimant Cases, 60–0010 (see section
Uses and Income Security Programs, Office of I.B. above).
Hearings and Appeals to the Office of 2. Personnel Research and Merit
The Privacy Act (5 U.S.C. 552a(b)(3)) the General Counsel. Promotion Test Records, 60–0017 (last
and our disclosure regulations (20 CFR 6. Disability Determination Service published in its entirety at 47 FR 45601,
part 401) permit us to disclose Processing File, 60–0044. We are making October 13, 1982). This system of
information under a published routine the following changes: records is a duplication of the Office of
use for a purpose which is compatible • Changing the ‘‘System name’’ from Personnel Management system of
with the purpose for which we collected Disability Determination Service records, OPM/GOVT–6, Personnel
the information. Section 401.150(c) of Processing File to National Disability Research and Test Validation Records.
SSA’s regulations permits us to disclose Determination Services (NDDS) File; We, therefore, are deleting the notice
information under a routine use where • Revising the ‘‘System location’’ to from publication.
necessary to assist in carrying out SSA show SSA, Office of Systems as the 3. Employee Production and Accuracy
programs or other government programs appropriate address of the system Records, 60–0031 (last published in its
that have the same purposes as SSA location; entirety at 47 FR 45602, October 13,
programs. Section 401.120 of SSA’s • Deleting the reference and citation 1982). This system of records is
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regulations provides that we will to ‘‘BL (Black Lung) benefits’’ from the obsolete. We, therefore, will dispose of
disclose information when a law ‘‘Categories of individuals covered by the records in the system of records and
specifically requires the disclosure. The the system,’’ ‘‘Authority for are deleting the notice from publication.
proposed routine uses are appropriate maintenance of the system,’’ and 4. Employee Indebtedness Counseling
and meet the relevant statutory and ‘‘Purpose(s)’’ sections of the notice of System, 60–0032 (last published in its
regulatory criteria. the system of records; entirety at 47 FR 45603, October 13,

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1982). This system of records is obsolete. We, therefore, will dispose of the records in the system of records and
obsolete. We, therefore, will dispose of the records in the system of records and are deleting the notice from publication.
the records in the system of records and are deleting the notice from publication. 15. Vocational Rehabilitation; SSA
are deleting the notice from publication. 10. Matches of Internal Revenue Disability Beneficiaries/Recipients
5. General Criminal Investigations Service (IRS) and Social Security Eligible for Re-Referral to an Alternate
Files, 60–0037 (last published in its Administration (SSA) Data (Joint SSA/ Vocational Rehabilitation Service
entirety at 47 FR 45605, October 13, Treasury Department, Office of Tax Provider (VR Re-Referral) File, 60–0254
1982). The functions for which this Analysis, Statistics Development (formerly 05–008) (last published in its
system of records was established are Project), 60–0149 (last published in its entirety at 63 FR 7034, February 11,
now covered by systems of records entirety at 47 FR 45642, October 13, 1998). This system of records is
maintained by the SSA, Office of the 1982). This system of records is obsolete. We, therefore, will dispose of
Inspector General. Therefore, we are obsolete. We, therefore, will dispose of the records in the system of records and
deleting the notice from publication. the records in the system of records and are deleting the notice from publication.
6. Claims Development Record, 60– are deleting the notice from publication.
0066 (last published in its entirety at 47 11. Extramural Research VII. Effect of the Proposed New and
FR 45621, October 13, 1982). The Administrative File, 60–0198, (last Altered Systems of Records and
functions for which this system of published in its entirety at 47 FR 45647, Proposed Routine Use Disclosures on
records was established are now October 13, 1982). This system of the Rights of Individuals
covered under other SSA claims related records is obsolete. We, therefore, will We will maintain information in the
systems of records; e.g., the Claims dispose of the records in the system of new and altered systems of records only
Folders System, 60–0089; the Master records and are deleting the notice from as necessary to carry out our official
Beneficiary Record, 60–0090; and publication. functions under the Social Security Act
Supplemental Security Income Record 12. Supplemental Security Income and other applicable Federal statutes.
and Special Veterans Benefits, 60–0103. Quality Initial Claims Review Process Our maintenance and use of the
Therefore, we are deleting the notice System, 60–0212, (last published in its information are in accordance with the
from publication. entirety at 47 FR 45654, October 13, provisions of the Privacy Act (5 U.S.C.
7. Health Insurance Overpayment 1982). This system of records is 552a) and SSA’s disclosure regulations
Ledger Cards, 60–0095 (last published obsolete. We, therefore, will dispose of (20 CFR part 401). We employ
in its entirety at 47 FR 45631, October the records in the system of records and safeguards to protect all personal
13, 1982). This system of records is are deleting the notice from publication. information in our possession as well as
obsolete. We, therefore, will dispose of 13. Telephone Call Receipt System,
the confidentiality of the information.
the records in the system of records and 60–0223, (last published in its entirety
We will disclose information under the
are deleting the notice from publication. at 57 FR 29879, July 7, 1992). This
routine uses discussed above only as
8. The National Fraud Case Data system of records is obsolete. We,
necessary to accomplish the stated
Base, 60–0097 (last published in its therefore, will dispose of the records in
purpose(s). Thus, we do not anticipate
entirety at 47 FR 45632, October 13, the system of records and are deleting
that the new and altered systems of
1982). This system of records is the notice from publication.
records and the new routine use
obsolete. We, therefore, will dispose of 14. Vocational Rehabilitation; State
disclosures will have an unwarranted
the records in the system of records and Vocational Rehabilitation Agency
adverse effect on the rights of the
are deleting the notice from publication. Information (VR SVRA) File, 60–0253
individuals to whom they pertain.
9. Double Check Negotiation (DCN) (formerly 05–007) (last published in its
File (SSI), 60–0111 (last published in its entirety at 63 FR 7034, February 11, Dated: December 23, 2005.
entirety at 47 FR 45637, October 13, 1998). This system of records is Jo Anne B. Barnhart,
1982). This system of records is obsolete. We, therefore, will dispose of Commissioner.

INDEX OF SSA PRIVACY ACT SYSTEMS OF RECORDS APPEARING IN THIS PUBLICATION


60–0001 .................. Assignment and Correspondence Tracking System (ACT).
60–0002 .................. Optical System for Correspondence Analysis and Response.
60–0003 .................. Attorney Fee File.
60–0006 .................. Storage of Hearing Records: Tape Cassettes and Audiograph Discs.
60–0010 .................. Hearing Office Tracking System of Claimant Cases.
60–0012 .................. Listing and Alphabetical Name File (Folder) of Vocational Experts, Medical Experts, and Other Health Care/Non-Health
Care Professionals Experts (Medicare).
60–0013 .................. Records of Usage of Medical Experts, Vocational Experts, and Other Health Care/Non-Health Care Professionals Experts
(Medicare).
60–0044 .................. National Disability Determination Services.
60–0046 .................. Disability Determination Service Consultant’s File.
60–0050 .................. Completed Determination Record—Continuing Disability Determinations.
60–0058 .................. Master Files of Social Security Number Holders, and SSN Applications.
60–0059 .................. Earnings Recording and Self-Employment Income System.
60–0077 .................. Congressional Inquiry File.
60–0078 .................. Public Inquiry Correspondence File.
60–0090 .................. Master Beneficiary Record.
60–0103 .................. Supplemental Security Income Record.
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60–0118 .................. Non-Contributory Military Service Reimbursement System.


60–0199 .................. Extramural Surveys (Statistics).
60–0218 .................. Disability Insurance and Supplemental Security Income Demonstration Projects and Experiments System.
60–0219 .................. Representative Disqualification/Suspension Information System.
60–0221 .................. Vocational Rehabilitation Reimbursement Case Processing System.
60–0222 .................. Master Representative Payee File.

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INDEX OF SSA PRIVACY ACT SYSTEMS OF RECORDS APPEARING IN THIS PUBLICATION—Continued


60–0228 .................. Safety Management Information System.
60–0230 .................. Social Security Administration Parking Management Record System.
60–0231 .................. Financial Transactions of SSA Accounting and Finance Offices.
60–0232 .................. Central Registry of Individuals Doing Business with SSA (Vendor File).
60–0234 .................. Employee Assistance Program (EAP) Records.
60–0236 .................. Employee Development Program Records.
60–0237 .................. Employees’ Medical Records.
60–0238 .................. Pay, Leave and Attendance Records.
60–0239 .................. Personnel Records in Operating Offices.
60–0241 .................. Employee Suggestion Program Records.
60–0244 .................. Administrative Grievances Filed Under Part 771 of 5 CFR.
60–0245 .................. Negotiated Grievance Procedures.
60–0250 .................. EEO Counselor and Investigator Personnel Records.
60–0255 .................. Plans for Achieving Self-Support (PASS) Management Information System, SSA/OPB.
60–0259 .................. Claims Under the Federal Tort Claims Act and Military Personnel and Civilian Employees’ Claims Act.
60–0262 .................. Attorney Applicant File.
60–0274 .................. Litigation Docket and Tracking System.
60–0275 .................. Civil Rights Complaints Filed by Members of the Public.
60–0290 .................. Social Security Administration’s Customer PIN/Password (PPW) Master File System.

SYSTEM NUMBER: 60–0001 1. To a congressional office in contract, and other workers who
response to an inquiry from that office technically do not have the status of
SYSTEM NAME:
made at the request of the subject of a Federal employees, when they are
Assignment and Correspondence record. performing work for the Social Security
Tracking (ACT) System, Social Security 2. To the Office of the President for Administration (SSA), as authorized by
Administration, Office of the the purpose of responding to an law, and they need access to personally
Commissioner. individual pursuant to an inquiry identifiable information in SSA records
SECURITY CLASSIFICATION: received from that individual or from a in order to perform their assigned
third party on his/her behalf. Agency functions.
None. 6. To Federal, State, and local law
3. To the General Services
SYSTEM LOCATION: Administration and the National enforcement agencies and private
Social Security Administration, Office Archives Records Administration security contractors, as appropriate,
of the Commissioner, 6401 Security (NARA) under 44 U.S.C. 2904 and 2906, information necessary:
Boulevard, Baltimore, MD 21235. as amended by the NARA Act of 1984, (a) To enable them to protect the
information which is not restricted from safety of Social Security Administration
CATEGORIES OF INDIVIDUALS COVERED BY THE disclosure by Federal law for the use of (SSA) employees and customers, the
SYSTEM: those agencies in conducting records security of the SSA workplace and the
Any individual or entity that makes a management studies. operation of SSA facilities; or
request or writes to the Commissioner of 4. To the Department of Justice (DOJ), (b) To assist investigations or
Social Security and receives a direct a court or other tribunal, or another prosecutions with respect to activities
response from the Commissioner. party before such tribunal when: that affect such safety and security or
(a) The Social Security activities that disrupt the operation of
CATEGORIES OF IN THE SYSTEM: SSA facilities.
Administration (SSA), or any
The Commissioner’s incoming component thereof; or POLICIES FOR STORING, RETRIEVING, ACCESSING,
personal requests and correspondence (b) Any SSA employee in his/her RETAINING, AND DISPOSING OF RECORDS IN THE
and responses to such correspondence. official capacity; or SYSTEM:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
(c) Any SSA employee in his/her
STORAGE:
individual capacity where DOJ (or SSA
Section 205 of the Social Security Act where it is authorized to do so) has Records in this system are stored in
(42 U.S.C. 405). agreed to represent the employee; or paper form and in magnetic media (e.g.,
(d) The United States or any agency magnetic tape and disc).
PURPOSE(S):
This system is established for tracking thereof where SSA determines that the RETRIEVABILITY:
incoming correspondence and reference litigation is likely to affect the Records in this system are indexed
when replying to subsequent inquiries. operations of SSA or any of its and retrieved by the name of the
components, is a party to the litigation correspondent.
ROUTINE USES OF RECORDS MAINTAINED IN THE or has an interest in such litigation, and
SYSTEM, INCLUDING CATEGORIES OF USERS AND SSA determines that the use of such SAFEGUARDS:
THE PURPOSES OF SUCH USES: records by DOJ, a court or other Safeguards for automated records
Disclosure may be made for routine tribunal, or another party before such have been established in accordance
uses as indicated below. However, tribunal, is relevant and necessary to the with the Systems Security Handbook.
disclosure of any information defined as litigation, provided, however, that in This includes maintaining the records
rmajette on PROD1PC71 with NOTICES3

‘‘return or return information’’ under 26 each case, SSA determines that such in a secured enclosure attended by
U.S.C. 6103 of the Internal Revenue disclosure is compatible with the security guards. Anyone entering or
Code will not be disclosed unless purpose for which the records were leaving the enclosure must have a
authorized by a statute, the Internal collected. special badge issued only to authorized
Revenue Service (IRS), or IRS 5. To student volunteers, individuals personnel. Access to specific records in
regulations. working under a personal services this system is limited to members of the

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1801

Office of the Commissioner. Also, consent in providing information to the Building, 300 North Greene Street,
employees are periodically briefed on requesting individual. Baltimore, MD 21201.
Privacy Act requirements and Social If a request for notification is Social Security Administration, Office
Security Administration (SSA) rules, submitted by mail, an individual must of Hearings and Appeals, 5107 Leesburg
including the criminal sanctions for include a notarized statement to SSA to Pike, Falls Church, VA 22041.
unauthorized disclosure of, or access to, verify his/her identity or must certify in
CATEGORIES OF INDIVIDUALS COVERED BY THE
personal records. Access http:// the request that he/she is the person SYSTEM:
www.socialsecurity.gov/foia/bluebook/ claimed to be and that he/she
understands that the knowing and Records are maintained on
app_g.htm for additional information individuals: (1) Who forward a request
relating to SSA data security measures. willful request for, or acquisition of, a
record pertaining to another individual for information to the Social Security
RETENTION AND DISPOSAL: under false pretenses is a criminal Administration (SSA) (or component
offense. These procedures are in thereof); (2) whose requests to members
General correspondence is archived of Congress, the President, etc., are
after 3 years. Paper files are destroyed accordance with SSA Regulations (20
CFR 401.40(c)). forwarded to SSA for response; (3) who
by shredding when deemed appropriate. forward a request to the Freedom of
Computer files are archived after 3 RECORD ACCESS PROCEDURES: Information (FOI) Officer at SSA; and
years. Same as Notification procedures. (4) Social Security beneficiaries (or
SYSTEM MANAGER(S) AND ADDRESS(ES):
Also, requesters should reasonably persons inquiring on their behalf) who
specify the record contents being are reporting failure to receive a check
Director, Office of Executive sought. These procedures are in or checks which they believe are due or
Operations, Social Security accordance with SSA Regulations (20 are inquiring about other matters which
Administration, 6401 Security CFR 401.40(c)). have been determined to be of a critical
Boulevard, Baltimore, MD 21235. or sensitive nature.
CONTESTING RECORD PROCEDURES:
NOTIFICATION PROCEDURES: Same as Notification procedures. CATEGORIES OF RECORDS IN THE SYSTEM:
An individual can determine if this Also, requesters should reasonably Information in the records may
system contains a record about him/her identify the record, specify the include the following: name of claimant
by writing to the system manager(s) at information they are contesting and the (if appropriate); name of individual
the above address and providing his/her corrective action sought, and the involved (and Social Security number
name, SSN or other information that reasons for the correction, with (SSN), if given); name of third party
may be in the system of records that will supporting justification showing how inquirer (if present); type of
identify him/her. An individual the record is untimely, incomplete, correspondence; date of
requesting notification of records in inaccurate or irrelevant. These correspondence; date received in SSA
person should provide the same procedures are in accordance with SSA component; organizational component
information, as well as provide an Regulations (20 CFR 401.65(a)). having initial responsibility for the
identity document, preferably with a inquiry; Congressperson name or name
RECORD SOURCE CATEGORIES:
photograph, such as a driver’s license or code (if a congressional inquiry); any
Incoming correspondence and subsequent locations that handle the
some other means of identification. If an
responses to the correspondence. inquiry before a final action is taken;
individual does not have any
identification documents sufficient to SYSTEM EXEMPTED FROM CERTAIN PROVISIONS address-to-code (official to whom
establish his/her identity, the individual OF THE PRIVACY ACT: inquiry is directed); signature code
must certify in writing that he/she is the None. (official whose name will appear on the
person claimed to be and that he/she reply); computer-generated control
SYSTEM NUMBER: 60–0002 number (six or seven alpha-numerics
understands that the knowing and
willful request for, or acquisition of, a SYSTEM NAME: used to update or retrieve a record);
record pertaining to another individual Optical System for Correspondence subject matter codes (up to three that
under false pretenses is a criminal Analysis and Response, Social Security summarize the contents of the inquiry);
offense. Administration, Deputy Commissioner and response information (types and
If notification is requested by for Communications, Office of Public dates of SSA’s responses).
telephone, an individual must verify Inquires. AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
his/her identity by providing identifying Sections 205(a), 1631 and Titles XI
SECURITY CLASSIFICATION:
information that parallels information in and XVIII of the Social Security Act (42
the record to which notification is being None.
U.S.C. 405(a) and 1383) and section
requested. If it is determined that the SYSTEM LOCATION: 413(b) of the Federal Coal Mine Health
identifying information provided by Social Security Administration, Office and Safety Act, as amended.
telephone is insufficient, the individual of Public Affairs, Office of Public
will be required to submit a request in PURPOSE(S):
Inquiries, 6401 Security Boulevard,
writing or in person. If an individual is Baltimore, MD 21235. Information about the inquiries is
requesting information by telephone on Social Security Administration, Office maintained in this system solely to aid
behalf of another individual, the subject of Central Operations, Metro West in the control of correspondence
individual must be connected with SSA Building, 300 North Greene Street, through the various processing steps.
and the requesting individual in the Baltimore, MD 21201. The information may include a scanned
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same phone call. SSA will establish the Social Security Administration, Office copy of the inquiry. This system is used
subject individual’s identity (his/her of Disability Operations, Security West to control processing of correspondence
name, SSN, address, date of birth and Building, 1500 Woodlawn Drive, within the SSA Central Office complex
place of birth, along with one other Baltimore, MD 21241. and the Office of Hearings and Appeals
piece of information, such as mother’s Social Security Administration, Office (OHA) headquarters in Falls Church,
maiden name) and ask for his/her of Disability Operations, Metro West Virginia and to provide management

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1802 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

information regarding the 6. To student volunteers, individuals SYSTEM MANAGER(S) AND ADDRESS(ES):
correspondence process. working under a personal services Social Security Administration,
contract, and other workers who Associate Commissioner, Office of
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
technically do not have the status of Public Inquiries, Office of Public
THE PURPOSES OF SUCH USES: Federal employees, when they are Affairs, 6401 Security Boulevard,
Disclosure may be made for routine performing work for the Social Security Baltimore, MD 21235.
uses as indicated below. However, Administration (SSA), as authorized by
disclosure of any information defined as law, and they need access to personally NOTIFICATION PROCEDURES:
‘‘return or return information’’ under 26 identifiable information in SSA records
in order to perform their assigned An individual can determine if this
U.S.C. 6103 of the Internal Revenue system contains a record about him/her
Code will not be disclosed unless Agency functions.
by writing to the system manager(s) at
authorized by a statute, the Internal 7. To the Secretary of Health and
the above address and providing his/her
Revenue Service (IRS), or IRS Human Services or to any State, the
name, SSN or other information that
regulations. Commissioner shall disclose any record
may be in the system of records that will
1. To a congressional office in or information requested in writing by
identify him/her. An individual
response to an inquiry from that office the Secretary for the purpose of
requesting notification of records in
made at the request of the subject of a administering any program
person should provide the same
record. administered by the Secretary, if records
2. To the Department of the Treasury information, as well as provide an
or information of such type were so
to determine if a social security identity document, preferably with a
disclosed under applicable rules,
payment was issued or a check returned photograph, such as a driver’s license or
regulations and procedures in effect
for cash. some other means of identification, such
before the date of enactment of the
3. To contractors and other Federal as a voter registration card, credit card,
Social Security Independence and
agencies, as necessary, for the purpose etc. If an individual does not have any
Program Improvements Act of 1994.
of assisting the Social Security identification documents sufficient to
Administration (SSA) in the efficient POLICIES AND PRACTICES FOR STORING, establish his/her identity, the individual
administration of its programs. We will RETRIEVING, ACCESSING, RETAINING, AND must certify in writing that he/she is the
disclose information under this routine DISPOSING OF RECORDS IN THE SYSTEM: person claimed to be and that he/she
use only in situations in which SSA understands that the knowing and
STORAGE:
may enter into a contractual or similar willful request for, or acquisition of, a
agreement with a third party to assist in The records are maintained in record pertaining to another individual
accomplishing an Agency function electronic and paper form. under false pretenses is a criminal
relating to this system of records. offense.
RETRIEVABILITY:
4. To the General Services If notification is requested by
Administration and the National The data in this system are retrieved telephone, an individual must verify
Archives Records Administration by name, SSN or control number. his/her identity by providing identifying
(NARA) under 44 U.S.C. 2904 and 2906, information that parallels information in
as amended by the NARA Act of 1984, SAFEGUARDS:
the record to which notification is being
information which is not restricted from Safeguards for automated records requested. If it is determined that the
disclosure by Federal law for the use of have been established in accordance identifying information provided by
those agencies in conducting records with the Systems Security Handbook. telephone is insufficient, the individual
management studies. This includes maintaining the records will be required to submit a request in
5. To the Department of Justice (DOJ), in a secured enclosure. Access to writing or in person. If an individual is
a court or other tribunal, or another specific records is limited to employees requesting information by telephone on
party before such tribunal when: who have a need for them in the behalf of another individual, the subject
(a) The Social Security performance of their official duties. individual must be connected with SSA
Administration (SSA), or any Paper records are maintained in locked and the requesting individual in the
component thereof; or files or in buildings that are secured same phone call. SSA will establish the
(b) Any SSA employee in his/her
after normal business hours. subject individual’s identity (his/her
official capacity; or
(c) Any SSA employee in his/her Also, all employees periodically are name, SSN, address, date of birth and
individual capacity where DOJ (or SSA briefed on Privacy Act requirements and place of birth, along with one other
where it is authorized to do so) has SSA confidentiality rules, including the piece of information, such as mother’s
agreed to represent the employee; or criminal sanctions for unauthorized maiden name) and ask for his/her
(d) The United States or any agency disclosure of or access to personal consent in providing information to the
thereof where SSA determines that the records. Access http:// requesting individual.
litigation is likely to affect the www.socialsecurity.gov/foia/bluebook/ If a request for notification is
operations of SSA or any of its app_g.htm for additional information submitted by mail, an individual must
components, is a party to litigation or relating to SSA data security measures. include a notarized statement to SSA to
has an interest in such litigation, and verify his/her identity or must certify in
RETENTION AND DISPOSAL:
SSA determines that the use of such the request that he/she is the person
records by DOJ, a court or other Records are maintained on-line in the claimed to be and that he/she
tribunal, or another party before such system from the time of control until 13 understands that the knowing and
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tribunal, is relevant and necessary to the months after the final response is willful request for, or acquisition of, a
litigation, provided, however, that in released. Electronic records are record pertaining to another individual
each case, SSA determines that such maintained offline for an additional five under false pretenses is a criminal
disclosure is compatible with the years before being erased. Paper records offense. These procedures are in
purpose for which the records were are disposed of by shredding when accordance with SSA Regulations (20
collected. deemed no longer needed. CFR 401.40(c)).

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1803

RECORD ACCESS PROCEDURES: those where the Attorney Fee staff has (d) The United States or any agency
Same as Notification procedures. sole jurisdiction, are maintained at: thereof where SSA determines that the
Also, requesters should reasonably Social Security Administration, Office litigation is likely to affect the
specify the record contents being of Hearings and Appeals, 5107 Leesburg operations of SSA or any of its
sought. These procedures are in Pike, Falls Church, VA 22041. components, is a party to litigation or
accordance with SSA Regulations (20 has an interest in such litigation, and
CATEGORIES OF INDIVIDUALS COVERED BY THE
CFR 401.40(c)). SYSTEM:
SSA determines that the use of such
records by DOJ, the court or other
CONTESTING RECORD PROCEDURES: Claimants—Title II (Retirement and
tribunal, or another party before such
Same as Notification procedures. Survivors Insurance (RSI) and Disability
tribunal, is relevant and necessary to the
Also, requesters should reasonably Insurance (DI)); Title VIII (Special
litigation provided, however, that in
identify the record, specify the Veterans Benefits); Title XI (claimants
each case, SSA determines that such
information they are contesting and the subject to Professional Standards
disclosure is compatible with the
corrective action sought, and the Review); Title XVI Supplemental
purpose for which the records were
reasons for the correction, with Security Income; and Title XVIII (HI).
collected.
supporting justification showing how Effective October 1, 2005, the Social
the record is incomplete, untimely, Security Administration (SSA) only has 3. To applicants, claimants,
inaccurate or irrelevant. These jurisdiction to determine eligibility for beneficiaries (other than the subject
procedures are in accordance with SSA Title XVIII benefits, not the benefit individual), authorized representatives,
Regulations (20 CFR 401.65(a)). amount. experts, and other participants at a
hearing to the extent necessary to
CATEGORIES OF RECORDS IN THE SYSTEM:
RECORD SOURCE CATEGORIES: pursue a claim or other matter on
Records in this system are derived Attorney Fee/Petition; Fee Agreement; appeal.
from inquiries directed to SSA (or Authorization Order; related
4. To a claimant’s representative to
component thereof) from members of correspondence and case tracking
the extent necessary to dispose of a fee
the public; individuals or someone information; and when appropriate,
petition or fee agreement; except for pre-
acting on their behalf; the individual’s request for administrative review.
decisional deliberative documents, such
claims record (maintained in the Claim AUTHORITY FOR MAINTENANCE OF THE SYSTEM: as analyses and recommendations
Folder System, 60–0089); and contacts prepared for the decision-maker.
Sections 205, 1631(d)(1), and 1872 of
within and outside SSA.
the Social Security Act, as amended, 5. To the Department of the Treasury,
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS and section 413(b) of the Black Lung Internal Revenue Service, as necessary,
OF THE PRIVACY ACT: Benefits Act. for the purpose of auditing the Social
None. PURPOSE(S):
Security Administration’s compliance
with safeguard provisions of the Internal
SYSTEM NUMBER: 60–0003 Attorney fee files are used in Revenue Code of 1986, as amended.
processing attorney fee petitions, fee
SYSTEM NAME:
agreements, and requests for 6. Information may be disclosed to
Attorney Fee File, Social Security administrative review, and to respond to contractors and other Federal agencies,
Administration, Office of Hearings and correspondence and other inquiries as necessary, for the purpose of assisting
Appeals. related to representation of claimants. the Social Security Administration
(SSA) in the efficient administration of
SECURITY CLASSIFICATION: ROUTINE USES OF RECORDS MAINTAINED IN THE its programs. We will disclose
None. SYSTEM, INCLUDING CATEGORIES OF USERS AND information under this routine use only
THE PURPOSES OF SUCH USES:
in situations in which SSA may enter
SYSTEM LOCATION: Disclosure may be made for routine into a contractual or similar agreement
Attorney fee information is uses as indicated below. However, with a third party to assist in
maintained in Social Security disclosure of any information defined as accomplishing an agency function
Administration (SSA), Office of ‘‘return or return information’’ under 26 relating to this system of records.
Hearings and Appeals hearing offices, U.S.C. 6103 of the Internal Revenue
regional offices and OHA headquarters, 7. To the General Services
Code will not be disclosed unless
as appropriate (contact the system Administration and the National
authorized by a statute, the Internal
manager at the address below or access Archives and Records Administration
Revenue Service (IRS), or IRS
http://www.socialsecurity.gov/foia/ (NARA) under 44 U.S.C. 2904 and 2906,
regulations.
bluebook/app_f.htm for address 1. To a congressional office in as amended by the NARA Act of 1984,
information). response to an inquiry from that office information which is not restricted from
When the Administrative Law Judge made at the request of the subject of a disclosure by Federal law for the use of
(ALJ) recommends approval of a record. those agencies in conducting records
requested fee amount which exceeds 2. To the Department of Justice (DOJ), management studies.
$5,000 or when there is a requested a court or other tribunal, or another 8. To student volunteers, individuals
administrative review of fees initially party before such tribunal when: working under a personal services
authorized by the ALJ, the files are (a) The Social Security contract, and other workers who
maintained by the Regional Chief (RC) Administration (SSA), or any technically do not have the status of
ALJ in the appropriate regional office component thereof; or Federal employees, when they are
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(see http://www.socialsecurity.gov/foia/ (b) Any SSA employee in his/her performing work for the Social Security
bluebook/app_f.htm for address official capacity; or Administration (SSA), as authorized by
information). (c) Any SSA employee in his/her law, and they need access to personally
Attorney fee files relating to requested individual capacity where DOJ (or SSA identifiable information in SSA records
administrative review of fees initially where it is authorized to do so) has in order to perform their assigned
authorized by the RC ALJs, as well as agreed to represent the employee; or Agency functions.

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1804 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

POLICIES AND PRACTICES FOR STORING, record pertaining to another individual SYSTEM NUMBER: 60–0006
RETRIEVING, ACCESSING, RETAINING AND under false pretenses is a criminal
DISPOSING OF RECORDS IN THE SYSTEM: SYSTEM NAME:
offense.
STORAGE: If notification is requested by Storage of Hearing Records: Tape
telephone, an individual must verify Cassettes, Social Security
Records are stored either in paper
his/her identity by providing identifying Administration, Office of Hearings and
form (e.g., individual case folders and
information that parallels information in Appeals.
file control cards) or electronically on
disc (the Attorney Fee case tracking the record to which notification is being
SECURITY CLASSIFICATION:
system). The records stored in paper requested. If it is determined that the
identifying information provided by None.
and electronic files are duplicates. This
is a system in transition. telephone is insufficient, the individual SYSTEM LOCATION:
will be required to submit a request in
writing or in person. If an individual is Social Security Administration, Office
RETRIEVABILITY:
requesting information by telephone on of Hearings and Appeals, 5107 Leesburg
Records are retrieved by name and Pike, Falls Church, Virginia 22041.
Social Security number (SSN). behalf of another individual, the subject
individual must be connected with SSA CATEGORIES OF INDIVIDUALS COVERED BY THE
SAFEGUARDS: and the requesting individual in the SYSTEM:
System security is maintained in same phone call. SSA will establish the Claimants—Title II (Retirement and
accordance with the Systems Security subject individual’s identity (his/her Survivors Insurance (RSI) and Disability
Handbook. Access to the Attorney Fee name, SSN, address, date of birth and Insurance (DI)); Title VIII (Special
File and electronic case tracking records place of birth, along with one other Veterans Benefits); Title XI (claimants
is limited to those persons whose piece of information, such as mother’s subject to Professional Standards
official duties require such access. maiden name) and ask for his/her Review); Title XVI Supplemental
Control cards are stored in filing consent in providing information to the Security Income; and Title XVIII (HI).
containers. The folders are kept on filing requesting individual. Effective October 1, 2005, the Social
shelves. The paper records are kept in If a request for notification is Security Administration (SSA) only has
a secured storage area. All employees submitted by mail, an individual must jurisdiction to determine eligibility for
are instructed in SSA confidentiality include a notarized statement to SSA to Title XVIII benefits, not the benefit
rules as part of their initial orientation verify his/her identity or must certify in amount.
training. Access http:// the request that he/she is the person
www.socialsecurity.gov/foia/bluebook/ claimed to be and that he/she CATEGORIES OF RECORDS IN THE SYSTEM:
app_g.htm for additional information understands that the knowing and Recordings of actual hearings before
relating to SSA data security measures. willful request for, or acquisition of, a Administrative Law Judges (ALJ).
record pertaining to another individual
RETENTION AND DISPOSAL: under false pretenses is a criminal AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Attorney fee file folders are destroyed offense. These procedures are in Sections 205, 1631, and 1872 of the
after 2 years. Control cards are shredded accordance with SSA Regulations (20 Social Security Act (42 U.S.C. 405,
after 5 years. Any electronic case CFR 401.40(c)). 1383, and 1395ii).
tracking records are deleted 5 years after
RECORD ACCESS PROCEDURES: PURPOSE(S):
final action was taken.
Same as Notification procedures. The tape cassette or other electronic
SYSTEM MANAGER(S) AND ADDRESS: Requesters also should reasonably media, such as the compact disc (CD),
Associate Commissioner, Office of specify the record contents they are is the basic record of the hearing
Hearings and Appeals, Social Security seeking. These procedures are in conducted in an individual case by the
Administration, 5107 Leesburg Pike, accordance with SSA Regulations (20 ALJ. It is the source from which the
Falls Church, VA 22041. CFR 401.40(c)). documentary transcript is prepared.
NOTIFICATION PROCEDURE: CONTESTING RECORD PROCEDURES:
Social Security Administration (SSA)
employees use the information as a
An individual can determine if this Same as Notification procedures.
reference to respond to subsequent
system contains a record about him/her Requesters also should reasonably
correspondence and/or further appeal of
by writing to the systems manager(s) at identify the record, specify the
the claim and to process an attorney fee
the above address and providing his/her information they are contesting and the
petition when appropriate.
name, SSN or other information that corrective action sought, and the
may be in the system of records that will reasons for the correction, with ROUTINE USES OF RECORDS MAINTAINED IN THE
identify him/her. An individual supporting justification showing how SYSTEM, INCLUDING CATEGORIES OF USERS AND
requesting notification of records in the record is incomplete, untimely, THE PURPOSES OF SUCH USES:
person should provide the same inaccurate or irrelevant. These Disclosure may be made for routine
information, as well as provide an procedures are in accordance with SSA uses as indicated below. However,
identity document, preferably with a Regulations (20 CFR 401.65(a)). disclosure of any information defined as
photograph, such as a driver’s license or RECORD SOURCE CATEGORIES:
‘‘return or return information’’ under 26
some other means of identification, such U.S.C. 6103 of the Internal Revenue
Information in this system is derived
as a voter registration card, credit card, Code will not be disclosed unless
from the claimant, his or her
etc. If an individual does not have any authorized by a statute, the Internal
representative, appropriate members of
rmajette on PROD1PC71 with NOTICES3

identification documents sufficient to Revenue Service (IRS), or IRS


the public, SSA and other Federal,
establish his/her identity, the individual regulations.
State, and local agencies.
must certify in writing that he/she is the 1. To a congressional office in
person claimed to be and that he/she SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS response to an inquiry from that office
understands that the knowing and OF THE PRIVACY ACT: made at the request of the subject of a
willful request for, or acquisition of, a None. record.

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1805

2. To the Department of Justice (DOJ), the Secretary for the purpose of establish his/her identity, the individual
a court or other tribunal, or another administering any program must certify in writing that he/she is the
party before such tribunal when: administered by the Secretary, if records person claimed to be and that he/she
(a) The Social Security or information of such type were so understands that the knowing and
Administration (SSA), or any disclosed under applicable rules, willful request for, or acquisition of, a
component thereof; or regulations and procedures in effect record pertaining to another individual
(b) Any SSA employee in his/her before the date of enactment of the under false pretenses is a criminal
official capacity; or Social Security Independence and offense.
(c) Any SSA employee in his/her Program Improvements Act of 1994.
individual capacity where DOJ (or SSA If notification is requested by
where it is authorized to do so) has POLICIES AND PRACTICES FOR STORING, telephone, an individual must verify
agreed to represent the employee; or RETRIEVING, ACCESSING, RETAINING, AND his/her identity by providing identifying
(d) The United States or any agency DISPOSING OF RECORDS IN THE SYSTEM: information that parallels information in
thereof where SSA determines that the STORAGE:
the record to which notification is being
litigation is likely to affect the requested. If it is determined that the
Records in this system may be stored
operations of SSA or any of its identifying information provided by
either on cassette tapes, CDs, or other
components, is a party to litigation or telephone is insufficient, the individual
electronic format.
has an interest in such litigation, and will be required to submit a request in
SSA determines that the use of such RETRIEVABILITY: writing or in person. If an individual is
records by DOJ, a court or other Records in this system are indexed by requesting information by telephone on
tribunal, or another party before such claimant name, Social Security number behalf of another individual, the subject
tribunal, is relevant and necessary to the (SSN), and date of hearing. individual must be connected with SSA
litigation, provided, however, that in and the requesting individual in the
SAFEGUARDS: same phone call. SSA will establish the
each case, SSA determines that such
disclosure is compatible with the System security is maintained in subject individual’s identity (his/her
purpose for which the records were accordance with the Systems Security name, SSN, address, date of birth and
collected. Handbook. Access to, and use of, both place of birth, along with one other
3. To the Internal Revenue Service, the cassettes and electronic digital piece of information, such as mother’s
Department of the Treasury, as records are limited to those persons maiden name) and ask for his/her
necessary, for the purpose of auditing whose official duties require such consent in providing information to the
the Social Security Administration’s access. All employees are instructed in requesting individual.
compliance with the safeguard SSA confidentiality rules as part of their If a request for notification is
provisions of the Internal Revenue Code initial orientation training. Access submitted by mail, an individual must
of 1986, as amended. http://www.socialsecurity.gov/foia/ include a notarized statement to SSA to
4. To contractors and other Federal bluebook/app_g.htm for additional verify his/her identity or must certify in
agencies, as necessary, for the purpose information relating to SSA data the request that he/she is the person
of assisting the Social Security security measures. claimed to be and that he/she
Administration (SSA) in the efficient RETENTION AND DISPOSAL: understands that the knowing and
administration of its programs. We will Tape cassettes and CDs are transferred willful request for, or acquisition of, a
disclose information under this routine to the Washington Nation Records record pertaining to another individual
use only in situations in which SSA Center (WNRC) immediately after under false pretenses is a criminal
may enter into a contractual or similar separation from the claim file. The offense. These procedures are in
agreement with a third party to assist in cassettes and CDs are destroyed (erased) accordance with SSA Regulations (20
accomplishing an agency function after 10 years in the WNRC. Electronic CFR 401.40(c)).
relating to this system of records. records are deleted when no longer An individual who requests access to
5. To the General Services
needed. his or her medical record must also
Administration and the National
name a representative in writing. The
Archives and Records Administration SYSTEM MANAGER(S) AND ADDRESS(ES):
representative may be a physician, other
(NARA) under 44 U.S.C. 2904 and 2906, Associate Commissioner, Office of health professional, or other responsible
as amended by the NARA Act of 1984, Hearings and Appeals, Social Security individual who would be willing to
information which is not restricted from Administration, 5107 Leesburg Pike, explain the contents of the medical
disclosure by Federal law for the use of Falls Church, VA 22041. record(s) before giving the entire
those agencies in conducting records
NOTIFICATION PROCEDURES: medical record(s) to the individual.
management studies.
6. To student volunteers, individuals An individual can determine if this These procedures are in accordance
working under a personal services system contains a record about him/her with SSA Regulations (20 CFR 401.40(c)
contract, and other workers who by writing to the system manager(s) at and 401.55).
technically do not have the status of the above address and providing his/her A parent or guardian who requests
Federal employees, when they are name, SSN or other information that notification of, or access to, a minor’s
performing work for the Social Security may be in the system of records that will medical record shall, at the time he/she
Administration (SSA), as authorized by identify him/her. An individual makes the request, designate a physician
law, and they need access to personally requesting notification of records in or other health professional (other than
identifiable information in SSA records person should provide the same a family member) who will be willing to
rmajette on PROD1PC71 with NOTICES3

in order to perform their assigned information, as well as provide an explain the contents of the medical
Agency functions. identity document, preferably with a record(s) before giving the entire
7. To the Secretary of Health and photograph, such as a driver’s license or medical record(s) to the parent or
Human Services or to any State, the some other means of identification. If an guardian. These procedures are in
Commissioner shall disclose any record individual does not have any accordance with SSA Regulations (20
or information requested in writing by identification documents sufficient to CFR 401.40(c) and 401.55).

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1806 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

RECORD ACCESS PROCEDURES: request receipt date, last action date, law, and they need access to personally
Same as Notification procedures. location of case within hearings process identifiable information in SSA records
Requesters should also reasonably (Assigned to name/date: pre-hearing, in order to perform their assigned
specify the record contents being scheduling, hearing, post-hearing, Agency functions.
sought. These procedures are in disposition date, routing and transfer). 5. To the Secretary of Health and
accordance with SSA Regulations (20 Human Services or to any State, the
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
CFR 401.40(c) and 401.55). Commissioner shall disclose any record
Sections 205, 1631(d)(1) and 1872 of or information requested in writing by
CONTESTING RECORD PROCEDURES: the Social Security Act. the Secretary for the purpose of
Same as Notification procedures. administering any program
Requesters should also reasonably PURPOSE:
administered by the Secretary, if records
identify the record, specify the The purpose of this system is to track or information of such type were so
information they are contesting and the hearing office workload from the receipt disclosed under applicable rules,
corrective action sought, and the of a request for hearing until the final regulations and procedures in effect
reasons for the correction, with hearing level disposition (decision or before the date of enactment of the
supporting justification showing how dismissal). Social Security Independence and
the record is incomplete, untimely, Program Improvements Act of 1994.
inaccurate or irrelevant. These ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
procedures are in accordance with SSA POLICIES AND PRACTICES FOR STORING,
THE PURPOSES OF SUCH USES:
Regulations (20 CFR 401.65(a)). RETRIEVING, ACCESSING, RETAINING AND
Disclosure may be made for routine DISPOSING OF RECORDS IN THE SYSTEM:
RECORD SOURCE CATEGORIES: uses as indicated below: STORAGE:
The records are derived from 1. To a congressional office in
claimants, representatives, witnesses, response to an inquiry from that office The records are maintained
ALJs and staff persons. made at the request of the subject of a electronically or in paper format.
record. RETRIEVABILITY:
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT: 2. To the Department of Justice (DOJ), Records are retrieved by SSN.
a court or other tribunal, or another
None. SAFEGUARDS:
party before such tribunal when:
SYSTEM NUMBER: 60–0010 (a) The Social Security Access to, and use of, the records is
Administration (SSA), or any limited to those employees whose
SYSTEM NAME:
component thereof; or official duties require access and use.
Hearing Office Tracking System of (b) Any SSA employee in his/her System security for automated records
Claimant Cases, Social Security official capacity; or has been established in accordance with
Administration, Office of Hearings and (c) Any SSA employee in his/her the Systems Security Handbook. All
Appeals. individual capacity where DOJ (or SSA employees are instructed in SSA
SECURITY CLASSIFICATION: where it is authorized to do so) has confidentiality rules as part of their
None. agreed to represent the employee; or initial orientation training. Access
(d) The United States or any agency http://www.socialsecurity.gov/foia/
SYSTEM LOCATION: thereof where SSA determines that the bluebook/app_g.htm for additional
All Hearing Offices: contact the litigation is likely to affect the information relating to SSA data
system manager at the address below or operations of SSA or any of its security measures.
access http://www.socialsecurity.gov/ components, is a party to litigation or
RETENTION AND DISPOSAL:
foia/bluebook/app_f.htm for Social has an interest in such litigation, and
Security Administration (SSA), Office of SSA determines that the use of such As each case is completed, the
Hearings and Appeals hearing office records by DOJ, a court or other electronic record is transferred to an
address information. Program Service tribunal, or another party before such archive. It is retained in the archive file
Centers (PSC): contact the system tribunal, is relevant and necessary to the for two years and then erased. Paper
manager at the address below or access litigation, provided, however, that in records are disposed of by shredding
http://www.socialsecurity.gov/foia/ each case, SSA determines that such when no longer needed.
bluebook/app_a.htm for PSC address disclosure is compatible with the SYSTEM MANAGER(S) AND ADDRESS:
information. purpose for which the records were Associate Commissioner, Office of
CATEGORIES OF INDIVIDUALS COVERED BY THE
collected. Hearings and Appeals, Social Security
SYSTEM: 3. To the General Services Administration, 5107 Leesburg Pike,
Claimants—Title II (Retirement and Administration and the National Falls Church, VA 22041.
Survivors Insurance (RSI) and Disability Archives and Records Administration
(NARA) under 44 U.S.C. 2904 and 2906, NOTIFICATION PROCEDURE:
Insurance (DI)); Title VIII (Special
Veterans Benefits); Title XI (claimants as amended by the NARA Act of 1984, An individual can determine if this
subject to Professional Standards information which is not restricted from system contains a record about him/her
Review); Title XVI Supplemental disclosure by Federal law for the use of by writing to the appropriate hearing
Security Income; and Title XVIII (HI). those agencies in conducting records office (contact the system manager at the
Effective October 1, 2005, SSA only has management studies. above address or access http://
jurisdiction to determine eligibility for 4. To student volunteers, individuals www.socialsecurity.gov/foia/bluebook/
rmajette on PROD1PC71 with NOTICES3

Title XVIII benefits, not the benefit working under a personal services app_f.htm for hearing office address
amount. contract, and other workers who information).
technically do not have the status of An individual can determine if this
CATEGORIES OF IN THE SYSTEM: Federal employees, when they are system contains a record about him/her
Social Security number (SSN), performing work for the Social Security by writing to the system manager(s) at
claimant name, type of claim, hearing Administration (SSA), as authorized by the above address and providing his/her

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1807

name, SSN or other information that reasons for the correction, with Medicare under BPA, who are within
may be in the system of records that will supporting justification showing how the area serviced by the hearing office,
identify him/her. An individual the record is untimely, incomplete, and their usage. In addition, a folder is
requesting notification of records in inaccurate or irrelevant. These kept for each expert which may contain
person should provide the same procedures are in accordance with SSA name, Social Security number (SSN), a
information, as well as provide an Regulations 20 CFR 401.65(a)). copy of the BPA, qualifications, travel
identity document, preferably with a orders, invoices, and correspondence
RECORD SOURCE CATEGORIES:
photograph, such as a driver’s license or and other written records such as
some other means of identification. If an Records in the system are derived reports of contact by telephone or letter.
individual does not have any from hearing office personnel and from
information on incoming cases. AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
identification documents sufficient to
establish his/her identity, the individual Sections 205, 1631(d)(1) (42 U.S.C.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
must certify in writing that he/she is the OF THE PRIVACY ACT:
405 and 1383), Titles XI and XVIII of the
person claimed to be and that he/she Social Security Act, and Section 413(b)
None.
understands that the knowing and of the Federal Coal Mine Health and
willful request for, or acquisition of, a SYSTEM NUMBER: 60–0012 Safety Act (the Coal Act), as amended.
record pertaining to another individual PURPOSE(S):
SYSTEM NAME:
under false pretenses is a criminal
offense. Listing and Alphabetical Name File The purposes of this system are as
If notification is requested by (Folder) of Vocational Experts, Medical follows: The listing alphabetically by
telephone, an individual must verify Experts, and Other Health Care name of medical, vocational, and other
his/her identity by providing identifying Professional and/or Non-Health Care health care professional and/or non-
information that parallels information in Professional Experts (Medicare), Social health care professional experts for
the record to which notification is being Security Administration, Office of Medicare is used to select the expert on
requested. If it is determined that the Hearings and Appeals. a rotational basis for use in a hearing
identifying information provided by case. Records maintained in expert
SECURITY CLASSIFICATION:
telephone is insufficient, the individual witness files are used for carrying out
None. administrative management
will be required to submit a request in
writing or in person. If an individual is SYSTEM LOCATION: responsibilities. These may be used in
requesting information by telephone on Medical, vocational, and other health connection with budgetary planning,
behalf of another individual, the subject care professional and/or non-health care assessing services and usage, renewal of
individual must be connected with SSA professional experts for Medicare are contracts, and preparing statistical or
and the requesting individual in the prepared and updated by the summary reports.
same phone call. SSA will establish the appropriate Social Security ROUTINE USES OF RECORDS MAINTAINED IN THE
subject individual’s identity (his/her Administration (SSA) Office of Hearings SYSTEM, INCLUDING CATEGORIES OF USERS AND
name, SSN, address, date of birth and and Appeals (OHA) regional office for THE PURPOSES OF SUCH USES:
place of birth, along with one other each hearing office in their jurisdiction Disclosure may be made for routine
piece of information, such as mother’s (contact the system manager at the uses as indicated below. However,
maiden name) and ask for his/her address below or access http:// disclosure of any information defined as
consent in providing information to the www.socialsecurity.gov/foia/bluebook/ ‘‘return or return information’’ under 26
requesting individual. app_f.htm for hearing office address U.S.C. 6103 of the Internal Revenue
If a request for notification is information). The listing is maintained Code will not be disclosed unless
submitted by mail, an individual must and used by each hearing office to authorized by a statute, the Internal
include a notarized statement to SSA to facilitate the selection of expert Revenue Service (IRS), or IRS
verify his/her identity or must certify in witnesses. regulations.
the request that he/she is the person Social Security Administration, Office 1. To a congressional office in
claimed to be and that he/she of Hearings and Appeals, Division of response to an inquiry from that office
understands that the knowing and Field Practices and Procedures, 5107 made at the request of the subject of a
willful request for, or acquisition of, a Leesburg Pike, Falls Church, VA 22041. record.
record pertaining to another individual Records also are maintained at each 2. To the Department of Justice (DOJ),
under false pretenses is a criminal hearing office (contact the system a court or other tribunal, or another
offense. These procedures are in manager at the address below or access party before such tribunal when:
accordance with SSA Regulations (20 http://www.socialsecurity.gov/foia/ (a) The Social Security
CFR 401.40(c)). bluebook/app_f.htm for hearing office Administration (SSA), or any
address information). component thereof; or
RECORD ACCESS PROCEDURES:
Same as Notification procedures. CATEGORIES OF INDIVIDUALS COVERED BY THE (b) Any SSA employee in his/her
Requesters should also reasonably SYSTEM: official capacity; or
specify the record contents being Medical, vocational, and other health (c) Any SSA employee in his/her
sought. These procedures are in care professional and/or non-health care individual capacity where DOJ (or SSA
accordance with SSA Regulations (20 professional experts for Medicare where it is authorized to do so) has
CFR 401.40(c)). employed under a Blanket Purchase agreed to represent the employee; or
Agreement (BPA) with OHA to provide (d) The United States or any agency
rmajette on PROD1PC71 with NOTICES3

CONTESTING RECORD PROCEDURES: thereof where SSA determines that the


expert witness services to OHA.
Same as Notification procedures. litigation is likely to affect the
Requesters should also reasonably CATEGORIES OF IN THE SYSTEM: operations of SSA or any of its
identify the record, specify the A list of all medical, vocational, and components, is a party to litigation or
information they are contesting and the other health care professional and/or has an interest in such litigation, and
corrective action sought, and the non-health care professional experts for SSA determines that the use of such

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1808 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

records by DOJ, a court or other those persons whose official duties individual must be connected with SSA
tribunal, or another party before such require such access. Paper folders are and the requesting individual in the
tribunal, is relevant and necessary to the maintained in locked filing cabinets. same phone call. SSA will establish the
litigation, provided, however, that in Access to, and use, is limited to those subject individual’s identity (his/her
each case, SSA determines that such persons whose official duties require name, SSN, address, date of birth and
disclosure is compatible with the such access. All employees are place of birth, along with one other
purpose for which the records were instructed in SSA confidentiality rules piece of information, such as mother’s
collected. as part of their initial training. Access maiden name) and ask for his/her
3. To contractors and other Federal http://www.socialsecurity.gov/foia/ consent in providing information to the
agencies, as necessary, for the purpose bluebook/app_g.htm for additional requesting individual.
of assisting the Social Security information relating to SSA data If a request for notification is
Administration (SSA) in the efficient security measures. submitted by mail, an individual must
administration of its programs. We will include a notarized statement to SSA to
RETENTION AND DISPOSAL:
disclose information under this routine verify his/her identity or must certify in
use only in situations in which SSA Paper and electronic records are the request that he/she is the person
may enter into a contractual or similar retained for at least 2 years after claimed to be and that he/she
agreement with a third party to assist in expiration of contract at which time understands that the knowing and
accomplishing an agency function they are disposed of by shredding. willful request for, or acquisition of, a
relating to this system of records. SYSTEM MANAGER(S) AND ADDRESS(ES):
record pertaining to another individual
4. To the General Services under false pretenses is a criminal
Administration and the National Social Security Administration,
offense. These procedures are in
Archives Records Administration Associate Commissioner, Office of
accordance with SSA Regulations (20
(NARA) under 44 U.S.C. 2904 and 2906, Hearings and Appeals, 5107 Leesburg
CFR 401.40(c)).
as amended by the NARA Act of 1984, Pike, Falls Church, VA 22041.
RECORD ACCESS PROCEDURES:
information which is not restricted from NOTIFICATION PROCEDURES:
disclosure by Federal law for the use of Same as Notification procedures.
An individual can determine if this Requesters should also reasonably
those agencies in conducting records system contains a record pertaining to
management studies. specify the record contents being
him/her by writing to the applicable sought. These procedures are in
5. To student volunteers, individuals hearing office (contact the system
working under a personal services accordance with SSA Regulations (20
manager at the above address or access CFR 401.40(c)).
contract, and other workers who http://www.socialsecurity.gov/foia/
technically do not have the status of bluebook/app_f.htm for hearing office CONTESTING RECORD PROCEDURES:
Federal employees, when they are address information). Same as Notification procedures.
performing work for the Social Security An individual can determine if this Requesters should also reasonably
Administration (SSA), as authorized by system contains a record about him/her identify the record, specify the
law, and they need access to personally by writing to the system manager(s) at information they are contesting and the
identifiable information in SSA records the above address and providing his/her corrective action sought, and the
in order to perform their assigned name, SSN or other information that reasons for the correction, with
Agency functions. may be in the system of records that will supporting justification showing how
6. To the Secretary of Health and identify him/her. An individual the record is incomplete, untimely,
Human Services or to any State, the requesting notification of records in inaccurate or irrelevant. These
Commissioner shall disclose any record person should provide the same procedures are in accordance with SSA
or information requested in writing by information, as well as provide an Regulations (20 CFR 401.65(a)).
the Secretary for the purpose of identity document, preferably with a
administering any program photograph, such as a driver’s license or RECORD SOURCE CATEGORIES:
administered by the Secretary, if records some other means of identification. If an These records are derived from
or information of such type were so individual does not have any information supplied by the individual
disclosed under applicable rules, identification documents sufficient to or information provided by SSA
regulations and procedures in effect establish his/her identity, the individual officials.
before the date of enactment of the must certify in writing that he/she is the
Social Security Independence and SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
person claimed to be and that he/she OF THE PRIVACY ACT:
Program Improvements Act of 1994. understands that the knowing and None.
POLICIES AND PRACTICES FOR STORING, willful request for, or acquisition of, a
RETRIEVING, ACCESS, RETAINING, AND DISPOSING record pertaining to another individual SYSTEM NUMBER: 60–0013
OF RECORDS IN THE SYSTEM: under false pretenses is a criminal
SYSTEM NAME:
STORAGE:
offense.
If notification is requested by Records of Usage of Medical Experts,
Records are stored in electronic and/ Vocational Experts, and Other Health
telephone, an individual must verify
or paper format. Care Professional and/or Non-Health
his/her identity by providing identifying
information that parallels information in Care Professional Experts (Medicare),
RETRIEVABILITY:
the record to which notification is being Social Security Administration, Office
Records are retrieved alphabetically of Hearings and Appeals.
by name and by hearing office. requested. If it is determined that the
rmajette on PROD1PC71 with NOTICES3

identifying information provided by SECURITY CLASSIFICATION:


SAFEGUARDS: telephone is insufficient, the individual None.
System security for electronic records will be required to submit a request in
has been established in accordance with writing or in person. If an individual is SYSTEM LOCATION:
the Systems Security Handbook. Access requesting information by telephone on Records of medical, vocational, and
to, and use of, the records is limited to behalf of another individual, the subject other health care professional and/or

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1809

non-health care professional experts for (a) The Social Security POLICIES AND PRACTICES FOR STORING,
Medicare are prepared and maintained Administration (SSA), or any RETRIEVING, ACCESSING, RETAINING, AND
in the appropriate hearing office. Usage component thereof; or DISPOSING OF RECORDS IN THE SYSTEM:
records are also maintained at the (b) Any SSA employee in his/her STORAGE:
appropriate Social Security official capacity; or Records are maintained in paper form
Administration (SSA), Office of (c) Any SSA employee in his/her (e.g., folders and loose-leaf binders)
Hearings and Appeals (OHA) regional individual capacity where DOJ (or SSA and/or in electronic form.
office (contact the system manager at the where it is authorized to do so) has
address below or access http:// agreed to represent the employee; or RETRIEVABILITY:
www.socialsecurity.gov/foia/bluebook/ (d) The United States or any agency Records are retrieved alphabetically
app_f.htm for regional office address thereof where SSA determines that the by name or by BPA number.
information). litigation is likely to affect the
Social Security Administration, Office SAFEGUARDS:
operations of SSA or any of its
of Hearings and Appeals, Division of components, is a party to litigation or System security for automated records
Field Practices and Procedures, 5107 has an interest in such litigation, and has been established in accordance with
Leesburg Pike, Falls Church, VA 22041. SSA determines that the use of such the Systems Security Handbook. Access
records by DOJ, a court or other to paper and electronic records is
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM: tribunal, or another party before such limited to those persons whose official
tribunal, is relevant and necessary to the duties require such access. Paper folders
Medical, vocational, and other health
litigation, provided, however, that in are kept in file cabinets in secured areas.
care professional and/or non-health care
professional experts for Medicare each case, SSA determines that such All employees are instructed in SSA
employed under the Blanket Purchase disclosure is compatible with the confidentiality rules as part of their
Agreement (BPA) with OHA to provide purpose for which the records were initial training. Access http://
expert witness services to OHA. collected. www.socialsecurity.gov/foia/bluebook/
3. To contractors and other Federal app_g.htm for additional information
CATEGORIES IN THE SYSTEM:
agencies, as necessary, for the purpose relating to SSA data security measures.
Records contain information about the of assisting the Social Security RETENTION AND DISPOSAL:
usage of medical, vocational, and other Administration (SSA) in the efficient
health care professional and/or non- Records of usage are maintained for
administration of its programs. We will
health care professional experts for two years. Paper records are disposed of
disclose information under this routine
Medicare, such as the occasions on by shredding and automated records are
use only in situations in which SSA
which each expert supplied services to disposed of by erasure when no longer
may enter into a contractual or similar
OHA. needed.
agreement with a third party to assist in
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: accomplishing an agency function SYSTEM MANAGER(S) AND ADDRESS(ES):
Sections 205, 1631(d)(1) of the Social relating to this system of records. Social Security Administration,
Security Act (42 U.S.C. 405 and 1383), 4. To the General Services Associate Commissioner, Office of
Titles XI and XVIII of the Social Administration and the National Hearings and Appeals, 5107 Leesburg
Security Act, and Section 413(b) of the Archives Records Administration Pike, Falls Church, VA 22041.
Federal Coal Mine Health and Safety (NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984, NOTIFICATION PROCEDURES:
Act, as amended.
information which is not restricted from An individual can determine if this
PURPOSE(S): disclosure by Federal law for the use of system contains a record about him/her
The purpose of this system is to those agencies in conducting records by writing to the system manager(s) at
provide information to enable OHA to management studies. the above address and providing his/her
measure the usage of expert witnesses 5. To student volunteers, individuals name, SSN or other information that
and to make its determinations on working under a personal services may be in the system of records that will
contract and BPA renewals. The system contract, and other workers who identify him/her. An individual
provides information for statistical and technically do not have the status of requesting notification of records in
summary reports. Federal employees, when they are person should provide the same
ROUTINE USES OF RECORDS MAINTAINED IN THE
performing work for the Social Security information, as well as provide an
SYSTEM, INCLUDING CATEGORIES OF USERS AND Administration (SSA), as authorized by identity document, preferably with a
THE PURPOSES OF SUCH USES: law, and they need access to personally photograph, such as a driver’s license or
Disclosure may be made for routine identifiable information in SSA records some other means of identification. If an
uses as indicated below. However, in order to perform their assigned individual does not have any
disclosure of any information defined as Agency functions. identification documents sufficient to
‘‘return or return information’’ under 26 6. To the Secretary of Health and establish his/her identity, the individual
U.S.C. 6103 of the Internal Revenue Human Services or to any State, the must certify in writing that he/she is the
Code will not be disclosed unless Commissioner shall disclose any record person claimed to be and that he/she
authorized by a statute, the Internal or information requested in writing by understands that the knowing and
Revenue Service (IRS), or IRS the Secretary for the purpose of willful request for, or acquisition of, a
regulations. administering any program record pertaining to another individual
1. To a congressional office in administered by the Secretary, if records under false pretenses is a criminal
rmajette on PROD1PC71 with NOTICES3

response to an inquiry from that office or information of such type were so offense.
made at the request of the subject of a disclosed under applicable rules, If notification is requested by
record. regulations and procedures in effect telephone, an individual must verify
2. To the Department of Justice (DOJ), before the date of enactment of the his/her identity by providing identifying
a court or other tribunal, or another Social Security Independence and information that parallels information in
party before such tribunal when: Program Improvements Act of 1994. the record to which notification is being

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1810 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

requested. If it is determined that the SECURITY CLASSIFICATION: 3. To the Department of Veterans


identifying information provided by None. Affairs (DVA) for information requested
telephone is insufficient, the individual for purposes of determining eligibility
SYSTEM LOCATION:
will be required to submit a request in for or amount of veterans benefits, or
writing or in person. If an individual is Each State Disability Determination verifying other information with respect
requesting information by telephone on Services (DDS) office and the Federal thereto in accordance with 38 U.S.C.
behalf of another individual, the subject Disability Determination Service (FDDS) 5106.
individual must be connected with SSA (contact the system manager at the 4. To a congressional office in
and the requesting individual in the address below or access http:// response to an inquiry from that office
same phone call. SSA will establish the www.socialsecurity.gov/foia/bluebook/ made at the request of the subject of a
subject individual’s identity (his/her app_b.htm for the name and address of record.
name, SSN, address, date of birth and each State DDS and the FDDS). 5. To a party named in an order,
place of birth, along with one other process, or interrogatory, in accordance
CATEGORIES OF INDIVIDUALS COVERED BY THE
piece of information, such as mother’s SYSTEM:
with section 459 of the Social Security
maiden name) and ask for his/her Act if a designee of the Agency is served
Claimants for Social Security with any such order, process, or
consent in providing information to the
Disability Insurance (DI) and Black Lung interrogatory with respect to an
requesting individual.
(BL) benefits, and Supplemental individual’s child support or alimony
If a request for notification is Security Income (SSI) payments alleging
submitted by mail, an individual must payment obligations.
a disability for which the DDS processes 6. To the Department of Justice (DOJ),
include a notarized statement to SSA to claims.
verify his/her identity or must certify in a court or other tribunal, or another
the request that he/she is the person CATEGORIES OF RECORDS IN THE SYSTEM: party before such tribunal when:
claimed to be and that he/she (a) The Social Security
Name and Social Security number
understands that the knowing and Administration (SSA), or any
(SSN) of wage earner, claimant’s name
willful request for, or acquisition of, a component thereof; or
and address, date of birth, diagnosis, (b) Any SSA employee in his/her
record pertaining to another individual beginning and ending dates of official capacity; or
under false pretenses is a criminal disability, basis for determination, work (c) Any SSA employee in his/her
offense. These procedures are in history information, educational level, individual capacity where DOJ (or SSA
accordance with SSA Regulations (20 reexamination date (if applicable), date where it is authorized to do so) has
CFR 401.40(c)). of application, names and titles of agreed to represent the employee; or
persons making or reviewing the (d) The United States or any agency
RECORD ACCESS PROCEDURES:
determination and certain thereof where SSA determines that the
Same as Notification procedures. administrative data. Also included litigation is likely to affect the
Requesters should also reasonably could be data relative to the location of operations of SSA or any of its
specify the record contents being the file and the status of the claim, components, is a party to the litigation
sought. These procedures are in copies of medical reports, and data or has an interest in such litigation, and
accordance with SSA Regulations (20 relating to the evaluation and SSA determines that the use of such
CFR 401.40(c)). measurement of the effectiveness of records by DOJ, a court or other tribunal
claims policies. or another party before such tribunal, is
CONTESTING RECORD PROCEDURES:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: relevant and necessary to the litigation,
Same as Notification procedures.
provided, however, that in each case,
Requesters should also reasonably 5 U.S.C. 301, 30 U.S.C. 923(b), and
SSA determines that such disclosure is
identify the record, specify the sections 221 and 1633 of the Social
compatible with the purpose for which
information they are contesting and the Security Act (42 U.S.C. 421 and 1383b).
the records were collected.
corrective action sought, and the 7. To contractors and other Federal
PURPOSE(S):
reasons for the correction, with agencies, as necessary, for the purpose
supporting justification showing how The records are used primarily for
processing Social Security Title II of assisting the Social Security
the record is incomplete, untimely, Administration (SSA) in the efficient
inaccurate or irrelevant. These disability (DI), Title XVI SSI disability,
and BL claims, for detection and administration of its programs. We will
procedures are in accordance with SSA disclose information under this routine
Regulations (20 CFR 401.65(a)). correction of deficiencies and problems
involved in this processing, and for case use only in situations in which SSA
RECORD SOURCE CATEGORIES: control purposes. may enter into a contractual or similar
agreement with a third party to assist in
The records are obtained from the ROUTINE USES OF RECORDS MAINTAINED IN THE accomplishing an agency function
medical and vocational experts and SYSTEM, INCLUDING CATEGORIES OF USERS AND relating to this system of records.
from the administrative law judges and THE PURPOSES OF SUCH USES: 8. To the General Services
support staffs. Disclosure may be for routine uses as Administration and the National
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS indicated below: Archives Records Administration
OF THE PRIVACY ACT: 1. To State vocational rehabilitation (NARA) under 44 U.S.C. 2904 and 2906,
agencies or the appropriate State agency as amended by the NARA Act of 1984,
None.
(or agencies providing services to information which is not restricted from
SYSTEM NUMBER: 60–0044 disabled children) for the consideration disclosure by Federal law for the use of
rmajette on PROD1PC71 with NOTICES3

of rehabilitation services per sections those agencies in conducting records


SYSTEM NAME: 222 and 1615 of the Social Security Act. management studies.
National Disability Determination 2. To State audit agencies utilizing 9. To student volunteers, individuals
Services (NDDS) File, Social Security this information for verifying proper working under a personal services
Administration, Office of Disability expenditure of Federal funds by the contract, and other workers who
Determinations. State in support of the DDS. technically do not have the status of

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1811

Federal employees, when they are Contact the system manager at the representative may be a physician, other
performing work for the Social Security address below or access (http:// health professional, or other responsible
Administration (SSA), as authorized by www.socialsecurity.gov/foia/bluebook/ individual who would be willing to
law, and they need access to personally app_b.htm. (Furnishing the SSN is explain the contents of the medical
identifiable information in SSA records voluntary, but it will make searching for record(s) before giving the entire
in order to perform their assigned an individual’s record easier and avoid medical record(s) to the individual.
Agency functions. delay.) These procedures are in accordance
10. To the Secretary of Health and An individual can determine if this with SSA Regulations (20 CFR 401.40(c)
Human Services or to any State, the system contains a record about him/her and 401.55).
Commissioner shall disclose any record by writing to the system manager(s) at A parent or guardian who requests
or information requested in writing by the above address and providing his/her notification of, or access to, a minor’s
the Secretary for the purpose of name, SSN or other information that medical record shall, at the time he/she
administering any program may be in the system of records that will makes the request, designate a physician
administered by the Secretary, if records identify him/her. An individual or other health professional (other than
or information of such type were so requesting notification of records in a family member) who will be willing to
disclosed under applicable rules, person should provide the same explain the contents of the medical
regulations and procedures in effect information, as well as provide an record(s) before giving the entire
before the date of enactment of the identity document, preferably with a medical record(s) to the parent or
Social Security Independence and photograph, such as a driver’s license or guardian. These procedures are in
Program Improvements Act of 1994. some other means of identification. If an accordance with SSA Regulations (20
individual does not have any CFR 401.40(c) and 401.55).
POLICIES AND PRACTICES FOR STORING, identification documents sufficient to
RETRIEVING, ACCESSING, RETAINING AND establish his/her identity, the individual RECORD ACCESS PROCEDURES:
DISPOSING OF RECORDS IN THE SYSTEM:
must certify in writing that he/she is the Same as Notification procedures.
STORAGE: person claimed to be and that he/she Requesters should also reasonably
Records are maintained in paper form, understands that the knowing and specify the record contents being
on magnetic tape or disc packs. The willful request for, or acquisition of, a sought. These procedures are in
method of storage may vary from State record pertaining to another individual accordance with SSA Regulations (20
to State and within the FDDS. under false pretenses is a criminal CFR 401.40(c) and 401.55).
offense.
RETRIEVABILITY: CONTESTING RECORD PROCEDURES:
If notification is requested by
The records are filed by a telephone, an individual must verify Same as Notification procedures.
combination of name and SSN his/her identity by providing identifying Requesters should also reasonably
depending on the DDS’s preference. information that parallels information in identify the record, specify the
the record to which notification is being information they are contesting and the
SAFEGUARDS: corrective action sought, and the
requested. If it is determined that the
Automated records are maintained in identifying information provided by reasons for the correction, with
accordance with the Systems Security telephone is insufficient, the individual supporting justification showing how
Handbook. The records are accessible will be required to submit a request in the record is incomplete, untimely,
only to DDS personnel and subject to writing or in person. If an individual is inaccurate or irrelevant. These
the restrictions on disclosures under 5 requesting information by telephone on procedures are in accordance with SSA
U.S.C. 552(b)(6), 21 U.S.C. 1175, and 42 behalf of another individual, the subject Regulations (20 CFR 401.65(a)).
U.S.C. 1306. Access http:// individual must be connected with SSA
www.socialsecurity.gov/foia/bluebook/ RECORD SOURCE CATEGORIES:
and the requesting individual in the
app_g.htm for additional information same phone call. SSA will establish the The information to support factors of
relating to SSA data security measures. subject individual’s identity (his/her entitlement and/or continuing eligibility
name, SSN, address, date of birth and originates from claimants or those acting
RETENTION AND DISPOSAL: on their behalf, physicians, hospitals,
May vary from State to State and place of birth, along with one other
piece of information, such as mother’s and other appropriate sources. Also,
within the FDDS according to the information is received from control
preference, but generally each office maiden name) and ask for his/her
consent in providing information to the data that monitors the location and
destroys its files over a period varying status of the claim.
from 6 months to 36 months unless held requesting individual.
If a request for notification is SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
in an inactive storage under security
submitted by mail, an individual must OF THE PRIVACY ACT:
measures for a longer period.
include a notarized statement to SSA to None.
SYSTEM MANAGER(S) AND ADDRESS(ES): verify his/her identity or must certify in
Social Security Administration, the request that he/she is the person SYSTEM NUMBER: 60–0046
Associate Commissioner, Office of claimed to be and that he/she SYSTEM NAME:
Disability Determinations, 6401 Security understands that the knowing and
willful request for, or acquisition of, a Disability Determination Services
Boulevard, Baltimore, Maryland 21235. Consultant File, Social Security
record pertaining to another individual
NOTIFICATION PROCEDURES: under false pretenses is a criminal Administration, Office of Disability
An individual can determine if this offense. These procedures are in Determinations.
rmajette on PROD1PC71 with NOTICES3

system contains a record about him/her accordance with Social Security SECURITY CLASSIFICATION:
by providing his/her name and SSN to Administration (SSA) Regulations (20 None.
the DDS Administrator, Disability CFR 401.40(c)).
Determination Services, c/o State in An individual who requests access to SYSTEM LOCATION:
which he or she resides and/or his or her medical record must also Offices of State Disability
information is likely to be maintained. name a representative in writing. The Determination Services (DDS) may

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1812 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

currently maintain this type of file. (c) Any SSA employee in his/her POLICIES AND PRACTICES FOR STORING,
Contact the system manager at the individual capacity where DOJ (or SSA RETRIEVING, ACCESSING, RETAINING, AND
address below or access http:// DISPOSING OF RECORDS IN THE SYSTEM:
where it is authorized to do so) has
www.socialsecurity.gov/foia/bluebook/ agreed to represent the employee; or STORAGE:
app_b.htm for the name and address of Each DDS maintains its own records
(d) the United States or any agency
each State DDS and the Federal and the method of storage may vary
thereof where SSA determines that the
Disability Determination Services from State to State and within the
(FDDS). litigation is likely to affect the
operations of SSA or any of its FDDS. Generally, the information is on
a file card maintained in a standard card
CATEGORIES OF INDIVIDUALS COVERED BY THE components,is a party to litigation or
SYSTEM: file cabinet. However, some States may
has an interest in such litigation, and
Physicians who have expressed a use an automated format.
SSA determines that the use of such
willingness to conduct consultative records by DOJ, a court or other RETRIEVABILITY:
examinations for the DDS and, in some tribunal, or another party before such Records are retrieved by consultant’s
instances, other physicians with whom tribunal, is relevant and necessary to the surname.
the DDS has contact. The latter are litigation, provided, however, that in
usually treating physicians. This file SAFEGUARDS:
each case, SSA determines that such
also includes, but is not limited to, Only authorized SSA and DDS
disclosure is compatible with the
psychologists, social workers, nurses, personnel have access to these records.
audiologists and vocational consultants purpose for which the records were
Personal information other than the
who express a willingness to conduct collected. name of the consultant is subject to the
some type of consultative service for the 3. To contractors and other Federal disclosure restrictions of 5 U.S.C.
DDS. agencies, as necessary, for the purpose 552(b)(6), 21 U.S.C. 1175, and 42 U.S.C.
of assisting the Social Security 1306. Access http://
CATEGORIES OF RECORDS IN THE SYSTEM:
Administration (SSA) in the efficient www.socialsecurity.gov/foia/bluebook/
Information relative to a consultant’s app_g.htm for additional information
administration of its programs. We will
specialty, past experience as to the relating to SSA data security measures.
promptness with which reports are disclose information under this routine
submitted, general thoroughness of use only in situations in which SSA RETENTION AND DISPOSAL:
reports, fees received, etc., and perhaps may enter into a contractual or similar
DDS policy as to retention and
comments on the consultant’s own agreement with a third party to assist in disposal varies from State to State and
preferences (such as appointment hours, accomplishing an agency function within the FDDS, but generally, the file
etc.). relating to this system of records. is destroyed upon death, retirement or
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
4. To the General Services relocation of the consultant.
Administration and the National
5 U.S.C. 301, 30 U.S.C. 923(b), and SYSTEM MANAGER(S) AND ADDRESS(ES):
sections 221 and 1633 of the Social Archives Records Administration
Social Security Administration,
Security Act (42 U.S.C. 421 and 1383b). (NARA) under 44 U.S.C. 2904 and 2906,
Associate Commissioner, Office of
as amended by the NARA Act of 1984,
PURPOSE(S):
Disability Determinations, 6401 Security
information which is not restricted from
Boulevard, Baltimore, Maryland 21235.
DDS personnel use this information in disclosure by Federal law for the use of
the selection of a consultant when those agencies in conducting records NOTIFICATION PROCEDURES:
additional medical or vocational management studies. An individual can determine if this
evidence is needed for claims under system contains a record about him/her
5. To student volunteers, individuals
Titles II and XVI of the Social Security by providing name and address to the
Act. working under a personal services
contract, and other workers who DDS Administrator, c/o the State in
which he or she resides and/or
ROUTINE USES OF RECORDS MAINTAINED IN THE technically do not have the status of
SYSTEM, INCLUDING CATEGORIES OF USERS AND information is likely to be maintained
Federal employees, when they are
THE PURPOSES OF SUCH USES: (contact the system manager at the
performing work for the Social Security
Disclosure may be made for routine address above or access http://
Administration (SSA), as authorized by www.socialsecurity.gov/foia/bluebook/
uses as indicated below. However, law, and they need access to personally
disclosure of any information defined as app_b.htm for address information).
identifiable information in SSA records An individual requesting notification
‘‘return or return information’’ under 26
in order to perform their assigned of records in person should provide the
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless Agency functions. same information, as well as provide an
authorized by a statute, the Internal 6. To the Secretary of Health and identity document, preferably with a
Revenue Service (IRS), or IRS Human Services or to any State, the photograph, such as a driver’s license or
regulations. Commissioner shall disclose any record some other means of identification. If an
1. To a congressional office in or information requested in writing by individual does not have any
response to an inquiry from the office the Secretary for the purpose of identification documents sufficient to
made at the request of the subject of a administering any program establish his/her identity, the individual
record. administered by the Secretary, if records must certify in writing that he/she is the
2. To the Department of Justice (DOJ), or information of such type were so person claimed to be and that he/she
a court or other tribunal, or another understands that the knowing and
disclosed under applicable rules,
rmajette on PROD1PC71 with NOTICES3

party before such tribunal when: willful request for, or acquisition of, a
regulations and procedures in effect
(a) The Social Security record pertaining to another individual
before the date of enactment of the
Administration (SSA), or any under false pretenses is a criminal
component thereof; or Social Security Independence and offense.
(b) Any SSA employee in his/her Program Improvements Act of 1994. If notification is requested by
official capacity; or telephone, an individual must verify

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1813

his/her identity by providing identifying SYSTEM NUMBER: 60–0050 made at the request of the subject of a
information that parallels information in record.
SYSTEM NAME:
the record to which notification is being 2. To the Internal Revenue Service,
requested. If it is determined that the Completed Determination Record— Department of the Treasury, as
identifying information provided by Continuing Disability Determinations, necessary, for the purpose of auditing
telephone is insufficient, the individual Social Security Administration, Office the Social Security Administration’s
will be required to submit a request in of Disability Determinations. compliance with the safeguard
writing or in person. If an individual is SECURITY CLASSIFICATION: provisions of the Internal Revenue Code
requesting information by telephone on None. of 1986, as amended.
behalf of another individual, the subject 3. To contractors and other Federal
individual must be connected with the SYSTEM LOCATION: agencies, as necessary, for the purpose
Social Security Administration (SSA) Social Security Administration, Office of assisting the Social Security
and the requesting individual in the of Systems, 6401 Security Boulevard, Administration (SSA) in the efficient
same phone call. SSA will establish the Baltimore, MD 21235. administration of its programs. We will
subject individual’s identity (his/her disclose information under this routine
CATEGORIES OF INDIVIDUALS COVERED BY THE use only in situations in which SSA
name, Social Security number, address,
SYSTEM:
date of birth and place of birth, along may enter into a contractual or similar
with one other piece of information, This file contains a record on allowed agreement with a third party to assist in
such as mother’s maiden name) and ask disability claimants on which a accomplishing an agency function
for his/her consent in providing continuing disability issue has occurred relating to this system of records.
information to the requesting and a decision of continuance or 4. To the General Services
individual. cessation has been approved. This file Administration and the National
also covers Title II and Title XVI Archives Records Administration
If a request for notification is
disability beneficiaries who have been (NARA) under 44 U.S.C. 2904 and 2906,
submitted by mail, an individual must
selected to receive a Ticket-to-Work as as amended by the NARA Act of 1984,
include a notarized statement to SSA to
part of the Ticket-to-Work and Self- information which is not restricted from
verify his/her identity or must certify in
Sufficiency Program. disclosure by Federal law for the use of
the request that he/she is the person
claimed to be and that he/she CATEGORIES OF RECORDS IN THE SYSTEM:
those agencies in conducting records
understands that the knowing and management studies.
Name and Social Security number 5. To the Department of Justice (DOJ),
willful request for, or acquisition of, a (SSN) of the individual and other data a court or other tribunal, or another
record pertaining to another individual such as date of birth, district office and party before such tribunal when:
under false pretenses is a criminal State agency code, date disability began, (a) The Social Security
offense. These procedures are in type of claim, reason for reopening, Administration (SSA), or any
accordance with SSA Regulations (20 continuance or cessation code, date of component thereof; or
CFR 401.40(c)). termination (if applicable), date of (b) Any SSA employee in his/her
completion, etc. In addition, data official capacity; or
RECORD ACCESS PROCEDURES:
related to the Ticket-to-Work program, (c) Any SSA employee in his/her
Same as Notification procedures. such as Ticket eligibility, receipt, individual capacity where DOJ (or SSA
Requesters also should reasonably assignment and use, alleged and verified where it is authorized to do so) has
specify the record contents being earnings and suspension of continuing agreed to represent the employee; or
sought. These access procedures are in disability determinations. (d) The United States or any agency
accordance with SSA Regulations (20 thereof where SSA determines that the
CFR 401.40(c)). AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
litigation is likely to affect the
Sections 221 and 1148 of the Social operations of SSA or any of its
CONTESTING RECORD PROCEDURES: Security Act (42 U.S.C. 421 and 1320b– components, is a party to litigation or
Same as Notification procedures. 19). has an interest in such litigation, and
Requesters also should reasonably PURPOSE(S): SSA determines that the use of such
identify the record, specify the records by DOJ, a court or other
This system is used by the Social
information they are contesting and the tribunal, or another party before such
Security Administration (SSA) to (1)
corrective action sought, and the tribunal, is relevant and necessary to the
record the result of continuing disability
reasons for the correction, with litigation, provided, however, that in
investigations, and (2) record
supporting justification showing how each case, SSA determines that such
information related to the
the record is incomplete, untimely, disclosure is compatible with the
administration of the Ticket-to-Work
inaccurate or irrelevant. These purpose for which the records were
and Self-Sufficiency Program.
procedures are in accordance with SSA collected.
Regulations (20 CFR 401.65(a)). ROUTINE USES OF RECORDS MAINTAINED IN THE 6. To student volunteers, individuals
SYSTEM, INCLUDING CATEGORIES OF USERS AND working under a personal services
RECORD SOURCE CATEGORIES: THE PURPOSES OF SUCH USES: contract, and other workers who
Information is obtained mostly from Disclosure may be made for routine technically do not have the status of
the consultant. Observations of DDS uses as indicated below. However, Federal employees, when they are
personnel about the consultant, such as disclosure of any information defined as performing work for the Social Security
the individual’s general promptness in ‘‘return or return information’’ under 26 Administration (SSA), as authorized by
rmajette on PROD1PC71 with NOTICES3

filing reports, may occasionally be U.S.C. 6103 of the Internal Revenue law, and they need access to personally
found in a consultant’s file. Code will not be disclosed unless identifiable information in SSA records
authorized by a statute, the Internal in order to perform their assigned
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS Revenue Service IRS, or IRS regulations. Agency functions.
OF THE PRIVACY ACT: 1. To a congressional office in 7. To the Secretary of Health and
None. response to an inquiry from the office Human Services or to any State, the

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1814 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

Commissioner shall disclose any record (iii) Has reasonable probability that RETENTION AND DISPOSAL:
or information requested in writing by the objective of the use would be The records are maintained
the Secretary for the purpose of accomplished; indefinitely.
administering any program (iv) Is of importance to the Social
Security program or the Social Security SYSTEM MANAGER(S) AND ADDRESS(ES):
administered by the Secretary, if records
or information of such type were so beneficiaries or is for an Social Security Administration, Office
disclosed under applicable rules, epidemiological research project that of Disability Determinations, 6401
regulations and procedures in effect relates to the Social Security program or Security Boulevard, Baltimore,
before the date of enactment of the beneficiaries; Maryland 21235.
Social Security Independence and (c) Requires the recipient of
NOTIFICATION PROCEDURES:
Program Improvements Act of 1994. information to:
(i) Establish appropriate An individual can determine if this
8. To contractors for the purpose of system contains a record about him/her
administrative, technical, and physical
assisting SSA in the efficient by contacting the system manager at the
safeguards to prevent unauthorized use
administration of the Ticket-to-Work address shown above and furnishing his
or disclosure of the record and agree to
and Self-Sufficiency Program. (These or her name, SSN, approximate date and
on-site inspection by SSA’s personnel,
contractors would be limited to the place claim was filed, type of claim (DI,
its agents, or by independent agents of
Program Manager, which is directly BL, or SSI), and return address.
the recipient agency of those safeguards;
assisting the Social Security (ii) Remove or destroy the information (Furnishing the SSN is voluntary, but it
Administration (SSA) in administering that enables the individual to be will make searching for an individual’s
the Ticket program, and to Employment identified at the earliest time at which record easier and avoid delay.)
Networks, which are providing services removal or destruction can be An individual requesting notification
to SSA beneficiaries under the Ticket accomplished consistent with the of records in person should provide the
program.) purpose of the project, unless the same information, as well as provide an
9. To a Federal, State, or recipient receives written authorization identity document, preferably with a
congressional support agency (e.g., from SSA that it is justified, based on photograph, such as a driver’s license or
Congressional Budget Office and the research objectives, for retaining such some other means of identification. If an
Congressional Research Staff in the information; individual does not have any
Library of Congress) for research, (iii) Make no further use of the identification documents sufficient to
evaluation, or statistical studies. Such records except: establish his/her identity, the individual
disclosures include, but are not limited (1) Under emergency circumstances must certify in writing that he/she is the
to, release of information in assessing affecting the health and safety of any person claimed to be and that he/she
the extent to which one can predict individual, following written understands that the knowing and
eligibility for Supplemental Security authorization from SSA; willful request for, or acquisition of, a
Income (SSI) payments or Social (2) For disclosure to an identified record pertaining to another individual
Security disability insurance benefits; person, approved by SSA, for the under false pretenses is a criminal
examining the distribution of Social purpose of auditing the research project; offense.
Security benefits by economic and (iv) Keep the data as a system of If notification is requested by
demographic groups and how these statistical records. A statistical record is telephone, an individual must verify
differences might be affected by possible one which is maintained only for his/her identity by providing identifying
changes in policy; analyzing the statistical and research purposes and information that parallels information in
interaction of economic and non- which is not used to make any the record to which notification is being
economic variables affecting entry and determination about an individual; requested. If it is determined that the
exit events and duration in the Title II (d) Secures a written statement by the identifying information provided by
Old Age, Survivors, and Disability recipient of the information attesting to telephone is insufficient, the individual
Insurance and the Title XVI SSI the recipient’s understanding of, and will be required to submit a request in
disability programs; and, analyzing willingness to abide by, these writing or in person. If an individual is
retirement decisions focusing on the provisions. requesting information by telephone on
role of Social Security benefit amounts, behalf of another individual, the subject
POLICIES AND PRACTICES FOR STORING,
automatic benefit recomputation, the RETRIEVING, ACCESSING, RETAINING, AND
individual must be connected with SSA
delayed retirement credit, and the DISPOSING OF RECORDS IN THE SYSTEM: and the requesting individual in the
retirement test, if the Social Security same phone call. SSA will establish the
STORAGE:
Administration (SSA): subject individual’s identity (his/her
Records are maintained in magnetic name, SSN, address, date of birth and
(a) Determines that the routine use media (e.g., magnetic tapes).
does not violate legal limitations under place of birth, along with one other
which the record was provided, RETRIEVABILITY: piece of information, such as mother’s
collected, or obtained; The records are retrieved by the SSN. maiden name) and ask for his/her
consent in providing information to the
(b) Determines that the purpose for SAFEGUARDS: requesting individual.
which the proposed use is to be made: Only authorized personnel having a If a request for notification is
(i) Cannot reasonably be need for this information in the submitted by mail, an individual must
accomplished unless the record is performance of their official duties have include a notarized statement to SSA to
provided in a form that identifies access to this data under stringent verify his/her identity or must certify in
individuals;
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security measures involving guards, the request that he/she is the person
(ii) Is of sufficient importance to building passes and photographs, etc. claimed to be and that he/she
warrant the effect on, or risk to, the Access http://www.socialsecurity.gov/ understands that the knowing and
privacy of the individual which such foia/bluebook/app_g.htm for additional willful request for, or acquisition of, a
limited additional exposure of the information relating to SSA data record pertaining to another individual
record might bring; security measures. under false pretenses is a criminal

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1815

offense. These procedures are in SECURITY CLASSIFICATION: or the work authorization of a


accordance with SSA Regulations (20 None. noncitizen;
CFR 401.40(c)). • Special indicator code that
SYSTEM LOCATION:
An individual who requests access to identifies type or questionable data or
his or her medical record must also Social Security Administration, Office special circumstance concerning an
name a representative in writing. The of Telecommunications and Systems application for an SSN (e.g., false
representative may be a physician, other Operations, 6401 Security Boulevard, identity; illegal alien; scrambled
health professional, or other responsible Baltimore, Maryland 21235. earnings; SSN assigned based on
individual who would be willing to Social Security Administration, Office harassment, abuse or life
explain the contents of the medical of Central Operations, Metro West endangerment); and
record(s) before giving the entire Building, 300 N. Greene Street, • An indication that a benefit claim
medical record(s) to the individual. Baltimore, Maryland 21201. has been made under a particular
These procedures are in accordance Records may also be maintained at SSN(s).
with SSA Regulations (20 CFR 401.40(c) contractor sites (contact the system
and 401.55). manager at the address below to obtain AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

A parent or guardian who requests contractor addresses). Sections 205(a) and 205(c)(2) of the
notification of, or access to, a minor’s CATEGORIES OF INDIVIDUALS COVERED BY THE
Social Security Act (42 U.S.C. 405(a)
medical record shall, at the time he/she SYSTEM: and 405(c)(2)).
makes the request, designate a physician This system contains a record of each PURPOSE(S):
or other health professional (other than individual who has applied for and Information in this system is used by
a family member) who will be willing to been assigned a Social Security number the Social Security Administration
explain the contents of the medical (SSN). Also, each individual who (SSA) to assign SSNs. The information
record(s) before giving the entire applied for an SSN, but was not also is used for a number of
medical record(s) to the parent or assigned one due to the following: administrative purposes, such as:
guardian. These procedures are in • His/her application was supported • By SSA components for various Old
accordance with SSA Regulations (20 by documents which are suspected to be Age, Survivors and Disability Insurance,
CFR 401.40(c) and 401.55). fraudulent and are being verified with Supplemental Security Income, and
the issuing agency, or have been Medicare/Medicaid claims purposes
RECORD ACCESS PROCEDURES:
determined to be fraudulent, or including usage of the SSN itself as a
Same as Notification procedures. • Fraud is not suspected, but further
Requesters also should reasonably case control number and a secondary
verification of information on his/her
specify the record contents being beneficiary cross-reference control
application or additional supporting
sought. These access procedures are in number for enforcement purposes and
documents are needed, or
accordance with SSA Regulations (20 use of the SSN record data for
• None of the above applies, but
CFR 401.40(c) and 401.55). verification of claimant identity factors
processing of the application has not yet
and for other claims purposes related to
CONTESTING RECORD PROCEDURES:
been completed.
establishing benefit entitlement;
Same as Notification procedures. CATEGORIES OF IN THE SYSTEM: • By SSA as a basic control for
Also, requesters should reasonably This system contains: retained earnings information;
identify the record, specify the • All of the information received on • By SSA as a basic control and data
information they are contesting and the applications for SSNs (e.g., name, date source to prevent issuance of multiple
corrective action sought, and the and place of birth, sex, both parents’ SSNs;
reasons for the correction, with names, and race/ethnic data) (in the • As the means to identify reported
supporting justification showing how case of an application for an SSN for an names or SSNs on earnings reports;
the record is incomplete, untimely, individual who has not attained the age • For resolution of earnings
inaccurate or irrelevant. These of 18, the SSNs of the parents are discrepancy cases;
procedures are in accordance with SSA maintained), and any changes in the • For statistical studies;
Regulations (20 CFR 401.65(a)). information on the applications that are • By the Office of the Inspector
submitted by the SSN holders; General, Office of Audit, for auditing
RECORD SOURCE CATEGORIES:
• Information from applications benefit payments under Social Security
These records summarize information supported by evidence suspected or programs;
contained in the claims folder which determined to be fraudulent, along with • By the Department of Health and
was obtained from the individual or the mailing addresses of the individuals Human Services (DHHS), Office of Child
someone acting on the individual’s who filed such applications and Support Enforcement for locating
behalf and from this individual’s descriptions of the documentation they parents who owe child support;
physician or a physician performing a submitted; • By the National Institute of
consultative examination or from • Cross-references where multiple Occupational Safety and Health for
hospitals and other treatment sources. numbers have been issued to the same epidemiological research studies
individual; required by the Occupational Safety and
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
• Form code that identifies the form Health Act of 1974;
SS–5 (Application for a Social Security • By the DHHS Office of Refugee
None. Number) as the application for the Resettlement for administering Cuban
SYSTEM NUMBER: 60–0058 initial issuance of an SSN, or for refugee assistance payments;
• By the DHHS Centers for Medicare
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changing the identifying information


SYSTEM NAME: (e.g., a code indicating original issuance and Medicaid Services (CMS) for
Master Files of Social Security of the SSN, or that the application was administering Titles XVIII and XIX
Number (SSN) Holders and SSN enumeration at birth); claims.
Applications, Social Security • Citizenship code that identifies the • By the Secretary of the Treasury for
Administration, Office of Systems. number holder status as a U.S. citizen use in administering those sections of

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1816 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

the Internal Revenue Code of 1986 6. To the Railroad Retirement Board DVA benefits, or verifying other
which grant tax benefits based on for: information with respect thereto.
support or residence of children. (a) Administering provisions of the 15. To Federal agencies which use the
(Applies specifically to SSNs of parents Railroad Retirement and Social Security Social Security number (SSN) as a
provided on applications for SSNs for Act relating to railroad employment; numerical identifier in their record-
individuals who have not attained the and keeping systems, for the purpose of
age of 18); and (b) Administering the Railroad validating SSNs.
• By SSA to prevent the processing of Unemployment Insurance Act. 16. To the Department of Justice
an SSN card application for an 7. To the Department of Energy for its (DOJ), a court or other tribunal, or
individual whose application is epidemiological research study of the another party before such tribunal
identified as having been supported by long-term effects of low-level radiation when:
evidence that either: exposure, as permitted by Social (a) The Social Security
Security Administration Regulations 20 Administration (SSA), or any
—Is suspect and being verified, or CFR 401.150(c). component thereof; or
—Has been determined to be 8. To the Department of the Treasury (b) Any SSA employee in his/her
fraudulent. for: official capacity; or
With this system in place, clerical (a) Tax administration as defined in (c) Any SSA employee in his/her
investigation and intervention is section 6103 of the Internal Revenue individual capacity when DOJ (or SSA
required. Social Security offices are Code (IRC) (26 U.S.C. 6103); when it is authorized to do so) has
alerted when an applicant attempting to (b) Investigating the alleged theft, agreed to represent the employee; or
obtain an SSN card visits other offices forgery, or unlawful negotiation of (d) The United States or any agency
in an attempt to find one which might Social Security checks; and thereof when SSA determines that the
unwittingly accept fraudulent (c) Administering those sections of litigation is likely to affect the
documentation. the IRC which grants tax benefits based operations of SSA or any of its
on support or residence of children. (As components, is a party to litigation or
ROUTINE USES OF RECORDS MAINTAINED IN THE required by section 1090(b) of the has an interest in such litigation, and
SYSTEM, INCLUDING CATEGORIES OF USERS AND Taxpayer Relief Act of 1997, Pub. L.
THE PURPOSES OF SUCH USES:
SSA determines that the use of such
105–34, this routine use applies records by DOJ, a court or other
Disclosure may be made for routine specifically to the Social Security tribunal, or another party before such
uses as indicated below. However, numbers (SSN) of parents shown on an tribunal, is relevant and necessary to the
disclosure of any information defined as application for an SSN for an individual litigation, provided, however, that in
‘‘return or return information’’ under 26 who has not attained the age of 18. each case, SSA determines that such
U.S.C. 6103 of the Internal Revenue 9. To a congressional office in disclosure is compatible with the
Code will not be disclosed unless response to an inquiry from the office purpose for which the records were
authorized by statute, the Internal made at the request of the subject of a collected.
Revenue Service IRS, or IRS regulations. record. 17. To State audit agencies for
1. To employers in order to complete 10. To the Department of State for
auditing State supplementation
their records for reporting wages to SSA administering the Social Security Act in
payments and Medicaid eligibility
pursuant to the Federal Insurance foreign countries through facilities and
considerations.
Contributions Act and section 218 of the services of that agency. 18. To the Social Security agency of
Social Security Act. 11. To the American Institute, a
a foreign country to carry out the
2. To Federal, State and local entities private corporation under contract to
purpose of an international Social
for the purpose of administering the Department of State, for
Security agreement entered into
income-maintenance and health- administering the Social Security Act on
between the United States and the other
maintenance programs, where such use Taiwan through facilities and services of
that agency. country, pursuant to section 233 of the
of the Social Security number is Social Security Act.
authorized by Federal statute. 12. To the Department of Veterans
Affairs, Regional Office, Manila, 19. To Federal, State, or local agencies
3. To the Department of Justice, (or agents on their behalf) for the
Federal Bureau of Investigation and Philippines, for administering the Social
Security Act in the Philippines and purpose of validating Social Security
United States Attorneys Offices, and to numbers used in administering cash or
other parts of the Asia-Pacific region
the Department of the Treasury, United non-cash income maintenance programs
through facilities and services of that
States Secret Service, for investigating or health maintenance programs
agency.
and prosecuting violations of the Social 13. To the Department of Labor for: (including programs under the Social
Security Act. (a) Administering provisions of the Security Act).
4. To the Department of Homeland Black Lung Benefits Act; and 20. To third party contacts (e.g., State
Security, United States Citizenship and (b) Conducting studies of the bureaus of vital statistics and the
Immigration Services, for identifying effectiveness of training programs to Department of Homeland Security that
and locating aliens in the United States combat poverty. issue documents to individuals) when
pursuant to requests received under 14. To Department of Veterans Affairs the party to be contacted has, or is
section 290(b) of the Immigration and (DVA) for the following purposes: expected to have, information which
Nationality Act (8 U.S.C. 1360(b)). (a) For the purpose of validating will verify documents when the Social
5. To a contractor for the purpose of Social Security numbers of Security Administration is unable to
collating, evaluating, analyzing, compensation recipients/pensioners in determine if such documents are
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aggregating or otherwise refining order to provide the release of accurate authentic.


records when the Social Security pension/compensation data by DVA to 21. To the Department of Justice,
Administration contracts with a private the Social Security Administration for Criminal Division, Office of Special
firm. (The contractor shall be required Social Security program purposes; and Investigations, upon receipt of a request
to maintain Privacy Act safeguards with (b) Upon request, for purposes of for information pertaining to the
respect to such records.) determining eligibility for or amount of identity and location of aliens for the

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1817

purpose of detecting, investigating, and, security contractors, as appropriate, are authorized to work in the United
when appropriate, taking legal action information necessary: States, the Social Security
against suspected Nazi war criminals in (a) To enable them to protect the Administration will inform an employer
the United States. safety of Social Security Administration participating in such pilot program that
22. To the Selective Service System (SSA) employees and customers, the the identifying data (Social Security
for the purpose of enforcing draft security of the SSA workplace and the number, name and date of birth)
registration pursuant to the provisions operation of SSA facilities; or furnished by an employer concerning a
of the Military Selective Service Act (50 (b) To assist investigations or particular employee match, or do not
U.S.C. App. 462, as amended by section prosecutions with respect to activities match, the data maintained in this
916 of Pub. L. 97–86). that affect such safety and security or system of records, and when there is
23. To contractors and other Federal activities that disrupt the operation of such a match, that information in this
agencies, as necessary, for the purpose SSA facilities. system of records indicates that the
of assisting the Social Security 31. To recipients of erroneous Death employee is, or is not, a citizen of the
Administration (SSA) in the efficient Master File (DMF) information, United States.
administration of its programs. We will corrections to information that resulted 36. To a State bureau of vital statistics
disclose information under this routine in erroneous inclusion of individuals in (BVS) that is authorized by States to
use only in situations in which SSA the DMF. issue electronic death reports when the
may enter into a contractual or similar 32. To State vital records and State BVS requests the Social Security
agreement with a third party to assist in statistics agencies, the Social Security Administration to verify the Social
accomplishing an Agency function numbers of newborn children for Security number (SSN) of an individual
relating to this system of records. administering public health and income on whom an electronic death report will
24. To organizations or agencies such maintenance programs, including be filed after SSN verification.
as prison systems that are required by conducting statistical studies and 37. To the Department of Defense
law to furnish Social Security evaluation projects. (DOD) validated Social Security number
Administration with validated Social 33. To State motor vehicle agencies information and citizenship status
Security number information. (MVA), verification of personal information for the purpose of assisting
25. To the General Services identification data (i.e., name, Social DOD in identifying those members of
Administration and the National Security number, and date of birth) the Armed Forces and military enrollees
Archives and Records Administration concerning individuals who apply for, who are aliens or noncitizen nationals
(NARA) under 44 U.S.C. 2904 and 2906, or are issued, drivers’ licenses or other that may qualify for expedited
as amended by the NARA Act of 1984, identification documents. In performing naturalization or citizenship processing.
information which is not restricted from such ‘‘verification,’’ the Social Security These disclosures will be made
disclosure by Federal law for the use of Administration (SSA) may indicate pursuant to requests made under section
those agencies in conducting records whether the identifying data furnished 329 of the Immigration and Nationality
management studies. by a State MVA concerning an Act, 8 U.S.C. 1440, as executed by
26. To Department of Veterans Affairs individual match, or do not match, data Executive Order 13269.
(DVA) or third parties under contract to maintained in this system of records, 38. To a Federal, State, or
that agency Social Security numbers and SSA may identify the particular congressional support agency (e.g.,
and dates of birth may be disclosed for data elements that do not match. SSA Congressional Budget Office and the
the purpose of conducting DVA medical will not disclose information from this Congressional Research Staff in the
research and epidemiological studies. system of records which does not match Library of Congress) for research,
27. To the Office of Personnel the information furnished by the State evaluation, or statistical studies. Such
Management (OPM) upon receipt of a MVA. disclosures include, but are not limited
request from that agency in accordance 34. To entities conducting to, release of information in assessing
with 5 U.S.C. 8347(m)(3), Social epidemiological or similar research the extent to which one can predict
Security number information when projects, upon request, information as to eligibility for Supplemental Security
OPM needs the information to whether an individual is alive or Income (SSI) payments or Social
administer its pension program for deceased pursuant to section 1106(d) of Security disability insurance benefits;
retired Federal Civil Service employees. the Social Security Act (42 U.S.C. examining the distribution of Social
28. To the Department of Education, 1306(d)), provided that: Security benefits by economic and
upon request, verification of Social (a) The Social Security demographic groups and how these
Security numbers which are provided Administration (SSA) determines, in differences might be affected by possible
by students to postsecondary consultation with the Department of changes in policy; analyzing the
educational institutions, as required by Health and Human Services, that the interaction of economic and non-
Title IV of the Higher Education Act of research may reasonably be expected to economic variables affecting entry and
1965 (20 U.S.C. 1091). contribute to a national health interest; exit events and duration in the Title II
29. To student volunteers, individuals and Old Age, Survivors, and Disability
working under a personal services (b) The requester agrees to reimburse Insurance and the Title XVI SSI
contract, and other workers who SSA for the costs of providing the disability programs; and, analyzing
technically do not have the status of information; and retirement decisions focusing on the
Federal employees, when they are (c) The requester agrees to comply role of Social Security benefit amounts,
performing work for the Social Security with any safeguards and limitations automatic benefit recomputation, the
Administration (SSA), as authorized by specified by SSA regarding re-release or delayed retirement credit, and the
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law, and they need access to personally re-disclosure of the information. retirement test, if the Social Security
identifiable information in SSA records 35. To employers in connection with Administration (SSA):
in order to perform their assigned a pilot program, conducted with the (a) Determines that the routine use
Agency functions. Department of Homeland Security does not violate legal limitations under
30. To Federal, State, and local law under 8 U.S.C. 1324a(d)(4) to test which the record was provided,
enforcement agencies and private methods of verifying that individuals collected, or obtained;

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(b) Determines that the purpose for provided instead of a driver’s license tapes and discs within a secured
which the proposed use is to be made: number. enclosure attended by security guards.
(i) Cannot reasonably be 40. To State and Territory Motor Anyone entering or leaving this
accomplished unless the record is Vehicle Administration officials (or enclosure must have a special badge
provided in a form that identifies agents or contractors on their behalf) issued only to authorized personnel.
individuals; and State and Territory chief election For computerized records
(ii) Is of sufficient importance to officials, under the provisions of section electronically transmitted between
warrant the effect on, or risk to, the 205(r)(8) of the Social Security Act (42 Central Office and Field Office locations
privacy of the individual which such U.S.C. 408(r)(8)), to verify the accuracy (including organizations administering
limited additional exposure of the of information provided by the State SSA programs under contractual
record might bring; agency with respect to applications for agreements), safeguards include a lock/
(iii) Has reasonable probability that voter registration for those individuals unlock password system, exclusive use
the objective of the use would be who do not have a driver’s license of leased telephone lines, a terminal-
accomplished; number: oriented transaction matrix, and an
(iv) Is of importance to the Social (a) For whom the last four digits of the audit trail. All microfilm, microfiche,
Security program or the Social Security Social Security number (SSN) are and paper files are accessible only by
beneficiaries or is for an provided, or authorized personnel who have a need
epidemiological research project that (b) For whom the full SSN is provided for the records in the performance of
relates to the Social Security program or in accordance with section 7 of the their official duties.
beneficiaries; Privacy Act (5 U.S.C. 552a note), as Expansion and improvement of SSA
(c) Requires the recipient of described in section 303(a)(5)(D) of the telecommunications systems has
information to: Help America Vote Act of 2002 (42 resulted in the acquisition of terminals
(i) Establish appropriate U.S.C. 15483(a)(5)(D). equipped with physical key locks. The
administrative, technical, and physical 41. To the Secretary of Health and terminals also are fitted with adapters to
safeguards to prevent unauthorized use Human Services or to any State, the permit the future installation of data
or disclosure of the record and agree to Commissioner shall disclose any record encryption devices and devices to
on-site inspection by SSA’s personnel, or information requested in writing by permit the identification of terminal
its agents, or by independent agents of the Secretary for the purpose of users. Access http://
the recipient agency of those safeguards; administering any program www.socialsecurity.gov/foia/bluebook/
(ii) Remove or destroy the information administered by the Secretary, if records app_g.htm for additional information
that enables the individual to be or information of such type were so relating to SSA data security measures.
identified at the earliest time at which disclosed under applicable rules,
regulations and procedures in effect RETENTION AND DISPOSAL:
removal or destruction can be
before the date of enactment of the Most paper forms are retained only
accomplished consistent with the
Social Security Independence and until they have been filmed and verified
purpose of the project, unless the
Program Improvements Act of 1994. for accuracy. They then are destroyed by
recipient receives written authorization
shredding. Electronic, as well as
from SSA that it is justified, based on POLICIES AND PRACTICES FOR STORING, updated microfilm and microfiche
research objectives, for retaining such RETRIEVING, ACCESSING, RETAINING, AND
records, are retained indefinitely. All
information; DISPOSING OF RECORDS IN THE SYSTEM:
tape, discs, microfilm and microfiche
(iii) Make no further use of the STORAGE: files are updated periodically. Out-of-
records except:
Records in this system are maintained date magnetic tapes and discs are
(1) Under emergency circumstances
in paper form (e.g., Forms SS–5 erased. Out-of-date microfiches are
affecting the health and safety of any
(Application for an SSN card), and disposed of by shredding.
individual, following written
authorization from SSA; system generated forms); magnetic
SYSTEM MANAGER(S) AND ADDRESS(ES):
(2) For disclosure to an identified media (e.g., magnetic tape and disc with
on-line access); in microfilm and Director, Division of Enumeration
person approved by SSA for the purpose Verification and Death Alerts, Office of
of auditing the research project; microfiche form and on electronic files
(e.g., NUMIDENT and Alpha-Index). Earnings, Enumeration and
(iv) Keep the data as a system of Administrative Systems, Social Security
statistical records. A statistical record is RETRIEVABILITY: Administration, 6401 Security
one which is maintained only for Records of SSN holders are indexed Boulevard, Baltimore, MD 21235.
statistical and research purposes and by both SSN and name. Records of
which is not used to make any NOTIFICATION PROCEDURES:
applications that have been denied
determination about an individual; because the applicant submitted An individual can determine if this
(d) Secures a written statement by the fraudulent evidence, or that are being system contains a record about him/her
recipient of the information attesting to verified because the evidence is by writing to the system manager(s) at
the recipient’s understanding of, and suspected to be fraudulent, are indexed the above address and providing his/her
willingness to abide by, these either by the applicant’s name plus name, SSN or other information that
provisions. month and year of birth, or by the may be in the system of records that will
39. To State and Territory Motor applicant’s name plus the eleven-digit identify him/her. An individual
Vehicle Administration officials (or reference number of the disallowed requesting notification of records in
agents or contractors on their behalf) application. person should provide the same
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and State and Territory chief election information, as well as provide an


officials to verify the accuracy of SAFEGUARDS: identity document, preferably with a
information provided by the State Safeguards for automated records photograph, such as a driver’s license or
agency with respect to applications for have been established in accordance some other means of identification. If an
voter registration, for whom the last four with the Systems Security Handbook. individual does not have any
digits of the Social Security number are This includes maintaining the magnetic identification documents sufficient to

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1819

establish his/her identity, the individual internally by SSA. The SSN itself is about miners and their families needed
must certify in writing that he/she is the assigned to the individual as a result of to administer the Coal Industry Retiree
person claimed to be and that he/she internal processes of this system. Health Benefit Act of 1992 and pension
understands that the knowing and plan information (i.e., nature, form, and
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS
willful request for, or acquisition of, a amount of vested benefits); and
OF THE PRIVACY ACT:
record pertaining to another individual information about the period during
under false pretenses is a criminal None. which an employee or self-employed
offense. SYSTEM NUMBER: 60–0059 person is exempt from coverage and
If notification is requested by taxes under the social security system of
telephone, an individual must verify SYSTEM NAME: a foreign country as a result of a Social
his/her identity by providing identifying Earnings Recording and Self- Security agreement between the United
information that parallels information in Employment Income System, Social States and that foreign country.
the record to which notification is being Security Administration, Office of
requested. If it is determined that the AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Systems.
identifying information provided by Sections 205(a) and 205(c)(2) and 233
telephone is insufficient, the individual SECURITY CLASSIFICATION: of the Social Security Act (42 U.S.C. 405
will be required to submit a request in None. and 433), the Federal Records Act of
writing or in person. If an individual is 1950 (64 Stat. 583), and the Employee
SYSTEM LOCATION:
requesting information by telephone on Retirement Income Security Act of 1974
behalf of another individual, the subject Social Security Administration, Office (Pub. L. 93–406), and the Coal Industry
individual must be connected with SSA of Systems, 6401 Security Boulevard, Retiree Health Benefit Act of 1992 (Pub.
and the requesting individual in the Baltimore, Maryland 21235. L. 102–486, 106 Stat. 2776).
same phone call. SSA will establish the Social Security Administration, Office
of Earnings, Enumerations and PURPOSE(S):
subject individual’s identity (his/her
name, SSN, address, date of birth and Administrative Systems, 6401 Security This system is used for the following
place of birth, along with one other Boulevard, Baltimore, Maryland 21235. purposes:
piece of information, such as mother’s Social Security Administration, Office • As a primary working record file of
maiden name) and ask for his/her of Central Operations, Metro West all SSN holders;
consent in providing information to the Building, 300 North Greene Street, • As a quarterly record detail file to
requesting individual. Baltimore, Maryland 21201. provide full data in wage investigation
If a request for notification is Records also may be located at cases;
submitted by mail, an individual must contractor sites and in Social Security • To provide information for
include a notarized statement to SSA to Administration (SSA) program service determining amount of benefits;
verify his/her identity or must certify in centers (PSC) (contact the system • To record all incorrect or
the request that he/she is the person manager at the address below for incomplete earnings items;
claimed to be and that he/she contractor and PSC addresses). • To reinstate incorrectly or
understands that the knowing and CATEGORIES OF INDIVIDUALS COVERED BY THE
incompletely reported earnings items;
willful request for, or acquisition of, a SYSTEM: • To record the latest employer of a
record pertaining to another individual wage earner;
This system contains information
under false pretenses is a criminal
about individuals who have been issued • For statistical studies;
offense. These procedures are in
a Social Security number (SSN) and • For identification of possible
accordance with SSA Regulations (20 overpayments of benefits;
who may or may not have earnings
CFR 401.40(c)).
under Social Security; or any person • For identification of individuals
requesting, reporting, changing and/or entitled to additional benefits;
RECORD ACCESS PROCEDURES:
inquiring about earnings information; or • To provide information to
Same as Notification procedures. employers/former employers for
Also, requesters should reasonably any person affected by the Coal Industry
Retiree Health Benefit Act of 1992; or correcting or reconstructing earnings
specify the record contents they are records and for Social Security tax
seeking. These procedures are in any person having a vested interest in
a private pension fund. purposes;
accordance with SSA Regulations (20 • To provide workers and self-
CFR 401.40(c)). CATEGORIES OF IN THE SYSTEM: employed individuals with earnings
CONTESTING RECORD PROCEDURES: This system contains records of every statements or quarters of coverage
Same as Notification procedures. SSN holder, his/her name, date of birth, statements;
Requesters should also reasonably sex, and race/ethnic data and a • To provide information to SSA’s
identify the record, specify the summary of his/her yearly earnings and Office of the Inspector General for
information they are contesting and the quarters of coverage; special auditing benefit payments under Social
corrective action sought, and the employment codes (i.e., self- Security programs;
reasons for the correction, with employment, military, agriculture, and • To provide information to the
supporting justification showing how railroad); benefit status information; National Institute for Occupational
the record is untimely, incomplete, employer identification (i.e., employer Safety and Health for epidemiological
inaccurate or irrelevant. These identification numbers and pension research studies required by the
procedures are in accordance with SSA plan numbers); minister waiver forms Occupational Health and Safety Act of
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Regulations (20 CFR 401.65(a)). (i.e., forms filed by the clergy for the 1974;
election or waiver of coverage under the • To assist SSA in responding to
RECORD SOURCE CATEGORIES: Social Security Act); correspondence general inquiries about Social Security,
Information in this system is obtained received from individuals pertaining to including earnings or adjustments to
from SSN applicants (or individuals the above-mentioned items; the replies earnings, and in preparing responses to
acting on their behalf) and generated to such correspondence; information subsequent inquiries;

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• To store minister waivers, thus 6. To the Department of Energy for country, pursuant to section 233 of the
preventing erroneous payment of Social their study of low-level radiation Social Security Act.
Security benefits; exposure. 15. To Federal, State, or local agencies
• To make assignments of 7. To a congressional office in (or agents on their behalf) for the
responsibility for paying premiums and response to an inquiry from the purpose of validating Social Security
to perform other functions under the congressional office made at the request numbers used in administering cash or
Coal Industry Retiree Health Benefit Act of the subject of a record. non-cash income maintenance programs
of 1992; 8. To the Department of State for or health maintenance programs
• To issue certificates of coverage administering the Social Security Act in (including programs under the Social
forms for United States citizens and foreign countries through services and Security Act).
residents who qualify for a foreign facilities of that agency. 16. To officers and employees of
coverage exemption under the terms of 9. To the American Institute, a private Federal, State or local agencies upon
a Social Security agreement between the corporation under contract to the written request in accordance with the
United States and another country; Department of State, for administering Internal Revenue Code (IRC) U.S.C.
• To determine whether an the Social Security Act on Taiwan 6103(l)(7)), tax return information (e.g.,
individual who requests a certificate of through facilities and services of that information with respect to net earnings
coverage, establishing a foreign coverage agency. from self-employment, wages, payments
exemption under a Social Security 10. To the Department of Veterans of retirement income which have been
agreement, has been issued one or more Affairs, Regional Office, Manila, disclosed to the Social Security
certificates in the past; and Philippines, for administering the Social Administration, and business and
Security Act in the Philippines and employment addresses) for purposes of,
• To respond to inquiries concerning
other parts of the Asia-Pacific region and to the extent necessary in,
a worker’s Social Security coverage
through services and facilities of that determining an individual’s eligibility
status from an appropriate agency in a
agency. for, or the correct amount of, benefits
country which has a Social Security 11. To State audit agencies for
agreement with the United States. under certain programs listed in the
auditing State supplementation IRC. These programs are:
ROUTINE USES OF RECORDS MAINTAINED IN THE payments and Medicaid eligibility (a) Temporary Assistance to Needy
SYSTEM, INCLUDING CATEGORIES OF USERS AND considerations. Families provided under a State plan
THE PURPOSES OF SUCH USES: 12. To the Department of Justice approved under part A of Title IV of the
Disclosure may be made for routine (DOJ), a court or other tribunal, or Social Security Act;
uses as indicated below. However, another party before such tribunal (b) Medical assistance provided under
disclosure of any information defined as when: a State plan approved under Title XIX
‘‘return or return information’’ under 26 (a) The Social Security of the Social Security Act;
U.S.C. 6103 of the Internal Revenue Administration (SSA), or any (c) Supplemental Security Income
Code will not be disclosed unless component thereof; or benefits provided under Title XVI of the
(b) Any SSA employee in his/her Social Security Act, and federally
authorized by a statute, the Internal
official capacity; or administered supplementary payments
Revenue Service IRS, or IRS regulations.
(c) Any SSA employee in his/her of the type described in section 1616(a)
1. To employers or former employers, individual capacity where DOJ (or SSA
including State Social Security of the Social Security Act (including
where it is authorized to do so) has payments pursuant to an agreement
administrators, for correcting and agreed to represent the employee; or
reconstructing State employee earnings entered into under section 212(a) of
(d) The United States or any agency Pub. L. 93–66);
records and for Social Security thereof where SSA determines that the
purposes. (d) Any benefits provided under a
litigation is likely to affect the State plan approved under Title I, X,
2. To the Department of the Treasury operations of SSA or any of its XIV, or XVI of the Social Security Act
for: components, is a party to litigation or (as those Titles apply to Puerto Rico,
(a) Investigating the alleged forgery, or has an interest in such litigation, and Guam and the Virgin Islands);
unlawful negotiation of Social Security SSA determines that the use of such (e) Unemployment compensation
checks; and records by DOJ, a court or other provided under a State law described in
(b) Tax administration as defined in tribunal, or another party before such section 3304 of the IRC;
26 U.S.C. 6103 of the Internal Revenue tribunal, is relevant and necessary to the (f) Assistance provided under the
Code. litigation, provided, however, that in Food Stamp Act of 1977; and
3. To the Railroad Retirement Board each case, SSA determines that such (g) State-administered supplementary
for administering provisions of the disclosure is compatible with the payments of the type described in
Railroad Retirement and Social Security purpose for which the records were section 1616(a) of the Social Security
Acts relating to railroad employment. collected. Act (including payments pursuant to an
4. To the Department of Justice 13. To a party named in an order, agreement entered into under section
(Federal Bureau of Investigation and process, or interrogatory, in accordance 212(a) of Pub. L. 93–66).
United States Attorneys) for with section 459 of the Social Security 17. To appropriate officers and
investigating and prosecuting violations Act if a designee of the Agency is served employees of a State or local child
of the Social Security Act. with any such order, process, or support enforcement agency, upon
5. To a contractor for the purpose of interrogatory with respect to an written request in accordance with the
collating, evaluating, analyzing, individual’s child support or alimony Internal Revenue Code (26 U.S.C.
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aggregating or otherwise refining payment obligations. 6103(l)(8)), tax return information (e.g.,
records when the Social Security 14. To the Social Security Agency of information with respect to net earnings
Administration contracts with a private a foreign country, to carry out the from self-employment, wages, payments
firm. (The contractor shall be required purpose of an international Social of retirement income which have been
to maintain Privacy Act safeguards with Security agreement entered into disclosed to the Social Security
respect to such records.) between the United States and the other Administration, and business and

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1821

employment addresses) for purposes of, information (such as names or Social for an individual’s annual premiums
and to the extent necessary in: Security numbers). payable to the United Mine Workers of
(a) Establishing and collecting child 25. To Department of Veterans Affairs America Combined Benefit Fund
support obligations from individuals in accordance with the Internal Revenue pursuant to section 9706(f)(1) of the
who owe such obligations, and Code (26 U.S.C. 6103(l)(7)), upon Internal Revenue Code as added by the
(b) Locating those individuals under a written request, tax return information Coal Industry Retiree Health Benefit Act
program established under Title IV–D of for purposes of, and to the extent of 1992, Pub. L. 102–486, 106 Stat. 2776
the Social Security Act (42 U.S.C. 651ff). necessary for determining eligibility for, (codified at 26 U.S.C. 9701–9721
18. To the Office of Personnel or the amount of, benefits under the (1992)), detailed information from an
Management (OPM) the fact that a following programs: individual’s work history and other
veteran is, or is not, eligible for (a) Any needs-based pension provided detailed information as to the basis for
retirement insurance benefits under the under chapter 15 of Title 38, U.S.C. or the assignment of that individual.
Social Security program for OPM’s use under any other law administered by 29. To student volunteers, individuals
in determining a veteran’s eligibility for the Secretary of Veterans Affairs; working under a personal services
a civil service retirement annuity and (b) Parents’ dependency and contract, and other workers who
the amount of such annuity. indemnity compensation provided technically do not have the status of
19. To the Department of Homeland under section 1315 of Title 38, U.S.C.; Federal employees, when they are
Security (United States Citizenship and (c) Health-care services furnished performing work for the Social Security
Immigration Services in accordance under sections 1710(a)(1)(I), 1710(a)(2), Administration (SSA), as authorized by
with 8 U.S.C. 1360(b), employee and 1710(b), and 1712(a)(2)(B) of Title 38, law, and they need access to personally
employer name and address information U.S.C.; identifiable information in SSA records
for the purpose of informing that agency (d) Compensation paid under chapter in order to perform their assigned
of the identities and locations of aliens 11 of Title 38, U.S.C., at the 100 percent Agency functions.
who appear to be illegally employed. rate based solely on unemployables and 30. To entities conducting
20. To contractors and other Federal without regard to the fact that the epidemiological or similar research
agencies, as necessary, for the purpose disability or disabilities are not rated as projects, upon request, information as to
of assisting the Social Security 100 percent disabling under the rating whether an individual is alive or
Administration (SSA) in the efficient schedule. deceased pursuant to section 1106(d) of
administration of its programs. We will The tax return information which may the Social Security Act (42 U.S.C.
disclose information under this routine be disclosed under this paragraph 1306(d)), provided that:
use only in situations in which SSA includes wages, net earnings from self- (a) The Social Security
may enter into a contractual or similar employment, payments of retirement Administration (SSA) determines, in
agreement with a third party to assist in income which have been disclosed to consultation with the Department of
accomplishing an Agency function the Social Security Administration, and Health and Human Services, that the
relating to this system of records. business and employment addresses, research may reasonably be expected to
21. To the Office of Personnel except that information on payments of contribute to a national health interest;
Management information derived from retirement income will not be disclosed and
this system for the purpose of for use with respect to programs (b) The requester agrees to reimburse
computing civil service annuity offsets described in subparagraph (d). SSA for the costs of providing the
of civil service annuitants with military 26. To trustees of the United Mine information; and
service or the survivors of such Workers of America Combined Benefit (c) The requester agrees to comply
individuals pursuant to provisions of Fund pursuant to section 9706(e)(1) of with any safeguards and limitations
section 307 of Pub. L. 97–253. the Internal Revenue Code as added by specified by SSA regarding re-release or
22. To the General Services the Coal Industry Retiree. Health Benefit re-disclosure of the information.
Administration and the National Act of 1992, Pub. L. 102–486, 106 Stat. 31. To Federal, State, and local
Archives Records Administration 2776 (codified at 26 U.S.C. 9701–9721 agencies for determining alien
(NARA) under 44 U.S.C. 2904 and 2906, (1992)), the identity of each coal applicants’ eligibility for programs or
as amended by the NARA Act of 1984, industry assigned operator determined benefit programs covered by sections
information which is not restricted from to be responsible for annual premiums, 402, 412, 421 and/or 435 of the Personal
disclosure by Federal law for the use of and the names and Social Security Responsibility and Work Opportunity
those agencies in conducting records numbers of eligible beneficiaries with Reconciliation Act of 1996, Pub. L. 104–
management studies. respect to whom the operator is 193, SSA will disclose information
23. To the Office of Personnel identified. regarding quarters of coverage (non-tax
Management, upon written request, tax 27. To the United Mine Workers of return information) earned by:
return information for the purpose of America Combined Benefit Fund • The alien applicant;
administering the Civil Service and pursuant to section 9706(e)(2) of the • His/her parents while the alien was
Federal Employees Retirement Systems Internal Revenue Code as added by the under age 18; and/or
in accordance with Chapter 83 and 84 Coal Industry Retiree Health Benefit Act • His/her spouse during the marriage
of Title 5, U.S.C. of 1992, Pub. L. 102–486, 106 Stat. 2776 (if the alien remains married to such
24. To Rehabilitation Services (codified at 26 U.S.C. 9701–9721 spouse or the marriage ended with the
Administration (RSA) for use in its (1992)), the names and Social Security death of the spouse).
program studies of, and development of numbers of eligible beneficiaries who 32. To the Secretary of Health and
enhancements for, State vocational have been assigned to a coal industry Human Services or to any State, the
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rehabilitation programs. These are assigned operator responsible for that Commissioner shall disclose any record
programs to which applicants or individual’s annual premiums payable or information requested in writing by
beneficiaries under Titles II and/or XVI and a brief summary of the facts related the Secretary for the purpose of
of the Social Security Act may be to the basis for such assignments. administering any program
referred. Data released to RSA will not 28. To the coal industry assigned administered by the Secretary, if records
include any personally identifying operator determined to be responsible or information of such type were so

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1822 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

disclosed under applicable rules, resulted in the acquisition of terminals If notification is requested by
regulations and procedures in effect equipped with physical key locks. The telephone, an individual must verify
before the date of enactment of the terminals also are fitted with adapters to his/her identity by providing identifying
Social Security Independence and permit the future installation of data information that parallels information in
Program Improvements Act of 1994. encryption devices and devices to the record to which notification is being
33. To the Department of Housing and permit the identification of terminal requested. If it is determined that the
Urban Development (HUD) in users. Access http:// identifying information provided by
accordance with the Internal Revenue www.socialsecurity.gov/foia/bluebook/ telephone is insufficient, the individual
Code (26 U.S.C. 6103(l)(7)), upon app_g.htm for additional information will be required to submit a request in
written request, tax return information relating to SSA data security measures. writing or in person. If an individual is
(e.g., information with respect to wages, requesting information by telephone on
RETENTION AND DISPOSAL:
net earnings from self-employment, and behalf of another individual, the subject
payments of retirement income which All paper forms and cards are retained individual must be connected with SSA
have been disclosed to the Social until they are filmed or are entered on and the requesting individual in the
Security Administration,) for use by tape and their accuracy is verified. Then same phone call. SSA will establish the
HUD in an initial or periodic review of they are destroyed by shredding. All subject individual’s identity (his/her
the income of an applicant or tapes, discs, and microfilm files are name, SSN, address, date of birth and
participant in any HUD housing updated periodically. The out-of-date place of birth, along with one other
assistance program. magnetic tapes and discs are erased. The piece of information, such as mother’s
34. To any source that has, or is out-of-date microfilm is shredded. maiden name) and ask for his/her
expected to have, information that the SSA retains correspondence for 1 year consent in providing information to the
Social Security Administration needs in when it concerns documents returned to requesting individual.
order to establish or verify a person’s an individual, denials of confidential If a request for notification is
eligibility for a certificate of coverage information, release of confidential submitted by mail, an individual must
under a Social Security agreement information to an authorized third party include a notarized statement to SSA to
authorized by section 233 of the Social and undeliverable material, for 4 years verify his/her identity or must certify in
Security Act. when it concerns information and the request that he/she is the person
evidence pertaining to coverage, wage, claimed to be and that he/she
POLICIES AND PRACTICES FOR STORING, and self-employment determinations or
RETRIEVING, ACCESSING, RETAINING, AND
understands that the knowing and
when the statute of limitations is willful request for, or acquisition of, a
DISPOSING OF RECORDS IN THE SYSTEM:
involved, and permanently when it record pertaining to another individual
STORAGE: affects future claims development under false pretenses is a criminal
Records in this system are maintained especially coverage, wage, and self- offense. These procedures are in
as paper forms, correspondence in employment determinations. accordance with SSA Regulations (20
manila folders on open shelving, paper Correspondence is destroyed, when CFR 401.40(c)).
lists, punch-cards, microfilm, magnetic appropriate, by shredding.
tapes, and discs with online access files. RECORD ACCESS PROCEDURES:
SYSTEM MANAGER(S) AND ADDRESS(ES):
Same as Notification procedures.
RETRIEVABILITY: Director, Division of Earnings Also, requesters should reasonably
Records in this system are indexed by Correction and Use, Office of Earnings, specify the record contents they are
SSN, name, and employer identification Enumeration and Administration seeking. These procedures are in
number. Systems, Social Security accordance with SSA Regulations (20
Administration, 6401 Security CFR 401.40(c)).
SAFEGUARDS:
Boulevard, Baltimore, MD 21235.
Safeguards for automated records CONTESTING RECORD PROCEDURES:
have been established in accordance NOTIFICATION PROCEDURES:
Same as Notification procedures.
with the Systems Security Handbook. An individual can determine if this Also, requesters should reasonably
This includes maintaining the magnetic system contains a record about him/her identify the record, specify the
tapes and discs within an enclosure by writing to the system manager(s) at information they are contesting and the
attended by security guards. Anyone the above address and providing his/her corrective action sought, and the
entering or leaving this enclosure must name, SSN or other information that reasons for the correction, with
have a special badge issued only to may be in the system of records that will supporting justification showing how
authorized personnel. identify him/her. An individual the record is untimely, incomplete,
For computerized records requesting notification of records in inaccurate or irrelevant. These
electronically transmitted between person should provide the same procedures are in accordance with SSA
Central Office and field office locations information, as well as provide an Regulations (20 CFR 401.65(a)).
(including organizations administering identity document, preferably with a
SSA programs under contractual photograph, such as a driver’s license or RECORD SOURCE CATEGORIES:
agreements), safeguards include a lock/ some other means of identification. If an SSN applicants, employers and self-
unlock password system, exclusive use individual does not have any employed individuals; DOJ, the
of leased telephone lines, a terminal- identification documents sufficient to Department of Homeland Security
oriented transaction matrix, and an establish his/her identity, the individual (United States Citizenship and
audit trail. All microfilm and paper files must certify in writing that he/she is the Immigration Services); the Department
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are accessible only by authorized person claimed to be and that he/she of Treasury; the United Mine Workers of
personnel who have a need for the understands that the knowing and America Combined Benefit Fund; an
information in the performance of their willful request for, or acquisition of, a existing system of records maintained
official duties. record pertaining to another individual by SSA, Master Beneficiary Record, 60–
Expansion and improvement of SSA’s under false pretenses is a criminal 0090; correspondence, replies to
telecommunications systems has offense. correspondence, and earnings

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1823

modifications resulting from SSA for the purpose of auditing the Social POLICIES AND PRACTICES FOR STORING,
internal processes. Security Administration’s compliance RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
with the safeguard provisions of the
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
Internal Revenue Code of 1986, as STORAGE:
amended. Records generally are maintained in
None.
3. To Department of Justice (DOJ), a paper form in manila type folders.
SYSTEM NUMBER: 60–0077 court or other tribunal, or another party However, records also may be
SYSTEM NAME:
before such tribunal when: maintained in magnetic media (e.g., on
(a) The Social Security disc, microcomputer).
Congressional Inquiry File, Social
Security Administration, Regional Administration (SSA), or any RETRIEVABILITY:
Offices. component thereof; or
Records are retrieved alphabetically
(b) Any SSA employee in his/her by the Congressperson’s or individual’s
SECURITY CLASSIFICATION:
official capacity; or name.
None.
(c) Any SSA employee in his/her
SYSTEM LOCATION: individual capacity where DOJ (or SSA SAFEGUARDS:

1. Offices of the Regional where it is authorized to do so) has These records usually are available to
Commissioners, Social Security agreed to represent the employee; or personnel who have a need for them in
Administration (SSA) (see the system (d) The United States or any agency the performance of their official duties.
manager section below or access thereof where SSA determines that the Access http://www.socialsecurity.gov/
http://www.socialsecurity.gov/foia/ litigation is likely to affect the foia/bluebook/app_g.htm for additional
bluebook/app_c.htm for address operations of SSA or any of its information relating to SSA data
information). components, is a party to litigation or security measures.
2. Social Security field offices has an interest in such litigation, and RETENTION AND DISPOSAL:
(consult local telephone directories for SSA determines that the use of such
addresses and telephone numbers). records by DOJ, a court or other These records are generally retained
3. Teleservice centers (contact the tribunal, or another party before such for 6 months to 3 years.
system manager at the address below or tribunal, is relevant and necessary to the SYSTEM MANAGER(S) AND ADDRESS(ES):
access http://www.socialsecurity.gov/ litigation, provided, however, that in
foia/bluebook/app_e.htm for the each case, SSA determines that such IN THE BOSTON REGION (CONNECTICUT, MAINE,
addresses of SSA’s teleservice centers). disclosure is compatible with the MASSACHUSETTS, NEW HAMPSHIRE, RHODE
ISLAND, VERMONT):
CATEGORIES OF INDIVIDUALS COVERED BY THE purpose for which the records were
SYSTEM: collected. Assistant Regional Commissioner,
Field Operations, Office of the Regional
This system contains a record of 4. To the General Services
Commissioner, Room 1100, John F.
congressional representatives and the Administration and the National
Kennedy Federal Building, Boston, MA
individuals about whom they inquire. Archives Records Administration
02203.
(NARA) under 44 U.S.C. 2904 and 2906,
CATEGORIES OF RECORDS IN THE SYSTEM:
as amended by the NARA Act of 1984, IN THE NEW YORK REGION (NEW JERSEY, NEW
Correspondence to and from information which is not restricted from YORK, PUERTO RICO, VIRGIN ISLANDS):
congressional representatives. disclosure by Federal law for the use of Executive Support Staff, Office of the
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: those agencies in conducting records Regional Commissioner, Room 40–100,
management studies. 24 Federal Plaza, New York, NY 10278.
Section 205(a) of the Social Security
Act (42 U.S.C. 405). 5. To student volunteers, individuals
working under a personal services IN THE PHILADELPHIA REGION (DELAWARE,
PURPOSE(S): DISTRICT OF COLUMBIA, MARYLAND,
contract, and other workers who
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA):
This system is used to control and technically do not have the status of
respond to correspondence from Federal employees, when they are Assistant Regional Commissioner for
congressional representatives. performing work for the Social Security Processing Center Operations, Office of
Administration (SSA), as authorized by the Regional Commissioner, P.O. Box
ROUTINE USES OF RECORDS MAINTAINED IN THE 8788, Mail Stop 22, Philadelphia, PA
SYSTEM, INCLUDING CATEGORIES OF USERS AND
law, and they need access to personally
identifiable information in SSA records 19101.
THE PURPOSES OF SUCH USES:
in order to perform their assigned
Disclosure may be made for routine IN THE ATLANTA REGION (ALABAMA, NORTH
uses as indicated below. However, Agency functions. CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
disclosure of any information defined as 6. To the Secretary of Health and KENTUCKY, MISSISSIPPI, TENNESSEE):
‘‘return or return information’’ under 26 Human Services or to any State, the Director, Office of Congressional,
U.S.C. 6103 of the Internal Revenue Commissioner shall disclose any record Governmental and External Affairs,
Code will not be disclosed unless or information requested in writing by Office of the Regional Commissioner,
authorized by a statute, the Internal the Secretary for the purpose of 101 Marietta Tower, Suite 1902, P.O.
Revenue Service (IRS), or IRS administering any program Box 1684, Atlanta, GA 30301.
regulations. administered by the Secretary, if records
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1. To a congressional office in or information of such type were so IN THE CHICAGO REGION (ILLINOIS, INDIANA,
response to an inquiry from that office disclosed under applicable rules, MICHIGAN, MINNESOTA, OHIO, WISCONSIN):
made at the request of the subject of a regulations and procedures in effect Regional Public Affairs Office, Office
record. before the date of enactment of the of the Regional Commissioner, 105 W.
2. To the Department of the Treasury, Social Security Independence and Adams St., 10th Floor, Chicago, IL
Internal Revenue Service, as necessary, Program Improvements Act of 1994. 60603.

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1824 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

IN THE DALLAS REGION (ARKANSAS, LOUISIANA, identifying information provided by SYSTEM LOCATION:
NEW MEXICO, OKLAHOMA, TEXAS): telephone is insufficient, the individual 1. Offices of the Regional
Executive Officer, Office of the will be required to submit a request in Commissioners, Social Security
Regional Commissioner, Room 1420, writing or in person. If an individual is Administration (SSA) (see system
1200 Main Tower Building, Dallas, TX requesting information by telephone on manager section below for address
75202. behalf of another individual, the subject information).
individual must be connected with SSA 2. Social Security field offices
IN THE KANSAS CITY REGION (IOWA, KANSAS,
and the requesting individual in the (consult local telephone directories for
MISSOURI, NEBRASKA):
same phone call. SSA will establish the addresses and telephone numbers).
Assistant Regional Commissioner, subject individual’s identity (his/her 3. Teleservice centers (contact the
Programs Operations and Systems, name, SSN, address, date of birth and system manager at the address below or
Office of the Regional Commissioner, place of birth, along with one other access http://www.socialsecurity.gov/
Room 436, Federal Office Building, 601 piece of information, such as mother’s foia/bluebook/app_e.htm for the
East 12th Street, Kansas City, MO maiden name) and ask for his/her addresses of SSA’s teleservice centers).
64106. consent in providing information to the CATEGORIES OF INDIVIDUALS COVERED BY THE
IN THE DENVER REGION (COLORADO, MONTANA, requesting individual. SYSTEM:
NORTH DAKOTA, SOUTH DAKOTA, UTAH, If a request for notification is Members of the public who make
WYOMING): submitted by mail, an individual must inquiries to SSA, generally regarding
Assistant Regional Commissioner, include a notarized statement to SSA to benefit information.
Management and Budget, Office of the verify his/her identity or must certify in
Regional Commissioner, Federal Office the request that he/she is the person CATEGORIES OF RECORDS IN THE SYSTEM:
Building, 1961 Stout Street, Denver, CO claimed to be and that he/she Copies of inquires from the public
80294. understands that the knowing and and replies from SSA, generally
willful request for, or acquisition of, a regarding benefit information.
IN THE SAN FRANCISCO REGION (AMERICAN
record pertaining to another individual AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
under false pretenses is a criminal
NEVADA, NORTHERN MARIANNA ISLANDS): Section 205(a) of the Social Security
offense. These procedures are in
Regional Public Affairs Officer, Office Act (42 U.S.C. 405).
accordance with SSA Regulations (20
of the Regional Commissioner, 75 CFR 401.40(c)). PURPOSE(S):
Hawthorne St., San Francisco, CA
Information is maintained in this file
94105. RECORD ACCESS PROCEDURES:
in case an inquirer requests information
IN THE SEATTLE REGION (ALASKA, IDAHO, Same as Notification procedures. or files a formal application for benefits.
OREGON, WASHINGTON): Also, requesters should reasonably Consequently, the information can be
Assistant Regional Commissioner, specify the record contents they are used as a filing date for benefit
Field Operations, Office of the Regional seeking. These procedures are in purposes.
Commissioner, M/S RX–52, 2201 Sixth accordance with SSA Regulations (20
ROUTINE USES OF RECORDS MAINTAINED IN THE
Avenue, Seattle, WA 98121. CFR 401.40(c)). SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
NOTIFICATION PROCEDURES: CONTESTING RECORD PROCEDURES:
Disclosure may be made for routine
An individual can determine if this Same as Notification procedures. uses as indicated below. However,
system contains a record about him/her Also, requesters should reasonably disclosure of any information defined as
by writing to the system manager(s) at identify the record, specify the ‘‘return or return information’’ under 26
the above address and providing his/her information they are contesting and the U.S.C. 6103 of the Internal Revenue
name, SSN or other information that corrective action sought, and the Code will not be disclosed unless
may be in the system of records that will reasons for the correction, with authorized by a statute, the Internal
identify him/her. An individual supporting justification showing how Revenue Service (IRS), or IRS
requesting notification of records in the record is incomplete, untimely, regulations.
person should provide the same inaccurate or irrelevant. These 1. To a congressional office in
information, as well as provide an procedures are in accordance with SSA response to an inquiry from that office
identity document, preferably with a Regulations (20 CFR 401.65(a)). made at the request of the subject of a
photograph, such as a driver’s license or record.
some other means of identification. If an RECORD SOURCE CATEGORIES:
2. To the Department of the Treasury,
individual does not have any Information in this system is obtained Internal Revenue Service, as necessary,
identification documents sufficient to from congressional representatives. for the purpose of auditing the Social
establish his/her identity, the individual Security Administration’s compliance
must certify in writing that he/she is the SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS with the safeguard provisions of the
person claimed to be and that he/she OF THE PRIVACY ACT:
Internal Revenue Code of 1986, as
understands that the knowing and None. amended.
willful request for, or acquisition of, a 3. To Department of Justice (DOJ), a
record pertaining to another individual SYSTEM NUMBER: 60–0078 court or other tribunal, or another party
under false pretenses is a criminal before such tribunal when:
SYSTEM NAME:
offense. (a) SSA, any component thereof; or
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If notification is requested by Public Inquiry Correspondence File, (b) Any SSA employee in his/her
telephone, an individual must verify Social Security Administration, official capacity; or
his/her identity by providing identifying Regional Offices. (c) Any SSA employee in his/her
information that parallels information in individual capacity where DOJ (or SSA
SECURITY CLASSIFICATION:
the record to which notification is being where it is authorized to do so) has
requested. If it is determined that the None. agreed to represent the employee; or

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(d) The United States or any agency cabinets. However, records also may be IN THE KANSAS CITY REGION (IOWA, KANSAS,
thereof where SSA determines that the maintained in magnetic media (e.g., MISSOURI, NEBRASKA)
litigation is likely to affect the disc, microcomputer). Assistant Regional Commissioner,
operations of SSA or any of its Programs Operations and Systems,
RETRIEVABILITY:
components, is a party to litigation or Office of the Regional Commissioner,
has an interest in such litigation, and By name of inquirer or name of Room 436, Federal Office Building, 601
SSA determines that the use of such person about whom information is East 12th Street, Kansas City, MO
records by DOJ, a court or other requested. 64106.
tribunal, or another party before such SAFEGUARDS: IN THE DENVER REGION (COLORADO, MONTANA,
tribunal, is relevant and necessary to the
Information in this system is NORTH DAKOTA, SOUTH DAKOTA, UTAH,
litigation, provided, however, that in WYOMING)
restricted to Agency personnel who
each case, SSA determines that such
need them in the performance of their Assistant Regional Commissioner,
disclosure is compatible with the
official duties. Access http:// Management and Budget, Office of the
purpose for which the records were
www.socialsecurity.gov/foia/bluebook/ Regional Commissioner, Federal Office
collected.
4. To the General Services app_g.htm for additional information Building, 1961 Stout Street, Denver, CO
Administration and the National relating to SSA data security measures. 80294.
Archives Records Administration RETENTION AND DISPOSAL: IN THE SAN FRANCISCO REGION (AMERICAN
(NARA) under 44 U.S.C. 2904 and 2906, The records are retained for up to 3 SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
as amended by the NARA Act of 1984, years and then disposed of by NEVADA, NORTHERN MARIANNA ISLANDS):
information which is not restricted from shredding. Regional Communications Director,
disclosure by Federal law for the use of Office of the Regional Commissioner,
those agencies in conducting records SYSTEM MANAGER(S) AND ADDRESS(ES): P.O. Box 4201, Richmond, CA 94804.
management studies. IN THE BOSTON REGION (CONNECTICUT, MAINE,
5. To student volunteers, individuals IN THE SEATTLE REGION (ALASKA, IDAHO,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE
OREGON, WASHINGTON)
working under a personal services ISLAND, VERMONT)
contract, and other workers who Assistant Regional Commissioner,
Assistant Regional Commissioner, Field Operations, Office of the Regional
technically do not have the status of Field Operations, Office of the Regional
Federal employees, when they are Commissioner, M/S RX–52, 2201 Sixth
Commissioner, Room 1900, John F. Avenue, Seattle, WA 98121.
performing work for the Social Security Kennedy Federal Building, Boston, MA
Administration (SSA), as authorized by 02203–1900. NOTIFICATION PROCEDURES:
law, and they need access to personally
An individual can determine if this
identifiable information in SSA records IN THE NEW YORK REGION (NEW JERSEY, NEW
YORK, PUERTO RICO, VIRGIN ISLANDS)
system contains a record pertaining to
in order to perform their assigned
him/her by contacting the most
Agency functions. Regional Public Affairs Office, Office
convenient SSA field office (FO) or by
6. To Federal, State, and local law of the Regional Commissioner, Social
writing to the system manager(s) at the
enforcement agencies and private Security Administration, Room 40–100,
above address and providing his/her
security contractors, as appropriate, 26 Federal Plaza, New York, NY 10278.
name, SSN or other information that
information necessary:
(a) To enable them to protect the IN THE PHILADELPHIA REGION (DELAWARE, may be in the system of records that will
safety of Social Security Administration DISTRICT OF COLUMBIA, MARYLAND, identify him/her. FO addresses and
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA) telephone numbers can be found in
(SSA) employees and customers, the
security of the SSA workplace and the Assistant Regional Commissioner, local telephone directories under
operation of SSA facilities; or Programs, Office of the Regional ‘‘Social Security Administration,’’ or by
(b) To assist investigations or Commissioner, P.O. Box 8788, Mail accessing http://www.ssa.gov/regions/
prosecutions with respect to activities Stop 22, Philadelphia, PA 19101. regional.html. An individual requesting
that affect such safety and security or notification of records in person should
IN THE ATLANTA REGION (ALABAMA, NORTH
activities that disrupts the operation of provide the same information, as well as
CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
SSA facilities. provide an identity document,
KENTUCKY, MISSISSIPPI, TENNESSEE)
7. To the Secretary of Health and preferably with a photograph, such as a
Regional Commissioner’s Inquiry driver’s license or some other means of
Human Services or to any State, the Unit, Office of the Regional
Commissioner shall disclose any record identification. If an individual does not
Commissioner, Social Security have any identification documents
or information requested in writing by Administration, 61 Forsyth Street, NW.,
the Secretary for the purpose of sufficient to establish his/her identity,
Atlanta, GA 30303. the individual must certify in writing
administering any program
administered by the Secretary, if records IN THE CHICAGO REGION (ILLINOIS, INDIANA, that he/she is the person claimed to be
or information of such type were so MICHIGAN, MINNESOTA, OHIO, WISCONSIN) and that he/she understands that the
disclosed under applicable rules, Assistant Regional Commissioner, knowing and willful request for, or
regulations and procedures in effect Programs Operations and Systems, acquisition of, a record pertaining to
before the date of enactment of the Office of the Regional Commissioner, another individual under false pretenses
Social Security Independence and 105 W. Adams Street, 10th Floor, is a criminal offense.
Program Improvements Act of 1994. Chicago, IL 60603. If notification is requested by
telephone, an individual must verify
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POLICIES AND PRACTICES FOR STORING, IN THE DALLAS REGION (ARKANSAS, LOUISIANA, his/her identity by providing identifying
RETRIEVING, ACCESSING, RETAINING, AND NEW MEXICO, OKLAHOMA, TEXAS) information that parallels information in
DISPOSING OF RECORDS IN THE SYSTEM:
Office of the Regional Commissioner, the record to which notification is being
STORAGE: Social Security Administration, Room requested. If it is determined that the
Records generally are maintained in 1440, 1200 Main Tower, Dallas, TX identifying information provided by
paper form in folders in standard file 75202. telephone is insufficient, the individual

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will be required to submit a request in SYSTEM LOCATION: Payment data: This includes the
writing or in person. If an individual is Social Security Administration, Office payee’s name and address, data about a
requesting information by telephone on of Telecommunications and Systems financial institution (if benefits are sent
behalf of another individual, the subject Operations, 6401 Security Boulevard, directly to the institution for deposit),
individual must be connected with SSA Baltimore, MD 21235. the monthly payment amount, the
and the requesting individual in the amount and date of a one-time payment
same phone call. SSA will establish the CATEGORIES OF INDIVIDUALS COVERED BY THE of past due benefits, and, where
subject individual’s identity (his/her SYSTEM: appropriate, a scheduled future
name, SSN, address, date of birth and All Social Security beneficiaries who payment.
place of birth, along with one other are, or were, entitled to receive Beneficiary data: This includes
piece of information, such as mother’s Retirement and Survivors Insurance personal information (name, date of
maiden name) and ask for his/her (RSI), or Disability Insurance (DI) birth, sex, date of filing, relationship to
consent in providing information to the benefits, including individuals who the SSN holder, other SSNs, benefit
requesting individual. have received a RSI or DI payment since amount and payment status), and, if
If a request for notification is November 1978, even if their payment applicable, information about a
submitted by mail, an individual must is not part of an ongoing award of representative payee, data about
include a notarized statement to SSA to benefits; individuals (non-claimants) on disability entitlement, worker’s
verify his/her identity or must certify in whose earnings records former spouses compensation offset data, estimates and
the request that he/she is the person apply for RSI or DI benefits; persons report of earnings, or student
claimed to be and that he/she who are only enrolled in the Hospital or entitlement information.
understands that the knowing and Supplementary Medical Insurance (SMI) AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
willful request for, or acquisition of, a programs; and claimants whose benefits Sections 202–205, 223, 226, 228,
record pertaining to another individual have been denied or disallowed. 1818, 1836, and 1840 of the Social
under false pretenses is a criminal The system also contains short Security Act (42 U.S.C. 402–405, 423,
offense. These procedures are in references to records for persons 426, 428, 1395i–2, 1395o, and 1395s).
accordance with SSA Regulations (20 entitled to Supplemental Security
CFR 401.40(c)). Income payments, black lung benefits or PURPOSES(S):
railroad retirement board benefits. Data in this system are used by a
RECORD ACCESS PROCEDURES: broad range of Social Security
Same as Notification procedures. CATEGORIES OF IN THE SYSTEM: Administration (SSA) employees for
Also, requesters should reasonably The Master Beneficiary Record (MBR) responding to inquiries, generating
specify the record contents being contains information about each follow-ups on beneficiary reporting
sought. These procedures are in claimant who has applied for RSI or DI events, computer exception processing,
accordance with SSA Regulations (20 benefits, or to be enrolled in the statistical studies, conversion of
CFR 401.40(c)). Hospital or SMI programs; a record of benefits, and generating records for the
the amount of Federal tax withheld on Department of the Treasury to pay the
CONTESTING RECORD PROCEDURES: correct benefit amount.
benefits paid to nonresident aliens; and
Same as Notification procedures. the aggregate amount of benefit ROUTINE USES OF RECORDS MAINTAINED IN THE
Also, requesters should reasonably payments, repayments and reductions SYSTEM, INCLUDING CATEGORIES OF USERS AND
identify the record, specify the with respect to an individual in a THE PURPOSES OF SUCH USES:
information they are contesting and the calendar year. A record is maintained Disclosure may be made for routine
corrective action sought, and the under each individual’s Social Security uses as indicated below. However,
reasons for the correction, with number (SSN). However, if the disclosure of any information defined as
supporting justification showing how individual has filed on another person’s ‘‘return or return information’’ under 26
the record is incomplete, untimely, SSN, only a short ‘‘pointer’’ record is U.S.C. 6103 of the Internal Revenue
inaccurate or irrelevant. These maintained. Personal and general data Code will not be disclosed unless
procedures are in accordance with SSA about the claim is maintained under the authorized by a statute, the Internal
Regulations (20 CFR 401.65(a)). SSN of that claim. Data about the Revenue Service (IRS), or IRS
claimant can be accessed using the regulations.
RECORD SOURCE CATEGORIES:
claimant’s SSN or the SSN on which 1. To applicants or claimants,
Information is furnished by the benefits have been awarded or claimed prospective applicants or claimants
inquirer and generated by SSA in (claim account number (CAN)). (other than the data subject), their
response to inquiries. There are three types of data in each authorized representatives or
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
CAN: representative payees to the extent
OF THE PRIVACY ACT: Account data: This includes the necessary to pursue Social Security
primary insurance amount, insured claims, and to representative payees,
None.
status of the SSN holder (if no monthly when the information pertains to
SYSTEM NUMBER: 60–0090 benefits are payable), data relating to the individuals for whom they serve as
computation (use of military service representative payees, for the purpose of
SYSTEM NAME: credits, railroad retirement credits, or assisting the Social Security
Master Beneficiary Record, Social coverage credits earned under the Social Administration in administering its
Security Administration, Deputy Security system of a foreign country representative payment responsibilities
rmajette on PROD1PC71 with NOTICES3

Commissioner for Systems, Office of when the claim is based on a under the Act and assisting the
Retirement and Survivors Insurance totalization agreement), and, if only representative payees in performing
Systems (ORSIS). survivor’s benefits have been paid, their duties as payees, including
identifying data about the SSN holder receiving and accounting for benefits for
SECURITY CLASSIFICATION: (full name, date of birth, date of death individuals for whom they serve as
None. and verification of date of death). payees.

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2. To third party contacts (e.g., (b) Investigating the alleged theft, 13. To the Department of Education
employers and private pension plan) in forgery, or unlawful negotiation of for determining eligibility of applicants
situations where the party to be Social Security checks; for basic educational opportunity grants.
contacted has, or is expected to have, (c) Determining the Federal tax 14. To the Bureau of the Census when
information relating to the individual’s liability on Social Security benefits it performs as a collecting agent or data
capability to manage his/her affairs or pursuant to 26 U.S.C. 6050F, as processor for research and statistical
his/her eligibility for, or entitlement to, amended by Pub. L. 98–21. The purposes directly relating to this system
benefits under the Social Security information disclosed will consist of the of records.
program when: following: 15. To the Department of the
(a) The individual is unable to (i) The aggregate amount of Social Treasury, Office of Tax Analysis, for
provide information being sought. An Security benefits paid with respect to studying the effects of income taxes and
individual is considered to be unable to any individual during any calendar taxes on earnings.
provide certain types of information year; 16. To the Office of Personnel
when: (ii) The aggregate amount of Social Management for the study of the
(i) He/she is incapable or of Security benefits repaid by such relationship of civil service annuities to
questionable mental capability; individual during such calendar year; minimum Social Security benefits, and
(iii) The aggregate reductions under the effects on the Social Security trust
(ii) He/she cannot read or write;
section 224 of the Social Security Act in fund.
(iii) He/she cannot afford the cost of
benefits which would otherwise have 17. To State Social Security
obtaining the information;
been paid to such individual during the Administrators for administering
(iv) He/she has a hearing impairment, calendar year on account of amounts
and is contacting SSA by telephone agreements pursuant to section 218 of
received under a worker’s compensation the Social Security Act.
through a telecommunications relay act; and
system operator; 18. To the Department of Energy for
(iv) The name and address of such its epidemiological research study of the
(v) A language barrier exists; or individual; long-term effects of low-level radiation
(vi) The custodian of the information (d) Depositing the tax withheld on exposure, as permitted by SSA
will not, as a matter of policy, provide benefits paid to nonresident aliens in Regulations 20 CFR 401.150(c).
it to the individual; or the Treasury (Social Security Trust 19. To contractors under contract to
(b) The data are needed to establish Funds) pursuant to 26 U.S.C. 871, as the Social Security Administration
the validity of evidence or to verify the amended by Pub. L. 98–21. (SSA), or under contract to another
accuracy of information presented by 6. To the United States Postal Service agency with funds provided by SSA, for
the individual, and it concerns one or for investigating the alleged theft or the performance of research and
more of the following: forgery of Social Security checks. statistical activities directly relating to
(i) His/her eligibility for benefits 7. To the Department of Justice for:
this system of records.
under the Social Security program; (a) Investigating and prosecuting
20. To a congressional office in
(ii) The amount of his/her benefit violations of the Act to which criminal
response to an inquiry from that office
payment; or penalties attach;
(b) Representing the Commissioner of made at the request of the subject of a
(iii) Any case in which the evidence record.
is being reviewed as a result of Social Security; and
(c) Investigating issues of fraud by 21. To the Department of Labor for
suspected fraud, concern for program conducting statistical studies of the
integrity, quality appraisal, or Agency officers or employees, or
violation of civil rights. relationship of private pensions and
evaluation and measurement activities. Social Security benefits to prior
3. To third party contacts that may 8. To the Department of State for
administering the Social Security Act in earnings.
have information relevant to the Social 22. To a party named in an order,
Security Administration’s establishment foreign countries through services and
facilities of that agency. process, or interrogatory, in accordance
or verification of information provided with section 459 of the Social Security
9. To the American Institute, a private
by representative payees or payee Act, if a designee of the Agency is
corporation under contract to the
applicants. served with any such order, process, or
Department of State, for administering
4. To a Social Security beneficiary/ the Social Security Act on Taiwan interrogatory with respect to an
claimant when a claim is filed by through facilities and services of that individual’s child support or alimony
another individual on the same record agency. payment obligations.
which is adverse to the beneficiary, but 10. To the Department of Veterans 23. To Federal, State, or local agencies
only information concerning the facts Affairs, Regional Office, Manila, (or agents on their behalf) for
relevant to the interests of each party in Philippines, for administering the Act in administering income maintenance or
a claim; e.g.: the Philippines and other parts of the health maintenance programs (including
(a) An award of benefits to a new Asia-Pacific region through the services programs under the Social Security
claimant precludes an award to a prior and facilities of that agency. Act). Such disclosures include, but are
claimant; or 11. To the Social Security Agency of not limited to, release of information to:
(b) An award of benefits to a new a foreign country, to carry out the (a) Railroad Retirement Board for
claimant will reduce the benefit purpose of an international Social administering provisions of the Railroad
payments to the individual(s) on the Security agreement entered into Retirement Act relating to railroad
roll. between the United States and the other employment; for administering the
5. To the Department of the Treasury country, pursuant to section 233 of the Railroad Unemployment Insurance Act
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for: Social Security Act. and for administering provisions of the


(a) Collecting Social Security taxes or 12. To the Office of the President for Social Security Act relating to railroad
as otherwise pertinent to tax and benefit the purpose of responding to an employment;
payment provisions of the Social individual pursuant to an inquiry (b) Department of Veterans Affairs for
Security Act (including Social Security received from that individual or from a administering 38 U.S.C. 1312, and upon
number verification services); third party on his/her behalf. request, for determining eligibility for,

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1828 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

or amount of, veterans benefits or litigation is likely to affect the the Social Security Act (42 U.S.C.
verifying other information with respect operations of SSA or any of its 1306(d)), provided that:
thereto pursuant to 38 U.S.C. 5106; components, is a party to litigation or (a) The Social Security
(c) State welfare departments for has an interest in such litigation, and Administration (SSA) determines, in
administering sections 205(c)(2)(B)(i)(II) SSA determines that the use of such consultation with the Department of
and 402(a)(25) of the Social Security Act records by DOJ, a court or other Health and Human Services, that the
requiring information about assigned tribunal, or another party before such research may reasonably be expected to
Social Security numbers for Temporary tribunal, is relevant and necessary to the contribute to a national health interest;
Assistance for Needy Families (TANF) litigation, provided, however, that in and
program purposes and for determining a each case, SSA determines that such (b) The requester agrees to reimburse
recipient’s eligibility under the TANF disclosure is compatible with the SSA for the costs of providing the
program; and purpose for which the records were information; and
(d) State agencies for administering collected. (c) The requester agrees to comply
the Medicaid program. 30. To the Rehabilitation Services with any safeguards and limitations
24. To the Department of Justice, Administration (RSA) for use in its specified by SSA regarding re-release or
Criminal Division, Office of Special program studies of, and development of re-disclosure of the information.
Investigations, upon receipt of a request enhancements for, State vocational 36. To a Federal, State, or
for information pertaining to the rehabilitation programs. These are congressional support agency (e.g.,
identity and location of aliens for the programs to which applicants or Congressional Budget Office and the
purpose of detecting, investigating and, beneficiaries under Titles II and or XVI Congressional Research Staff in the
where appropriate, taking legal action of the Social Security Act may be Library of Congress) for research,
against suspected Nazi war criminals in referred. Data released to RSA will not evaluation, or statistical studies. Such
the United States. include any personally identifying disclosures include, but are not limited
25. To third party contacts such as information (such as names or Social to, release of information in assessing
private collection agencies and credit Security numbers). the extent to which one can predict
reporting agencies under contract with 31. To the Department of Education eligibility for Supplemental Security
the Social Security Administration addresses of beneficiaries who are Income (SSI) payments or Social
(SSA) and State motor vehicle agencies obligated on loans held by the Secretary Security disability insurance benefits;
for the purpose of their assisting SSA in of Education or a loan made in examining the distribution of Social
recovering overpayments. accordance with 20 U.S.C. 1071, et seq. Security benefits by economic and
26. To contractors and other Federal (the Robert T. Stafford Federal Student demographic groups and how these
agencies, as necessary, for the purpose Loan Program) as authorized by section differences might be affected by possible
of assisting the Social Security 489A of the Higher Education Act of changes in policy; analyzing the
Administration (SSA) in the efficient 1965. interaction of economic and non-
administration of its programs. We will 32. To student volunteers, individuals economic variables affecting entry and
disclose information under the routine working under a personal services exit events and duration in the Title II
use only in situations in which SSA contract, and other workers who Old Age, Survivors, and Disability
may enter into a contractual or similar technically do not have the status of Insurance and the Title XVI SSI
agreement with a third party to assist in Federal employees, when they are disability programs; and, analyzing
accomplishing an agency function performing work for the Social Security retirement decisions focusing on the
relating to this system of records. Administration (SSA), as authorized by role of Social Security benefit amounts,
27. To the General Services law, and they need access to personally automatic benefit recomputation, the
Administration and the National identifiable information in SSA records delayed retirement credit, and the
Archives Records Administration in order to perform their assigned retirement test, if the Social Security
(NARA) under 44 U.S.C. 2904 and 2906, Agency functions. Administration (SSA):
as amended by the NARA Act of 1984, 33. To Federal, State, and local law (a) Determines that the routine use
information which is not restricted from enforcement agencies and private does not violate legal limitations under
disclosure by Federal law for the use of security contractors, as appropriate, which the record was provided,
those agencies in conducting records information necessary: collected, or obtained;
management studies. (a) To enable them to protect the (b) Determines that the purpose for
28. To the Federal Reserve Bank of safety of Social Security Administration which the proposed use is to be made:
New York for the purpose of making (SSA) employees and customers, the (i) Cannot reasonably be
direct deposit/electronic funds transfer security of the SSA workplace and the accomplished unless the record is
of Social Security benefits to foreign- operation of SSA facilities; or provided in a form that identifies
resident beneficiaries. (b) To assist investigations or individuals;
29. To the Department of Justice prosecutions with respect to activities (ii) Is of sufficient importance to
(DOJ), a court or other tribunal, or that affect such safety and security or warrant the effect on, or risk to, the
another party before such tribunal activities that disrupts the operation of privacy of the individual which such
when: SSA facilities. limited additional exposure of the
(a) Social Security Administration 34. To recipients of erroneous Death record might bring;
(SSA), or any component thereof, or Master File (DMF) information, (iii) Has reasonable probability that
(b) Any SSA employee in his/her corrections to information that resulted the objective of the use would be
official capacity; or in erroneous inclusion of individuals in accomplished;
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(c) Any SSA employee in his/her the DMF. (iv) Is of importance to the Social
individual capacity where DOJ (or SSA 35. To entities conducting Security program or the Social Security
where it is authorized to do so) has epidemiological or similar research beneficiaries or is for an
agreed to represent the employee; or projects, upon request, information as to epidemiological research project that
(d) The United States or any agency whether an individual is alive or relates to the Social Security program or
thereof where SSA determines that the deceased pursuant to section 1106(d) of beneficiaries;

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(c) Requires the recipient of delinquent Federal Government debts shredding or the application of heat
information to: by making these part of their credit after periodic replacement of a complete
(i) Establish appropriate records. file.
administrative, technical, and physical Disclosure of records is limited to the Paper records are usually destroyed
safeguards to prevent unauthorized use individual’s name, address, SSN, and after use, by shredding, except where
or disclosure of the record and agree to other information necessary to establish needed for documentation of the claims
on-site inspection by SSA’s personnel, the individual’s identity; the amount, folder. (See the notice for the Claims
its agents, or by independent agents of status, and history of the claim and the Folders System, 60–0089 for retention
the recipient agency of those safeguards; agency or program under which the periods and method of disposal for
(ii) Remove or destroy the information claim arose. The disclosure will be these records).
that enables the individual to be made only after the procedural
SYSTEM MANAGER(S) AND ADDRESS(ES):
identified at the earliest time at which requirements of 31 U.S.C. 3711(e) has
removal or destruction can be been followed. Associate Commissioner, Office of
accomplished consistent with the Retirement and Survivors Insurance
purpose of the project, unless the POLICIES AND PRACTICES FOR STORING, Systems, Social Security
RETRIEVING, ACCESSING, RETAINING AND Administration, 6401 Security
recipient receives written authorization
DISPOSING OF RECORDS IN THE SYSTEM: Boulevard, Baltimore, MD 21235.
from SSA that it is justified, based on
research objectives, for retaining such STORAGE:
NOTIFICATION PROCEDURES:
information; Records are stored in magnetic media An individual can determine if this
(iii) Make no further use of the (e.g., magnetic tape and magnetic disk) system contains a record about him/her
records except: and in microform and paper form. by writing to the system manager(s) at
(1) Under emergency circumstances
RETRIEVABILITY: the above address and providing his/her
affecting the health and safety of any
Records in this system are indexed name, SSN or other information that
individual, following written
and retrieved by SSN. may be in the system of records that will
authorization from SSA;
(2) For disclosure to an identified identify him/her. An individual
person approved by SSA for the purpose
SAFEGUARDS: requesting notification of records in
of auditing the research project; Safeguards for automated records person should provide the same
(iv) Keep the data as a system of have been established in accordance information, as well as provide an
statistical records. A statistical record is with the Systems Security Handbook. identity document, preferably with a
one which is maintained only for All magnetic tapes and disks are within photograph, such as a driver’s license or
statistical and research purposes and an enclosure attended by security some other means of identification. If an
which is not used to make any guards. Anyone entering or leaving this individual does not have any
determination about an individual; enclosure must have special badges identification documents sufficient to
(d) Secures a written statement by the which are issued only to authorized establish his/her identity, the individual
recipient of the information attesting to personnel. All microform and paper must certify in writing that he/she is the
the recipient’s understanding of, and files are accessible only by authorized person claimed to be and that he/she
willingness to abide by, these personnel and are locked after working understands that the knowing and
provisions. hours. willful request for, or acquisition of, a
37. To the Secretary of Health and For computerized records, record pertaining to another individual
Human Services or to any State, the electronically transmitted between under false pretenses is a criminal
Commissioner shall disclose any record SSA’s central office and field office offense.
or information requested in writing by locations (including organizations If notification is requested by
the Secretary for the purpose of administering SSA programs under telephone, an individual must verify
administering any program contractual agreements), safeguards his/her identity by providing identifying
administered by the Secretary, if records include a lock/unlock password system, information that parallels information in
or information of such type were so exclusive use of leased telephone lines, the record to which notification is being
disclosed under applicable rules, a terminal oriented transaction matrix, requested. If it is determined that the
regulations and procedures in effect and an audit trail. Access http:// identifying information provided by
before the date of enactment of the www.socialsecurity.gov/foia/bluebook/ telephone is insufficient, the individual
Social Security Independence and app_g.htm for additional information will be required to submit a request in
Program Improvements Act of 1994. relating to SSA data security measures. writing or in person. If an individual is
requesting information by telephone on
DISCLOSURE TO CONSUMER REPORTING RETENTION AND DISPOSAL: behalf of another individual, the subject
AGENCIES: Primary data storage is on magnetic individual must be connected with SSA
Disclosure pursuant to 5 U.S.C. disk. A new version of the disk file is and the requesting individual in the
552a(b)(12) may be made to consumer generated each month based on changes same phone call. SSA will establish the
reporting agencies as defined in the Fair to the beneficiary’s record (adjustment subject individual’s identity (his/her
Credit Reporting Act (15 U.S.C. in benefit amount, termination, or new name, SSN, address, date of birth and
1681a(f)) or the Federal Claims entitlements). The prior version is place of birth, along with one other
Collection Act of 1966 as amended (31 written to tape and retained for 90 days piece of information, such as mother’s
U.S.C. 3701, et seq.) or the Social in SSA’s main data processing facility maiden name) and ask for his/her
Security Domestic Employment Reform and is then sent to a secured storage consent in providing information to the
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Act of 1994, Public Law 103–387, 42 facility for indefinite retention. requesting individual.
U.S.C. 404(f). The purpose of this Selected records also are retained on If a request for notification is
disclosure is to aid in the collection of magnetic disk for on-line query submitted by mail, an individual must
outstanding debts owed to the Federal purposes. The query files are updated include a notarized statement to SSA to
Government, typically, to provide an monthly and retained indefinitely. verify his/her identity or must certify in
incentive for debtors to repay Microform records are disposed of by the request that he/she is the person

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1830 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

claimed to be and that he/she bluebook/app_c.htm for address (including overpayment amounts); and
understands that the knowing and information) and field offices other information provided by the
willful request for, or acquisition of, a (individuals should consult their local applicant relative to his or her
record pertaining to another individual telephone directories for address entitlement for SVB.
under false pretenses is a criminal information). If the beneficiary has a representative
offense. These procedures are in payee, this system of records includes
CATEGORIES OF INDIVIDUALS COVERED BY THE
accordance with SSA Regulations (20 SYSTEM:
data about the representative payee such
CFR 401.40(c)). as the payee’s SSN; employer
This file contains a record for each identification number, if applicable; and
RECORD ACCESS PROCEDURES: individual who has applied for mailing address.
Same as Notification procedures. Supplemental Security Income (SSI)
Also, requesters should reasonably payments, including individuals who AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
specify the record contents they are have requested an advance payment; Sections 1602, 1611, 1612, 1613,
seeking. These procedures are in SSI recipients who have been overpaid; 1614, 1615, 1616, 1631, 1633, 1634 of
accordance with SSA Regulations (20 and ineligible persons associated with Title XVI and Title VIII of the Social
CFR 401.40(c)). an SSI recipient. This file also covers Security Act (42 U.S.C. 1382, 1382a,
those individuals who have applied for 1382b, 1382c, 1382d, 1382e, 1383,
CONTESTING RECORD PROCEDURES:
and who are entitled to the Special 1383b, 1383c.
Same as Notification procedures. Veterans Benefits (SVB) under Title VIII
Requesters should also reasonably of the Social Security Act. (This file PURPOSE(S):
identify the record, specify the does not cover applicants who do not SSI records begin in Social Security
information they are contesting and the have a Social Security number (SSN).) field offices where an individual or
corrective action sought, and the couple files an application for SSI
reasons for the correction, with CATEGORIES OF IN THE SYSTEM:
payments. SVB records begin in Social
supporting justification showing how This file contains data regarding SSI Security field offices and the Veterans
the record is untimely, incomplete, eligibility; citizenship; residence; Affairs Regional Office where an
inaccurate or irrelevant. These Medicaid eligibility; eligibility for other individual files an application for SVB
procedures are in accordance with SSA benefits; alcoholism or drug addiction payments. The SSI and SVB
Regulations (20 CFR 401.65(a)). data, if applicable (disclosure of this applications contain data which may be
information may be restricted by 21 used to prove the identity of the
RECORD SOURCE CATEGORIES:
U.S.C. 1175 and 42 U.S.C. 290dd–3 and applicant, to determine his/her
Data for the MBR come primarily from ee–3); income data; resources; payment
the Claims Folders System, 60–0089 eligibility for SSI or SVB payments and,
amounts, including the date and amount in cases where eligibility is determined,
and/or are furnished by the claimant/ of advance payments; overpayment
beneficiary at the time of filing for to compute the amount of the payment.
amounts, including identifying Information from the application, in
benefits, via the application form and characteristics of each overpayment
necessary proofs, and during the period addition to data used internally to
(e.g., name, SSN, address of the control and process SSI and SVB cases,
of entitlement when notices of events individual(s) involved, recovery efforts
such as changes of address, work, is used to create the Supplemental
made and the date of each action and Security Income Record (SSR). The SSR
marriage, are given to SSA by the planned future actions); and date and
beneficiary; and from States regarding also is used as a means of providing a
amount of advance payments; living historical record of all activity on a
Hospital Insurance third party premium arrangements; case folder location data;
payment/buy-in cases. particular individual’s or couple’s
appellate decisions, if applicable; SSN record.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS used to identify a particular individual, In addition, statistical data are
OF THE PRIVACY ACT: if applicable; information about derived from the SSR for actuarial and
None. representative payees, if applicable; and management information purposes.
a history of changes to any of the
SYSTEM NUMBER: 60–0103 persons who have applied for SSI ROUTINE USES OF RECORDS MAINTAINED IN THE
payments. For eligible individuals, the SYSTEM, INCLUDING CATEGORIES OF USERS AND
SYSTEM NAME: THE PURPOSES OF SUCH USES:
file contains basic identifying
Supplemental Security Income information such as the applicant’s Disclosure may be made for routine
Record and Special Veterans Benefits, name, Social Security number (SSN), uses as indicated below. However,
Social Security Administration, Office and date of birth (DOB), income and disclosure of any information defined as
of Systems, Office of Disability and resources (if any) and, in conversion ‘‘returns or return information’’ under
Supplemental Security Income Systems cases, the State welfare number. 26 U.S.C. 6103 of the Internal Revenue
(ODSSIS). This file also contains information Code will not be disclosed unless
SECURITY CLASSIFICATION: about applicants for SVB. The authorized by a statute, the Internal
None. information maintained in this system Revenue Service (IRS), or IRS
of records is collected from the regulations.
SYSTEM LOCATION: applicants for Title VIII SVB, and other 1. To the Department of the Treasury
Social Security Administration, Office systems of records maintained by SSA. to prepare SSI, Energy Assistance, and
of Telecommunications and Systems The information maintained includes a SVB checks to be sent to claimants or
Operations, 6401 Security Boulevard, data element indicating this is a Title beneficiaries.
rmajette on PROD1PC71 with NOTICES3

Baltimore, MD 21235. VIII SVB claim. It will also include: 2. To the States to establish the
Records also may be located in the identifying information such as the minimum income level for computation
Social Security Administration (SSA) applicant’s name, SSN and DOB; of State supplements.
regional offices (contact the system telephone number (if any); foreign and 3. To the following Federal and State
manager at the address below or access domestic addresses; the applicant’s sex; agencies to prepare information for
http://www.socialsecurity.gov/foia/ income data, payment amounts verification of benefit eligibility under

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1831

section 1631(e) of the Social Security pursuant to section 1631(g) of the Social 20. To the Internal Revenue Service,
Act: Bureau of Indian Affairs; Office of Security Act. Department of the Treasury, as
Personnel Management; Department of 14. To State agencies to enable them necessary, for the purpose of auditing
Agriculture; Department of Labor; U.S. to locate potentially eligible individuals the Social Security Administration’s
Citizenship and Immigration Services; and to make eligibility determinations compliance with the safeguard
Internal Revenue Service; Railroad for extensions of social services under provisions of the Internal Revenue Code
Retirement Board; State Pension Funds; the provisions of Title XX of the Social of 1986, as amended.
State Welfare Offices; State Worker’s Security Act. 21. To the Office of the President for
Compensation; Department of Defense; 15. To State agencies to assist them in the purpose of responding to an
United States Coast Guard; and determining initial and continuing individual pursuant to an inquiry
Department of Veterans Affairs. eligibility in their income maintenance received from that individual or a third
4. To a congressional office in programs and for investigation and party on his/her behalf.
response to an inquiry from that office prosecution of conduct subject to 22. To the Department of Justice,
made at the request of the subject of a criminal sanctions under these Criminal Division, Office of Special
record. programs. Investigations, upon receipt of a request
5. To the appropriate State agencies 16. To the United States Postal for information pertaining to the
(or other agencies providing services to Service for investigating the alleged identity and location of aliens for the
disabled children) to identify Title XVI theft, forgery or unlawful negotiation of purpose of detecting, investigating and,
eligibles under the age of 16 for the Supplemental Security Income and where necessary, taking legal action
consideration of rehabilitation services Special Veterans Benefit checks. against suspected Nazi war criminals in
in accordance with section 1615 of the 17. To the Department of the Treasury the United States.
Act, 42 U.S.C. 1382d. for investigating the alleged theft, 23. To third party contacts such as
6. To contractors under contract to the forgery or unlawful negotiation of private collection agencies and credit
Social Security Administration (SSA), Supplemental Security Income and reporting agencies under contract with
or under contract to another agency Special Veterans Benefit checks. the Social Security Administration
with funds provided by SSA, for the 18. To the Department of Education (SSA) and State motor vehicle agencies
performance of research and statistical for determining the eligibility of for the purpose of their assisting SSA in
activities directly relating to this system applicants for Basic Educational recovering overpayments.
of records. Opportunity Grants. 24. To contractors and other Federal
7. To State audit agencies for auditing 19. To Federal, State or local agencies agencies, as necessary, for the purpose
State supplementation payments and (or agents on their behalf) for of assisting the Social Security
Medicaid eligibility consideration. administering cash or non-cash income Administration (SSA) in the efficient
8. To State agencies to effect and administration of its programs. We will
maintenance or health maintenance
report the fact of Medicaid eligibility of disclose information under this routine
programs (including programs under the
Title XVI recipients in the jurisdiction use only in situations in which SSA
Social Security Act). Such disclosures
of those States which have elected may enter a contractual or similar
include, but are not limited to, release
Federal determinations of Medicaid agreement with a third party to assist in
of information to:
eligibility of Title XVI eligibles and to accomplishing an Agency function
(a) The Department of Veterans
assist the States in administering the relating to this system of records.
Affairs (DVA) upon request for
Medicaid program. 25. To the General Services
9. To State agencies to identify Title determining eligibility for, or amount of,
Administration and the National
XVI eligibles in the jurisdiction of those DVA benefits or verifying other
Archives Records Administration
States which have not elected Federal information with respect thereto in
(NARA) under 44 U.S.C. 2904 and 2906,
determinations of Medicaid eligibility in accordance with 38 U.S.C. 5106;
as amended by the NARA Act of 1984,
order to assist those States in (b) The Railroad Retirement Board for information which is not restricted from
establishing and maintaining Medicaid administering the Railroad disclosure by Federal law for the use of
rolls and in administering the Medicaid Unemployment Insurance Act; those agencies in conducting records
program. (c) State agencies to determine management studies.
10. To State agencies to enable those eligibility for Medicaid; 26. To the Department of Justice
agencies which have elected Federal (d) State agencies to locate potentially (DOJ), a court or other tribunal, or
administration of their supplementation eligible individuals and to make another party before such tribunal
programs to monitor changes in determinations of eligibility for the food when:
applicant/recipient income, special stamp program; (a) Social Security Administration
needs, and circumstances. (e) State agencies to administer energy (SSA), or any component thereof, or
11. To State agencies to enable those assistance to low income groups under (b) Any SSA employee in his/her
agencies which have elected to programs for which the States are official capacity; or
administer their own supplementation responsible; and (c) Any SSA employee in his/her
programs to identify SSI eligibles in (f) Department of State (DOS) and its individual capacity where DOJ (or SSA
order to determine the amount of their agents to assist SSA in administering where it is authorized to do so) has
monthly supplementary payments. the Social Security Act in foreign agreed to represent the employee; or
12. To State agencies to enable them countries; the American Institute on (d) The United States or any agency
to assist in the effective and efficient Taiwan, a private corporation under thereof where SSA determines that the
administration of the Supplemental contract to DOS, to assist in litigation is likely to affect the
rmajette on PROD1PC71 with NOTICES3

Security Income program. administering the Social Security Act in operations of SSA or any of its
13. To State agencies to enable those Taiwan; and the DVA, Regional Office, components, is a party to litigation or
which have an agreement with the Manila, Philippines, and its agents, to has an interest in such litigation, and
Social Security Administration to carry assist in administering the Social SSA determines that the use of such
out their functions with respect to Security Act in the Philippine and other records by DOJ, a court or other
Interim Assistance Reimbursement parts of the Asia-Pacific region. tribunal, or another party before such

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1832 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

tribunal, is relevant and necessary to the information (such as names or Social eligibility for Supplemental Security
litigation, provided, however, that in Security numbers). Income (SSI) payments or Social
each case, SSA determines that such 30. To the Department of Education, Security disability insurance benefits;
disclosure is compatible with the addresses of beneficiaries who are examining the distribution of Social
purpose for which the records were obligated on loans held by the Secretary Security benefits by economic and
collected. of Education or a loan made in demographic groups and how these
27. To representative payees, when accordance with 20 U.S.C. 1071, et. seq. differences might be affected by possible
the information pertains to individuals (the Robert T. Stafford Student Loan changes in policy; analyzing the
for whom they serve as representative Program), as authorized by section 489A interaction of economic and non-
payees, for the purpose of assisting the of the Higher Education Act of 1965. economic variables affecting entry and
Social Security Administration in 31. To student volunteers, individuals exit events and duration in the Title II
administering its representative working under a personal services Old Age, Survivors, and Disability
payment responsibilities under the Act contract, and other workers who Insurance and the Title XVI SSI
and assisting the representative payees technically do not have the status of disability programs; and analyzing
in performing their duties as payees, Federal employees, when they are retirement decisions focusing on the
including receiving and accounting for performing work for the Social Security role of Social Security benefit amounts,
benefits for individuals for whom they Administration (SSA), as authorized by automatic benefit recomputation, the
serve as payees. law, and they need access to personally delayed retirement credit, and the
28. To third party contacts (e.g., identifiable information in SSA records retirement test, if the Social Security
employers and private pension plans) in in order to perform their assigned Administration (SSA):
situations where the party to be Agency functions. (a) Determines that the routine use
contacted has, or is expected to have, 32. To Federal, State, and local law does not violate legal limitations under
information relating to the individual’s enforcement agencies and private which the record was provided,
capability to manage his/her affairs or security contractors, as appropriate, if collected, or obtained;
his/her eligibility for, or entitlement to, information is necessary: (b) Determines that the purpose for
benefits under the Social Security (a) To enable them to protect the which the proposed use is to be made:
program when: safety of Social Security Administration (i) Cannot reasonably be
(a) The individual is unable to (SSA) employees and customers, the accomplished unless the record is
provide information being sought. An security of the SSA workplace and the provided in a form that identifies
individual is considered to be unable to operation of SSA facilities; or individuals;
provide certain types of information (b) To assist investigations or (ii) Is of sufficient importance to
when: prosecutions with respect to activities warrant the effect on, or risk to, the
(i) He/she is incapable or of that affect such safety and security or privacy of the individual which such
questionable mental capability; activities that disrupt the operation of limited additional exposure of the
(ii) He/she cannot read or write; SSA facilities. record might bring;
(iii) He/she cannot afford the cost of 33. To recipient of erroneous Death (iii) Has reasonable probability that
obtaining the information; Master File (DMF), corrections to the objective of the use would be
(iv) He/she has a hearing impairment, information that resulted in erroneous accomplished;
and is contacting SSA by telephone inclusion of individuals DMF. (iv) Is of importance to the Social
through a telecommunications relay 34. To entities conducting Security program or the Social Security
system operator; epidemiological or similar research beneficiaries or is for an
(v) A language barrier exists; or projects, upon request, information as to epidemiological research project that
(vi) The custodian of the information whether an individual is alive or relates to the Social Security program or
will not, as a matter of policy, provide deceased pursuant to section 1106(d) of beneficiaries;
it to the individual; or the Social Security Act (42 U.S.C. (c) Requires the recipient of
(b) The data are needed to establish 1306(d)), provided that: information to:
the validity of evidence or to verify the (a) The Social Security (i) Establish appropriate
accuracy of information presented by Administration (SSA) determines, in administrative, technical, and physical
the individual, and it concerns one or consultation with the Department of safeguards to prevent unauthorized use
more of the following: Health and Human Services, that the or disclosure of the record and agree to
(i) His/her eligibility for benefits research may reasonably be expected to on-site inspection by SSA’s personnel,
under the Social Security program; contribute to a national health interest; its agents, or by independent agents of
(ii) The amount of his/her benefit and the recipient agency of those safeguards;
payment; or (b) The requester agrees to reimburse (ii) Remove or destroy the information
(iii) Any case in which the evidence SSA for the costs of providing the that enables the individual to be
is being reviewed as a result of information; and identified at the earliest time at which
suspected fraud, concern for program (c) The requester agrees to comply removal or destruction can be
integrity, quality appraisal, or with any safeguards and limitations accomplished consistent with the
evaluation and measurement activities. specified by SSA regarding re-release or purpose of the project, unless the
29. To the Rehabilitation Services re-disclosure of the information. recipient receives written authorization
Administration (RSA) for use in its 35. To a Federal, State, or from SSA that it is justified, based on
program studies of, and development of congressional support agency (e.g., research objectives, for retaining such
enhancements for, State vocational Congressional Budget Office and the information;
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rehabilitation programs. These are Congressional Research Staff in the (iii) Make no further use of the
programs to which applicants or Library of Congress) for research, records except:
beneficiaries under Titles II and or XVI evaluation, or statistical studies. Such (1) Under emergency circumstances
of the Social Security Act may be disclosures include, but are not limited affecting the health and safety of any
referred. Data released to RSA will not to, release of information in assessing individual, following written
include any personally identifying the extent to which one can predict authorization from SSA;

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1833

(2) For disclosure to an identified SAFEGUARDS: An individual requesting notification


person approved by SSA for the purpose Systems security for automated of records in person should provide the
of auditing the research project; records has been established in same information, as well as provide an
(iv) Keep the data as a system of accordance with the Systems Security identity document, preferably with a
statistical records. A statistical record is Handbook. This includes maintaining photograph, such as a driver’s license or
one which is maintained only for all magnetic tapes and magnetic disks some other means of identification. If an
statistical and research purposes and within an enclosure attended by individual does not have any
which is not used to make any security guards. Anyone entering or identification documents sufficient to
determination about an individual; leaving that enclosure must have special establish his/her identity, the individual
(d) Secures a written statement by the badges which are only issued to must certify in writing that he/she is the
recipient of the information attesting to authorized personnel. All authorized person claimed to be and that he/she
the recipient’s understanding of, and personnel having access to the magnetic understands that the knowing and
willingness to abide by, these records are subject to the penalties of willful request for, or acquisition of, a
provisions. the Privacy Act. The microfiche are record pertaining to another individual
36. To the Secretary of Health and stored in locked cabinets, and are under false pretenses is a criminal
Human Services or to any State, the accessible to employees only on a need- offense.
Commissioner shall disclose any record to-know basis. All SSR State Data If notification is requested by
Exchange records are protected in telephone, an individual must verify
or information requested in writing by
accordance with agreements between his/her identity by providing identifying
the Secretary for the purpose of
information that parallels information in
administering any program SSA and the respective States regarding
the record to which notification is being
administered by the Secretary, if records confidentiality, use, and re-disclosure.
requested. If it is determined that the
or information of such type were so Access http://www.socialsecurity.gov/
identifying information provided by
disclosed under applicable rules, foia/bluebook/app_g.htm for additional
telephone is insufficient, the individual
regulations and procedures in effect information relating to SSA data
will be required to submit a request in
before the date of enactment of the security measures.
writing or in person. If an individual is
Social Security Independence and
RETENTION AND DISPOSAL: requesting information by telephone on
Program Improvements Act of 1994.
behalf of another individual, the subject
Original input transaction tapes individual must be connected with SSA
DISCLOSURE TO CONSUMER REPORTING received which contain initial claims
AGENCIES: and the requesting individual in the
and posteligibility actions are retained same phone call. SSA will establish the
Disclosure pursuant to 5 U.S.C. indefinitely although these are
552a(b)(12) may be made to consumer subject individual’s identity (his/her
processed as received and incorporated name, SSN, address, date of birth and
reporting agencies as defined in the Fair into processing tapes which are updated
Credit Reporting Act (15 U.S.C. place of birth, along with one other
to the master SSR tape file on a monthly piece of information, such as mother’s
1681a(f)) or the Federal Claims basis. All magnetic tapes appropriate to
Collection Act of 1966 (31 U.S.C. 3701, maiden name) and ask for his/her
SSI information furnished to specified consent in providing information to the
et seq.), as amended. The disclosure will Federal, State, and local agencies for
be made in accordance with 31 U.S.C. requesting individual.
verification of eligibility for benefits and If a request for notification is
3711(e) when authorized by sections under section 1631(e) are retained, in submitted by mail, an individual must
204(f), 808(e) or 1631(b)(4) of the Social accordance with the Privacy Act include a notarized statement to SSA to
Security Act (42 U.S.C. 404(f), 1008(e) accounting requirements, for at least 5 verify his/her identity or must certify in
or 1383(b)(4)). The purpose of this years or the life of the record, whichever the request that he/she is the person
disclosure is to aid in the collection of is longer. claimed to be and that he/she
outstanding debts owed the Federal
SYSTEM MANAGER(S) AND ADDRESS(ES):
understands that the knowing and
Government, typically, to provide an
willful request for, or acquisition of, a
incentive for debtors to repay Associate Commissioner, Office of record pertaining to another individual
delinquent Federal Government debts Disability and Supplemental Security under false pretenses is a criminal
by making these debts part of their Income Systems (ODSSIS), Social offense. These procedures are in
credit records. The information to be Security Administration, 6401 Security accordance with SSA Regulations (20
disclosed is limited to the individual’s Boulevard, Baltimore, Maryland 21235. CFR 401.40(c)).
name, address, SSN, and other
information necessary to establish the NOTIFICATION PROCEDURES: RECORD ACCESS PROCEDURES:
individual’s identity; the amount, An individual can determine if this Same as Notification procedures.
status, and history of the debt and the system contains a record about him/her Requesters should also reasonably
agency or program under which the debt by writing to or visiting any Social specify the record contents being
arose. Security field office (FO) and providing sought. An individual who requests
his or her name and SSN. (FO addresses notification of, or access to, a medical
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
and telephone numbers can be found in record shall, at the time he or she makes
DISPOSING OF RECORDS IN THE SYSTEM: local telephone directories under Social the request, designate in writing a
Security Administration, or by accessing responsible representative who will be
STORAGE: www.ssa.gov/regions/regional.html.) willing to review the record and inform
Records are maintained in magnetic Applicants for SVB who reside in the the subject individual of its contents at
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media (e.g., magnetic tape) and in Philippines should contact Department the representative’s discretion. A parent
microform and microfiche form. of Veterans Affairs (DVA), Regional or guardian who requests notification of,
Office, Manila, Philippines. (Furnishing or access to, a minor’s medical record
RETRIEVABILITY: the SSN is voluntary, but it will make shall, at the time he or she makes the
Records are indexed and retrieved by searching for an individual’s record request, designate a physician or other
SSN. easier and prevent delay.) health professional (other than a family

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1834 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

member) who will be willing to review PURPOSE(S): POLICIES AND PRACTICES FOR STORING,
the record and inform the parent or RETRIEVING, ACCESSING, RETAINING AND
Data in this system are used to DISPOSING OF RECORDS IN THE SYSTEM:
guardian of its contents at the
determine amounts to be transferred
physician’s or health professional’s STORAGE:
between the Old-Age, Survivors and
discretion. These procedures are in Data are stored on magnetic tape and/
Disability Insurance Trust Funds and
accordance with SSA Regulations (20 or disc.
CFR 401.40(c) and 401.55). the general fund of the Treasury, as
required by section 217(g) of the Social RETRIEVABILITY:
CONTESTING RECORD PROCEDURES: Security Act. Data in the system are retrieved by the
Same as Notification procedures. CAN (SSN plus alphabetic symbol).
ROUTINE USES OF RECORDS MAINTAINED IN THE
Requesters should also reasonably
SYSTEM, INCLUDING CATEGORIES OF USERS AND SAFEGUARDS:
identify the record, specify the
THE PURPOSES OF SUCH USES: System security has been established
information they are contesting and the
corrective action sought, and the Disclosure may be made for routine in accordance with the Systems Security
reasons for the correction, with uses as indicated below: Handbook. This includes retaining all
supporting justification showing how magnetic tape files in secure storage
1. To a congressional office in areas accessible only to authorized
the record is incomplete, untimely,
response to an inquiry from that office persons who have a need for the files to
inaccurate or irrelevant. These
made at the request of the subject of a perform their assigned duties and
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)). record. informing all employees having access
2. To the General Services to records of the criminal sanctions for
RECORD SOURCE CATEGORIES: Administration and the National unauthorized disclosure of information
Data contained in the SSR are Archives Records Administration about individuals. Access http://
obtained for the most part from the (NARA) under 44 U.S.C. 2904 and 2906, www.socialsecurity.gov/foia/bluebook/
applicant for SSI and SVB payments as amended by the NARA Act of 1984, app_g.htm for additional information
and are derived from the Claims Folders information which is not restricted from relating to SSA data security measures.
System, 60–0089 and the Modernized disclosure by Federal law for the use of RETENTION AND DISPOSAL:
Supplemental Security Income Claims those agencies in conducting records
System. The States and other Federal This system is updated annually. The
management studies. records are retained indefinitely.
agencies such as the DVA also provide
3. To student volunteers, individuals
data affecting the SSR. SYSTEM MANAGER(S) AND ADDRESS(ES):
working under a personal services
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS contract, and other workers who Deputy Chief Actuary, Short-Range
OF THE PRIVACY ACT: technically do not have the status of Estimates, Office of the Actuary, Social
None. Federal employees, when they are Security Administration, 6401 Security
performing work for the Social Security Boulevard, Baltimore, Maryland 21235
SYSTEM NUMBER: 60–0118 Administration (SSA), as authorized by NOTIFICATION PROCEDURES:
SYSTEM NAME:
law, and they need access to personally An individual can determine if this
identifiable information in SSA records system contains a record about him/her
Non-Contributory Military Service in order to perform their assigned
Reimbursement System, Social Security by writing to the system manager(s) at
Agency functions. the above address and providing his/her
Administration, Office of the Actuary.
4. To the Secretary of Health and name, SSN or other information that
SECURITY CLASSIFICATION: Human Services or to any State, the may be in the system of records that will
None. Commissioner shall disclose any record identify him/her. An individual
or information requested in writing by requesting notification of records in
SYSTEM LOCATION: the Secretary for the purpose of person should provide the same
Social Security Administration, Office administering any program information, as well as provide an
of Systems, 6401 Security Boulevard, administered by the Secretary, if records identity document, preferably with a
Baltimore, MD 21235. or information of such type were so photograph, such as a driver’s license or
disclosed under applicable rules, some other means of identification. If an
CATEGORIES OF INDIVIDUALS COVERED BY THE
regulations and procedures in effect individual does not have any
SYSTEM: identification documents sufficient to
before the date of enactment of the
A sample of beneficiaries who have Social Security Independence and establish his/her identity, the individual
noncontributory military service wage Program Improvements Act of 1994. must certify in writing that he/she is the
credits. person claimed to be and that he/she
5. To the Office of the Actuary, understands that the knowing and
CATEGORIES OF RECORDS IN THE SYSTEM: Centers for Medicare and Medicaid willful request for, or acquisition of, a
Information in this system consists of Services (CMS), a list of Claim Account record pertaining to another individual
the beneficiary’s name and claim Numbers (CAN) for which it has been under false pretenses is a criminal
account number (CAN) (Social Security determined that the corresponding offense.
number (SSN) plus alphabetic symbol), workers would have been uninsured in If notification is requested by
information concerning covered the absence of military service wage telephone, an individual must verify
credits. CMS, using CMS data pertaining
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earnings, benefits and payment status. his/her identity by providing identifying


to these CANs, determines the amount information that parallels information in
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: to be transferred between the Hospital the record to which notification is being
Sections 217, 229, and 231 of the Insurance Trust Fund and the general requested. If it is determined that the
Social Security Act (42 U.S.C. 417, 429 fund of the Treasury under section identifying information provided by
and 431). 217(g) of the Social Security Act. telephone is insufficient, the individual

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will be required to submit a request in SECURITY CLASSIFICATION: statistical activities directly related to
writing or in person. If an individual is None. this system of records.
requesting information by telephone on 3. To the General Services
SYSTEM LOCATION: Administration and the National
behalf of another individual, the subject
individual must be connected with SSA Social Security Administration, Office Archives Records Administration
and the requesting individual in the of Research, Evaluation and Statistics, (NARA) under 44 U.S.C. 2904 and 2906,
same phone call. SSA will establish the 6401 Security Boulevard, Baltimore, MD as amended by the NARA Act of 1984,
subject individual’s identity (his/her 21235. information which is not restricted from
name, SSN, address, date of birth and disclosure by Federal law for the use of
CONTRACTOR SITES:
place of birth, along with one other those agencies in conducting records
piece of information, such as mother’s Addresses may be obtained by writing management studies.
maiden name) and ask for his/her to the system manager.
POLICIES AND PRACTICES FOR STORING,
consent in providing information to the CATEGORIES OF INDIVIDUALS COVERED BY THE RETRIEVING, ACCESSING, RETAINING AND
requesting individual. SYSTEM: DISPOSING OF RECORDS IN THE SYSTEM:
If a request for notification is Samples of individuals who are STORAGE:
submitted by mail, an individual must current or potential recipients of Data may be stored in paper form
include a notarized statement to SSA to benefits from Social Security and (e.g., computer printouts) and in
verify his/her identity or must certify in related programs; personnel magnetic media (e.g., magnetic tape and
the request that he/she is the person administering Social Security and disc).
claimed to be and that he/she related programs.
understands that the knowing and RETRIEVABILITY:
willful request for, or acquisition of, a CATEGORIES OF RECORDS IN THE SYSTEM: Files based on SSA sample
record pertaining to another individual Socioeconomic, demographic, populations are indexed by SSA-
under false pretenses is a criminal medical and disability characteristics; assigned case numbers or Social
offense. These procedures are in attitudes concerning subjects such as Security numbers (SSN). Files based on
accordance with SSA Regulations (20 health, work experience, and family contractor sample populations are
CFR 401.40(c)). relationships; earnings and employment indexed by contractor-assigned case
history, benefits, use of medical and numbers which may be cross-referred to
RECORD ACCESS PROCEDURES:
rehabilitative services. SSNs. These files are retrieved by SSN
Same as Notification procedures. or assigned case numbers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Requesters should also reasonably
specify the record contents being Sections 1110 and 1115 of the Social SAFEGUARDS:

sought. These procedures are in Security Act (42 U.S.C. 1310 and 1315). Safeguards are established in
accordance with SSA Regulations (20 accordance with the Systems Security
PURPOSE(S):
CFR 401.40(c)). Handbook. Employees having access to
The purpose of this system is to records have been notified of criminal
CONTESTING RECORD PROCEDURES: obtain information for research and sanctions for unauthorized disclosure of
Same as Notification procedures. statistical studies of individuals who are information about individuals.
Requesters should also reasonably current or potential recipients of Magnetic tapes or other files with
identify the record, specify the benefits from Social Security and personal identifiers are retained in
information they are contesting and the related programs. When the product is secured storage areas accessible only to
corrective action sought, and the in the form of micro data it is available authorized personnel.
reasons for the correction, with without personal identifiers to other Microdata files prepared for purposes
supporting justification showing how Social Security Administration (SSA) of research and analysis are purged of
the record is incomplete, untimely, components for data processing and personal identifiers and are subject to
inaccurate or irrelevant. These data manipulation, with appropriate procedural safeguards to assure
procedures are in accordance with SSA safeguards. anonymity. Access http://
Regulations (20 CFR 401.65(a)). www.socialsecurity.gov/foia/bluebook/
ROUTINE USES OF RECORDS MAINTAINED IN THE
app_g.htm for additional information
SYSTEM, INCLUDING CATEGORIES OF USERS AND
RECORD SOURCE CATEGORIES:
THE PURPOSES OF SUCH USES:
relating to SSA data security measures.
Data in this system are derived from Disclosure may be made for routine RETENTION AND DISPOSAL:
information in other SSA systems of uses as indicated below. However, Hard copy questionnaires will be
records (e.g., the Earnings Recording disclosure of any information defined as destroyed when survey reports are
and Self-Employment Income System, ‘‘return or return information’’ under 26 completed. Records with identifiers will
60–0059, Claims Folders System, 60– U.S.C. 6103 of the Internal Revenue be held in secure storage areas and will
0089 and the Master Beneficiary Record, Code will not be disclosed unless be retained only as long as needed for
60–0090). authorized by a statute, the Internal analysis.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS Revenue Service (IRS), or IRS Identifiers will be removed at the
OF THE PRIVACY ACT: regulations. earliest possible time after data
1. To a congressional office in collection is completed. The need to
None.
response to an inquiry from that office retain identifiers will be evaluated at the
SYSTEM NUMBER: 60–0199 made at the request of the subject of the time each survey is completed. Records
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record. with identifiers will be disposed of as


SYSTEM NAME: 2. To a contractor under contract to soon as they are determined to be no
Extramural Surveys (Statistics), Social the Social Security Administration longer needed. Means of disposal will
Security Administration, Deputy (SSA), or under contract to another be appropriate to the record storage
Commissioner for Disability and Income agency with funds provided by SSA, for medium; e.g., erasure of tapes,
Security Programs. the performance of research and shredding of printouts, etc.

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1836 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

In longitudinal studies, working files consent in providing information to the Certain Social Security
are stripped of identifiers and given requesting individual. Administration (SSA) field office (FO)
randomly assigned case numbers. A If a request for notification is locations (FO addresses and telephone
separate link file will be maintained in submitted by mail, an individual must numbers can be found in local
secure storage for updating with include a notarized statement to SSA to telephone directories under ‘‘Social
individual identifiers. verify his/her identity or must certify in Security Administration,’’ (SSA) or by
As long as identifiable records exist, the request that he/she is the person accessing http://www.ssa.gov/regions/
a periodic review will be made at least claimed to be and that he/she regional.html).
every 2 years to determine the need for understands that the knowing and Contractor sites: Contractor addresses
their retention. willful request for, or acquisition of, a may be obtained by writing to the
record pertaining to another individual system manager at the address below.
SYSTEM MANAGER(S) AND ADDRESS:
under false pretenses is a criminal
Social Security Administration, offense. These procedures are in CATEGORIES OF INDIVIDUALS COVERED BY THE
Associate Commissioner, Office of SYSTEM:
accordance with SSA Regulations (20
Program Development and Research, CFR 401.40(c)). A. Persons in sample groups of Social
6401 Security Boulevard, Baltimore, MD Security Title II disability insurance (DI)
21235. RECORD ACCESS PROCEDURES: applicants, DI beneficiaries and their
Same as Notification procedures. auxiliary beneficiaries; persons selected
NOTIFICATION PROCEDURE:
Requesters should also reasonably from State temporary DI programs; other
This system contains limited data specify the record contents being persons who are representative payees
selected for statistical analysis. sought. These procedures are in of these persons and temporarily
Individuals inquiring about their accordance with SSA Regulations (20 disabled persons receiving State benefits
records in SSA programs may wish to CFR 401.40(c)). (non-applicants) in comparison groups
consult other SSA systems of records for the vocational rehabilitation (VR)
which contain more detailed CONTESTING RECORD PROCEDURES:
demonstrations.
information. Same as Notification procedures. B. Persons in sample groups of
An individual can determine if this Requesters should also reasonably individuals who apply for, or receive,
system contains a record about him/her identify the record, specify the Social Security Title XVI Supplemental
by writing to the system manager(s) at information they are contesting and the Security Income (SSI) payments on the
the above address and providing his/her corrective action sought, and the basis of a disability or blindness in
name, SSN or other information that reasons for the correction, with general and particularly those who are
may be in the system of records that will supporting justification showing how medically determined to be drug
identify him/her. An individual the record is incomplete, untimely, addicted or alcoholic, mentally retarded
requesting notification of records in inaccurate or irrelevant. These or developmentally disabled, and
person should provide the same procedures are in accordance with SSA representative payees of those
information, as well as provide an Regulations (20 CFR 401.65(a)). individuals.
identity document, preferably with a
RECORD SOURCE CATEGORIES: CATEGORIES OF IN THE SYSTEM:
photograph, such as a driver’s license or
some other means of identification. If an Survey data obtained by the The system maintains records which
individual does not have any contractor; SSA administrative records; are used for statistical and research
identification documents sufficient to medical data compiled by extramural analysis only, as well as other records
establish his/her identity, the individual research under contracts or grants. which will be used to conduct program
must certify in writing that he/she is the SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS functions involving the demonstrations
person claimed to be and that he/she OF THE PRIVACY ACT: and experiments. Tax return
understands that the knowing and None. information, the disclosure of which
willful request for, or acquisition of, a would violate section 6103 of the
record pertaining to another individual SYSTEM NUMBER: 60–0218 Internal Revenue Code (IRC), will be
under false pretenses is a criminal used solely for internal SSA purposes
SYSTEM NAME:
offense. and will not be disclosed to other
If notification is requested by Disability Insurance and entities. Participants will be informed at
telephone, an individual must verify Supplemental Security Income the time of data collection that
his/her identity by providing identifying Demonstration Projects and information obtained by survey or
information that parallels information in Experiments System, Social Security interview exclusively for statistical and
the record to which notification is being Administration, Deputy Commissioner research purposes will be protected
requested. If it is determined that the for Disability Income and Security from disclosure for other purposes to
identifying information provided by Programs. the fullest extent permissible by law.
telephone is insufficient, the individual SECURITY CLASSIFICATION: Records in the system will consist of
will be required to submit a request in None. data relating to the following:
writing or in person. If an individual is Demographic characteristics, education,
requesting information by telephone on SYSTEM LOCATION: marital status, military service,
behalf of another individual, the subject Social Security Administration, Office dependents, family and household
individual must be connected with SSA of Systems, 6401 Security Boulevard, composition; medical history (mental
and the requesting individual in the Baltimore, MD 21235. and physical); medical expenses,
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same phone call. SSA will establish the Social Security Administration, Office disability characteristics and health
subject individual’s identity (his/her of Disability and Income Security information; living arrangements, health
name, SSN, address, date of birth and Programs, Office of Program insurance coverage and use; medical
place of birth, along with one other Development and Research, 6401 and rehabilitation services;
piece of information, such as mother’s Security Boulevard, Baltimore, MD employment; occupation and industry
maiden name) and ask for his/her 21235. classification; income (including tax

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1837

return information subject to section DI beneficiaries and SSI recipients for as amended by the NARA Act of 1984,
6103 of the IRC); earnings and VR potential and designing and information which is not restricted from
expenditures; referrals to and implementing a plan of VR services for disclosure by Federal law for the use of
participation in the SSI and related accepted beneficiaries and recipients. those agencies in conducting records
Federal/State welfare programs; benefits management studies.
ROUTINE USES OF RECORDS MAINTAINED IN THE
received; types of cost of services under 6. To the Secretary of Health and
SYSTEM, INCLUDING CATEGORIES OF USERS AND
DI, SSI and related Federal/State welfare THE PURPOSES OF SUCH USES:
Human Services or to any State, the
programs; reasons for, or circumstances Commissioner shall disclose any record
Disclosure may be made for routine or information requested in writing by
of, closure; attitudes toward work,
uses as indicated below: the Secretary for the purpose of
rehabilitation or treatment programs;
1. With respect to any records,
impairment-related work expenses; administering any program
including those collected by means of
worker’s compensation benefits; job administered by the Secretary, if records
survey or interview to be used solely for
search methods; knowledge and or information of such type were so
research and statistical purposes,
understanding of provisions affecting disclosed under applicable rules,
disclosure may be made:
entitlement to benefits; participation in, regulations and procedures in effect
(a) To a congressional office in
and services rendered, under the Ticket before the date of enactment of the
response to an inquiry from that office
to Work program; also, for SSI projects Social Security Independence and
made at the request of the subject of a
only, driver’s license and alcohol and Program Improvements Act of 1994.
record.
drug use (disclosure of this information (b) To a contractor under contract to POLICIES AND PRACTICES FOR STORING,
may be restricted by 21 U.S.C. 1175 and the Social Security Administration, RETRIEVING, ACCESSING, RETAINING, AND
42 U.S.C. 4582). subject to any restrictions imposed by DISPOSING OF RECORDS IN THE SYSTEM:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 26 U.S.C. 6103 of the Internal Revenue STORAGE:
Sections 222, 234 and 1110 of the Code, for the performance of research Records in this system may be stored
Social Security Act (42 U.S.C. 422, 434 and statistical activities directly related in paper form (e.g., hard copy
and 1310); section 505 of Pub. L. 96–265 to this system of records in conducting questionnaires and computer printouts)
(the Social Security Disability the demonstrations and experiments and in magnetic media (e.g., magnetic
Amendments of 1980), as amended by and to provide a statistical data base for tape and disc) and on other media (e.g.,
section 12101 of Pub. L. 99–272; section research studies. compact, optical or zip diskette)
10103 of Pub. L. 101–239; and section 2. With respect only to records that
formats.
5120 of Pub. L. 101–508. are not collected by means of surveys or
interviews for use solely for research RETRIEVABILITY:
PURPOSE(S): and statistical purposes, disclosure may Records in this system are indexed
The purpose of this system is to be made subject to any restrictions and retrieved by the SSN.
provide SSA with data necessary to imposed by 26 U.S.C. 6103 of the
carry out and evaluate demonstrations Internal Revenue Code: SAFEGUARDS:
and experiments for testing alternative (a) To a third party organization under SSA safeguards are established for
approaches to continuing benefit contract to SSA for the performance of automated records in accordance with
eligibility during employment and to project management activities directly the SSA Systems Security Handbook.
the rehabilitation of Title II DI related to this system of records. This includes maintaining the records
beneficiaries and individuals who apply (b) To a State vocational rehabilitation in a secured building, such as the
for, or receive, Title XVI SSI payments agency in the State in which the National Computer Center (NCC). Entry
on the basis of a disability or blindness disabled individual resides, for the into the NCC is restricted to employees
and, to report to Congress, as required purpose of assisting the agency in whose duties require such entry. Special
by section 505 of Pub. L. 96–265, as providing rehabilitation counseling and passes, including the employees’
amended by section 12101 of Pub. L. service to the individual that are photographs, are issued to all personnel
99–272 and section 10103 of Pub. L. necessary in carrying out the authorized to enter the NCC. The
101–239, section 5120 of Pub. L. 101– demonstrations and experiments. employees are required to wear their
508, and sections 301 and 302 of Pub. 3. To the Internal Revenue Service, for passes at all times. Marshals are
L. 106–170. the purpose of auditing the Social stationed in the lobby of the center to
Except for tax return information, and Security Administration’s compliance ensure that only those employees
records collected by means of surveys or with the safeguard provisions of the authorized to enter the NCC do so.
interviews for use solely for research Internal Revenue Code of 1986, as Manually maintained records are kept
and statistical purposes, SSA may also amended. in locked cabinets or in otherwise
provide information from this system to 4. To student volunteers, individuals secure areas. Access to the records is
components of the Department of Health working under a personal services limited to those employees who require
and Human Services; e.g., the Centers contract, and other workers who the information to perform their
for Medicare and Medicaid Services technically do not have the status of assigned duties. SSA employees and
(CMS) for the purpose of determining Federal employees, when they are employees of contractors having access
eligibility for health insurance (HI) performing work for the Social Security to the records in this system have been
benefits or supplemental medical Administration (SSA), as authorized by notified of criminal sanctions for
insurance (SMI) benefits under the law, and they need access to personally unauthorized disclosure of information
demonstrations and experiments and for identifiable information in SSA records about individuals. Agreements ensure
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the purpose of obtaining data from CMS in order to perform their assigned further confidentiality protections.
on HI and SMI utilization during the Agency functions. Contractor use of records is restricted
demonstrations and experiments; to 5. To the General Services to performing the duties of the contract,
State DDSs for the purpose of making Administration and the National and contractors are required to establish
disability determinations; and to State Archives Records Administration adequate safeguards to protect personal
VR agencies for the purpose of screening (NARA) under 44 U.S.C. 2904 and 2906, information. Additionally, contractors

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1838 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

and their employees are subject to the the record to which notification is being Sufficiency Program Payment Database,
same criminal penalties as SSA requested. If it is determined that the 60–0295, and the Ticket-to-Work
employees for violations of the Privacy identifying information provided by Program Manager (PM) Management
Act. Access http:// telephone is insufficient, the individual Information System, 60–0300; other
www.socialsecurity.gov/foia/bluebook/ will be required to submit a request in SSA administrative records; program
app_g.htm for additional information writing or in person. If an individual is records of other Federal/State welfare
relating to SSA data security measures. requesting information by telephone on programs; survey data collected by
behalf of another individual, the subject contractors or SSA personnel; from the
RETENTION AND DISPOSAL:
individual must be connected with SSA individual; the Health Insurance Master
Magnetic tapes or other files with and the requesting individual in the Record, 09–70–0502 of the Centers for
personal identifiers are retained in same phone call. SSA will establish the Medicare & Medicaid Services (CMS);
secured storage areas accessible only to subject individual’s identity (his/her case service reports of VR agencies and
authorized personnel. name, SSN, address, date of birth and referral and monitoring agencies; and
Micro-data files, prepared for place of birth, along with one other employers.
purposes of research, evaluation and piece of information, such as mother’s
analysis, are stripped of personal maiden name) and ask for his/her SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
identifiers (e.g., purged, scrambled, OF THE PRIVACY ACT:
consent in providing information to the
encrypted, etc.) and are subject to requesting individual. None.
procedural safeguards to assure If a request for notification is SYSTEM NUMBER: 60–0219
anonymity. submitted by mail, an individual must
Hardcopy questionnaires will be include a notarized statement to SSA to SYSTEM NAME:
destroyed when survey reports are verify his/her identity or must certify in Representative Disqualification/
completed. Records with identifiers will the request that he/she is the person Suspension Information System, Social
be held in secure storage areas and will claimed to be and that he/she Security Administration, Office of the
be disposed of when they are no longer understands that the knowing and General Counsel.
needed for SSA analysis. willful request for, or acquisition of, a
Means of disposal will be appropriate record pertaining to another individual SYSTEM CLASSIFICATION:
to the storage medium (e.g., erasure of under false pretenses is a criminal None.
tapes, shredding of paper records, etc.). offense. These procedures are in
Records used in administering the SYSTEM LOCATION:
accordance with SSA Regulations (20
demonstration and experimental CFR 401.40(c)). Social Security Administration, Office
programs will be retained indefinitely. of the General Counsel, Office of
RECORD ACCESS PROCEDURES: General Law, One Skyline Tower, Suite
SYSTEM MANAGER(S) AND ADDRESS(ES):
Same as Notification procedures. 1605, 5107 Leesburg Pike, Falls Church,
Associate Commissioner, Office of Also, requesters should reasonably VA 22041.
Program Development and Research, identify the record, specify the
Office of Disability Income and Security information they are attempting to CATEGORIES OF INDIVIDUALS COVERED BY THE
Programs, Social Security SYSTEM:
obtain. These procedures are in
Administration, 6401 Security accordance with SSA Regulations (20 Individuals alleged to have violated
Boulevard, Baltimore, MD 21235. CFR 401.40(c)). the provisions of the Social Security Act
and regulations relating to
NOTIFICATION PROCEDURES: CONTESTING RECORD PROCEDURES: representation of claimants/
An individual can determine if this Same as Notification procedures. beneficiaries before the Commissioner,
system contains a record about him/her Also, requesters should reasonably Social Security Administration (SSA),
by writing to the system manager(s) at identify the record, specify the those found to have committed such
the above address and providing his/her information they are contesting and the violations and who are disqualified/
name, SSN or other information that corrective action sought, and the suspended, and those who are
may be in the system of records that will reasons for the correction, with investigated, but not disqualified/
identify him/her. An individual supporting justification showing how suspended. The last category would
requesting notification of records in the record is incomplete, untimely, include cases in which we find that a
person should provide the same inaccurate or irrelevant. These violation has not occurred or that a
information, as well as provide an procedures are in accordance with SSA violation has occurred, but we are able
identity document, preferably with a Regulations (20 CFR 401.65(a)). to resolve the matter without taking
photograph, such as a driver’s license or action to disqualify/suspend the
some other means of identification. If an RECORD SOURCE CATEGORIES:
representative.
individual does not have any Records in this system are derived in
identification documents sufficient to part from other SSA systems of records CATEGORIES OF RECORDS IN THE SYSTEM:
establish his/her identity, the individual such as the Earnings Record and Self- Records in the system will consist of
must certify in writing that he/she is the Employment Income System, 60–0059, information such as the representative’s
person claimed to be and that he/she the Claims Folders System, 60–0089 name and address; each claimant’s/
understands that the knowing and (disability case folders), the Master beneficiary’s name, address and Social
willful request for, or acquisition of, a Beneficiary Record, 60–0090, the Security number (SSN); copies of all
record pertaining to another individual Supplemental Security Income Record documentation received as a result of
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under false pretenses is a criminal and Special Veterans Benefits, 60–0103, SSA’s investigation of alleged violations
offense. the Completed Determination Record— of the Social Security Act and
If notification is requested by Continuing Disability Determination, regulations relating to representation;
telephone, an individual must verify 60–0050, the National Disability documentation resulting from an
his/her identity by providing identifying Determination Services (NDDS) File, Administrative Law Judge (ALJ) hearing
information that parallels information in 60–0044, the Ticket-to-Work and Self- on charges of noncompliance; and

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1839

copies of the notification of litigation is likely to affect the SYSTEM MANAGER(S) AND ADDRESS(ES):
disqualification/suspension. operations of SSA or any of its Associate General Counsel, Office of
components, is a party to litigation or General Law, Office of the General
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
has an interest in such litigation, and
Sections 206(a) and 1631(d)(2) of the Counsel, Social Security
SSA determines that the use of such
Social Security Act (42 U.S.C. 406 and Administration, 6401 Security
records by DOJ, a court or other
1383). Boulevard, Baltimore, Maryland 21235.
tribunal, or another party before such
PURPOSE(S): tribunal, is relevant and necessary to the NOTIFICATION PROCEDURES:
Information in the system will be litigation, provided, however, that in
used to determine if a violation of the each case, SSA determines that such An individual can determine if this
provisions of the Social Security Act disclosure is compatible with the system contains a record about him/her
and regulations relating to claimant purpose for which the records were by writing to the system manager(s) at
representation has occurred and to collected. the above address and providing his/her
provide timely and detailed information 5. To a congressional office in name, SSN or other information that
on cases in which disciplinary action is response to an inquiry from that office may be in the system of records that will
taken against a representative who has made at the request of the subject of a identify him/her. An individual
committed a violation. The system also record. requesting notification of records in
will be used to assist SSA components 6. To the General Services person should provide the same
in investigating alleged violations or Administration and the National information, as well as provide an
enforcing disciplinary actions against a Archives Records Administration identity document, preferably with a
representative. (NARA) under 44 U.S.C. 2904 and 2906, photograph, such as a driver’s license or
as amended by the NARA Act of 1984, some other means of identification. If an
ROUTINE USES OF RECORDS MAINTAINED IN THE individual does not have any
SYSTEM, INCLUDING CATEGORIES OF USERS AND
information which is not restricted from
disclosure by Federal law for the use of identification documents sufficient to
THE PURPOSES OF SUCH USES:
those agencies in conducting records establish his/her identity, the individual
Disclosure may be made for routine must certify in writing that he/she is the
uses as indicated below. However, management studies.
7. To the Secretary of Health and person claimed to be and that he/she
disclosure of any information defined as understands that the knowing and
‘‘return or return information’’ under 26 Human Services or to any State, the
Commissioner shall disclose any record willful request for, or acquisition of, a
U.S.C. 6103 of the Internal Revenue record pertaining to another individual
Code will not be disclosed unless or information requested in writing by
the Secretary for the purpose of under false pretenses is a criminal
authorized by a statute, the Internal
administering any program offense.
Revenue Service (IRS), or IRS
regulations. administered by the Secretary, if records If notification is requested by
1. To a claimant/beneficiary that his/ or information of such type were so telephone, an individual must verify
her representative has been disclosed under applicable rules, his/her identity by providing identifying
disqualified/suspended from further regulations and procedures in effect information that parallels information in
representation before the Social Security before the date of enactment of the the record to which notification is being
Administration. Social Security Independence and requested. If it is determined that the
2. To a claimant/beneficiary who may Program Improvements Act of 1994. identifying information provided by
want to hire a disqualified/suspended telephone is insufficient, the individual
POLICIES AND PRACTICES FOR STORING,
individual as his/her representative that will be required to submit a request in
RETRIEVING, ACCESSING, RETAINING AND
the individual has been disqualified/ DISPOSING OF RECORDS IN THE SYSTEM:
writing or in person. If an individual is
suspended from further representation requesting information by telephone on
before the Social Security STORAGE: behalf of another individual, the subject
Administration. Records are stored in paper form. individual must be connected with SSA
3. To a State bar disciplinary and the requesting individual in the
authority in the State(s) in which a RETRIEVABILITY: same phone call. SSA will establish the
disqualified/suspended attorney is subject individual’s identity (his/her
Records are retrieved from the system
admitted to practice that the Social name, SSN, address, date of birth and
by the name of the representative.
Security Administration (SSA) has place of birth, along with one other
disqualified/suspended the attorney SAFEGUARDS: piece of information, such as mother’s
from further practice before SSA and, maiden name) and ask for his/her
upon request, further information Records are maintained in locked
consent in providing information to the
concerning the disqualification/ cabinets or in otherwise secure storage
areas. Access to the records is restricted requesting individual.
suspension.
4. To the Department of Justice (DOJ), to SSA employees who have a need for If a request for notification is
a court or other tribunal, or another the records in the performance of their submitted by mail, an individual must
party before such tribunal when: official duties. Also, all employees include a notarized statement to SSA to
(a) Social Security Administration having access to the records periodically verify his/her identity or must certify in
(SSA), or any component thereof; or are briefed on Privacy Act requirements the request that he/she is the person
(b) Any SSA employee in his/her and SSA confidentiality rules and claimed to be and that he/she
official capacity; or notified of criminal sanctions against understands that the knowing and
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(c) Any SSA employee in his/her unauthorized access to, or disclosure of, willful request for, or acquisition of, a
individual capacity where DOJ (or SSA information in a system of records. record pertaining to another individual
where it is authorized to do so) has Access http://www.socialsecurity.gov/ under false pretenses is a criminal
agreed to represent the employee; or foia/bluebook/app_g.htm for additional offense. These procedures are in
(d) The United States or any agency information relating to SSA data accordance with SSA Regulations (20
thereof where SSA determines that the security measures. CFR 401.40(c)).

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1840 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

RECORD ACCESS PROCEDURES: CATEGORIES OF INDIVIDUALS COVERED BY THE services the State VRA or alternate
SYSTEM: participant provided;
Same as Notification procedures.
Also, individuals requesting access This system maintains information on • Medically recovered while in a VR
should reasonably identify the record disabled and blind individuals who program and continued to receive cash
and specify the information they are received vocational rehabilitation (VR) payments under section 225(b) and/or
attempting to obtain. These procedures services for which State VR agencies 1631(a)(6) of the Social Security Act; or
are in accordance with SSA Regulations (VRA) or alternate participants seek • Refused, without good cause, to
(20 CFR 401.40(c)). reimbursement under sections 222(d) continue or to cooperate in a VR
and 1615(d) of the Social Security Act program in such a way as to preclude
CONTESTING RECORD PROCEDURES: because the individuals were entitled/ his/her successful rehabilitation.
Same as Notification procedures. eligible to Social Security benefits and/
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Also, individuals contesting a record or Supplemental Security Income (SSI)
payments based on disability or Sections 222(d) and 1615(d) of the
should identify the record, specify the
blindness while receiving those VR Social Security Act (42 U.S.C. 422 and
information they are contesting and the
services. 1382d).
corrective action sought, and the
reasons for the correction, with The individuals described above will
PURPOSE(S):
supporting justification showing how be included in the system when they:
(1) Performed substantial gainful Data in this system will be used to
the record is incomplete, untimely, determine if a State VR agency or
inaccurate or irrelevant. These activity (SGA) for a continuous period
of at least 9 months as a result of VR alternate participant can be reimbursed
procedures are in accordance with SSA for the costs of VR services provided to
Regulations (20 CFR 401.65(a)). services received or;
(2) Medically recovered while in a VR individuals while they were entitled/
RECORD SOURCE CATEGORIES: program and continued to receive cash eligible to Social Security benefits or
payments under section 225(b) and/or SSI payments based on disability or
Records in this system are derived blindness. Data also will be used for
1631(a)(6) of the Social Security Act; or
from existing systems of records program evaluation purposes and to
(3) Refused, without good cause, to
maintained by SSA such as the Claims determine what types of individuals are
continue or to cooperate in a VR
Folder System, 60–0089 which contains being successfully rehabilitated so that
program in such a way as to preclude
information relating to representation; Social Security beneficiaries/SSI
their successful rehabilitation; and
documentation received as a result of recipients with similar profiles are
(4) State VR agencies or alternate
investigations of alleged violations of targeted for rehabilitation. In some
participants filed claims for
the representation provisions of the instances, information furnished by a
reimbursement of the cost of VR
Social Security Act and regulations; VR agency or alternate participant may
services rendered to the individuals.
documentation resulting from ALJ be used as a lead in determining if an
(An alternate participant is a public or
hearings on charges of noncompliance; individual’s disability/blindness
private agency, organization, institution,
and documentation resulting from payments should continue.
or individual which the Commissioner
notifications of disciplinary actions.
of Social Security may use to provide ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS VR services to disabled and blind SYSTEM, INCLUDING CATEGORIES OF USERS AND
OF THE PRIVACY ACT: beneficiaries/recipients within a State if THE PURPOSES OF SUCH USES:
that State is unwilling to participate in Disclosure may be made for routine
None.
the SSA–VR Program or does not have uses as indicated below.
SYSTEM NUMBER: 60–0221 an approved plan for VR services.) 1. To a State vocational rehabilitation
SYSTEM NAME: CATEGORIES OF IN THE SYSTEM: agency or alternate participant regarding
Data in the system consist of: the basis for SSA’s decision on its claim
Vocational Rehabilitation for reimbursement and the reason(s)
Reimbursement Case Processing System, • Identifying information such as the
VR client’s name, Social Security costs were allowed or denied.
Social Security Administration, Office 2. To the Department of Justice (DOJ),
of Employment and Income Support number (SSN), disability diagnosis, sex
and date of birth; a court or other tribunal, or to another
Programs. party before such tribunal, when:
• The SSN and identification code
SECURITY CLASSIFICATION: under which the VR client received (a) The Social Security
Social Security benefits/SSI payments; Administration (SSA), or any
None. • The type of benefits/payments component thereof; or
SYSTEM LOCATION: received; the monthly benefit/payment (b) Any SSA employee in his/her
amount; official capacity; or
Social Security Administration, Office • Information relating to the period (c) Any SSA employee in his/her
of Employment and Income Support he/she was entitled/eligible to benefits/ individual capacity where DOJ (or SSA,
Programs, 6401 Security Boulevard, payments and, if benefits/payments where it is authorized to do so) has
Baltimore, MD 21235. were terminated or suspended, the basis agreed to represent the employee; or
Social Security Administration, Office for termination/suspension; (d) The United States or any agency
of Systems, 6401 Security Boulevard, • Information relating to his/her thereof where SSA determines that the
Baltimore, MD 21235. yearly earnings and employment; litigation is likely to affect SSA or any
In addition, reimbursement claims • Information relating to the period of its components, is a party to litigation
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documents may be temporarily he/she received VR services and the or has an interest in such litigation, and
transferred to other locations within the nature and costs of those services; and SSA determines that the use of such
Social Security Administration (SSA). • Information required to determine if records by DOJ, a court or other
Contact the system manager at the and when he/she: tribunal, or another party before the
address below to inquire about these • Performed SGA for a continuous tribunal, is relevant and necessary to the
addresses. period of at least 9 months based on litigation, provided, however, that in

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1841

each case, SSA determines that such POLICIES AND PRACTICES FOR STORING, NOTIFICATION PROCEDURES:
disclosure is compatible with the RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
An individual can determine if this
purpose for which the records were system contains a record about him/her
collected. STORAGE: by writing to the system manager(s) at
3. To a congressional office in the above address and providing his/her
response to an inquiry from that office Records will be stored in magnetic
media (e.g., computer disc packs) and, name, SSN or other information that
made at the request of the subject of the may be in the system of records that will
record. on a temporary basis, in paper form.
identify him/her. An individual
4. To the General Services RETRIEVABILITY: requesting notification of records in
Administration and the National person should provide the same
Archives Records Administration Data will be retrieved from the system
by the SSN of the individual who information, as well as provide an
(NARA) under 44 U.S.C. 2904 and 2906, identity document, preferably with a
as amended by the NARA Act of 1984, received VR services for which the State
VRA or alternate participant filed the photograph, such as a driver’s license or
information which is not restricted from some other means of identification. If an
disclosure by Federal law for the use of reimbursement claim.
individual does not have any
those agencies in conducting records SAFEGUARDS: identification documents sufficient to
management studies. establish his/her identity, the individual
5. To contractors or other Federal Safeguards for automated data have
must certify in writing that he/she is the
agencies, as necessary, for the purpose been established in accordance with the
person claimed to be and that he/she
of assisting the Social Security Systems Security Handbook. This
understands that the knowing and
Administration (SSA) in the efficient includes maintaining computer disc
willful request for, or acquisition of, a
administration of its programs. We will packs or other magnetic files with
record pertaining to another individual
disclose information under this routine personal identifiers in secured storage
under false pretenses is a criminal
use only in situations in which SSA areas accessible only to authorized
offense.
may enter into a contractual or similar personnel. SSA employees having
access to the computerized records and If notification is requested by
agreement with a third party to assist in
employees of any contractor who may telephone, an individual must verify
accomplishing an Agency function
be utilized to develop and maintain the his/her identity by providing identifying
relating to this system of records.
software for the automated system will information that parallels information in
6. To the Internal Revenue Service, for
be notified of criminal sanctions for the record to which notification is being
the purpose of auditing the Social
unauthorized disclosure of information requested. If it is determined that the
Security Administration’s compliance
about individuals. Also, contracts with identifying information provided by
with safeguard provisions of the Internal
third parties, if any, will contain telephone is insufficient, the individual
Revenue Code of 1986, as amended.
language which delineates the will be required to submit a request in
7. To the Rehabilitation Service
conditions under which contractors will writing or in person. If an individual is
Administration (RSA) for use in its
have access to data in the system and requesting information by telephone on
program studies and development of
what safeguards must be employed to behalf of another individual, the subject
enhancements for, State vocational
protect the data. individual must be connected with SSA
rehabilitation programs to which
Manually maintained data will be and the requesting individual in the
applicants or beneficiaries under Titles
stored in either lockable file cabinets same phone call. SSA will establish the
II and/or XVI of the Social Security Act
within locked rooms or otherwise subject individual’s identity (his/her
may be referred. Data released to RSA
secured areas. Access to these records name, SSN, address, date of birth and
will not include any personally
will be restricted to those employees place of birth, along with one other
identifying information such as names
who require them to perform their piece of information, such as mother’s
or Social Security numbers.
assigned duties. Access http:// maiden name) and ask for his/her
8. To student volunteers, individuals consent in providing information to the
working under a personal services www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information requesting individual.
contract, and other workers who
technically do not have the status of relating to SSA data security measures. If a request for notification is
Federal employees, when they are submitted by mail, an individual must
RETENTION AND DISPOSAL: include a notarized statement to SSA to
performing work for the Social Security
Administration (SSA), as authorized by Computerized records and manual verify his/her identity or must certify in
law, and they need access to personally data (claim applications, keyed claim the request that he/she is the person
identifiable information in SSA records forms, etc.) used in the VR claims claimed to be and that he/she
in order to perform their assigned reimbursement process will be understands that the knowing and
Agency functions. maintained for a period of 6 years, 3 willful request for, or acquisition of, a
9. To the Secretary of Health and months, after the close of the fiscal year record pertaining to another individual
Human Services or to any State, the in which final adjudication was made. under false pretenses is a criminal
Commissioner shall disclose any record Means of disposal will be appropriate to offense. These procedures are in
or information requested in writing by the storage medium (e.g., erasure of accordance with SSA Regulations (20
the Secretary for the purpose of discs, shredding of paper records, or CFR 401.40(c)).
administering any program transfer to another system of records).
RECORD ACCESS PROCEDURES:
administered by the Secretary, if records
SYSTEM MANAGER(S) AND ADDRESS(ES):
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or information of such type were so Same as Notification procedures.


disclosed under applicable rules, Associate Commissioner, Office of Also, a requester should reasonably
regulations and procedures in effect Employment and Income Support identify and specify the information he/
before the date of enactment of the Programs, Social Security she is attempting to obtain. These
Social Security Independence and Administration, 6401 Security procedures are in accordance with SSA
Program Improvements Act of 1994. Boulevard, Baltimore, MD 21235. Regulations (20 CFR 401.40(c)).

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1842 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

CONTESTING DATA PROCEDURES: or section 1632 of the Social Security were not selected as representative
Same as Notification procedures. Act, persons convicted under other payees;
Also, an individual contesting data in statutes in connection with services as 8. Names, addresses, and SSNs of
the system should identify the data, a representative payee, and others persons who were terminated as
specify the information he/she is whose certification as a representative representative payees for reasons other
contesting and the corrective action payee SSA has revoked due to misuse than misuse of benefits paid to them on
sought, and the reasons for the of funds paid under Title II and Title behalf of beneficiaries/recipients;
correction, with supporting justification XVI of the Social Security Act; persons 9. Information on the representative
showing how the record is incomplete, who are acting or have acted as payee’s relationship to the beneficiaries/
untimely, inaccurate, or irrelevant. representative payees; representative recipients they serve;
These procedures are in accordance payee applicants who were not selected 10. Names, addresses, EINs and
with SSA Regulations (20 CFR to serve as representative payees; qualifying information of organizations
401.65(a)). representative payee applicants who authorized to charge a fee for providing
have been convicted of an offense representative payee services;
RECORD SOURCE CATEGORIES: resulting in more than one (1) year 11. Codes which indicate the
Data in this system will be derived in imprisonment; payees and payee relationship (other than familial)
part from other SSA systems of records applicants who have an outstanding between the beneficiaries/recipients and
such as the Earnings Record and Self- felony warrant; organizational payees the individuals who have custody of the
Employment Income System, 60–0059, who have been authorized to collect a beneficiaries/recipients;
Claims Folder System, 60–0089, Master fee for their service; and beneficiaries/ 12. Dates and reasons for payee
Beneficiary Record, 60–0090, and the applicants who are being served by terminations (e.g., performance not
Supplemental Security Income Record representative payees. acceptable, death of payee, beneficiary
and Special Veterans Benefits, 60–0103; in direct payment, etc.) and revocations;
CATEGORIES OF RECORDS IN THE SYSTEM:
the reimbursement applications 13. Codes indicating whether
submitted by State VR agencies or Data in this system consist of: representative payee applicants were
alternate participants; earnings 1. Names and Social Security selected or not selected;
information provided by the wage- numbers (SSNs) (or employer 14. Dates and reasons representative
earner/beneficiary; and investigations identification numbers (EINs)) of payee applicants were not selected to
conducted by SSA and State VR representative payees whose serve as payees and dates and reasons
agencies field employees which relate to certifications for payment of benefits as for changes of payees (e.g., beneficiary
a VR client’s post-VR work activity, representative payees have been in direct payment, etc.);
participation in a VR program after revoked or terminated on or after 15. Amount of benefits misused;
medical recovery, and/or reason(s) for January 1, 1991, because of misuse of 16. Identification number assigned to
failing to cooperate in a VR program. benefits under Title II or Title XVI of the the claim on which the misuse
Social Security Act; occurred;
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS 2. Names and SSNs (or EINs) of all
OF THE PRIVACY ACT:
17. Date of the determination of
persons convicted of violations of
misuse; and
None. sections 208 or 1632 of the Social
18. Information about a felony
Security Act;
SYSTEM NUMBER: 60–0222 conviction reported by the
3. Names, addresses, and SSNs (or
representative payee.
SYSTEM NAME: EINs) of persons convicted of violations
of statutes other than sections 208 and AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Master Representative Payee File.
1632 of the Social Security Act, when Sections 205(a), 205(j), 1631(a) of the
SECURITY CLASSIFICATION: such violations were committed in Social Security Act, and the Social
None. connection with the individual’s service Security Protection Act of 2004 (Pub. L.
as a Social Security representative 108–203).
SYSTEM LOCATION: payee;
National Computer Center, Social 4. Names, addresses, SSNs, and PURPOSE(S):
Security Administration, 6201 Security information about the crime reported by Information maintained in this system
Boulevard, Baltimore, MD 21235. The the payee for those who have an will assist SSA in the representative
system database will be available by outstanding felony warrant or who have payee selection process by enabling
direct electronic access by Social been imprisoned for a period exceeding Social Security field offices to more
Security field offices (FO). one (1) year. (An indicator will be used carefully screen applicants and to
FO addresses and telephone numbers in the system to identify persons determine their suitability to become
can be found in local telephone identified as having an outstanding representative payees. SSA also will use
directories under ‘‘Social Security felony warrant); the data for management information
Administration,’’ (SSA) or by accessing 5. Names, addresses, and SSNs (or and workload projection purposes and
http://www.ssa.gov/regions/ EINs) of representative payees who are to prepare annual reports to Congress on
regional.html. receiving benefit payments pursuant to representative payee activities.
section 205(j) or section 1631(a)(2) of
CATEGORIES OF INDIVIDUALS COVERED BY THE the Social Security Act; ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM: 6. Names, addresses, and SSNs of SYSTEM, INCLUDING CATEGORIES OF USERS AND
This system maintains information individuals for whom representative THE PURPOSES OF SUCH USES:
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about all payees and payee applicants, payees are reported to be providing Disclosure may be made for routine
including persons whose certifications representative payee services under uses as indicated below. However,
as representative payees have been section 205(j) or section 1631(a)(2) of disclosure of any information defined as
revoked or terminated on or after the Social Security Act; ‘‘return or return information’’ under 26
January 1, 1991; persons who have been 7. Names, addresses, and SSNs of U.S.C. 6103 of the Internal Revenue
convicted of a violation of section 208 representative payee applicants who Code will not be disclosed unless

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1843

authorized by a statute, the Internal 8. To the Office of the President for in order to perform their assigned
Revenue Service (IRS), or IRS responding to an inquiry received from Agency functions.
regulations. that individual or from a third party 16. To the Office of Personnel
1. To the Department of Justice (DOJ), acting on that individual’s behalf. Management (OPM) for the
a court or other tribunal, or another 9. To the Department of Veterans administration of OPM’s representative
party before such tribunal, when: Affairs (DVA) for the shared payee programs.
(a) The Social Security administration of DVA’s and the Social 17. To the Secretary of Health and
Administration (SSA), or any Security Administration’s representative Human Services or to any State, the
component thereof; or payee programs. Commissioner shall disclose any record
(b) Any SSA employee in his/her 10. To contractors and other Federal or information requested in writing by
official capacity; or Agencies, as necessary, for the purpose the Secretary for the purpose of
(c) Any SSA employee in his/her of assisting the Social Security administering any program
individual capacity where DOJ (or SSA, Administration in the efficient administered by the Secretary, if records
where it is authorized to do so) has administration of its programs. We will or information of such type were so
agreed to represent the employee; or disclose information under this routine disclosed under applicable rules,
(d) The United States or any agency use only in situations in which SSA regulations and procedures in effect
thereof where SSA determines that the may enter into a contractual or similar before the date of enactment of the
litigation is likely to affect SSA or any agreement to obtain assistance in Social Security Independence and
of its components, is a party to litigation accomplishing an SSA function relating Program Improvements Act of 1994.
or has an interest in such litigation, and to this system of records.
SSA determines that the use of such 11. To a third party such as a POLICIES AND PRACTICES FOR STORING,
records by DOJ, a court or other physician, social worker, or community RETRIEVING, ACCESSING, RETAINING AND
tribunal, or another party before the service worker, who has, or is expected DISPOSING OF RECORDS IN THE SYSTEM:
tribunal, is relevant and necessary to the to have, information which is needed to STORAGE:
litigation, provided, however, that in evaluate one or both of the following:
each case, SSA determines that such (a) The claimant’s capability to Records are stored in magnetic media
disclosure is compatible with the manage or direct the management of (e.g., magnetic tape, microfilm, and
purpose for which the records were his/her affairs. disc).
collected. (b) Any case in which disclosure aids
RETRIEVABILITY:
2. To a congressional office in investigation of suspected misuse of
response to an inquiry from that office benefits, abuse or fraud, or is necessary Data are retrieved from the system by
made at the request of the subject of the for program integrity, or quality the SSN or the ZIP code and name (in
records. appraisal activities. a situation where the representative
3. To the General Services 12. To a third party, where necessary, payee is an organization) of the
Administration and the National information pertaining to the identity of representative payee, or the SSN of the
Archives Records Administration a payee or payee applicant, the fact of beneficiary/recipient.
(NARA) under 44 U.S.C. 2904 and 2906, the person’s application for or service as
SAFEGUARDS:
as amended by the NARA Act of 1984, a payee, and, as necessary, the identity
information which is not restricted from of the beneficiary, to obtain information For computerized records
disclosure by Federal law for the use of on employment, sources of income, electronically transmitted between
those agencies in conducting records criminal justice records, stability of Central Office and FO locations
management studies. residence and other information relating (including organizations administering
4. To the Department of Veterans to the qualifications and suitability of SSA programs under contractual
Affairs, Regional Office, Manila, representative payees or representative agreements), safeguards include a lock/
Philippines, for the administration of payee applicants to serve as unlock password system, exclusive use
the Social Security Act in the representative payees or their use of the of leased telephone lines, a terminal-
Philippines and other parts of the Asia- benefits paid to them under section oriented transaction matrix, and an
Pacific region through services and 205(j) or section 1631(a) of the Social audit trail. All microfilm files are
facilities of that agency. Security Act. accessible only by authorized personnel
5. To the Department of State for 13. To a claimant or other individual who have a need for the information in
administration of the Social Security authorized to act on his/her behalf performing their official duties.
Act in foreign countries through information pertaining to the address of Magnetic tapes are in secured storage
services and facilities of that agency. a representative payee applicant or a areas accessible only to authorized
6. To the American Institute, a private selected representative payee when this personnel. Access http://
corporation under contract to the information is needed to pursue a claim www.socialsecurity.gov/foia/bluebook/
Department of State, for administering for recovery of misapplied or misused app_g.htm for additional information
the Social Security Act on Taiwan benefits. relating to SSA data security measures.
through facilities and services of that 14. To the Railroad Retirement Board
(RRB) for the administration of RRB’s RETENTION AND DISPOSAL:
agency.
7. To the Department of Justice for: representative payment program. The records should be definitively
(a) Investigating and prosecuting 15. To student volunteers, individuals destroyed in accordance with their
violations of the Social Security Act to working under a personal services appropriate retention schedules.
which criminal penalties attach, contract, and other workers who
SYSTEM MANAGER(S) AND ADDRESS:
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(b) Representing the Commissioner of technically do not have the status of


Social Security, and Federal employees, when they are Associate Commissioner, Office of
(c) Investigating issues of fraud or performing work for the Social Security Income Security Programs, Social
violations of civil rights by officers or Administration (SSA), as authorized by Security Administration, Room 252
employees of the Social Security law, and they need access to personally Altmeyer Building, 6401 Security
Administration. identifiable information in SSA records Boulevard, Baltimore, Maryland 21235.

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NOTIFICATION PROCEDURES: CONTESTING RECORD PROCEDURES: (g) Interruption or interference with


An individual can determine if this Same as Notification procedures. the orderly progress of work of other
system contains data about him/her by Also, an individual contesting records employees;
in the system should identify the record, (h) Radiation overexposure;
writing to the systems manager at the
specify the information he/she is (i) Biological exposure resulting in
address shown above and providing his/ lost time or of accidental release of
her name, SSN or other information that contesting and the corrective action
sought, and the reasons for the biologicals where the public may be
may be in the system of records that will over-exposed. It also covers visiting
identify him/her. An individual correction, with supporting justification
showing how the record is incomplete, scientists, contractor personnel,
requesting notification of data in person (j) Hospitalized patients, out-patients,
untimely, inaccurate, or irrelevant.
should provide the same information, as employees of other Federal agencies,
These procedures are in accordance
well as provide any identity document, State or local governments or members
with SSA Regulations (20 CFR
preferably with a photograph, such as a of the public who suffer injury, illness
401.65(a)).
driver’s license or some other means of or property damage on or in SSA
identification. If an individual does not RECORD SOURCE CATEGORIES: premises or as a result of SSA activities.
have any identification documents Data in this system are obtained from
sufficient to establish his/her identity, CATEGORIES OF RECORDS IN THE SYSTEM:
representative payee applicants and
the individual must certify in writing representative payees, the SSA Office of This system consists of a variety of
that he/she is the person claimed to be Inspector General, and other SSA information and supporting
and that he/she understands that the systems of records such as the Claims documentation resulting from the
knowing and willful request for, or Folder System, 60–0089; Master reporting and investigation of accidents
acquisition of, a record pertaining to Beneficiary Record, 60–0090; which have resulted in injury, illness,
another individual under false pretenses Supplemental Security Income Record, property damage or the interruption or
is a criminal offense. 60–0103; Master Files of SSN Holders, interference with the orderly progress of
60–0058; and Recovery, Accounting for work.
If notification is requested by
Overpayments, 60–0094. The records contain information
telephone, an individual must verify
about individuals involved in, or
his/her identity by providing identifying SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS experiencing, accidents including, but
information that parallels the record to OF THE PRIVACY ACT: not limited to, the severity of the injury,
which notification is being requested. If
None. whether consciousness was lost, the
it is determined that the identifying
type of injury, culmination of any
information provided by telephone is SYSTEM NUMBER: 60–0228
injury, days lost from work, if any, the
insufficient, the individual will be nature of the injury, illness or disease,
SYSTEM NAME:
required to submit a request in writing the body part affected, causal factors,
or in person. If an individual is Safety Management Information
System (SSA Accident, Injury and weather factors, agency of accident,
requesting information by telephone on whether unsafe mechanical, physical, or
behalf of another individual, the subject Illness Reporting System), Social
Security Administration, Deputy personal acts or factors were involved,
individual must be connected with SSA the accident’s area of origin and if fire
and the requesting individual in the Commissioner for Finance, Assessment
and Management, Office of Facilities was involved, the type and form of
same phone call. SSA will establish the materials involved.
subject individual’s identity (his/her Management.
Property damage (both public and
name, SSN, address, date of birth and SECURITY CLASSIFICATION: private) is noted through the property
place of birth, along with one other sequence number, who owned the
None.
piece of information, such as mother’s property involved, property damage and
maiden name) and ask for his/her SYSTEM LOCATION: actual or estimated monetary loss, the
consent in providing information to the Social Security Administration, Office SSA installation number, if appropriate,
requesting individual. of Facilities Management, Room 2–J–9 and the year of manufacture or
If a request for notification is Operations Building, 6401 Security construction if appropriate.
submitted by mail, an individual must Boulevard, Baltimore, Maryland 21235. Identifiers relating to a particular
include a notarized statement to SSA to accident include the organization, case
CATEGORIES OF INDIVIDUALS COVERED BY THE
verify his/her identity or must certify in number assigned, date and time of
SYSTEM:
the request that he/she is the person occurrence, State or territory, site, type
claimed to be and that he/she Social Security Administration (SSA) and classification of accident, estimated
understands that the knowing and employees, who are involved in an amount of tort claims, if appropriate,
accident which arises out of and in the name of individual(s) involved, the
willful request for access to records
course of their employment whether Social Security number (SSN), sex, age,
concerning another individual under
occurring on SSA premises or not and grade series and level, Computer
false pretense is a criminal offense.
results in: Sciences Corporation (CSC) series,
These procedures are in accordance
(a) A fatality; address, other departments notified of
with SSA Regulations (20 CFR
(b) Lost workdays beyond the day in accident, duty status, activity at time of
401.40(c)).
which the accident occurred; accident and time on duty before
RECORD ACCESS PROCEDURES:
(c) Nonfatal injuries which result in accident. Management’s evaluation and
transfer to another job, termination of corrective action taken or proposed is
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Same as Notification procedures. employment, medical treatment other also noted.


Also, a requester should reasonably than first aid, loss of consciousness or
identify and specify the information he/ restriction of work or motion; AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
she is attempting to obtain. These (d) A possible tort claim; Section 19 of the Occupational Safety
procedures are in accordance with SSA (e) A claim for compensation; and Health Act of 1970 (Pub. L. 91–596,
Regulations (20 CFR 401.40(c)). (f) Property damage in excess of $50; 29 U.S.C. 651, et seq.); 5 U.S.C. 7902; 29

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1845

CFR part 1960; Executive Order (E.O.) action, as needed and appropriate, is Archives Records Administration
No. 12196 (45 FR 12769 4/26/80). taken; and (NARA) under 44 U.S.C. 2904 and 2906,
• Appropriately appointed Safety as amended by the NARA Act of 1984,
PURPOSE(S):
Directors, Officers, or others with safety information which is not restricted from
The purpose of the system is to responsibilities within the Agency in disclosure by Federal law for the use of
comply with the reporting and the verifying, assembling, analyzing, those agencies in conducting records
statistical analyses requirements of summarizing and disseminating data management studies.
section 19 of the Occupational Safety concerning the accident in their areas of
and Health Act (OSHA) of 1970 (Pub. L. responsibility and in the initiation of POLICIES AND PRACTICES FOR STORING,
91–596) as amended (29 U.S.C. 668); 5 RETRIEVING, ACCESSING, RETAINING, AND
appropriate corrective action.
DISPOSING OF RECORDS IN THE SYSTEM:
U.S.C. 7902; 29 CFR Part 1960; E.O.
12196 and such other purposes as are ROUTINE USES OF RECORDS MAINTAINED IN THE STORAGE:
SYSTEM, INCLUDING CATEGORIES OF USERS AND
described below. The Safety THE PURPOSES OF SUCH USES: Records are maintained in automated
Management Information System is a format (e.g., on magnetic tapes, discs,
SSA-wide system utilized by all Disclosure may be made for routine
uses as indicated below: computer storage,) and in paper form
organizational components of the (e.g., punch cards, lists, forms, in file
1. To a Federal, State, local agency or
Agency. Thus, in addition to the routine folders, binders and index cards).
private sources to obtain information
uses subsequently noted in this system
relevant to the investigation of an RETRIEVABILITY:
notice, there may be other ad hoc accident and/or corrective action.
disclosures within the Agency on an Records are retrieved by name, SSN,
2. To a congressional office in case number or cross reference.
official business ‘‘need-to-know’’ basis. response to an inquiry from that office
Some of the purposes are the following: made at the request of the subject of the SAFEGUARDS:
• Establish a written record of the record. Access to, and use of, those records is
causes of accidents; 3. To the Department of Justice (DOJ),
• Provide information to initiate and limited to those persons whose official
a court or other tribunal, or another duties require such access. Personnel
support corrective or preventive action; party before such tribunal, when:
• Provide statistical information screening is employed to prevent
(a) The Social Security unauthorized disclosure. Access http://
relating to accidents resulting in Administration (SSA), or any
occupational injuries; illnesses, and/or www.socialsecurity.gov/foia/bluebook/
component thereof; or app_g.htm for additional information
property damage; (b) Any SSA employee in his/her
• Provide management with relating to SSA data security measures.
official capacity; or
information with which to evaluate the (c) Any SSA employee in his/her RETENTION AND DISPOSAL:
effectiveness of safety management individual capacity where DOJ (or SSA All accident reports, records, logs,
programs; where it is authorized to do so) has and other information relating to an
• Provide the means for complying agreed to represent the employee; or accident are retained by Headquarters
with the reporting requirements of (d) The United States or any agency and components for at least five years
section 19 of the Occupational Safety thereof where SSA determines that the following the end of the calendar year
and Health Act of 1970 and such other litigation is likely to affect the in which the accident occurred. Specific
reporting requirements as may be operations of SSA or any of its occupational safety and health
required by legislative or regulative components, is a party to the litigation standards (such as the standards,
requirements; or has an interest in such litigation, and covering the handling of carcinogenic
• Provide such other summary SSA determines that the use of such chemicals) may be required to be kept
descriptive statistics and analytical records by DOJ, a court or other for up to twenty years. Records may be
studies as necessary in support of the tribunal, or another party before retained indefinitely.
function for which the records are tribunal, is relevant and necessary to the
collected and maintained including litigation, provided, however, that in SYSTEM MANAGER(S) AND ADDRESS(ES):
general requests for statistical each case, SSA determines that such Safety Manager, Office of Facilities
information without personal disclosure is compatible with the Management, Social Security
identification of individuals; purpose for which the records were Administration, 6401 Security
Information in these records is used collected. Boulevard, Baltimore, Maryland 21235.
by or may be disclosed to: 4. To Federal, State, or local law
• The Office of Facilities Management enforcement agencies if a record NOTIFICATION PROCEDURES:
(OFM), Office of the Deputy maintained by this agency to carry out An individual can determine if this
Commissioner for Finance, Assessment its functions indicates a violation or system contains a record about him/her
and Management (DCFAM), in the potential violation of law, whether civil, by writing to the system manager(s) at
review of accident experience data to criminal or regulatory in nature. the above address and providing his/her
determine the adequacy of corrective 5. To student volunteers, individuals name, SSN or other information that
actions, the effect of codes, standards working under a personal services may be in the system of records that will
and guides, the consolidation, contract, and other workers who identify him/her. An individual
summarization and dissemination of technically do not have the status of requesting notification of records in
accident experience data throughout Federal employees, when they are person should provide the same
SSA and other government departments performing work for the Social Security information, as well as provide an
and agencies as needed or required; Administration (SSA), as authorized by identity document, preferably with a
• The supervisor, administrative
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law, and they need access to personally photograph, such as a driver’s license or
officer or other official initiating an identifiable information in SSA records some other means of identification. If an
accident report, including each in order to perform their assigned individual does not have any
succeeding reviewing official in the Agency functions. identification documents sufficient to
chain of command through which the 6. To the General Services establish his/her identity, the individual
report passes, to insure that corrective Administration and the National must certify in writing that he/she is the

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1846 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

person claimed to be and that he/she pertains; (2) witnesses to the accident; and on property assigned to SSA by the
understands that the knowing and (3) investigation officials (Federal, State, General Services Administration or any
willful request for, or acquisition of, a local); (4) medical personnel seeing the other agency and to allocate and check
record pertaining to another individual individual as a result of the accident; (5) parking spaces assigned to government
under false pretenses is a criminal supervisory personnel; (6) reviewing vehicles, visitors, handicapped
offense. officials; (7) personnel offices; (8) personnel, key personnel, carpools and
If notification is requested by investigative material furnished by others.
telephone, an individual must verify Federal, State, or local agencies; and (9)
his/her identity by providing identifying on site observations. ROUTINE USES OF RECORDS MAINTAINED IN THE
information that parallels information in SYSTEM, INCLUDING CATEGORIES OF USERS AND
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
the record to which notification is being THE PURPOSES OF SUCH USES:
OF THE PRIVACY ACT:
requested. If it is determined that the
identifying information provided by None. Disclosure may be made for routine
telephone is insufficient, the individual use as indicated below:
SYSTEM NUMBER: 60–0230
will be required to submit a request in 1. To a congressional office from the
writing or in person. If an individual is SYSTEM NAME: record of an individual in response to
requesting information by telephone on Social Security Administration an inquiry made at the request of that
behalf of another individual, the subject Parking Management Record System, individual.
individual must be connected with SSA Social Security Administration, Deputy 2. To the Department of Justice (DOJ),
and the requesting individual in the Commissioner for Finance, Assessment a court or other tribunal, or another
same phone call. SSA will establish the and Management, Office of Facilities
party before such tribunal, when:
subject individual’s identity (his/her Management.
name, SSN, address, date of birth and (a) The Social Security
SECURITY CLASSIFICATION: Administration (SSA), or any
place of birth, along with one other
piece of information, such as mother’s None. component thereof; or
maiden name) and ask for his/her SYSTEM LOCATION: (b) Any SSA employee in his/her
consent in providing information to the Social Security Administration, Office official capacity; or
requesting individual. of Facilities Management, Room 1–M– (c) Any SSA employee in his/her
If a request for notification is 25 Operations Building, 6401 Security individual capacity where DOJ (or SSA
submitted by mail, an individual must Boulevard, Baltimore, MD 21235–6401.
include a notarized statement to SSA to where it is authorized to do so) has
verify his/her identity or must certify in CATEGORIES OF INDIVIDUALS COVERED BY THE
agreed to represent the employee; or
the request that he/she is the person SYSTEM: (d) The United States or any agency
claimed to be and that he/she All Headquarters Social Security thereof where SSA determines that the
understands that the knowing and Administration (SSA) employees as well litigation is likely to affect the
willful request for, or acquisition of, a as any carpool member, contractor, operations of SSA or any of its
record pertaining to another individual vendor or building tenant utilizing SSA components, is a party to the litigation
under false pretenses is a criminal Headquarters parking facilities. or has an interest in such litigation, and
offense. These procedures are in SSA determines that the use of such
CATEGORIES OF RECORDS IN THE SYSTEM:
accordance with SSA Regulations (20 records by DOJ, a court or other
CFR 401.40(c)). This system includes the following tribunal, or another party before
information on all persons applying for tribunal, is relevant and necessary to the
RECORD ACCESS PROCEDURES: a parking permit and those that may litigation, provided, however, that in
Same as Notification procedures. have received a parking citation: Name, each case, SSA determines that such
Requester should also reasonably office room number, office phone disclosure is compatible with the
identify the record, specify the record number, agency, home address, and
purpose for which the records were
contents being sought, and state time automobile registration number, and
collected.
and brief description of the accident in where applicable, physician’s statement
which they were involved. These in support of handicapped parking 3. To student volunteers, individuals
procedures are in accordance with SSA assignments. working under a personal services
Regulations (20 CFR 401.40(c)). contract, and other workers who
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: technically do not have the status of
CONTESTING RECORD PROCEDURES: Federal Property and Administrative Federal employees, when they are
Same as Notification procedures. Services Act of 1949, as amended, 63 performing work for the Social Security
Requester should also reasonably Statute 377, 390 (see 40 U.S.C. 471, 486 Administration (SSA), as authorized by
identify the record, specify the and 41 CFR 101–20.104–2). law, and they need access to personally
information they are contesting and the identifiable information in SSA records
PURPOSE(S):
corrective action sought, and the in order to perform their assigned
reasons for the correction, with To establish policy governing the
Agency functions.
supporting justification showing how acquisition and allocation of Federal
the record is incomplete, untimely, parking facilities and the establishment 4. To the General Services
inaccurate or irrelevant. These and determination of charges to be paid Administration and the National
procedures are in accordance with SSA for the use of such parking by Federal Archives Records Administration
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Regulations (20 CFR 401.65(a)). employees, contractor employees and (NARA) under 44 U.S.C. 2904 and 2906,
other facility tenants. The purpose of as amended by the NARA Act of 1984,
RECORD SOURCE CATEGORIES: the SSA Parking Policy is to provide information which is not restricted from
The information in this system is standards for apportionment and disclosure by Federal law for the use of
obtained from the following sources: (1) assignment of parking spaces on SSA- those agencies in conducting records
The individual to whom the record managed and SSA-controlled property management studies.

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1847

POLICIES AND PRACTICES FOR STORING, his/her identity by providing identifying Security Administration, Deputy
RETRIEVING, ACCESSING, RETAINING AND information that parallels information in Commissioner for Finance, Assessment
DISPOSING OF RECORDS IN THE SYSTEM: the record to which notification is being and Management, Office of Financial
STORAGE: requested. If it is determined that the Policy and Operations.
Records are maintained in automated identifying information provided by
SYSTEM CLASSIFICATION:
format (e.g., on magnetic tapes, disks), telephone is insufficient, the individual
and in paper form (e.g., binders in file will be required to submit a request in None.
cabinets). writing or in person. If an individual is SYSTEM LOCATION:
requesting information by telephone on
RETRIEVABILITY: Deputy Commissioner for Finance,
behalf of another individual, the subject
Records are retrieved by name and the Assessment and Management, 800
individual must be connected with SSA
various categories of information and the requesting individual in the Altmeyer Building, 6401 Security
described in the ‘‘categories of records’’ same phone call. SSA will establish the Boulevard, Baltimore, Maryland 21235.
section above. Travel vouchers submitted for
subject individual’s identity (his/her
reimbursement of travel and other
SAFEGUARDS:
name, SSN, address, date of birth and
place of birth, along with one other expenditures while on official business
Access to, and use of, these records is may also be maintained at the
piece of information, such as mother’s
limited to personnel whose official administrative office of the Social
maiden name) and ask for his/her
duties require such access. Security Security Administration (SSA)
consent in providing information to the
Safeguards meet the requirements of requesting individual. employee’s unit of work. Records
SSA Systems Security Handbook. A If a request for notification is concerning delinquent debts may also
minicomputer is maintained in a submitted by mail, an individual must be maintained at the program office or
secured area with access limited to include a notarized statement to SSA to by designated claims officers apart from
authorized personnel. Computer tapes verify his/her identity or must certify in the finance office.
and disc are stored in locked cabinets. the request that he/she is the person CATEGORIES OF INDIVIDUALS COVERED BY THE
Access http://www.socialsecurity.gov/ claimed to be and that he/she SYSTEM:
foia/bluebook/app_g.htm for additional understands that the knowing and
information relating to SSA data All persons who receive a payment
willful request for, or acquisition of, a from SSA finance offices and all persons
security measures. record pertaining to another individual owing monies to these offices. Persons
RETENTION AND DISPOSAL: under false pretenses is a criminal receiving payments include, but are not
Superseded materials are maintained offense. These procedures are in limited to, travelers on official business,
by the SSA Protective Security Officer accordance with SSA Regulations (20 contractors, grantees and consultants.
for historical purposes and the control CFR 401.40(c)). Persons owing monies include, but are
purpose has been met and the records RECORD ACCESS PROCEDURES: not limited to, persons who have been
are then destroyed. Same as Notification procedures. overpaid and who owe SSA a refund
Requesters should also reasonably and persons who have received from
SYSTEM MANAGER(S) AND ADDRESS(ES):
specify the record contents they are SSA goods or services for which there
Director, Office of Protective Security is a charge or fee (e.g., Freedom of
Services, Social Security seeking. These procedures are in
accordance with SSA Regulations (20 Information Act requesters).
Administration, 1–M–25 Operations
Building, 6401 Security Boulevard, CFR 401.40(c)). CATEGORIES OF RECORDS IN THE SYSTEM:
Baltimore, Maryland 21235–6401. CONTESTING RECORD PROCEDURES: Name, Social Security number (SSN),
NOTIFICATION PROCEDURES: Same as Notification procedures. address, employer identification
Also, requesters should reasonably numbers (EINs), purpose of payment,
An individual can determine if this
identify the record, specify the accounting classification and amount
system contains a record about him/her
information they are contesting and the paid. Also, in the event of an
by writing to the system manager(s) at
corrective action sought, and the overpayment, and for delinquent grants,
the above address and providing his/her
reasons for the correction, with the amount of the indebtedness, the
name, SSN or other information that
supporting justification showing how repayment status and the amount to be
may be in the system of records that will
the record is incomplete, untimely, collected.
identify him/her. An individual
inaccurate or irrelevant. These
requesting notification of records in AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
procedures are in accordance with SSA
person should provide the same Budget and Accounting Act of 1950
Regulations (20 CFR 401.65(a)).
information, as well as provide an (Pub. L. 81–784), Debt Collection Act of
identity document, preferably with a RECORD SOURCE CATEGORIES: 1982 (Pub. L. 97–365).
photograph, such as a driver’s license or Records are developed from
some other means of identification. If an PURPOSE(S):
information supplied by applicants for
individual does not have any parking permits and, for handicapped These records are an integral part of
identification documents sufficient to parking assignments, by physicians and SSA’s accounting system. The records
establish his/her identity, the individual supervisors. are used to track payments to
must certify in writing that he/she is the individuals, exclusive of salaries and
person claimed to be and that he/she SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS wages, based upon prior entry into the
OF THE PRIVACY ACT:
understands that the knowing and systems of the official commitment and
None.
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willful request for, or acquisition of, a obligation of government funds. When


record pertaining to another individual SYSTEM NUMBER: 60–0231 an individual is to repay funds
under false pretenses is a criminal advanced, the records will be used to
offense. SYSTEM NAME: establish a receivable record and to
If notification is requested by Financial Transactions of SSA track repayment status. In the event of
telephone, an individual must verify Accounting and Finance Offices, Social an overpayment to an individual, the

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1848 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

record is used to establish a receivable (a) The Social Security such agent for the purpose of allowing
record for recovery of the amount Administration (SSA), or any such agent to prepare a commercial
claimed. The records are also used component thereof; or credit report on the individual for use
internally to develop reports to the (b) Any SSA employee in his/her by SSA in accordance with 31 U.S.C.
Internal Revenue Service and applicable official capacity; or 3711, 3717 and 3718;
State and local taxing officials of taxable (c) Any SSA employee in his/her (e) To debt collection agents under 31
income. This is an Agency-wide notice individual capacity where DOJ (or SSA U.S.C. 3718 or under common law to
of payment and collection activities at where it is authorized to do so) has help collect a debt; and
all locations. Intra-Agency uses and agreed to represent the employee; or (f) To the Department of Justice for
transfers concern the validation and (d) The United States or any agency litigation or for further administrative
certification for payment, and for SSA thereof where SSA determines that the action. In accordance with 31 U.S.C.
internal audits. litigation is likely to affect the 3711(e)(1)(F), disclosure under parts
operations of SSA or any of its (a)–(c) and (e) is limited to information
ROUTINE USES OF RECORDS MAINTAINED IN THE necessary to establish the identity of the
components, is a party to the litigation
SYSTEM, INCLUDING CATEGORIES OF USERS AND
or has an interest in such litigation, and person, including name, address and
THE PURPOSES OF SUCH USES:
SSA determines that the use of such taxpayer identification or Social
Disclosure may be made for routine Security number; the amount, status,
records by DOJ, a court or other
uses as indicated below: and history of the claim; the agency or
1. To the Department of the Treasury tribunal, or another party before
tribunal, is relevant and necessary to the program under which the claim arose.
for check preparation. 13. To another Federal agency that
2. To members of Congress litigation, provided, however, that in
each case, SSA determines that such has asked the Social Security
concerning a Federal financial
disclosure is compatible with the Administration to effect an
assistance program.
3. To a congressional office from an purpose for which the records were administrative offset under common law
individual’s record in response to an collected. or under 31 U.S.C. 3716 to help collect
inquiry from the congressional office 10. To credit reporting agencies to a debt owed the United States.
made at the request of that individual. obtain a credit report about a potential Disclosure under this routine use is
4. To the Department of Justice in the contractor or grantee in order to limited to the individual’s name,
event SSA deems it desirable, or determine the potential contractor’s or address, Social Security number, and
necessary, in determining whether grantee’s creditworthiness. other information necessary to identify
particular records are required to be 11. To the Department of the the individual information about the
disclosed under the Freedom of Treasury: money payable to, or held for, the
Information Act. (a) To find out whether or not the individual, and other information
5. To a Federal, State or local agency individual has a delinquent tax account concerning the administrative offset.
maintaining civil, criminal or other for the purpose of determining the 14. To the Internal Revenue Service
relevant enforcement records or other individual’s creditworthiness for the and State and local tax authorities when
pertinent records, such as current loan in question under the Internal income and payments are reported to
licenses, if necessary to obtain a record Revenue Code (26 U.S.C. 6103(1)(3)(A)– them concerning employees,
relevant to an Agency decision (C)); and contractors, and when amounts are
concerning the hiring or retention of an (b) To assist SSA in recovering the written-off as legally or administratively
employee, the issuance of a security collection of delinquent administrative uncollectible, in whole or in part.
clearance, the letting of a contract or the debts through Administrative Wage 15. To banks enrolled in the treasury
issuance of a license or other benefit. Garnishment (AWG) (31 U.S.C. 3720D) credit card network to collect a payment
6. To a Federal agency, in response to via the Treasury Crossing Servicing or debt when the individual has given
its request, in connection with the program as authorized by the Debt his/her credit card number for this
hiring or retention of an employee, the Collection Improvement Act of 1996. purpose.
issuance of a security clearance, the 12. To the following entities in order 16. To student volunteers, individuals
reporting of an investigation of an to help collect a debt owed the United working under a personal services
employee, the letting of a contract, or States: contract, and other workers who
the issuance of a license or other benefit (a) To another Federal agency so that technically do not have the status of
by the requesting agency, to the extent agency can effect a salary offset; Federal employees, when they are
that the record is relevant and necessary (b) To another Federal agency so that performing work for the Social Security
to the requesting agency’s decision on agency can effect an administrative Administration (SSA), as authorized by
the matter. offset under common law or under 31 law, and they need access to personally
7. To a Federal agency having the U.S.C. 3716 (withholding from money identifiable information in SSA records
power to subpoena records, for example, payable to, or held on behalf of, the in order to perform their assigned
the Internal Revenue Service or the Civil individual); Agency functions.
Rights Commission, in response to a (c) To the Department of the Treasury 17. To the General Services
subpoena for information contained in to request the mailing address of an Administration and the National
this system of records. individual under the Internal Revenue Archives Records Administration
8. To officials of labor organizations Code (26 U.S.C. 6103(m)(2)(A)) for the (NARA) under 44 U.S.C. 2904 and 2906,
recognized under 5 U.S.C. Chapter 71 purpose of locating the individual to as amended by the NARA Act of 1984,
when relevant and necessary to their collect or compromise a Federal claim information which is not restricted from
duties of exclusive representation against the individual in accordance disclosure by Federal law for the use of
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concerning personnel policies, with 31 U.S.C. 3711, 3717 and 3718; those agencies in conducting records
practices, and matters affecting (d) To an agent of the Social Security management studies.
conditions of employment. Administration (SSA) that is a consumer 18. To contractors and other Federal
9. To the Department of Justice (DOJ), reporting agency within the meaning of agencies, as necessary, for the purpose
a court or other tribunal, or to another 15 U.S.C. 1681a(f), the mailing address of assisting the Social Security
party before such tribunal, when: of an individual may be disclosed to Administration (SSA) in the efficient

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1849

administration of its programs. We will 3. Procedural Safeguards: Password name, SSN, address, date of birth and
disclose information under this routine protection of automated records is place of birth, along with one other
use only in situations in which SSA provided. All authorized users protect piece of information, such as mother’s
may enter into a contractual or similar information from public view and from maiden name) and ask for his/her
agreement with a third party to assist in unauthorized personnel entering an consent in providing information to the
accomplishing an agency function office. The safeguards are now requesting individual.
relating to this system of records. maintained in accordance with SSA’s If a request for notification is
Systems Security guides. submitted by mail, an individual must
DISCLOSURE TO CONSUMER REPORTING
Access http://www.socialsecurity.gov/ include a notarized statement to SSA to
AGENCIES:
foia/bluebook/app_g.htm for additional verify his/her identity or must certify in
Disclosure pursuant to 5 U.S.C. information relating to SSA data the request that he/she is the person
552a(b)(12) may be made to consumer security measures. claimed to be and that he/she
reporting agencies as defined in the Fair
RETENTION AND DISPOSAL:
understands that the knowing and
Credit Reporting Act (15 U.S.C.
willful request for, or acquisition of, a
1681a(f)) or the Federal Claims Records are purged from automated record pertaining to another individual
Collection Act of 1966 (31 U.S.C. 3701, files once the accounting purpose has under false pretenses is a criminal
et seq.) as amended. The disclosure will been served. Printed copies and manual offense. These procedures are in
be made in accordance with 31 U.S.C. documents are retained and disposed of accordance with SSA Regulations (20
3711(e) when authorized by sections in accord with General Accounting CFR 401.40(c)).
204(f), 808(e) or 1631(b)(4) of the Social Office principles and standards, as
Security Act (42 U.S.C. 404(f), 1008(e) authorized by the National Archives and RECORD ACCESS PROCEDURES:
or 1383(b)(4)). The purpose of this Records Administration.
disclosure is to aid in the collection of Same as Notification procedures.
outstanding debts owed to the Federal SYSTEM MANAGER(S) AND ADDRESS(ES): Requesters should also clearly specify
government, typically, to provide an Deputy Commissioner for Finance, the record contents being sought, and
incentive for debtors to repay Assessment and Management, 800 may include an accounting of
delinquent Federal government debts by Altmeyer Building, 6401 Security disclosures that have been made of their
making these debts part of their credit Boulevard, Baltimore, Maryland 21235. records, if any. These procedures are in
records. The information to be disclosed accordance with SSA Regulations (20
NOTIFICATION PROCEDURES: CFR 401.40(c)).
is limited to the individual’s name,
An individual can determine if this
address, SSN, and other information CONTESTING RECORD PROCEDURES:
system contains a record about him/her
necessary to establish the individual’s
by writing to the system manager(s) at Same as Notification procedures.
identity; the amount, status, and history
the above address and providing his/her Also, requesters should reasonably
of the debt and the agency or program
name, SSN or other information that identify the record, specify the
under which the debt arose.
may be in the system of records that will information they are contesting and the
POLICIES AND PRACTICES FOR STORING, identify him/her. An individual corrective action sought, and the
RETRIEVING, ACCESSING, RETAINING AND requesting notification of records in reasons for requesting the correction,
DISPOSING OF RECORDS IN THE SYSTEM: person should provide the same with supporting justification showing
STORAGE: information, as well as provide an how the record is inaccurate,
Records are maintained in automated identity document, preferably with a incomplete, untimely or irrelevant.
form (e.g., disc packs and magnetic photograph, such as a driver’s license or These procedures are in accordance
tapes). some other means of identification. If an with SSA Regulations (20 CFR
individual does not have any 401.65(a)).
RETRIEVABILITY: identification documents sufficient to
Records are retrieved by name, SSN, establish his/her identity, the individual RECORD SOURCE CATEGORIES:

and voucher number. must certify in writing that he/she is the Individual travel vouchers, grants,
person claimed to be and that he/she contract and purchase order award
SAFEGUARDS: understands that the knowing and documents; delinquent grant records,
1. Only authorized users have access willful request for, or acquisition of, a invoices of services rendered; and/or
to these records: Employees and record pertaining to another individual goods received, and applications for
officials directly responsible for under false pretenses is a criminal travel and/or salary advances.
programmatic or fiscal activity, offense.
including administrative and staff If notification is requested by SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
personnel, financial management telephone, an individual must verify OF THE PRIVACY ACT:
personnel, computer personnel, and his/her identity by providing identifying None.
managers who have responsibilities for information that parallels information in
implementing SSA programs. the record to which notification is being SYSTEM NUMBER: 60–0232
2. Physical Safeguards: File folders, requested. If it is determined that the
SYSTEM NAME:
reports and other forms of personnel identifying information provided by
data, and electronic diskettes are stored telephone is insufficient, the individual Central Registry of Individuals Doing
in areas where fire codes are strictly will be required to submit a request in Business With SSA (Vendor File), Social
enforced. All documents and diskettes writing or in person. If an individual is Security Administration, Deputy
rmajette on PROD1PC71 with NOTICES3

are protected during lunch hours and requesting information by telephone on Commissioner for Finance, Assessment
non-working hours in locked file behalf of another individual, the subject and Management, Office of Financial
cabinets or locked storage areas. individual must be connected with SSA Policy Operations.
Magnetic tapes, disks, etc., and and the requesting individual in the
SECURITY CLASSIFICATION:
computer matching tapes are locked in same phone call. SSA will establish the
a computer room and tape vault. subject individual’s identity (his/her None.

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1850 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

SYSTEM LOCATION: 1. To a congressional office in 7. To officials of labor organizations


Social Security Administration, Room response to an inquiry from that office recognized under 5 U.S.C. Chapter 71
2–B–4 East Low Rise Building, 6401 made at the request of the subject when relevant and necessary to their
Security Boulevard, Baltimore, individual. duties of exclusive representation
Maryland 21235. 2. To the Department of Justice (DOJ), concerning personnel policies,
a court or other tribunal, or another practices, and matters affecting
CATEGORIES OF INDIVIDUALS COVERED BY THE party before such tribunal, when: conditions of employment.
SYSTEM:
(a) The Social Security 8. To student volunteers, individuals
Individuals who are the recipients of Administration (SSA), or any working under a personal services
Federal Domestic Assistance Grants or component thereof; or contract, and other workers who
of contracts awarded by the Social (b) Any SSA employee in his/her technically do not have the status of
Security Administration (SSA). official capacity; or Federal employees, when they are
(c) Any SSA employee in his/her performing work for the Social Security
CATEGORIES OF RECORDS IN THE SYSTEM:
individual capacity where DOJ (or SSA, Administration (SSA), as authorized by
An index of names, addresses and where it is authorized to do so) agreed law, and they need access to personally
Social Security numbers (SSN) of to represent the employee; or identifiable information in SSA records
individuals or tax identification (d) The United States or any agency in order to perform their assigned
numbers (TIN) or employer thereof where SSA determines that the Agency functions.
identification numbers (EIN) of litigation is likely to affect SSA or any 9. To the General Services
employer business entities doing of its components, is a party to the Administration and the National
business with SSA. The Central Registry litigation or has an interest in such Archives Records Administration
(Vendor File) (VF) contains banking litigation, and SSA determines that the (NARA) under 44 U.S.C. 2904 and 2906,
information, routing and transit use of such records by DOJ, a court or as amended by the NARA Act of 1984,
numbers (RTAS) and deposit account other tribunal, or another party before information which is not restricted from
numbers (DAN) for direct deposit such tribunal, is relevant and necessary disclosure by Federal law for the use of
payments for vendors. No other to the litigation and would help in the those agencies in conducting records
personally identifiable data are effective representation of the management studies.
maintained. The index is termed public governmental party, provided however, 10. To contractors and other Federal
information since data relative to that in each case, SSA determines that agencies, as necessary, for the purpose
Federal Domestic Assistance and such disclosure is compatible with the of assisting the Social Security
contracts are public information. purpose for which the records were Administration (SSA) in the efficient
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: collected. administration of its programs. We will
3. To the Department of Justice in the disclose information under this routine
5 U.S.C. 301.
event the Social Security use only in situations in which SSA
PURPOSE(S): Administration deems it desirable or may enter into a contractual or similar
This registry is maintained to provide necessary, in determining whether agreement with a third party to assist in
a standard code to uniquely identify particular records are required to be accomplishing an agency function
entities, including individuals, together disclosed under the Freedom of relating to this system of records.
with mailing address and other Information Act for the purpose of
obtaining its advice. POLICIES AND PRACTICES FOR STORING,
characteristic data, to all principal RETRIEVING, ACCESSING, RETAINING, AND
operating components, agencies, 4. To a Federal, State or local agency
DISPOSING OF RECORDS IN THE SYSTEM:
regional offices and staff offices of SSA. maintaining civil, criminal or other
The use of a single code per entity in all relevant enforcement records or other STORAGE:

SSA data systems enhances pertinent records, such as current Records are maintained in automated
communications with an entity, as well licenses, if necessary to obtain a record form (e.g., disc packs and magnetic
as diminishing the need to maintain relevant to an Agency decision tapes) and in paper form (e.g., Hard
duplicative data and files at various concerning the hiring or retention of an copy code booklets) at central computer
locations. Major categories of entities in employee, the issuance of a security sites.
the central registry are those awarded clearance, the letting of a contract, or
the issuance of a license, grant or other RETRIEVABILITY:
contracts and grants under Federal
Domestic Assistance programs. Only benefit. Records are retrieved by either name,
those persons in SSA with a ‘‘need to 5. To a Federal agency, in response to SSN or other characteristic data.
know’’ have access to the published its request, in connection with the
hiring or retention of an employee, the SAFEGUARDS:
registry and to the automated records.
The Code Book provides a listing of data issuance of a security clearance, the Only specified employees have access
processing numbers for grant, contract reporting of an investigation of an to the vendor file database. A security
and financial transactions. These employee, the letting of a contract, or profile is maintained in the computer
numbers are used to access the name the issuance of a license, grant, or other system to limit and monitor access.
and address of the individual in the benefit by the requesting agency, to the Authorized employees must have a
Automated Library (Central Registry). extent that the record is relevant and personal identification number (PIN)
The information is used for check necessary to the requesting agency’s and password to access the system and
preparation, reports, mailings, etc. decision on the matter. clearance for the proper security profile
rmajette on PROD1PC71 with NOTICES3

6. To a Federal agency having the to access the vendor file. Certain


ROUTINE USES OF RECORDS MAINTAINED IN THE power to subpoena records, for example, functions, such as ‘‘Delete’’ or ‘‘Purge,’’
SYSTEM, INCLUDING CATEGORIES OF USERS AND the Internal Revenue Service or the Civil cannot be performed unless the vendor
THE PURPOSES OF SUCH USES: Rights Commission in response to a file systems administrator implements
Disclosure may be made for routine subpoena for information contained in the function. Access http://
uses as indicated below: this system of records. www.socialsecurity.gov/foia/bluebook/

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1851

app_g.htm for additional information the request that he/she is the person CATEGORIES OF INDIVIDUALS COVERED BY THE
relating to SSA data security measures. claimed to be and that he/she SYSTEM:
understands that the knowing and This system covers SSA employees,
RETENTION AND DISPOSAL:
willful request for, or acquisition of, a employees of other organizations
Records are purged from the record pertaining to another individual serviced by SSA Employee Assistant
automated file every two years; only under false pretenses is a criminal Program (EAP), or family members of
persons actively dealing with SSA offense. These procedures are in any of these employees who have been
remain on file. Code Books are replaced accordance with SSA Regulations (20 counseled and/or referred for
each year. Inactive books are destroyed. CFR 401.40(c)). counseling for personal problems by the
SYSTEM MANAGER(S) AND ADDRESS(ES):
EAP.
RECORD ACCESS PROCEDURES:
Social Security Administration, Office CATEGORIES OF RECORDS IN THE SYSTEM:
of Finance, Division of Administrative Same as Notification procedures.
The system contains records of each
Payments, Social Security Requesters should also reasonably
employee and family member who has
Administration, 2–B–4 East Low Rise specify the record contents being
utilized the EAP for a personal problem.
Building, 6401 Security Boulevard, sought. These procedures are in
Examples of information that may be
Baltimore, Maryland 21235. accordance with SSA Regulations (20
found in each record are employee or
CFR 401.40(c)).
family member name, date of birth,
NOTIFICATION PROCEDURES:
CONTESTING RECORD PROCEDURES: grade, job title, home address, telephone
An individual can determine if this numbers, and supervisor’s name and
system contains a record about him/her Same as Notification procedures. telephone number. In addition to the
by writing to the system manager(s) at Also, requesters should reasonably demographic data, certain clinical
the above address and providing his/her identify the record, specify the information is normally maintained in
name, SSN or other information that information they are contesting and each record including a psychosocial
may be in the system of records that will corrective action sought, and the history, assessment of personal
identify him/her. An individual reasons for the correction, with problems, information regarding
requesting notification of records in supporting justification showing how referrals to treatment facilities in the
person should provide the same the record is incomplete, inaccurate, community, and intervention outcomes.
information, as well as provide an untimely or irrelevant. These Also, information relating to finances
identity document, preferably with a procedures are in accordance with SSA that the employee voluntarily provides;
photograph, such as a driver’s license or Regulations (20 CFR 401.65(a)). disposition, including employees stated
some other means of identification. If an intentions; record of letters or tax forms
RECORD SOURCE CATEGORIES:
individual does not have any sent as replies; letters from creditors or
identification documents sufficient to Grant and Contract documents. their representatives and copies of our
establish his/her identity, the individual Names, SSNs, TINs, RTAS, DANs and replies and copies of tax levies against
must certify in writing that he/she is the addresses are provided by the employees. Finally, if an employee is
person claimed to be and that he/she individual when applying for a grant or referred to the EAP by a supervisor, the
understands that the knowing and contract from the SSA. record may contain information
willful request for, or acquisition of, a regarding the referral such as leave
record pertaining to another individual SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT: record, reasons for referral, and
under false pretenses is a criminal outcomes of supervisory interventions.
offense. None.
If notification is requested by AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SYSTEM NUMBER: 60–0234 5 U.S.C. 7361, 7362, 7901, and 7904.
telephone, an individual must verify
his/her identity by providing identifying SYSTEM NAME: PURPOSE(S):
information that parallels information in
the record to which notification is being Employee Assistance Program (EAP) These records are used to document
requested. If it is determined that the Records, Social Security the nature and extent of the employee’s
identifying information provided by Administration, Deputy Commissioner or family member’s personal problem
telephone is insufficient, the individual for Human Resources, Office of and the background information
will be required to submit a request in Personnel, Center for Employee necessary for formulating an
writing or in person. If an individual is Services. intervention plan in an effort to resolve
requesting information by telephone on the personal problem and return the
SECURITY CLASSIFICATION: employee to full productivity. The
behalf of another individual, the subject
individual must be connected with SSA None. record is also used to document, when
and the requesting individual in the appropriate, where the employee or
SYSTEM LOCATION: family member has been referred for
same phone call.
SSA will establish the subject Social Security Administration, Office treatment or rehabilitation and the
individual’s identity (his/her name, of Human Resources, Office of progress in such treatment.
Personnel, Center for Employee Anonymous information from these
SSN, address, date of birth and place of
Services, Employee Assistance Program, records is also needed for the purpose
birth, along with one other piece of
6401 Security Boulevard, Baltimore, of preparing statistical reports and
information, such as mother’s maiden
Maryland 21235. analytical studies in support of the
name) and ask for his/her consent in
EAP’s management.
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providing information to the requesting Social Security Administration (SSA)


individual. Regional Offices, Human Resources ROUTINE USES OF RECORDS MAINTAINED IN THE
If a request for notification is Center (contact the system manager or SYSTEM, INCLUDING CATEGORIES OF USERS AND
submitted by mail, an individual must access http://www.socialsecurity.gov/ THE PURPOSES OF SUCH USES:
include a notarized statement to SSA to foia/bluebook/app_g.htm for address Disclosure may be made for routine
verify his/her identity or must certify in information). uses as indicated below.

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1852 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

1. To contractors if the Social Security in order to perform their assigned writing. Furthermore, employees and
Administration contracts with private Agency functions. family members who utilize the EAP
firms, individuals, or other groups such 6. To the General Services will be informed in writing of the
as a Federal Employee Assistance Administration and the National confidentiality provisions; and
Program (EAP) consortium for the Archives Records Administration secondary disclosure of information is
purpose of providing the EAP functions. (NARA) under 44 U.S.C. 2904 and 2906, prohibited without employee consent.
The contractor shall be required to as amended by the NARA Act of 1984, Access http://www.socialsecurity.gov/
maintain Privacy Act safeguards with information which is not restricted from foia/bluebook/app_g.htm for additional
respect to such records. The contractors disclosure by Federal law for the use of information relating to SSA data
will surrender to the EAP all of these those agencies in conducting records security measures.
records as well as any new records at management studies.
RETENTION AND DISPOSAL:
the time of contract termination.
2. To the Department of Justice (DOJ), POLICIES AND PRACTICES FOR STORING, Records are retained until three years
RETRIEVING, ACCESSING, RETAINING, AND after the employee or family member
a court or other tribunal, or another
DISPOSING OF RECORDS IN THE SYSTEM:
party before such tribunal, when: has ceased contact with the EAP or until
(a) The Social Security STORAGE: any litigation is resolved. However, if an
Administration (SSA), or any Records are maintained in automated employee has been terminated from
component thereof; or form (e.g., computer readable media, SSA employment, records are retained
(b) Any SSA employee in his/her hard drives, floppy disks, and Compact for at least three years after the official
official capacity; or Disc-Read Only Memory (CD–ROM)) date of termination and until any
(c) Any SSA employee in his/her and in paper form (e.g., folders, index litigation is resolved. Files are then
individual capacity where DOJ (or SSA, cards). destroyed.
where it is authorized to do so) has
agreed to represent the employee; or RETRIEVABILITY: SYSTEM MANAGER(S) AND ADDRESS(ES):
(d) The United States or any agency Records are retrieved by a case code Social Security Administration,
thereof where SSA determines that the number. These numbers are cross- Director, Center for Employee Services,
litigation is likely to affect SSA or any indexed by name of employee or family Office of Personnel, Office of Human
of its components, is a party to the member. Resources, 6401 Security Boulevard,
litigation or has an interest in such Baltimore, Maryland 21235.
litigation, and SSA determines that the SAFEGUARDS:
1. Authorized Users: Access to these NOTIFICATION PROCEDURES:
use of such records by DOJ, a court or
other tribunal, or another party before records is limited to the EAP Upon receiving a request, the EAP
such tribunal, is relevant and necessary Administrators who work directly with Administrator shall weigh the need for
to the litigation, provided, however, that employees and family members in each disclosure against the potential injury to
in each case, SSA determines that such program location and their immediate the patient, to the physician-patient
disclosure is compatible with the staffs (including staff counselors, staff relationship, and to the treatment
purpose for which the records were secretaries, contract or consortia services. The EAP Administrator will
collected. counselors and secretaries). All EAP then determine the extent to which any
3. To a congressional office in Administrators, whether or not they disclosure of all or any part of the
response to any inquiry from that office directly provide clinical services, may record is necessary (42 CFR part 2 does
made at the request of the subject of the access the records for the purposes of not compel disclosure).
record. program evaluation, destroying records An individual can determine if this
4. To a court or other tribunal, or a at the end of their period of system contains a record about him/her
party before the same, where the records maintenance, and transferring records by writing to the system manager(s) at
are covered by the Confidentiality of from one contractor to another. the above address and providing his/her
Alcohol and Drug Abuse Patient 2. Physical Safeguards: All records name, SSN or other information that
Records regulations (42 CFR part 2). are stored in a metal filing cabinet may be in the system of records that will
Any disclosure of such patient records equipped with at least a combination identify him/her. An individual
must be pursuant to a qualified service lock, and preferably a locking bar. This requesting notification of records in
organization agreement that meets the file cabinet is in a secured area, person should provide the same
requirements of 42 CFR part 2 and must accessible only to the EAP staff, and is information, as well as provide an
also comply with all other aspects of locked when not in use. Computer identity document, preferably with a
these regulations. The Employee readable information is maintained in photograph, such as a driver’s license or
Assistance Program Administrators in discrete systems and/or is password some other means of identification. If an
each program location must personally protected. Computers are also stored in individual does not have any
approve any disclosure made under this secured areas, accessible to only the identification documents sufficient to
routine use based on his or her EAP staff. These records are always establish his/her identity, the individual
determination that it is compatible with maintained separate from any other must certify in writing that he/she is the
the purpose for which the records were system of records. person claimed to be and that he/she
collected. 3. Procedural Safeguards: All persons understands that the knowing and
5. To student volunteers, individuals having access to the records shall have willful request for, or acquisition of, a
working under a personal services previous training in the proper handling record pertaining to another individual
contract, and other workers who of records covered by the Privacy Act under false pretenses is a criminal
rmajette on PROD1PC71 with NOTICES3

technically do not have the status of and 42 CFR part 2 (Confidentiality of offense.
Federal employees, when they are Alcohol and Drug Abuse Patient If notification is requested by
performing work for the Social Security Records). These restrict disclosures to telephone, an individual must verify
Administration (SSA), as authorized by unique situations, such as medical his/her identity by providing identifying
law, and they need access to personally emergencies, except when the employee information that parallels information in
identifiable information in SSA records or family member has consented in the record to which notification is being

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1853

requested. If it is determined that the SYSTEM NUMBER: 60–0236 investigation of an employee, the letting
identifying information provided by of a contract, or the issuance of a
SYSTEM NAME:
telephone is insufficient, the individual license, grant, or other benefit by the
will be required to submit a request in Employee Development Program requesting agency, to the extent that the
writing or in person. If an individual is Records, Social Security record is relevant and necessary to the
requesting information by telephone on Administration, Deputy Commissioner requesting agency’s decision on the
behalf of another individual, the subject for Human Resources (DCHR), Office of matter.
individual must be connected with SSA Training (OT). 3. To a Federal agency having the
and the requesting individual in the SECURITY CLASSIFICATION: power to subpoena records, for example,
same phone call. SSA will establish the the Internal Revenue Service or the Civil
None.
subject individual’s identity (his/her Rights Commission, in response to a
name, SSN, address, date of birth and SYSTEM LOCATION: subpoena for information contained in
place of birth, along with one other Social Security Administration, Office this system of records.
piece of information, such as mother’s of Training, Offices of the Deputy 4. To officials of labor organizations
maiden name) and ask for his/her Commissioners, Deputy-level offices recognized under 5 U.S.C. Chapter 71
consent in providing information to the and/or Regional Commissioners’ offices. when relevant and necessary to their
requesting individual. duties of exclusive representation
CATEGORIES OF INDIVIDUALS COVERED BY THE concerning personnel policies,
If a request for notification is SYSTEM: practices, and matters affecting
submitted by mail, an individual must Applicants and participants in all conditions of employment.
include a notarized statement to SSA to Social Security Administration (SSA) 5. To contractors when the Social
verify his/her identity or must certify in developmental programs at the specific Security Administration contracts with
the request that he/she is the person grades covered by the programs. a private firm for the purpose of
claimed to be and that he/she collating, analyzing, aggregating or
understands that the knowing and CATEGORIES OF IN THE SYSTEM:
otherwise refining records in this
willful request for, or acquisition of, a This system consists of a variety of system. The contractor shall be required
record pertaining to another individual records relating to an employee’s to maintain Privacy Act safeguards with
under false pretenses is a criminal application for, and participation in, the respect to such records.
offense. These procedures are in Executive Development Program. In 6. To the Office of Personnel
accordance with SSA Regulations (20 addition to the employee’s name, the Management, the Merit Systems
CFR 401.40(c)). system contains the employee’s title, Protection Board, or the Office of the
grade and salary, Social Security Special Counsel, when information is
RECORD ACCESS PROCEDURES: number (SSN), organization in which requested in connection with appeals,
Same as Notification procedures. employed, date of entry into the special studies of the civil service and
Requesters should also reasonably Executive Development Program, other merit systems, review of those
specify the record contents being training needs while participating in the agencies’ rules and regulations,
sought. These procedures are in program, individual development plan investigation of alleged or possible
accordance with SSA Regulations (20 and basis for participation in the prohibited personnel practices, and for
CFR 401.40(c)). Employee Development Program. such other functions of these agencies as
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
may be authorized by law, e.g., 5 U.S.C.
CONTESTING RECORD PROCEDURES: 1205 and 1206.
5 U.S.C. 3396, et seq. 7. To the Equal Employment
Same as Notification procedures.
Also, requesters should reasonably PURPOSE(S): Opportunity Commission when
identify the record, specify the These records are used to document requested in connection with
information they are contesting and the employee’s application for, and investigations into alleged or possible
corrective action sought, and the participation in, the Executive discriminatory practices in the Federal
reasons for the correction, with Development Program. They may be sector, examination of Federal
supporting justification showing how used as a basis for promotion, transfer, affirmative employment programs,
the record is incomplete, untimely, or reassignment. They may be used as compliance by Federal agencies with
inaccurate or irrelevant. These a basis for preparing management, the Uniform Guidelines on Employee
procedures are in accordance with SSA budgetary or statistical reports to Selection Procedures, or other functions
Regulations (20 CFR 401.65(a)). support organizational planning or vested in the Commission.
manpower utilization studies. 8. To the Federal Labor Relations
RECORD SOURCE CATEGORIES: Authority, its General Counsel, the
ROUTINE USES OF RECORDS MAINTAINED IN THE Federation Mediation and Conciliation
Information in this system of records SYSTEM, INCLUDING CATEGORIES OF USERS AND Service, the Federal Service Impasses
is: (1) Supplied directly by the THE PURPOSES OF SUCH USES: Panel, or an arbitrator when information
individual, or (2) supplied by a member Disclosure may be made for routine is requested in connection with
of the employee’s family, or (3) derived uses as indicated below: investigations of allegation of unfair
from information supplied by the 1. To Federal, State and local law practices, matters before an arbitrator or
individual, or (4) supplied by sources to enforcement agencies in the event that the Federal Service Impasses Panel.
whom the employee and/or family this system of records indicates a 9. To a congressional office from the
member has been referred for assistance, violation or potential violation of law, record of an individual in response to
or (5) supplied by SSA officials, or (6)
rmajette on PROD1PC71 with NOTICES3

whether civil, criminal or regulatory in an inquiry from congressional office


supplied by EAP counselors. nature. made at the request of that individual.
2. To another Federal agency in 10. To the Department of Justice
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS connection with the hiring or retention (DOJ), a court or other tribunal, or to
OF THE PRIVACY ACT:
of an employee, the issuance of a another party before such tribunal,
None. security clearance, the reporting of an when:

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1854 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

(a) The Social Security RETENTION AND DISPOSAL: include a notarized statement to SSA to
Administration (SSA), or any Records of an unsuccessful applicant verify his/her identity or must certify in
component thereof; or are retained for 60 days after the request that he/she is the person
(b) Any SSA employee in his/her notification that he or she was not claimed to be and that he/she
official capacity; or selected for participation, and are then understands that the knowing and
(c) Any SSA employee in his/her destroyed. Records of a participant are willful request for, or acquisition of, a
individual capacity where DOJ (or SSA, retained for 5 years after the individual record pertaining to another individual
where it is authorized to do so) has has ceased to participate in the program, under false pretenses is a criminal
agreed to represent the employee; or and are then destroyed. offense. These procedures are in
(d) The United States or any agency accordance with SSA Regulations (20
SYSTEM MANAGER(S) AND ADDRESS(ES):
thereof where SSA determines that the CFR 401.40(c)).
In the field, Applicable Personnel
litigation is likely to affect SSA or any Officers who service the organization RECORD ACCESS PROCEDURES:
of its components, is a party to the unit in which the individual is Same as Notification procedures.
litigation or has an interest in such employed. In Headquarters, DCHR. Requesters should also reasonably
litigation, and SSA determines that the Office of Personnel, Director, 6401 specify the record contents being
use of such records by DOJ, a court or Security Boulevard, Baltimore, sought. These procedures are in
other tribunal, or another party before Maryland 21235. For all training related accordance with SSA Regulations (20
such tribunal, is relevant and necessary material: DCHR/OT, 6401 Security CFR 401.40(c)).
to the litigation, provided, however, that Boulevard, Baltimore, Maryland 21235.
in each case, SSA determines that such CONTESTING RECORD PROCEDURES:
disclosure is compatible with the NOTIFICATION PROCEDURES:
Same as Notification procedures.
purpose for which the records were An individual can determine if this Also, requesters should reasonably
collected. system contains a record about him/her identify the record, specify the
11. To student volunteers, individuals by writing to the system manager(s) at information they are contesting and the
working under a personal services the above address and providing his/her corrective action sought, and the
contract, and other workers who name, SSN, or other information that reasons for the correction, with
technically do not have the status of may be in the system of records that will supporting justification showing how
Federal employees, when they are identify him/her. An individual the record is incomplete, untimely,
performing work for the Social Security requesting notification of records in inaccurate or irrelevant. These
Administration (SSA), as authorized by person should provide the same procedures are in accordance with SSA
law, and they need access to personally information, as well as provide an Regulations (20 CFR 401.65(a)).
identifiable information in SSA records identity document, preferably with a
in order to perform their assigned photograph, such as a driver’s license or RECORD SOURCE CATEGORIES:
Agency functions. some other means of identification. If an Information in this system of records
12. To the General Services individual does not have any is: (1) Supplied directly by the
Administration and the National identification documents sufficient to individual, or (2) derived from
Archives Records Administration establish his/her identity, the individual information supplied by the individual,
(NARA) under 44 U.S.C. 2904 and 2906, must certify in writing that he/she is the or (3) supplied by SSA officials.
as amended by the NARA Act of 1984, person claimed to be and that he/she
understands that the knowing and SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
information which is not restricted from OF THE PRIVACY ACT:
disclosure by Federal law for the use of willful request for, or acquisition of, a
record pertaining to another individual None.
those agencies in conducting records
management studies. under false pretenses is a criminal SYSTEM NUMBER: 60–0237
offense.
POLICIES AND PRACTICES FOR STORING, If notification is requested by SYSTEM NAME:
RETRIEVING, ACCESSING, RETAINING, AND telephone, an individual must verify Employees’ Medical Records, Social
DISPOSING OF RECORDS IN THIS SYSTEM: his/her identity by providing identifying Security Administration, Deputy
information that parallels information in Commissioner for Human Resources,
STORAGE:
the record to which notification is being Office of Personnel, Center for
Records are maintained in automated requested. If it is determined that the Employee Services.
form (e.g., magnetic tapes, hard drives, identifying information provided by
floppy disks, Compact Disk-Read Only telephone is insufficient, the individual SECURITY CLASSIFICATION:
Memory (CD–ROM)) and in paper form will be required to submit a request in None.
(e.g., file folders, punch cards, forms). writing or in person. If an individual is
requesting information by telephone on SYSTEM LOCATION:
RETRIEVABILITY:
behalf of another individual, the subject These records are maintained on
Records are retrieved by name and individual must be connected with SSA current Social Security Administration
SSN. and the requesting individual in the (SSA) employees receiving health
same phone call. SSA will establish the services at the SSA Health Units at the
SAFEGUARDS: following addresses:
subject individual’s identity (his/her
Access to, and use of, these records is name, SSN, address, date of birth and Social Security Administration,
limited to those persons whose official place of birth, along with one other Headquarters, 6401 Security Boulevard,
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duties require such access. A personnel piece of information, such as mother’s Baltimore, Maryland 21235.
screening is employed to prevent maiden name) and ask for his/her Social Security Administration,
unauthorized disclosure. Access http:// consent in providing information to the Northeastern Program Service Center, 1
www.socialsecurity.gov/foia/bluebook/ requesting individual. Jamaica Center Plaza, 155–10 Jamaica
app_g.htm for additional information If a request for notification is Avenue, Jamaica, New York 11432–
relating to SSA data security measures. submitted by mail, an individual must 3830.

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1855

Social Security Administration, Mid- IN THE ATLANTA REGION (ALABAMA, NORTH AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Atlantic Program Service Center, 300 CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA, 5 U.S.C. 7901; OMB Circular No. A–
Spring Garden Street, Philadelphia, KENTUCKY, MISSISSIPPI, TENNESSEE):
72.
Pennsylvania 19123. Sam Nunn Federal Building, Health
Social Security Administration, Unit, 61 Forsyth Street, SW., Atlanta, PURPOSE(S):
Wilkes-Barre Data Operations Center, GA 30303. These records document utilization of
1150 East Mountain Drive, Wilkes- health services provided by SSA Health
IN THE CHICAGO REGION (ILLINOIS, INDIANA,
Barre, Pennsylvania 18702–7997. Units.
MICHIGAN, MINNESOTA, OHIO, WISCONSIN):
Social Security Administration,
Southeastern Program Service Center, • John C. Kluczynski Federal ROUTINE USES OF RECORDS MAINTAINED IN THE
Building, Health Unit, 230 S. Dearborn SYSTEM, INCLUDING CATEGORIES OF USERS AND
3001 Twelfth Avenue, North,
THE PURPOSES OF SUCH USES:
Birmingham, Alabama 35285. Street, Chicago, IL 60604.
Social Security Administration, • Harold Washington Social Security Disclosure may be made for routine
Western Program Service Center, Frank Center, Health Unit, 600 West Madison uses as indicated below:
Hagel Federal Building, 1221 Nevin Street, Chicago, IL 60661. 1. To the appropriate Federal, State,
Avenue, Richmond, California 94802. or local agency responsible for
IN THE KANSAS CITY REGION (IOWA, KANSAS, investigation of an accident, disease,
Other SSA employees receive health
MISSOURI, NEBRASKA): medical condition, or injury as required
services through Interagency
Agreements with the Public Health Richard Bolling Federal Building, by pertinent legal authority.
Service. Health Unit, 601 E. 12th Street, Kansas 2. To the Office of Worker’s
City, MO 64106. Compensation Programs in connection
ADDRESSES OF INTERAGENCY AGREEMENT with a claim for benefits filed by an
HEALTH UNITS IN THE DALLAS REGION (ARKANSAS, LOUISIANA,
NEW MEXICO, OKLAHOMA, TEXAS):
employee.
HEADQUARTERS 3. To a congressional office from the
• Health Unit, 1301 Young Street, record of an individual in response to
Social Security Administration, Metro Dallas, TX 75202. an inquiry from the congressional office
West Building, Suite 200, South • Albuquerque Teleservice Center, made at the request of that individual.
Building, 300 North Greene Street, Health Unit, 500 Lead, SW., 4. To the Department of Justice (DOJ),
Baltimore, Maryland 21203. Albuquerque, NM 87102.
Social Security Administration, a court or other tribunal, or another
National Computer Center Building, IN THE DENVER REGION (COLORADO, MONTANA, party before such tribunal, when:
Room G–09, 6301 Security Boulevard, NORTH DAKOTA, SOUTH DAKOTA, UTAH, (a) The Social Security
Baltimore, Maryland 21235. WYOMING): Administration (SSA), or any
Social Security Administration, Federal Building and U.S. component thereof; or
Security West Building, Room 1-R–15, Courthouse, Health Unit, 1961 Stout (b) Any SSA employee in his/her
1500 Woodlawn Drive, Baltimore, Street, Denver, CO 80294. official capacity; or
Maryland 21241. (c) Any SSA employee in his/her
IN THE SAN FRANCISCO REGION (AMERICAN individual capacity where DOJ (or SSA,
WOC Building, Suite 1209, 1718 SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
Woodlawn Drive, Baltimore, Maryland where it is authorized to do so) has
NEVADA, NORTHERN MARIANNA ISLANDS):
21207. agreed to represent the employee; or
Federal Building, Health Unit, Room (d) The United States or any agency
FIELD ADDRESSES 443, 50 United Nations Plaza, San thereof where SSA determines that the
Francisco, CA 94102. litigation is likely to affect SSA or any
IN THE BOSTON REGION (CONNECTICUT, MAINE,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE IN THE SEATTLE REGION (ALASKA, IDAHO,
of its components, is a party to the
ISLAND, VERMONT): OREGON, WASHINGTON): litigation or has an interest in such
• John F. Kennedy Building, litigation, and SSA determines that the
• Auburn Teleservice Center, Health
Government Center, Health Unit, use of such records by DOJ, a court or
Unit, 2801 C Street, SW., Auburn, WA
Boston, MA 02203. other tribunal, or another party before
98001–7401.
• Thomas P. O’Neill Federal the tribunal, is relevant and necessary to
• Bank of America Tower, Health
Building, Health Unit, 10 Causeway the litigation, provided, however, that in
Unit, 701 5th Avenue, Seattle, WA
Street, Boston, MA 02222. each case, SSA determines that such
98104–7075.
disclosure is compatible with the
IN THE NEW YORK REGION (NEW JERSEY, NEW purpose for which the records were
CATEGORIES OF INDIVIDUALS COVERED BY THE
YORK, PUERTO RICO, VIRGIN ISLANDS)
SYSTEM: collected.
Jacob Javitz Federal Building, Health 5. To student volunteers, individuals
Individuals who have received health
Unit, 26 Federal Plaza, New York, N.Y. working under a personal services
services from any of the SSA Health
10278. contract, and other workers who
Units.
IN THE PHILADELPHIA REGION (DELAWARE, technically do not have the status of
CATEGORIES OF RECORDS IN THE SYSTEM: Federal employees, when they are
DISTRICT OF COLUMBIA, MARYLAND,
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA): This system consists of a variety of performing work for the Social Security
• William J. Green, Jr. Federal records relating to an individual’s Administration (SSA), as authorized by
Building, Health Unit, 600 Arch Street, utilization of services provided by SSA law, and they need access to personally
Philadelphia, PA 19106–1611. Health Units. Examples of information identifiable information in SSA records
• Federal Employee and Service which may be included in this system in order to perform their assigned
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Center, National Underground Storage, are, history of non-work related injuries, Agency functions.
27S–221, Health Unit, Boyers, PA illness or complaint presented to Health 6. To the General Services
16020–0221. Unit staff, immunization records, Administration and the National
• Housing and Urban Development medication administered by Health Unit Archives Records Administration
Building, Health Unit, 451 7th Street, staff, referrals to other health care (NARA) under 44 U.S.C. 2904 and 2906,
SW., Washington, DC 20410–0001. providers. as amended by the NARA Act of 1984,

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1856 Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices

information which is not restricted from photograph, such as a driver’s license or CONTESTING RECORD PROCEDURES:
disclosure by Federal law for the use of some other means of identification. If an Same as Notification procedures.
those agencies in conducting records individual does not have any Also, requesters should reasonably
management studies. identification documents sufficient to identify the record, specify the
7. To the Secretary of Health and establish his/her identity, the individual information they are contesting and the
Human Services or to any State, the must certify in writing that he/she is the corrective action sought, and the
Commissioner shall disclose any record person claimed to be and that he/she reasons for the correction, with
or information requested in writing by understands that the knowing and supporting justification showing how
the Secretary for the purpose of willful request for, or acquisition of, a the record is incomplete, untimely,
administering any program record pertaining to another individual inaccurate or irrelevant. These
administered by the Secretary, if records under false pretenses is a criminal procedures are in accordance with SSA
or information of such type were so offense. Regulations (20 CFR 401.65(a)).
disclosed under applicable rules, If notification is requested by
telephone, an individual must verify RECORD SOURCE CATEGORIES:
regulations and procedures in effect
before the date of enactment of the his/her identity by providing identifying Information in this system of records
Social Security Independence and information that parallels information in is obtained from, the individual to
Program Improvements Act of 1994. the record to which notification is being whom the information pertains,
requested. If it is determined that the laboratory reports and test results, SSA
POLICIES AND PRACTICES FOR STORING, identifying information provided by Health Unit medical officer, physicians,
RETRIEVING, ACCESSING, RETAINING, AND
telephone is insufficient, the individual nurses and other medical technicians
DISPOSING OF RECORDS IN THE SYSTEM:
will be required to submit a request in who have examined, tested, or treated
STORAGE: writing or in person. If an individual is the individual, the individual’s personal
These records are maintained as hard requesting information by telephone on physician and other Federal employee
copy records. behalf of another individual, the subject health units.
individual must be connected with SSA
RETRIEVABILITY: SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
and the requesting individual in the OF THE PRIVACY ACT:
Records are retrievable by name, date same phone call. SSA will establish the
of birth, or Social Security Number None.
subject individual’s identity (his/her
(SSN) of the individual to whom they name, SSN, address, date of birth and SYSTEM NUMBER: 60–0238
pertain. place of birth, along with one other
piece of information, such as mother’s SYSTEM NAME:
SAFEGUARDS:
maiden name) and ask for his/her Pay, Leave and Attendance Records,
During the employment of the
consent in providing information to the Social Security Administration, Deputy
individual, medical records are
requesting individual. Commissioner for Human Resources,
maintained in files separate from the
If a request for notification is Office of Personnel.
Official Personnel Folder and are
located in lockable metal cabinets and/ submitted by mail, an individual must SECURITY CLASSIFICATION:
or in secured rooms with access limited include a notarized statement to SSA to
verify his/her identity or must certify in None.
to those whose official duties require
access. Access http:// the request that he/she is the person SYSTEM LOCATION:
www.socialsecurity.gov/foia/bluebook/ claimed to be and that he/she For Time and Attendance: Deputy
app_g.htm for additional information understands that the knowing and Commissioner for Human Resources,
relating to SSA data security measures. willful request for, or acquisition of, a Office of Personnel, Director, Center for
record pertaining to another individual Personnel Management Information
RETENTION AND DISPOSAL: under false pretenses is a criminal Systems and Payroll, 6401 Security
Records are maintained up to six offense. These procedures are in Boulevard, Baltimore, Maryland 21235.
years from the date of the last entry. The accordance with SSA Regulations (20 For Federal Personnel and Payroll
records are shredded and appropriately CFR 401.40(c)). Systems (FPPS): Director, Payroll
disposed of approximately three months RECORD ACCESS PROCEDURES: Operations Division, Department of the
after separation. Interior, National Business Center, 7301
An individual requesting access to
records should submit his/her request in W. Mansfield Avenue, Denver, Colorado
SYSTEM MANAGER(S) AND ADDRESS(ES):
writing to the system manager or 80235–2230.
Social Security Administration, SSA
Medical Director, Office of Human designated custodian of the records. An CATEGORIES OF INDIVIDUALS COVERED BY THE
Resources, Center for Employee individual requesting access via mail or SYSTEM:
Services, 6401 Security Boulevard, telephone also must furnish an address. All paid employees of the Social
Baltimore, Maryland 21235. Any individual requesting access must Security Administration (SSA).
also follow the Office of Personnel
NOTIFICATION PROCEDURES: Management’s Privacy Act regulations CATEGORIES OF RECORDS IN THE SYSTEM:
An individual can determine if this regarding verification of identity and This system consists of a variety of
system contains a record about him/her access to records (5 CFR part 297). records relating to pay and leave
by writing to the system manager(s) at These procedures are in accordance determinations made about each
the above address and providing his/her with SSA Regulations (20 CFR 401.40(c) employee of SSA. In addition to the
name, SSN or other information that and 401.55(b)). name of the employee, the system
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may be in the system of records that will includes information such as the
identify him/her. An individual Note: At the Headquarter’s SSA Health employee’s date of birth, Social Security
Units, the individual will be asked to
requesting notification of records in complete Form SSA–3465, Consent for number (SSN), home address, grade or
person should provide the same Release of Personal Information. In other SSA rank, employing organization,
information, as well as provide an Health Units the SSA–3465 or equivalent timekeeper number, salary, civil service
identity document, preferably with a will be required. retirement fund contributions, pay plan,

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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices 1857

number of hours worked, annual and 4. To a Federal agency, in response to 11.