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pdfCompleted Determination Record--Continuing Disability Determinations, Social Security Administration, Office of Disability Determinations
Effective Date: January 11, 2006
(71 F.R. 1813)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
SYSTEM NUMBER: 60-0050
System name:
Completed Determination Record--Continuing Disability Determinations, Social Security
Administration, Office of Disability Determinations.
Security classification:
None.
System Location:
Social Security Administration
Office of Systems
6401 Security Boulevard
Baltimore, MD 21235
Categories of individuals covered by the system:
This file contains a record on allowed disability claimants on which a continuing disability
issue has occurred and a decision of continuance or cessation has been approved. This file
also covers Title II and Title XVI disability beneficiaries who have been selected to receive a
Ticket-to-Work as part of the Ticket-to-Work and Self-Sufficiency Program.
Categories of records in the system:
Name and Social Security number (SSN) of the individual and other data such as date of
birth, district office and State agency code, date disability began, type of claim, reason for
reopening, continuance or cessation code, date of termination (if applicable), date of
completion, etc. In addition, data related to the Ticket-to-Work program, such as Ticket
eligibility, receipt, assignment and use, alleged and verified earnings and suspension of
continuing disability determinations.
Authority for maintenance of the system:
Sections 221 and 1148 of the Social Security Act (42 U.S.C. 421 and 1320b-19).
Purpose(s):
This system is used by the Social Security Administration (SSA) to (1) record the result of
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Effective Date: April 1, 2003
Effective Date: April 1, 2003
(68 F.R. 15784)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System number: 60-0089
System name:
Claims Folders Systems, Social Security Administration, Office of the General Counsel,
Office of Public Disclosure.
Security classification:
None.
System location:
The claims folders initially are established and maintained in Social Security field offices
when claims for benefits are filed or a lead is expected to result in a claim. Telephone and
address information for Social Security field offices may be found in local telephone
directories under Social Security Administration (SSA). The claims folders are retained in field
offices until all development has been completed, and then transferred to the appropriate
processing center as set out below. In addition, the information provided by Social Security
claimants on the application for benefits is maintained as a computerized record. The
computerized records are maintained at the following address:
Social Security Administration
Office of Systems Operations
6401 Security Boulevard
Baltimore, MD 21235
Supplemental Security Income (SSI) claims folders are held in Social Security field
offices pending establishment of a payment record, or until the appeal period in a denied
claim situation has expired. The folders are then transferred to a folder-staging facility (FSF)
in Wilkes-Barre, Pennsylvania. The address is:
Social Security Administration
SSI Folder Staging Operations
Wilkes-Barre Data Operations Center
P.O. Box 7000
Wilkes-Barre, PA 18703
Retirement and Survivors Insurance (RSI) claims folders are maintained primarily in the
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Effective Date: April 1, 2003
SSA's PSCs (contact the system manager at the address below for PSC address information).
If the individual to whom the claim pertains resides outside the United States or any of its
possessions, the folder is maintained in the Office of Central Operations (OCO) Rolling Heights
Building (Megasite). The address for the Megasite is:
2255 Rolling Road
Baltimore, MD 21244
Disability Insurance (DI) claims folders for individuals under age 55 are maintained
primarily in the OCO Megasite (see the address above).
DI claims folders for disabled individuals over age 54 are maintained in SSA’s National
Records Center (NRC). The address for the NRC is :
601 S. 291 Hwy.
6000 E. Geospace Dr.
Independence, MO 64056
If the individual resides outside the United States or any of its possessions, DI claims
folders for individuals are maintained in the OCO Megasite (see the address above).
Special Veterans Benefits (SVB) claims folders are held in Social Security field offices
and the Veterans Affairs Regional Office (VARO), Philippines pending establishment of a
payment record or until the appeal period in a denied claim situation has expired. Contact the
system manager for address information for SVB claims folders maintained in the VARO,
Philippines . The VA data file associated with SVB claims is located in SSA’s San Francisco
Regional Office. The address is: Center for Infrastructure, Systems Support Staff, Frank
Hagel Federal Building, 1221 Nevin Avenue, Richmond, California 94801.
In addition, claims folders are transferred to the General Services Administration and on
occasion may be temporarily transferred to other Federal agencies. The DI claims folders
also are transferred to State agencies for disability and vocational rehabilitation
determinations. Contact the system manager for address information.
Categories of individuals covered by the system:
Claimants, applicants, beneficiaries and potential claimant’s benefits and payments
administered by the Social Security Administration (e.g., Title II RSI and DI benefits; and
Title VIII SVB and Title XVI SSI payments). Folders also are maintained on claims that have
been denied.
Categories of records in the system:
The claim folder contains the name and Social Security number of the claimant or
potential claimant; the application for benefits; earnings record information established and
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Effective Date: April 1, 2003
maintained by SSA; documents supporting findings of fact regarding factors of entitlement
and continuing eligibility; payment documentation; correspondence to and from claimants
and/or representatives; information about representative payees; and leads information from
third parties such as social service agencies, IRS, VA and mental institutions. There is also a
VA data file associated with SVB claims. This data includes potential beneficiaries for Title
VIII SVB and will be used to help determine individuals’ eligibility.
The claim folder also may contain data collected as a result of inquiries or complaints,
and evaluation and measurement studies of the effectiveness of claims policies. Separate
files may be maintained of certain actions which are entered directly into the computer
processes. These relate to reports of changes of address, work status, and other
post-adjudicative reports. Separate files also temporarily may be maintained for the purpose
of resolving problem cases. Separate abstracts also are maintained for statistical purposes
(i.e., disallowances, technical denials, and demographic and statistical information relating to
disability decisions).
Authority for maintenance of the system:
Sections 202-205, 223, 226, 228, 1611, 1631, 1818, 1836, and 1840 (42 U.S.C. §§
402-405, 423, 426, 428, 1382, 1383, 1395i-2, 1395o, and 1395s) and Title VIII of the Social
Security Act.
Purpose(s):
Each claim constitutes a basic record for payments and determinations under the Social
Security Act. The information in the claim folder is used to produce and maintain the Master
Beneficiary Record, 60-0090 which is the automated payment system for RSI and DI
benefits; the Supplemental Security Income Record and Special Veterans Benefits, 60-0103
which is the automated payment system for SSI payments for the aged, blind, disabled and
SVB payments under Title VIII of the Act; the Black Lung Payment System, 60-0045 which is
the payment system for BL claims; and the Health Insurance Billing and Collection Master
Record system, 09-70-0522 which is the payment system for HI and Supplementary Medical
Insurance (Medicare) benefits.
Claims folders information is used throughout SSA for purposes of pursuing claims;
determining, organizing and maintaining documents for making determinations of eligibility
for benefits, the amount of benefits, the appropriate payee for benefits; reviewing continuing
eligibility; holding hearings or administrative review processes; ensuring that proper
adjustments are made based on events affecting entitlement; and answering inquiries.
Claims folders may be referred to State disability determination services agencies or
vocational rehabilitation agencies in disability cases. They may also be used for quality
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Effective Date: April 1, 2003
review, evaluation, and measurement studies, and other statistical and research purposes.
Extracts may be maintained as interviewing tools, activity logs, records of claims clearance,
and records of type or nature of actions taken.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made for routine uses as indicated below. However, disclosure of
any information defined as “returns or return information” under 26 U.S.C. § 6103 of the
Internal Revenue Code (IRC) will not be disclosed unless authorized by a statute, the Internal
Revenue Service (IRS), or IRS regulations.
1.
To third party contacts in situations where the party to be contacted has, or is
expected to have, information relating to the individual’s capability to manage his/her affairs
or his/her eligibility for or entitlement to benefits under the Social Security program when:
(a)
The individual is unable to provide information being sought. An
individual is considered to be unable to provide certain types of information when:
(i)
(ii)
He/she is incapable or of questionable mental capability;
He/she cannot read or write;
(iii) He/she cannot afford the cost of obtaining the information;
(iv) He/she has a hearing impairment, and is contacting SSA by telephone
through a telecommunications relay system operator;
(v)
A language barrier exists; or
(vi) The custodian of the information will not, as a matter of policy, provide
it to the individual; or
(b)
The data are needed to establish the validity of evidence or to verify the
accuracy of information presented by the individual, and it concerns one or more
of the following:
(i)
program;
(ii)
His/her eligibility for benefits under the Social Security
The amount of his/her benefit payment; or
(iii)
Any case in which the evidence is being reviewed as a result of
suspected abuse or fraud, concern for program integrity, or for quality
appraisal, or evaluation and measurement activities.
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Effective Date: April 1, 2003
2.
To third party contacts where necessary to establish or verify
information provided by representative payees or payee applicants.
3.
To a person (or persons) on the rolls when a claim is filed by an
individual which is adverse to the person on the rolls, i.e.,
(a)
An award of benefits to a new claimant precludes an award to a
prior claimant; or
(b)
An award of benefits to a new claimant will reduce the benefit
payments to the individual(s) on the rolls; but only for information concerning the
facts relevant to the interests of each party in a claim.
4.
To employers or former employers for correcting or reconstructing
earnings records and for Social Security tax purposes only.
5.
To the Department of the Treasury for:
(a)
Collecting Social Security taxes or as otherwise pertinent to tax and
benefit payment provisions of the Act (including SSN verification services); or
(b)
Investigating alleged theft, forgery, or unlawful negotiation of Social
Security checks.
6.
To the United States Postal Service for investigating the alleged forgery,
theft or unlawful negotiation of Social Security checks.
7.
To the Department of Justice (DOJ) for:
(a)
Investigating and prosecuting violations of the Act to which criminal
penalties attach,
(b)
Representing the Secretary, or
(c)
Investigating issues of fraud by agency officers or employees, or
violation of civil rights.
8.
To the Department of State and its agents for administering the Act in
foreign countries through facilities and services of that agency.
9.
To the American Institute of Taiwan and its agents for administering the
Act in Taiwan through facilities and services of that organization.
10.
To the Department of Veterans Affairs, Philippines Regional Office and its
agents for administering the Act in the Philippines through facilities and services of that
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Effective Date: April 1, 2003
agency.
11.
To the Department of Interior and its agents for administering the Act in
the Northern Mariana Islands through facilities and services of that agency.
12.
employment.
To RRB for administering provisions of the Act relating to railroad
13.
To State Social Security Administrators for administration of agreements
pursuant to section 218 of the Act.
14.
To State audit agencies for:
(a)
Auditing State supplementation payments and Medicaid eligibility
considerations; and
(b)
Expenditures of Federal funds by the State in support of the DDS.
15.
To private medical and vocational consultants for use in making
preparation for, or evaluating the results of, consultative medical examinations or vocational
assessments which they were engaged to perform by SSA or State agency acting in accord
with sections 221 or 1633 of the Act.
16.
To specified business and other community members and Federal, State,
and local agencies for verification of eligibility for benefits under section 1631(e) of the Act.
17.
To institutions or facilities approved for treatment of drug addicts or
alcoholics as a condition of the individual’s eligibility for payment under section 1611(e)(3) of
the Act and as authorized by regulations issued by the Special Action Office for Drug Abuse
Prevention.
18.
To applicants, claimants, prospective applicants or claimants, other than
the data subject, their authorized representatives or representative payees to the extent
necessary to pursue Social Security claims and to representative payees when the information
pertains to individuals for whom they serve as representative payees, for the purpose of
assisting SSA in administering its representative payment responsibilities under the Act and
assisting the representative payees in performing their duties as payees, including receiving
and accounting for benefits for individuals for whom they serve as payees.
19.
To a congressional office in response to an inquiry from that office made at
the request of the subject of a record.
20.
In response to legal process or interrogatories relating to the enforcement
of an individual’s child support or alimony obligations, as required by sections 459 and 461 of
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Effective Date: April 1, 2003
the Act.
21.
To Federal, State, or local agencies (or agents on their behalf) for
administering cash or non-cash income maintenance or health maintenance programs
(including programs under the Act). Such disclosures include, but are not limited to, release
of information to:
(a)
RRB for administering provisions of the Railroad Retirement and
Social Security Acts relating to railroad employment and for administering the
Railroad Unemployment Insurance Act;.
(b)
The VA for administering 38 U.S.C. 412, and upon request,
information needed to determine eligibility for or amount of VA benefits or
verifying other information with respect thereto;
(c)
The Department of Labor for administering provisions of Title IV of
the Federal Coal Mine Health and Safety Act, as amended by the Black Lung
Benefits Act,;
(d)
State welfare departments for administering sections
205(c)(B)(i)(II) and 402(a)(25) of the Act requiring information about assigned
SSNs for AFDC program purposes only;
(e)
State agencies for making determinations of Medicaid eligibility; and
(f)
State agencies for making determinations of food stamp eligibility
under the food stamp program.
22.
To State welfare departments:
(a)
Pursuant to agreements with SSA for administration of State
supplementation payments;
(b)
For enrollment of welfare recipients for medical insurance under
section 1843 of the Act; and
(c)
For conducting independent quality assurance reviews of SSI
recipient records, provided that the agreement for Federal administration of the
supplementation provides for such an independent review.
23.
To State vocational rehabilitation agencies or State crippled children’s
service agencies (or other agencies providing services to disabled children) for consideration
of rehabilitation services per sections 222(a) and 1615 of the Act.
24.
To the Social Security agency of a foreign country, to carry out the
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Effective Date: April 1, 2003
purpose of an international Social Security agreement entered into between the United States
and the other country, pursuant to section 233 of the Act.
25.
To IRS, Department of the Treasury, for the purpose of auditing SSA’s
compliance with the safeguard provisions of the IRC of 1986, as amended.
26.
To the Office of the President for responding to an individual pursuant to
an inquiry received from that individual or from a third party on his or her behalf.
27.
To third party contacts (including private collection agencies under contract
with SSA) for the purpose of their assisting SSA in recovering overpayments.
28.
To DOJ (Immigration and Naturalization), upon request, to identify and
locate aliens in the United States pursuant to section 290(b) of the Immigration and
Nationality Act (8 U.S.C. 1360(b)).
29.
Information may be disclosed to contractors and other Federal agencies, as
necessary, for the purpose of assisting SSA in the efficient administration of its programs.
We contemplate disclosing information under this routine use only in situations in which SSA
may enter a contractual or similar agreement with a third party to assist in accomplishing an
agency function relating to this system of records.
30.
Non-tax return information which is not restricted from disclosure by
Federal law may be disclosed to the General Services Administration (GSA) and the National
Archive and Records Administration (NARA) for the purpose of conducting records
management studies with respect to their duties and responsibilities under 44 U.S.C. 2904
and section 2906, as amended by NARA Act of 1984.
31.
To the Department of Justice (DOJ), a court or other tribunal, or another
party before such tribunal when:
(a)
SSA, or any component thereof; or
(b)
any SSA employee in his/her official capacity; or
(c)
any SSA employee in his/her individual capacity where DOJ (or SSA
where it is authorized to do so) has agreed to represent the employee; or
(d)
the United States or any agency thereof where SSA determines that
the litigation is likely to affect the operations of SSA or any of its components,
is a party to litigation or has an interest in such litigation, and SSA determines that the use
of such records by DOJ, a court or other tribunal, or another party before such tribunal is
relevant and necessary to the litigation, provided, however, that in each case, SSA
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Effective Date: April 1, 2003
determines that such disclosure is compatible with the purpose for which the records were
collected.
Disclosure of any information defined as “returns or return information” under 26 U.S.C.
§ 6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by a
statute, the Internal Revenue Service (IRS), or IRS regulations.
32.
Addresses of beneficiaries who are obligated on loans held by the Secretary
of Education or a loan made in accordance with 20 U.S.C. 1071, et seq. (the Robert T.
Stafford Student Loan Program) may be disclosed to the Department of Education as
authorized by section 489A of the Higher Education Act of 1965.
33.
To student volunteers and other workers, who technically do not have the
status of Federal employees, when they are performing work for SSA as authorized by law,
and they need access to personally identifiable information in SSA records in order to perform
their assigned Agency functions.
34.
To Federal, State, and local law enforcement agencies and private security
contractors, as appropriate, information necessary:
(a)
To enable them to protect the safety of SSA employees and
customers, the security of the SSA workplace and the operation of SSA facilities,
or
(b)
To assist investigations or prosecutions with respect to activities
that affect such safety and security or activities that disrupts the operation of SSA
facilities.
35.
The Commissioner shall disclose to the Secretary of Health and Human
Services or to any State any record or information requested in writing by the Secretary to
be so disclosed for the purposes of administering any program administered by the Secretary,
if records or information of such type were so disclosed under applicable rules, regulations,
and procedures in effect before the date of enactment of the Social Security Independence
and Program Improvements Act of 1994.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage:
Records generally are maintained manually in file folders. However, some records may
be maintained in magnetic media (e.g., on disk and microcomputer).
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Effective Date: April 1, 2003
Retrievability:
Claims folders are retrieved both numerically by SSN and alphabetically by name.
Safeguards:
Paper claims folders are protected through limited access to SSA records. Access to the
records is limited to those employees who require such access in the performance of their
official duties. All employees are instructed in SSA confidentiality rules as a part of their
initial orientation training.
Safeguards for automated records have been established in accordance with the
Systems Security Handbook. All magnetic tapes and disks are within an enclosure attended
by security guards. Anyone entering or leaving this enclosure must have special badges
which are issued only to authorized personnel. All microfilm and paper files are accessible
only by authorized personnel and are locked after working hours.
For computerized records, electronically transmitted between SSA's central office and
field office locations (including organizations administering SSA programs under contractual
agreements), safeguards include a lock/unlock password system, exclusive use of leased
telephone lines, a terminal oriented transaction matrix, and an audit trail.
Retention and disposal:
The retention period for claims folders are as follows:
A. RSI Claims Folders
Folders for disallowed life and death claims, withdrawals, and lump-sum claims in which
potential entitlements exist are transferred to the FRC after being so identified and then
destroyed 10 years thereafter.
Folders for awarded claims where the last payment has been made and there is no
future potential claimant indicated in the record are transferred to the FRC and then
destroyed 5 years thereafter.
B. DI Claims Folders
Folders for DI denial claims are transferred to the FRC after expiration of the
reconsideration period and then destroyed 10 years thereafter.
Folders for terminated DI claims are transferred to the FRC after being identified as
eligible for transfer and then destroyed 10 years thereafter.
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Effective Date: April 1, 2003
C. SSI Claims Folders and SVB Folders
Folders for SSI and SVB death termination claims are destroyed 2 years after resolution
of possible outstanding overpayments or underpayments. Folders for other SSI and SVB
terminations are transferred to the FRC after termination and destroyed after 6 years, 6
months.
When a subsequent claim is filed on the SSN the claim folder is recalled from the FRC.
Similarly, claims folders may be recalled from the FRC at any time by SSA, as necessary, in
the administration of Social Security programs. When this occurs, the folder will be
temporarily maintained in a Social Security field, regional or central office.
Separate files of actions entered directly into the computer processes are shredded or
destroyed by heat after 1 to 6 months. Claims leads that do not result in a filing of an
application are destroyed 6 months after the inquirer is invited by letter to file a claim.
All paper claim files are disposed of by shredding or the application of heat when the
retention periods have expired.
System manager(s) and address:
SSA Privacy Officer
Office of the General Counsel
Office of Public Disclosure
Social Security Administration
6401 Security Boulevard
Baltimore, Maryland 21235
Notification procedures:
When requesting notification, the individual should provide the type of claim he or she
filed (RSI, DI, HI, BL special minimum payments, SSI or SVB). If more than one claim is
filed, each should be identified, whether he/she is or has been receiving benefits, whether
payments are being received under his or her own SSN, and if not, the name and SSN under
which received, if benefits have not been received, the approximate date and place the claim
was filed, and his/her address and/or telephone number. (Furnishing the SSN is voluntary,
but it will make searching for an individual's record easier and prevent delay.)
An individual can determine if this system contains a record about him/her by writing to
the systems manager(s) at the above address and providing his/her name, SSN or other
information that may be in the system of records that will identify him/her. An individual
requesting notification of records in person should provide the same information, as well as
provide an identity document, preferably with a photograph, such as a driver’s license or
some other means of identification. If an individual does not have any identification
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Effective Date: April 1, 2003
documents sufficient to establish his/her identity, the individual must certify in writing that
he/she is the person claimed to be and that he/she understands that the knowing and willful
request for, or acquisition of, a record pertaining to another individual under false pretenses
is a criminal offense.
If notification is requested by telephone, an individual must verify his/her identity by
providing identifying information that parallels the record to which notification is being
requested. If it is determined that the identifying information provided by telephone is
insufficient, the individual will be required to submit a request in writing or in person. If an
individual is requesting information by telephone on behalf of another individual, the subject
individual must be connected with SSA and the requesting individual in the same phone call.
SSA will establish the subject individual’s identity (his/her name, SSN, address, date of birth
and place of birth along with one other piece of information such as mother’s maiden name)
and ask for his/her consent in providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a notarized
statement to SSA to verify his/her identity or must certify in the request that he/she is the
person claimed to be and that he/she understands that the knowing and willful request for, or
acquisition of, a record pertaining to another individual under false pretenses is a criminal
offense. These procedures are in accordance with SSA Regulations (20 C.F.R. § 401.40).
An individual who requests access to his or her medical records shall be given direct
access to those records unless SSA determines that it is likely that direct access would
adversely affect the individual. If SSA determines that direct access to the medical record(s)
would like adversely affect the individual, he or she must designate a responsible
representative who is capable of explaining the contents of the medical record(s) to him or
her and who would be willing to provide the entire record(s) to the individual. These
procedures are in accordance with SSA Regulations (20 C.F.R. § 401.55).
A parent or guardian who requests notification of or access to a minor’s medical record
shall at the time he/she makes the request designate a physician or other health professional
(other than a family member) who is capable of explaining the contents of the medical
record(s) to him or her and who would be willing to provide the entire record(s) to the
individual. These procedures are in accordance with SSA Regulations (20 C.F.R. § 401.55).
Record access procedures:
Same as notification procedures. Requesters should also reasonably specify the
information they are seeking. These procedures are in accordance with SSA Regulations (20
C.F.R. §§ 401.40(c) and 401.55).
Contesting record procedures:
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Effective Date: April 1, 2003
Same as notification procedures. Requesters should also reasonably identify the record,
specify the information they are contesting and state the corrective action sought and the
reasons for the correction with supporting justification showing how the record is incomplete,
untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations
(20 CFR 401.65).
Record source categories:
Information in this system is obtained from claimants, beneficiaries, applicants and
recipients; accumulated by SSA from reports of employers or self-employed individuals;
various local, State, and Federal agencies; claimant representatives and other sources to
support factors of entitlement and continuing eligibility or to provide leads information.
Systems exempted from certain provisions of the Privacy Act:
None
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Completed Determination Record--Continuing Disability Determinations, Social Security Administration, Office of Disability Determinations
continuing disability investigations, and (2) record information related to the administration of
the Ticket-to-Work and Self-Sufficiency Program.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made for routine uses as indicated below. However, disclosure of any
information defined as ``return or return information'' under 26 U.S.C. 6103 of the Internal
Revenue Code will not be disclosed unless authorized by a statute, the Internal Revenue
Service IRS, or IRS regulations.
1. To a congressional office in response to an inquiry from the office made at the request
of the subject of a record.
2. To the Internal Revenue Service, Department of the Treasury, as necessary, for the
purpose of auditing the Social Security Administration's compliance with the safeguard
provisions of the Internal Revenue Code of 1986, as amended.
3. To contractors and other Federal agencies, as necessary, for the purpose of assisting
the Social Security Administration (SSA) in the efficient administration of its programs. We
will disclose information under this routine use only in situations in which SSA may enter into
a contractual or similar agreement with a third party to assist in accomplishing an agency
function relating to this system of records.
4. To the General Services Administration and the National Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906, as amended by the NARA Act of 1984, information
which is not restricted from disclosure by Federal law for the use of those agencies in
conducting records management studies.
5. To the Department of Justice (DOJ), a court or other tribunal, or another party before
such tribunal when:
(a) The Social Security Administration (SSA), or any component thereof; or
(b) Any SSA employee in his/her official capacity; or
(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is
authorized to do so) has agreed to represent the employee; or
(d) The United States or any agency thereof where SSA determines that the litigation is
likely to affect the operations of SSA or any of its components, is a party to litigation or has
an interest in such litigation, and SSA determines that the use of such records by DOJ, a
court or other tribunal, or another party before such tribunal, is relevant and necessary to the
litigation, provided, however, that in each case, SSA determines that such disclosure is
compatible with the purpose for which the records were collected.
6. To student volunteers, individuals working under a personal services contract, and other
workers who technically do not have the status of Federal employees, when they are
performing work for the Social Security Administration (SSA), as authorized by law, and they
need access to personally identifiable information in SSA records in order to perform their
assigned Agency functions.
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Completed Determination Record--Continuing Disability Determinations, Social Security Administration, Office of Disability Determinations
7. To the Secretary of Health and Human Services or to any State, the Commissioner shall
disclose any record or information requested in writing by the Secretary for the purpose of
administering any program administered by the Secretary, if records or information of such
type were so disclosed under applicable rules, regulations and procedures in effect before the
date of enactment of the Social Security Independence and Program Improvements Act of
1994.
8. To contractors for the purpose of assisting SSA in the efficient administration of the
Ticket-to-Work and Self-Sufficiency Program. (These contractors would be limited to the
Program Manager, which is directly assisting the Social Security Administration (SSA) in
administering the Ticket program, and to Employment Networks, which are providing services
to SSA beneficiaries under the Ticket program.)
9. To a Federal, State, or congressional support agency (e.g., Congressional Budget Office
and the Congressional Research Staff in the Library of Congress) for research, evaluation, or
statistical studies. Such disclosures include, but are not limited to, release of information in
assessing the extent to which one can predict eligibility for Supplemental Security Income
(SSI) payments or Social Security disability insurance benefits; examining the distribution of
Social Security benefits by economic and demographic groups and how these differences
might be affected by possible changes in policy; analyzing the interaction of economic and
non-economic variables affecting entry and exit events and duration in the Title II Old Age,
Survivors, and Disability Insurance and the Title XVI SSI disability programs; and, analyzing
retirement decisions focusing on the role of Social Security benefit amounts, automatic benefit
recomputation, the delayed retirement credit, and the retirement test, if the Social Security
Administration (SSA):
(a) Determines that the routine use does not violate legal limitations under which the
record was provided, collected, or obtained;
(b) Determines that the purpose for which the proposed use is to be made:
(i) Cannot reasonably be accomplished unless the record is provided in a form that identifies
individuals;
(ii) Is of sufficient importance to warrant the effect on, or risk to, the privacy of the
individual which such limited additional exposure of the record might bring;
(ii) Has reasonable probability that the objective of the use would be accomplished;
(iv) Is of importance to the Social Security program or the Social Security
beneficiaries or is for an epidemiological research project that relates to the Social Security
program or beneficiaries;
(c) Requires the recipient of information to:
(i) Establish appropriate administrative, technical, and physical safeguards to prevent
unauthorized use or disclosure of the record and agree to on-site inspection by SSA's
personnel, its agents, or by independent agents of the recipient agency of those safeguards;
(ii) Remove or destroy the information that enables the individual to be identified at
the earliest time at which removal or destruction can be accomplished consistent with the
purpose of the project, unless the recipient receives written authorization from SSA that it is
justified, based on research objectives, for retaining such information;
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Completed Determination Record--Continuing Disability Determinations, Social Security Administration, Office of Disability Determinations
(iii) Make no further use of the records except:
(1) Under emergency circumstances affecting the health and safety of any
individual, following written authorization from SSA;
(2) For disclosure to an identified person, approved by SSA, for the purpose of
auditing the research project;
(iv) Keep the data as a system of statistical records. A statistical record is one which
is maintained only for statistical and research purposes and which is not used to make any
determination about an individual;
(d) Secures a written statement by the recipient of the information attesting to the
recipient's understanding of, and willingness to abide by, these provisions.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage:
Records are maintained in magnetic media (e.g., magnetic tapes).
Retrievability:
The records are retrieved by the SSN.
Safeguards:
Only authorized personnel having a need for this information in the performance of their
official duties have access to this data under stringent security measures involving guards,
building passes and photographs, etc. Access http://frwebgate.access.gpo.gov/cgi-bin/leaving.cgi?
from=leavingFR.html&log=linklog&to=http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional
information relating to SSA data security measures.
Retention and disposal:
The records are maintained indefinitely.
System manager(s) and address(es):
Social Security Administration
Office of Disability Determinations
6401 Security Boulevard
Baltimore, Maryland 21235
Notification procedures:
An individual can determine if this system contains a record about him/her by contacting
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Completed Determination Record--Continuing Disability Determinations, Social Security Administration, Office of Disability Determinations
the system manager at the address shown above and furnishing his or her name, SSN,
approximate date and place claim was filed, type of claim (DI, BL, or SSI), and return
address. (Furnishing the SSN is voluntary, but it will make searching for an individual's record
easier and avoid delay.)
An individual requesting notification of records in person should provide the same
information, as well as provide an identity document, preferably with a photograph, such as a
driver's license or some other means of identification. If an individual does not have any
identification documents sufficient to establish his/her identity, the individual must certify in
writing that he/she is the person claimed to be and that he/she understands that the knowing
and willful request for, or acquisition of, a record pertaining to another individual under false
pretenses is a criminal offense.
If notification is requested by telephone, an individual must verify his/her identity by
providing identifying information that parallels information in the record to which notification
is being requested. If it is determined that the identifying information provided by telephone
is insufficient, the individual will be required to submit a request in writing or in person. If an
individual is requesting information by telephone on behalf of another individual, the subject
individual must be connected with SSA and the requesting individual in the same phone call.
SSA will establish the subject individual's identity (his/her name, SSN, address, date of birth
and place of birth, along with one other piece of information, such as mother's maiden name)
and ask for his/her consent in providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a notarized
statement to SSA to verify his/her identity or must certify in the request that he/she is the
person claimed to be and that he/she understands that the knowing and willful request for, or
acquisition of, a record pertaining to another individual under false pretenses is a criminal
offense. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
An individual who requests access to his or her medical record must also name a
representative in writing. The representative may be a physician, other health professional, or
other responsible individual who would be willing to explain the contents of the medical
record(s) before giving the entire medical record(s) to the individual. These procedures are in
accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
A parent or guardian who requests notification of, or access to, a minor's medical record
shall, at the time he/she makes the request, designate a physician or other health
professional (other than a family member) who will be willing to explain the contents of the
medical record(s) before giving the entire medical record(s) to the parent or guardian. These
procedures are in accordance with SSA Regulations (20 CFR 401.40(c) and 401.55).
Record access procedures:
Same as Notification procedures. Requesters also should reasonably specify the record
contents being sought. These access procedures are in accordance with SSA Regulations (20
CFR 401.40(c) and 401.55).
Contesting record procedures:
Same as Notification procedures. Also, requesters should reasonably identify the record,
specify the information they are contesting and the corrective action sought, and the reasons
for the correction, with supporting justification showing how the record is incomplete,
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Completed Determination Record--Continuing Disability Determinations, Social Security Administration, Office of Disability Determinations
untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations
(20 CFR 401.65(a)).
Record source categories:
These records summarize information contained in the claims folder which was obtained
from the individual or someone acting on the individual's behalf and from this individual's
physician or a physician performing a consultative examination or from hospitals and other
treatment sources.
Systems exempted from certain provisions of the Privacy Act:
None.
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Ticket–to–Work and Self-Sufficiency Program Payment Database
Effective Date: April 4, 2001
(66 F.R. 17985)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System Number: 60-0295
System Name:
Ticket–to–Work and Self-Sufficiency Program Payment Database
Security Classification:
None
System location:
Social Security Administration
Office of Systems Operations
6401 Security Boulevard
Baltimore, MD 21043
Contractor sites:
Addresses may be obtained by writing to the system manager(s) at the address below.
Categories of individuals covered by the System:
All title II and title XVI disability beneficiaries who are eligible to receive a Ticket under the
Ticket-to-Work program and individuals who have been placed on inactive status.
Categories of records in the System:
The information maintained in this system of records is collected from title II and title XVI
disability beneficiaries and from other systems of records maintained by SSA. Specifically, it
will contain the beneficiaries’ name, ticket number (which represents the SSN), payments
requested by and made to employment networks (ENs) for specific beneficiaries under the
Ticket Program. This information will be housed under both the EN’s employer identification
number (EIN) and each beneficiary’s ticket number (SSN). Additional records will include:
type, amount and date of the payments made, as well as EN payment requests that are
denied.
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Ticket–to–Work and Self-Sufficiency Program Payment Database
Authority for maintenance of the system:
Section 1148 of the Social Security Act.
Purpose(s):
Information in this system of records will be used by SSA to implement and administer the
Ticket-to-Work Program under section 1148 of the Act. Information in this system of records
will also be used to produce management information and program evaluation data and
reports providing such information as:
·
Number and classification of beneficiaries being served by ENs.
·
Number and classification of beneficiaries with increased work activity.
·
Classifications of ENs providing service.
·
Type of payments requested.
·
Amount of payments requested.
·
Type of payments made.
·
Amount of payments made.
·
Disposition of payment requests.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosures may be made for routine uses as indicated below. However, disclosure of any
information constituting “returns or return information” within the scope of the Internal
Revenue Code (IRC) will not be disclosed unless disclosure is authorized by that statute.
1.
To the Office of the President for the purpose of responding to an individual pursuant
to an inquiry received from that individual or from a third party on his or her behalf.
2.
To a congressional office in response to an inquiry from that office made at the
request of the subject of a record.
3.
To student volunteers and other workers, who technically do not have the status of
Federal employees, when they are performing work for SSA as authorized by law, and they
need access to personally identifiable information in SSA records in order to perform their
assigned Agency functions.
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Ticket–to–Work and Self-Sufficiency Program Payment Database
4.
Disclosure to contractors and other Federal agencies, as necessary, for the purpose
of assisting SSA in the efficient administration of its programs.
5.
Non-tax return information which is not restricted from disclosure by federal law may
be disclosed to the General Services Administration (GSA) and the National Archives and
Records Administration (NARA) under 44 U.S.C. Sec. 2904 and Sec. 2906, as amended by
NARA Act of 1984, for the use of those agencies in conducting records management studies.
6.
To the Department of Justice (DOJ), a court or other tribunal, or another party
before such tribunal when:
(a)
SSA, or any component thereof; or
(b)
Any SSA employee in his/her official capacity; or
(c)
Any SSA employee in his/her individual capacity where DOJ (or SSA where it is
authorized to do so) has agreed to represent the employee; or
(d)
The United States or any agency thereof where SSA determines that the litigation is
likely to affect the operations of SSA or any of its components,
is a party to litigation or has an interest in such litigation, and SSA determines that the use
of such records by DOJ, the court, or other tribunal is relevant and necessary to the litigation,
provided, however, that in each case, SSA determines that such disclosure is compatible with
the purpose for which the records were collected.
Wage and other information which are subject to the disclosure provisions of the IRC (26
U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly
permitted by the IRC.
7.
Information may be disclosed to State or private alternate providers having an
approved business arrangement with SSA to perform vocational rehabilitation services for
SSA disability beneficiaries and recipients.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Data are stored in electronic and paper form.
Retrievability:
Records in this system are retrieved by name and SSN of the beneficiary, the employer
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Ticket–to–Work and Self-Sufficiency Program Payment Database
identification number and the name of the employment network (EN).
Safeguards:
Only authorized SSA personnel who have a need for the information in the performance
of their official duties will be permitted access to the information.
Security measures include the use of access codes to enter the database and storage
of the electronic records in secured areas that are accessible only to employees who require
the information in performing their official duties. Any manually maintained records will be
kept in locked cabinets or in otherwise secure areas. Also, all entrances and exits to SSA
buildings and related facilities are patrolled by security guards.
Contractor personnel having access to data in the systems of records and contractor
personnel involved in the evaluation of the Ticket Program will be required to adhere to SSA
rules concerning safeguards, access and use of the data. Specifically, the contractor will
maintain the data in their data center, access to which will be restricted to those with
electronic proximity cards. Access to the data files is further restricted by use of a threetiered password which allows access to:
(1) the system;
(2) the specific application; and
(3) the specific portion where the Ticket-to-Work and Self-Sufficiency Program
Payment Database is stored. Further, this data will be stored on a secure server separate
from other health benefit information the contractor maintains.
Retention and disposal:
Payment and management information maintained in this system are retained 10
years or until it is determined that they are no longer needed. Means of disposal is
appropriate to storage medium (e.g., deletion of individual records from the electronic site
when appropriate or shredding of paper records that are produced from the system).
System manager and address:
Associate Commissioner
Office of Systems Operations
6401 Security Boulevard
Baltimore, MD 21235
Notification procedure:
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Ticket–to–Work and Self-Sufficiency Program Payment Database
An individual can determine if this system contains a record about him/her by writing to the
systems manager(s) at the above address and providing his/her name, SSN or other
information that may be in the system of records that will identify him/her. An individual
requesting notification of records in person should provide the same information, as well as
provide an identity document, preferably with a photograph, such as a driver’s license or
some other means of identification, such as a voter registration card, credit card, etc. If an
individual does not have any identification documents sufficient to establish his/her identity,
the individual must certify in writing that he/she is the person claimed to be and that he/she
understands that the knowing and willful request for, or acquisition of, a record pertaining to
another individual under false pretenses is a criminal offense.
If notification is requested by telephone, an individual must verify his/her identity by
providing identifying information that parallels the record to which notification is being
requested. If it is determined that the identifying information provided by telephone is
insufficient, the individual will be required to submit a request in writing or in person. If an
individual is requesting information by telephone on behalf of another individual, the subject
individual must be connected with SSA and the requesting individual in the same phone call.
SSA will establish the subject individual’s identity (his/her name, SSN, address, date of birth
and place of birth along with one other piece of information such as mother’s maiden name)
and ask for his/her consent in providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a notarized
statement to SSA to verify his/her identity or must certify in the request that he/she is the
person claimed to be and that he/she understands that the knowing and willful request for, or
acquisition of, a record pertaining to another individual under false pretenses is a criminal
offense. These procedures are in accordance with SSA Regulations (20 CFR § 401.40).
Record access procedures:
Same as notification procedures. Requesters also should reasonably specify the
record contents they are seeking. These procedures are in accordance to SSA Regulations
(20 CFR § 401.50).
Contesting record procedures:
Same as notification procedures. Requesters should also reasonably identify the
record, specify the information they are contesting and state the corrective action sought and
the reasons for the correction with supporting justification showing how the record is
untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA
Regulations (20 CFR § 401.65).
Record source categories:
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Ticket–to–Work and Self-Sufficiency Program Payment Database
Data contained in the Ticket-to-Work Self-Sufficiency Program Database are obtained
from SSA, Employment Networks and Program Managers. Records from this system are also
derived from the Supplemental Security Income Record and Special Veterans Benefits (SVB),
60-0103, Master Beneficiary Record, 60-0090, and the Completed Determination Record –
Continuing Disability Determinations, 60-0050.
Systems exempt from certain provisions of the Privacy Act:
None.
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Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs
Effective Date: December 22, 2003
(78 F.R. 71210)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System number: 60-0320
System name:
Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner
for Disability and Income Security Programs
Security classification:
None.
System location:
The eDib claim files are virtually established in Social Security field offices when claims for
benefits are filed, or a lead is expected to result in a claim, and maintained in the National
Computer Center at SSA Headquarters. The computerized records and database are
maintained at:
Social Security Administration
Office of Systems
6401 Security Boulevard
Baltimore, Maryland 21235
Other authorized Federal and State agencies that have access to the current paper disability
folder will also have electronic access as needed to the eDib claim file. State agencies
process disability and vocational rehabilitation determinations. Contact the system manager
for address information.
Categories of individuals covered by the system:
Claimants, applicants, beneficiaries and potential claimants for disability benefits and
payments administered by the Social Security Administration (e.g., Title II and XVI disability
claims).
Categories of records in the system:
The eDib Claim File contains the name and Social Security number (SSN) of the claimant or
potential claimant and may contain the application for benefits; supporting evidence and
documentation for initial and continuing entitlement; payment documentation;
correspondence to and from claimants and/or representatives; information about
representative payees; and leads information from third parties such as social service
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Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs
agencies, Internal Revenue Service, Veterans Administration and mental institutions.
The eDib claim file also may contain data collected as a result of inquiries or complaints, and
evaluation and measurement studies of the effectiveness of claims policies. Separate files
may be maintained of certain actions, which are entered directly into the electronic
processes. These relate to reports of changes of address, work status, and other
post-adjudicative reports. Separate abstracts also are maintained for statistical purposes
(i.e., disallowances, technical denials, and demographic and statistical information relating to
disability decisions).
Authority for maintenance of the system: Sections 202-205, 223, 226, 228, 1611, 1631,
1818, 1836, and 1840 of the Social Security Act (42 U.S.C. §§ 402-405, 423, 426, 428,
1382, 1383, 1395i-2, 1395o and 1395s
Purpose(s):
The electronic disability claim file contains material related to the request for or continuation
of benefit payments under Titles II and XVI of the Social Security Act. eDib claim file
information is used throughout SSA for purposes of pursuing claims; collecting, documenting,
organizing and maintaining information and documents for making determinations of eligibility
for disability benefits, the amount of benefits, the appropriate payee for benefits; reviewing
continuing eligibility; holding hearings or administrative review processes; ensuring that
proper adjustments are made based on events affecting entitlement; and answering inquiries.
eDib claim files may be referred to State Disability Determination Service agencies or
vocational rehabilitation agencies. They may also be used for quality review, evaluation, and
measurement studies, and other statistical and research purposes. Extracts may be
maintained as interviewing tools, activity logs, records of claims clearance, and records of
type or nature of actions taken.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made for routine uses as indicated below. However, disclosure of any
information defined as "return or return information" under 26 U.S.C. § 6103 of the Internal
Revenue Code (IRC) will not be disclosed unless authorized by a statute, the Internal
Revenue Service (IRS), or IRS regulations.
To the Office of the President for the purpose of responding to an individual pursuant to an
inquiry received from that individual or from a third party on his or her behalf.
To a congressional office in response to an inquiry from that office made at the request of
the subject of a record.
To the Department of Justice (DOJ), a court or other tribunal, or another party before such
tribunal when:
SSA, or any component thereof; or
any SSA employee in his/her official capacity; or
any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to
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Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs
do so) has agreed to represent the employee; or
the United States or any agency thereof where SSA determines that the litigation is likely to
affect the operations of SSA or any of its components is party to litigation or has an interest
in such litigation, and SSA determines that the use of such records by DOJ, a court or other
tribunal, or another party before such tribunal is relevant and necessary to the litigation,
provided, however, that in each case, SSA determines that such disclosure is compatible with
the purpose for which the records were collected.
Disclosure of any information defined as “return or return information” under 26 U.S.C. §
6103 of the Internal Revenue Code (IRC) will not be disclosed unless authorized by a statute,
the Internal Revenue Service (IRS), or IRS Regulations.
To third party contacts in situations where the party to be contacted has, or is expected to
have, information relating to the individual’s capability to manage his/her affairs or his/her
eligibility for or entitlement to benefits under the Social Security program when:
The individual is unable to provide information being sought. An individual is considered to
be unable to provide certain types of information when:
He/she is incapable or of questionable mental capability;
He/she cannot read or write;
He/she cannot afford the cost of obtaining the information;
He/she has a hearing impairment, and is contacting SSA by telephone through a
telecommunications relay system operator;
A language barrier exists; or
The custodian of the information will not, as a matter of policy, provide it to the individual;
or
The data are needed to establish the validity of evidence to verify the accuracy of
information presented by the individual, and it concerns one or more of the following:
His/her eligibility for benefits under the Social Security program;
The amount of his/her benefit payment; or
Any case in which the evidence is being reviewed as a result of suspected abuse or fraud,
concern for program integrity, or for quality appraisal, or evaluation and measurement
activities.
To third party contacts where necessary to establish or verify information provided by
representative payees or payee applicants.
To a person (or persons) on the rolls when a claim is filed by an individual which is adverse
to the person on the rolls, i.e.,
An award of benefits to a new claimant precludes an award to a prior claimant; or
An award of benefits to a new claimant will reduce the benefit payments to the individual(s)
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Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs
on the rolls; but only for information concerning the facts relevant to the interest of each
party in a claim.
To employers or former employers for correcting or reconstructing earnings records and for
Social Security tax purposes only.
To the Department of Treasury for:
Collecting Social Security taxes or as otherwise pertinent to tax and benefit payment
provisions of the Act (including SSN verification services); or
Investigating alleged theft, forgery, or unlawful negotiation of Social Security checks.
To the United States Postal Services for investigating the alleged forgery, theft or unlawful
negotiation of Social Security checks.
Information may be disclosed to DOJ for:
Investigating and prosecuting violations of the Act to which criminal penalties attach,
Representing the Commissioner, or
Investigating issues of fraud by agency officers or employees, or violation of civil rights.
To the Department of State and its agents for administering the Act in foreign countries
through facilities and services of that agency.
To the American Institute of Taiwan and its agents for administering the Act in Taiwan
through facilities and services of that organization.
To the Department of Veterans Affairs, Philippines Regional Office and its agents for
administering the Act in the Philippines through facilities and services of that agency.
To the Department of Interior and its agents for administering the Act in the Northern
Mariana Islands through facilities and services of that agency.
To State Social Security Administrators for administration of agreements pursuant to section
218 of the Act.
To private medical and vocational consultants for use in making preparation for, or
evaluating the results of, consultative medical examinations or vocational assessments which
they were engaged to perform by SSA or a State agency acting in accord with sections 221
or 1633 of the Act.
To specified business and other community members and Federal, State, and local agencies
for verification of eligibility for benefits under section 1631(e) of the Act.
To institutions or facilities approved for treatment of drug addicts or alcoholics as a condition
of the individual’s eligibility for payment under section 1611(e)(3) of the Act and as
authorized by regulations issued by the Special Action Office for Drug Abuse Prevention.
To applicants, claimants, prospective applicants or claimants, other than the data subject,
their authorized representatives or representative payees to the extent necessary to pursue
Social Security claims and to representative payees when the information pertains to
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Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs
individuals for whom they serve as representative payees, for the purpose of assisting SSA in
administering its representative payment responsibilities under the Act and assisting the
representative payees in performing their duties as payees, including receiving and
accounting for benefits for individuals for whom they serve as payees.
In response to legal process or interrogatories relating to the enforcement of an individual’s
child support or alimony obligations, as required by sections 459 and 460 of the Act.
To Federal, State, or local agencies (or agents on their behalf) for administering cash or noncash income maintenance or health maintenance programs (including programs under the
Act). Such disclosures include, but are not limited to, release of information to:
RRB for administering provisions of the Railroad Retirement and Social Security Acts relating
to railroad employment and for administering the Railroad Unemployment Insurance Act;
The VA for administering 38 U.S.C. § 412, and upon request, information needed to
determine eligibility for or amount of VA benefits or verifying other information with respect
thereto;
The Department of Labor for administering provisions of Title IV of the Federal Coal Mine
Health and Safety Act, as amended by the Black Lung Benefits Act;
State agencies for making determinations of Medicaid eligibility; and
State agencies for making determinations of food stamp eligibility under the food stamp
program;
To State audit agencies for auditing State supplementation payments and Medicaid eligibility
considerations; and expenditures of Federal funds by the State in support of the Disability
Determination Services (DDS);
To State welfare departments pursuant to agreements with SSA for administration of State
supplementation payments; for enrollment of welfare recipients for medical insurance under
section 1843 of the Act; and for conducting independent quality assurance reviews of SSI
recipient records, provided that the agreement for Federal administration of the
supplementation provides for such an independent review; and
To State vocational rehabilitation agencies or State crippled children’s service agencies (or
other agencies providing services to disabled children) for consideration of rehabilitation
services per sections 222 and 1615 of the Act.
To the Social Security agency of a foreign country, to carry out the purpose of an
international Social Security agreement entered into between the United States and the other
country, pursuant to section 233 of the Act.
To the IRS, Department of the Treasury, for the purpose of auditing SSA’s compliance with
the safeguard provisions of the IRC of 1986, as amended.
To third party contacts (including private collection agencies under contract with SSA) for the
purpose of their assisting SSA in recovering overpayments.
To the Department of Homeland Security (Bureau of Citizenship and Immigration Services
(BCIS)), upon request, to identify and locate aliens in the United States pursuant to section
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290(b) of the Immigration and Nationality Act (8 U.S.C. § 1360(b)).
To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in
the efficient administration of its programs. We contemplate disclosing information under this
routine use only in situations in which SSA may enter a contractual or similar agreement with
a third party to assist in accomplishing an agency function relating to this system of records.
Addresses of beneficiaries who are obligated on loans held by the Secretary of Education or a
loan made in accordance with 20 U.S.C. § 1071, et seq. (the Robert T. Stafford Student Loan
Program) may be disclosed to the Department of Education as authorized by section 489A of
the Higher Education Act of 1965.
To student volunteers and other workers, who technically do not have the status of Federal
employees, when they are performing work for SSA as authorized by law, and they need
access to personally identifiable information in SSA records in order to perform their assigned
Agency functions.
To Federal, State and local law enforcement agencies and private security contractors as
appropriate, information necessary:
To enable them to protect the safety of SSA employees and customers, the security of SSA
workplace and the operation of SSA facilities, or
To assist investigations or prosecutions with respect to activities that affect such safety and
security or activities that disrupts the operation of SSA facilities.
Non-tax return information which is not restricted from disclosure by Federal law to the
General Services Administration (GSA) and the National Archives Records Administration
(NARA) under 44 U.S.C. § 2904 and § 2906, as amended by NARA Act of 1984, for the use
of those agencies in conducting records management studies.
Disclosure to Consumer Reporting Agencies:
Disclosure pursuant to 5 U.S.C. § 552a(b)(12) may be made to consumer reporting agencies
as defined in the Fair Credit Reporting Act (15 U.S.C. § 1681a(f)) or the Federal Claims
Collection Act of 1966 (31 U.S.C. § 3701, et seq.) as amended. The disclosure will be made
in accordance with 31 U.S.C. § 3711(e) when authorized by sections 204(f), 808(e), or
1631(b)(4) of the Social Security Act (42 U.S.C. §§ 404(f), 1008(e), or 1383(b)(4)). The
purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal
government, typically, to provide an incentive for debtors to repay delinquent Federal
government debts by making these debts part of their credit records. The information to be
disclosed is limited to the individual's name, address, SSN, and other information necessary
to establish the individual's identity, the amount, status, and history of the debt and the
agency or program under which the debt arose.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage:
Records are maintained electronically.
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Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs
Retrievability:
eDib claim files are retrieved electronically by SSN and alphabetically by name.
Safeguards:
eDib claim files are protected through limited access to SSA records. Access to the records
is limited to those employees who require such access in the performance of their official
duties. All employees are instructed in SSA confidentiality rules as a part of their initial
orientation training.
Safeguards for automated records have been established in accordance with the Systems
Security Handbook. For computerized records, electronically transmitted between SSA's
central office and field office locations (including organizations administering SSA programs
under contractual agreements), safeguards include a lock/unlock password system, exclusive
use of leased telephone lines, a terminal oriented transaction matrix, and an audit trail.
Retention and Disposal:
The retention schedule for the new eDib Claim File will be incorporated in the Social Security
media neutral claim file retention schedule. The schedule includes authoritative instructions
for the retention or destruction of existing and future disability claim file records under Title II
and Title XVI of the Social Security Act.
The retention periods for disability claim file records are as follows:
A. Title II Domestic Disability Insurance Claim Files
Files for Title II claims based on disability will be deleted/destroyed 7 years after the date of
adjudication of the most recently awarded claim if: 1) the person has attained full retirement
age; or 2) the medical reexamination date is scheduled to occur after attainment of full
retirement age.
Files for Title II DI claims denied or terminated for medical reasons will be deleted/destroyed
5 years after the Agency’s final denial or termination decision. Title II DI files denied or
terminated for non-medical reasons, including death, will be deleted/destroyed 2 years after
the Agency’s final denial or termination decision.
B. Title II International DI Claim Files
Files for Title II DI claims based on disability for persons receiving payments will be retained
until the claim is terminated. Title II DI files for persons not receiving payments (denied or
terminated) will be deleted/destroyed (including underpayment records) 5 years after the
Agency’s final denial or termination decision.
Files for Title II DI claims not based on disability for persons receiving payments will be
retained until the claim is terminated. Title II DI files for persons not receiving payments
(denied or terminated) will be deleted/destroyed (including underpayment records) 5 years
after the Agency’s final denial or termination decision.
C. Supplemental Security Income Claim Files
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Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs
Files for SSI disability claims will be deleted/destroyed 7 years after the adjudication date of
the most recently awarded claim if: 1) the person attains age 65; or 2) the medical
reexamination date is scheduled to occur after attainment of age 65.
Files for claims denied or terminated for medical reasons will be deleted/destroyed 5 years
after the Agency’s final denial or termination decision. Files for claims denied or terminated
for non-medical reasons will be deleted/destroyed 2 years after the Agency’s final denial or
termination decision.
All paper claim files are disposed of by shredding or the application of heat when the
retention periods have expired.
System manager(s) and address:
Deputy Commissioner
Disability and Income Security Programs
Social Security Administration
6401 Security Boulevard
Baltimore, MD 21235
Notification procedure:
When requesting notification, the individual should provide the type of claim he or she filed
(DI and/or SSI). If more than one claim is filed, each should be identified, whether he/she is
or has been receiving benefits, whether payments are being received under his or her own
SSN, and if not, the name and SSN under which received, if benefits have not been received,
the approximate date and place the claim was filed, and his/her address and/or telephone
number. (Furnishing the SSN is voluntary, but it will make searching for an individual's
record easier and prevent delay.)
An individual can determine if this system contains a record about him/her by writing to the
system manager(s) at the above address and providing his/her name, SSN or other
information that may be in the system of records that will identify him/her. An individual
requesting notification of records in person should provide the same information, as well as
provide an identity document, preferably with a photograph, such as a driver’s license or
some other means of identification. If an individual does not have any identification
documents sufficient to establish his/her identity, the individual must certify in writing that
he/she is the person claimed to be and that he/she understands that the knowing and willful
request for, or acquisition of, a record pertaining to another individual under false pretenses
is a criminal offense.
If notification is requested by telephone, an individual must verify his/her identity by
providing identifying information that parallels the record to which notification is being
requested. If it is determined that the identifying information provided by telephone is
insufficient, the individual will be required to submit a request in writing or in person. If an
individual is requesting information by telephone on behalf of another individual, the subject
individual must be connected with SSA and the requesting individual in the same phone call.
SSA will establish the subject individual’s identity (his/her name, SSN, address, date of birth
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Electronic Disability (eDib) Claim File, Social Security Administration, Deputy Commissioner for Disability and Income Security Programs
and place of birth along with one other piece of information such as mother’s maiden name)
and ask for his/her consent in providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a notarized
statement to SSA to verify his/her identity or must certify in the request that he/she is the
person claimed to be and that he/she understands that the knowing and willful request for, or
acquisition of, a record pertaining to another individual under false pretenses is a criminal
offense. These procedures are in accordance with SSA Regulations (20 C.F.R. § 401.40).
An individual who requests access to his or her medical records shall be given direct access
to those records unless SSA determines that it is likely that direct access would adversely
affect the individual. If SSA determines that direct access to the medical record(s) would
likely adversely affect the individual, he or she must designate a responsible representative
who is capable of explaining the contents of the medical record(s) to him or her and who
would be willing to provide the entire record(s) to the individual. These procedures are in
accordance with SSA Regulations (20 C.F.R. § 401.55).
A parent or guardian who requests notification of or access to a minor’s medical record shall
at the time he/she makes the request designate a physician or other health professional
(other than a family member) who is capable of explaining the contents of the medical
record(s) to him or her and who would be willing to provide the entire record(s) to the
individual. These procedures are in accordance with SSA Regulations (20 C.F.R. § 401.55).
Record access procedures:
Same as Notification procedures. Requesters should also reasonably specify the information
they are seeking. These procedures are in accordance with SSA Regulations (20 C.F.R. §§
401.40(c) and 401.55).
Contesting record procedures:
Same as Notification procedures. Requesters should also reasonably identify the record,
specify the information they are contesting and state the corrective action sought and the
reasons for the correction with supporting justification showing how the record is incomplete,
untimely, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations
(20 C.F.R. § 401.65).
Record source categories:
Information in this system is obtained from claimants, beneficiaries, applicants and
recipients; accumulated by SSA from reports of employers or self-employed individuals;
various local, State, and Federal agencies; claimant representatives and other sources to
support factors of entitlement and continuing eligibility or to provide leads information.
Systems exempted from certain provisions of the Privacy Act:
None
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| File Type | application/pdf |
| File Title | Completed Determination Record--Continuing Disability Determinations, Social Security Administration, Office of Disability Deter |
| File Modified | 2009-03-20 |
| File Created | 2009-03-20 |