Effective Date: March 4, 2005
(70 F.R. 10456)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY
THE PRIVACY ACT OF 1974
System number: 60-0094
System name:
Recovery of
Overpayments, Accounting and Reporting /Debt Management System (ROAR/DMS)
SSA/OTSO
Security classification:
None.
System location:
Social Security
Administration
Office of Telecommunications and
Systems Operations
Program Service
Centers (Contact the system manager(s) for PSC address information).
Social Security Administration
Office
of Central Operations
Categories of individuals covered by the system:
Social Security
beneficiaries, former beneficiaries, and representative payees who may have
received excess benefits; persons holding conserved (accumulated) funds
received on behalf of a Social Security beneficiary; and persons who received
Social Security payments in error or on behalf of a beneficiary and are
suspected to have misused those payments.
Categories of records in the
system: Identifying characteristics of
each program debt or instance of misused or conserved funds (e.g., name, Social
Security number (SSN) and address of the individual(s) involved, recovery
efforts made and the date of each action, and planned future actions).
Authority for maintenance of the system:
Section
204(a) of the Social Security Act (42 U.S.C. § 404(a)).
Purpose(s):
The ROAR/DMS system of records controls the recovery
and collection activity of:
Retirement,
Survivors and Disability Insurance (RSDI), Supplemental Security Income (SSI),
and Health Insurance (HI) program debt when refund is requested or adjustment
is proposed;
SSI, and HI
program debt recovered from RSDI accounts;
misused funds
cases;
conserved
funds cases;
Civil Monetary Penalty cases; and
program debts
created by fraudulent acts.
The ROAR/DMS system of records
encompasses SSA’s automated system for recording,
classifying, and summarizing information on SSA’s
program debt collection responsibilities.
The users of this system are employees of the Social Security field
offices, as well as selected personnel of SSA's 8
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 constituting “returns or return
information” within the scope of the Internal Revenue Code will not be
disclosed unless disclosure is authorized by that statute.
1.
To a congressional office in response to an inquiry from that office
made at the request of the subject of a record.
2.
To the Office of the President for the purpose of responding to an
individual pursuant to an inquiry received from that individual or a third
party on his/her behalf.
3.
To third party contacts such as private collection agencies and credit
reporting agencies under contract with SSA and other agencies, including the
Veterans Administration, the Armed Forces, the Department of the Treasury, and
State motor vehicle agencies, for the purpose of their assisting SSA in
recovering program debt.
4.
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.
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) for the purpose of
conducting records management studies with respect to their duties and
responsibilities under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984.
6.
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 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 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.
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.
8.
To employers to assist SSA in the collection of
debts owed by former beneficiaries and representative payees of Social Security
payments who received an overpayment and owe a delinquent debt to the SSA. Disclosure under this routine use is
authorized under the Debt Collection Improvement Act of 1996 (Pub. L. 104-134)
and implemented through administrative wage garnishment provisions of this Act
(31 U.S.C. § 3720D).
9.
We may disclose information to appropriate Federal, State, and local
agencies, entities, and persons when (1) we suspect or confirm that the
security or confidentiality of information in this system of records has been
compromised; (2) we determine that as a result of the suspected or confirmed
compromise there is a risk of harm to economic or property interests, identity
theft or fraud, or harm to the security or integrity of this system or other
systems or programs of SSA that rely upon the compromised information; and (3)
we determine that disclosing the information to such agencies, entities, and
persons is necessary to assist in our efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm. SSA will use
this routine use to respond only to those incidents involving an unintentional
release of its records.
Disclosure to
Consumer Reporting Agencies:
Disclosure pursuant to 5 U.S.C.
section 552a(b)(12) may be made to consumer reporting agencies as defined in
the Fair Credit Reporting Act (15 U.S.C. section 1681a(f)) or the Federal
Claims Collection Act of 1966 as amended (31 U.S.C. section 3701, et seq.) or
the Social Security Domestic Employment Reform Act of 1994, Pub.L.
No. 103-387, 42 U.S.C. section 404(f). The purpose of this disclosure is to aid in
the collection of outstanding program debts owed to the Federal government,
typically, to provide an incentive for debtors to repay delinquent Federal
government program debts by making these part of their credit records. Disclosure of records 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 claim and the
agency or program under which the claim arose.
The disclosure will be made only after the procedural requirements of 31
U.S.C. section 3711(e) have been followed.
Policies and practices for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records are, or
have been, maintained in magnetic cartridges, microfiche and paper form.
Retrievability:
Records are
retrieved by SSN.
Safeguards:
System security
for automated records has been established in accordance with the Systems
Security Handbook. This includes
maintaining automated records in a secured building, the
Retention and disposal:
Magnetic
cartridges are updated daily and retained for 75 days. The magnetic cartridges produced in the last
operation of the month are retained in security storage for a period of 75
days, after which the tapes are erased and returned to stock. The microfiche records are normally updated
monthly, retained for 3 years after the month they are produced, and then
destroyed by application of heat.
System manager(s) and address:
Director
Office of Retirement and Survivors
Insurance System
Division of Title II Payments and
Accounting
Social Security Administration
is the system
manager for ROAR.
Director
Office of Financial Policy and Systems
Design
Social Security Administration
is the system
manager for DMS.
Notification procedure:
An individual
can determine if this system contains a record about him/her by contacting the
most convenient Social Security field office 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.
Also, requesters should reasonably specify the record contents they are
seeking. An individual may also have
access to certain program debt management data via Internet queries when he or
she is authorized by SSA to conduct business transactions electronically using
a personal identification number (PIN) and password. Using a PIN and password individuals may
obtain information such as the reason for the program debt, the amount owed on
the debt, how much has been withheld from the last check to cover the debt, and
the same information about their next check.
These procedures are in accordance with SSA Regulations (20 CFR §
401.40(c)).
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(a)).
Record source categories:
The information
for the computer files is received directly from beneficiaries, from
Social Security field offices, and as the result of earnings enforcement
operations. The paper listings are
updated as a result of the computer operations.
Systems exempted from certain provisions of the Privacy Act:
None.