Effective Date: January 11, 2006
(71 F.R. 1834)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY
THE PRIVACY ACT OF 1974
SYSTEM NUMBER: 60-0118
System name:
Non-Contributory
Military Service Reimbursement System, Social Security Administration, Office
of the Actuary.
Security classification:
None.
System Location:
Social Security Administration
Office
of Systems
Categories of individuals covered by the system:
A sample of beneficiaries who have
noncontributory military service wage credits.
Categories of records in the system:
Information in
this system consists of the beneficiary's name and claim account number (CAN)
(Social Security number (SSN) plus alphabetic symbol), information concerning
covered earnings, benefits and payment status.
Authority for maintenance of the system:
Sections 217,
229, and 231 of the Social Security Act (42 U.S.C. 417, 429 and 431).
Purpose(s):
Data in this
system are used to determine amounts to be transferred between the Old-Age,
Survivors and Disability Insurance Trust Funds and the general fund of the
Treasury, as required by section 217(g) of the Social Security Act.
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:
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 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.
3. 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.
4. 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.
5. To the Office of the Actuary, Centers
for Medicare and Medicaid Services (CMS), a list of Claim Account Numbers (CAN)
for which it has been determined that the corresponding workers would have been
uninsured in the absence of military service wage credits. CMS, using CMS data
pertaining to these CANs, determines the amount to be
transferred between the Hospital Insurance Trust Fund and the general fund of
the Treasury under section 217(g) of the Social Security Act.
6. 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.
Policies and practices for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Data are stored
on magnetic tape and/or disc.
Retrievability:
Data in the
system are retrieved by the CAN (SSN plus alphabetic symbol).
Safeguards:
System security
has been established in accordance with the Systems Security Handbook. This
includes retaining all magnetic tape files in secure storage areas accessible
only to authorized persons who have a need for the files to perform their
assigned duties and informing all employees having access to records of the
criminal sanctions for unauthorized disclosure of information about
individuals.
Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional
information relating to SSA data security measures.
Retention and disposal:
This system is
updated annually. The records are retained indefinitely.
System manager(s) and address(es):
Deputy Chief Actuary
Short-Range Estimates
Office of the Actuary
Social Security Administration
Notification procedures:
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 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)).
Record access procedures:
Same as Notification
procedures. Requesters should also reasonably specify the record
contents being sought. 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 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(a)).
Record source categories:
Data in this
system are derived from information in other SSA systems of records (e.g., the
Earnings Recording and Self-Employment Income System, 60-0059, Claims Folders
System, 60-0089 and the Master Beneficiary Record, 60-0090).
Systems exempted from certain provisions of the Privacy Act:
None.