Effective 09/08/94 (59 FR 46439)
SOCIAL SECURITY ADMINISTRATION
NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System name: Employee Production and Accuracy Records,
Security classification: None.
System location: Operating offices of the SSA at the
organizational level of the individual's employment.
Categories of individuals covered by the system: Current
employees of SSA.
Categories of records in the system: Work measurement records
with the following items: employee name; grade; name; production
data (monthly, weekly, daily) and accuracy data and
representative work products; backlog information; error ratio;
processing time data; operating and production control codes; and
Authority for maintenance of the system: 5 U.S.C. 301.
Purpose(s): Information in this system of records is used by SSA
management for manpower planning and production control (to
identify backlogs and systems and procedure problems, manpower
utilization, budget estimations appraisals of employees).
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:
- To a congressional office in response to an inquiry from
that office made at the request of the subject of a record.
- To DOJ, a court or other tribunal, or another party before
such tribunal when:
- SSA, 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.
- To the appropriate Federal, State, or local agency charged
with the responsibility of investigating or prosecuting a
violation or potential violation of law, whether by general
statute, or particular program statute, or by regulation,
rule or order issued pursuant thereto, if this system of
records indicates that a violation may have occurred.
- To DOJ to obtain its advice if SSA deems it desirable or
necessary in determining whether particular records from
this system are required to be disclosed under the FOIA.
- To Federal agencies who have the power to subpoena other
Federal agencies' records upon receipt of a subpoena to
- Where a contract between SSA and a labor organization
recognized under Executive Order 11491 provides that SSA
will disclose personal records relevant to the
- Where the appropriate official of SSA pursuant to HHS'
Freedom of Information Regulation, determines that it is in
the public interest to disclose a record which is otherwise
exempt from mandatory disclosure.
- To a contractor for the purpose of collating, analyzing,
aggregating, or otherwise refining records in this system
when SSA contracts with a private firm.
- 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 into a contractual
or similar agreement with a third party to assist in
accomplishing an agency function relating to this system of
- Nontax return information which is not restricted from
disclosure by Federal law may be disclosed to GSA and 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 the NARA Act of 1984.
- 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.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained on paper forms, punch cards,
magnetic tapes, or computer storage equipment.
Retrievability: Records are indexed and retrieved alphabetically
by name and numerically in SSN or clerk number sequence.
Safeguards: System security for automated records have been
established in accordance with the Systems Security Handbook.
This includes maintaining the records in secured areas attended
by security guards. Safeguards also include the use of a
lock/unlock password system; exclusive use of leased telephone
lines; a terminal-oriented transaction matrix, and an audit
Access to records in this system is limited to authorized
personnel who have a need for them in the performance of their
official duties. All employees are briefed periodically on PA
requirements and SSA confidentially rules, including the criminal
sanctions for unauthorized disclosure of or access to personal
records. (See Appendix G to this publication for additional
information relating to safeguards SSA employs to protect
Retention and disposal: Records are kept for 2 years and
destroyed. Paper records are disposed of by either burning or
shredding. Magnetic tape records and computer stored records are
erased or deleted when no longer needed.
System manager(s) and address:
Associate Commissioner, Office of Personnel, Social Security
Administration, 6401 Security Boulevard, Baltimore, MD 21235
Notification procedure: An individual can determine if this
system contains a record about him/her by contacting his/her
immediate supervisor and providing information necessary to
identify the record being sought (e.g., name and SSN).
(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 need
not furnish any special documents of identity. Documents he/she
would normally carry on his/her person would be sufficient
(e.g., credit cards, driver's license, or voter registration
card). An individual requesting notification via mail or
telephone must furnish a minimum of his/her name, date of birth,
and address in order to establish identity, plus any additional
information specified in this section. These procedures are in
accordance with HHS Regulations 45 CFR Part 5b.
Record access procedures: Same as notification procedures. Also,
requesters should reasonably specify the records contents they
are seeking. These access procedures are in accordance with HHS
Regulations 45 CFR Part 5b.
Contesting record procedures: Same as notification procedures.
Also, requesters should 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 HHS Regulations 45 CFR Part 5b.
Record source categories: Records are obtained from employees or
their supervisors, control personnel or timekeepers.
Systems exempted from certain provisions of the Privacy Act: