Effective 09/09/94 (59 FR 46439)
SOCIAL SECURITY ADMINISTRATION
NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System name: Employee Indebtedness Counseling System,
Security classification: None.
Social Security Administration, Office of Personnel, 6401
Security Boulevard, Baltimore, MD 21235
Categories of individuals covered by the system: Employees of
SSA headquarters who request services or employees about whom SSA
receives written inquiries because of employees' alleged
delinquency in paying taxes and just debts.
Categories of records in the system: Records in this system
consist of the employee's name, SSN, telephone extension, office,
branch, grade and area of service; nature of request, including
personal information as to finances that the employee voluntarily
provides; disposition, including employee's stated intentions;
record of letters or tax forms sent as replies; letters from
creditors or their representatives and copies of our replies and
copies of tax levies against employees.
Purpose(s): Files are used by staff members of OPE Benefits
Services Section for work processing perspective in counseling
and possible disciplinary action (OLMR, Employee Relations
Branch) when indicated.
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.
- 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 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 stored in paper form (e.g., individual file
Retrievability: Records are indexed and retrieved alphabetically
Safeguards: Files are maintained in locked steel file cabinets.
Access to the files is limited to authorized employees who have a
need for them in the performance of their official duties. Also,
all employees periodically are briefed on PA requirements and SSA
confidentiality rules, including the criminal sanctions for
unauthorized disclosure of or access to personal records. (See
Appendix G of this publication for additional information
relating to safeguards SSA employs to protect personal
Retention and disposal: Routine cases are destroyed by shredding
after 1 year. Tax review cases are maintained indefinitely.
Ongoing cases in which there is in depth counseling may be
maintained up to 3 years from date of last contact.
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 writing to the
Director, Division of Personnel Operations, Social Security
Administration, 6401 Security Boulevard, Baltimore, MD 21235
When requesting notification, the individual should provide
his/her name. 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 record 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, requestors 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: Information is obtained from employees,
creditors, IRS, State Tax Division of various States, and from
records generated internally in SSA (e.g., Computer Printout 7887
Part I "Locator" used to find telephone extensions of employees).
Systems exempted from certain provisions of the Privacy Act: