Effective 09/08/94 (59 FR 46439)
SOCIAL SECURITY ADMINISTRATION
NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System name: Hearing Office Master Docket of Claimant Cases,
Security classification: None.
System location: All Hearing Offices (See Appendix G for address
Categories of individuals covered by the system: Claimants -
title II (Retirement, Survivors and Disability); title XI
(claimants subject to Professional Standards Review); title XVI
(Supplemental Security Income); and title XVIII (Health
Categories of records in the system: A list of all cases pending
in the hearing office.
Authority for maintenance of the system: Sections 205,
1631(d)(1) and 1872 of the Act.
Purpose: The purpose of this system is to enable the hearing
office to ascertain the location of cases within SSA's OH and
maintain control of the pending case load.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure
may be made for routine use 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.
- 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: The records are maintained in paper form and on word
Retrievability: Records are retrieved by SSN.
Safeguards: Access to, and use of the records is limited to
those employees whose official duties require such access and
use. System security for automated records has been established
in accordance with the Systems Security Handbook. All employees
are instructed in SSA confidentiality rules as part of their
initial orientation training. (See Appendix G to this
publication for additional information relating to safeguards SSA
employs to protect personal information.)
Retention and disposal: As each case is disposed of, the paper
record remains in a central locator file and is shredded after
2 years. The record which is maintained on word processing
equipment is destroyed in the month following the month in which
the case is completed.
System manager(s) and address:
Office of Hearings and Appeals
Security Administration ,
3833 North Fairfax Drive,
Notification procedure: An individual can determine if this
system contains a record about him/her by writing to the hearing
office (see Appendix G for address information). When requesting
notification, an individual should provide his/her name, SSN and
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 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.
Requesters should also reasonably specify the record contents
they are accessing. These procedures are in accordance with
HHS Regulations 45 CFR Part 5b.
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
HHS Regulations 45 CFR Part 5b.
Record source categories: Records in the system are derived from
hearing office personnel and from information on incoming cases.
Systems exempted from certain provisions of the Privacy Act: