SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY
THE PRIVACY ACT OF 1974
State Vocational Rehabilitation Agency Information (VR SVRA) File, SSA/OD.
This system contains the following information about each beneficiary/recipient:
Sections 222, 223, 225, 1611, 1615, 1631 and 1633 of the Social Security Act (42 U.S.C. 422, 423, 425, 1382, 1382d, 1383, and 1383b); the Federal Records Act of 1950 (Pub. L. No. 81-754, 64 Stat. 583), as amended.
Information in this system of records is used for the following purposes:
Disclosure may be made for routine uses as indicated below:
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, or the other party before the 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.
SSA records may be stored in various forms including magnetic media, (e.g., magnetic tape and disc), microfilm, or paper.
Data will be retrieved from the system by the individual's SSN and/or by name.
Security measures include the use of access codes to enter the computer system which will maintain the data, and storage of the computerized records in secured areas which are accessible only to employees who require the information in performing their official duties. SSA personnel who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in this system.
Access to information in this system of records will be restricted to authorized SSA personnel and alternate participants. Any business arrangement that SSA may enter into with an alternate participant to access the information in this system will stipulate (a) the alternate participant must establish safeguards to protect the personal information temporarily in its custody, in accordance with the Privacy Act requirements; (b) the alternate participant may use the information only as necessary in fulfilling the business arrangement; and (c) the alternate participant would be subject to criminal penalties for violations of the Privacy Act.
SSA retains records for one year when they concern:
(1) documents returned to an individual,
(2) denials of requests for confidential information,
(3) release of confidential information to an authorized third party, and
(4) undeliverable material.
SSA retains records for four years when they concern information and evidence pertaining to coverage, wage, and self-employment determinations or when it affects future claims development, especially coverage, wage, and self-employment determinations. Information is erased or otherwise destroyed after the retention period.
Office of Disability
Social Security Administration
6401 Security Boulevard
Baltimore, MD 21235
An individual can determine if this system of records contains a record pertaining to him/her by providing his/her name, signature, and SSN to the address shown above under "Systems manager and address" and by referring to the system. (Furnishing the SSN is voluntary, but it will enable an easier and faster search for an individual's record.) If the SSN is not known, the individual should provide name, signature, date and place of birth, sex, mother's birth name, and father's name, and evidence of identity. An individual requesting notification of records in person need furnish only an identification document he/she would normally carry on his/her person (e.g., driver's license, or voter registration card). An individual requesting notification via mail or telephone must furnish a minimum of his/her name, SSN, and date of birth in order to establish identity, plus any additional information which may be requested.
Same as notification procedures. Also, requesters should reasonably identify the record contents they are seeking.
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.
Records in this system of records are obtained from information collected by the State disability determination services when adjudicating claims for Social Security or Supplemental Security Income benefits based on disability and blindness, from SVRA responses, and from existing SSA systems of records (e.g. the Claims Folders system).