Effective 10/18/94 (59 FR 52309)
SOCIAL SECURITY ADMINISTRATION
NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System name: Claims Development Record, SSA/RO.
Security classification: None.
System location: Social Security field offices (see
Appendix E for address information).
Categories of individuals covered by the system: Beneficiaries,
applicants and inquirers of information relating to the various
Social Security programs and the BL program.
Categories of records in the system: The file contains the
names, addresses, and SSNs of the individuals. It also contains
development notes concerning the request and receipt of documents
required for a claim for benefits. Benefit amounts and dates of
entitlement may also be displayed.
Authority for maintenance of the system: Section 205(a) of the
Purpose(s): Information in this system is used as an
interviewing tool, record of clearance of claims and sometimes as
a log of activity pertinent to continued entitlement to benefits.
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 the
office made on behalf of the subject of a record.
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 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 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.
To Federal, State, and local law enforcement agencies and
private security contractors, as appropriate, information
To enable them to protect the safety of SSA employees
and customers, the security of the SSA workplace and
the operation of SSA facilities, or
To assist investigations or prosecutions with respect
to activities that affect such safety and security or
activities that disrupt the operation of SSA
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage: Records generally are stored on paper forms (8 x 10 1/2
cards) filed in standard file cabinets. However, records also
may be maintained in magnetic media (e.g., on disc,
Retrievability: Records are retrieved by name and SSN.
Safeguards: Access to records is restricted to authorized
personnel who have a need for the records in the performance of
their official duties. The buildings which house the records are
secured after normal business hours. (See Appendix G to this
publication for additional information relating to safeguards SSA
employs to protect personal information.)
Retention and disposal: Specific destruction dates are
established depending on whether a claim is allowed or
disallowed. Generally, the records are maintained for 6 months
System manager(s) and address:
See Appendix H for address information.
Notification procedures: An individual can determine if this
system contains a record about him/her by contacting the most
convenient Social Security field office (see Appendix E.1 for
address and telephone information) and providing his/her 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.
Requesters also should reasonably specify the record contents
they are seeking. These procedures are in accordance with HHS
Regulations 45 CFR Part 5b.
Contesting record procedures: Same as notification procedures.
Requesters also 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: Applicants, Social Security
beneficiaries, SSI recipients, inquirers and third parties.
Systems exempted from certain provisions of the Privacy Act: