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Privacy Act: [ 09-60-0017] Personnel Research and Merit Promotion Test Records, HHS/SSA/OMBP....
<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] [Page 17990-11089] #.SOCIAL SECURITY ADMINISTRATION #..Table of Contents 09-60-0001 Commissioner's Correspondence File, SSA/OC. 09-60-0002 Automated Controlled Correspondence Extraction System, SSA/OGA. 09-60-0003 Hearing File and Attorney Fee File, SSA/OHA. 09-60-0004 Working Files of the Appeals Council, SSA/OHA. 09-60-0005 Hearing Office File, SSA/OHA. 09-60-0006 Storage of Hearing Records: Tape Cassettes and Audiograph Discs, SSA/OHA. 09-60-0008 Administrative Law Judge's Docket, SSA/OHA. 09-60-0009 Hearings and Appeals Case Control System, SSA/OHA. 09-60-0012 Listing and Alphabetical Name File (Folder) of Vocational Experts, Medical Advisors and Medical Consultants, SSA/ OHA. 09-60-0013 Records of Usage of Medical Advisors, Medical Consultants, and Vocational Experts, SSA/OHA. 09-60-0014 Curriculum Vitae and Professional Qualifications of Medical Officers, Medical Advisors, Medical Consultants and Resume of Vocational Experts, SSA/OHA. 09-60-0015 List of Physicians Utilized as Readers of Black Lung X-Ray Films, SSA/OHA. 09-60-0017 Personnel Research and Merit Promotion Test Records, SSA/OMBP. 09-60-0031 Employee Production and Accuracy Records, SSA/OMBP. 8 09-60-0032 Employee Indebtedness Counseling System, SSA/OMBP. 09-60-0033 Requests for Review of Proposed Contracts with Experts and Consultants, SSA/OMBP. 09-60-0037 General Criminal Investigations Files, SSA/OMBP. 09-60-0038 Employee Building Pass Files, SSA/OMBP. 09-60-0040 Quality Review System, SSA/OA. 09-60-0042 Quality Review Case File, SSA/OA. 09-60-0044 Disability Determination Service Processing File, SSA/ODP. 09-60-0045 Black Lung Payment System, SSA/OURV. 09-60-0046 Disability Determination Service Consultant`s File, SSA/OD. 09-60-0047 Critical Case Processing Time, SSA/OOPP. 09-60-0050 Completed Determination Record--Continuing Disability Determinations, SSA/OP. 09-60-0052 Disposition of Vocational Rehabilitation Report to Social Security Administration, SSA/ODP. 09-60-0053 Reimbursement From Trust Fund for Vocational Rehabilitation Services, SSA/ODP. 09-60-0056 Vocational Rehabilitation Savings Calculations, SSA/ODP. 09-90-0057 Quality Evaluation Data Records, SSA/OA. 09-60-0058 Master Files of Social Security Number (SSN) Holders and Applications, SSA/OSR. 09-60-0059 Earnings Recording and Self-Employment Income System, SSA/OSR. 09-60-0063 Resource Accounting and Project Management System, SSA/OS. 09-60-0066 Claims Development Record, SSA/OFO. 09-60-0075 Congressional Bills Tracking System, SSA/OLRP. 09-60-0077 Congressional Inquiry File, SSA/OFO. 09-60-0078 Public Inquiry Correspondence File, SSA/OFO. 09-60-0089 Claims Folders System, SSA/ODP. 09-60-0090 Master Beneficiary Record, Social Security Administration, Office of Systems Requirements. 09-60-0091 Social Security Administration Claims Control System, SSA/OURV. 09-60-0092 Automated Control System For Case Folders, SSA/OSR. 09-60-0094 Recovery Accounting for Overpayments, Social Security Administration, Office of Systems Requirements. 09-60-0095 Health Insurance Overpayment Ledger Cards, SSA/OSR. 09-60-0097 Program Integrity Case Files, SSA/OA. 099 Prisoner Update Processing System (PUPS), SSA/OPB. 09-60-0102 Fee Ledger System for Representatives, SSA/OIP. 09-60-0103 Supplemental Security Income and Record and Special Veterans Benefits, Social Security Administration, Office of Systems Requirements. 09-60-0110 Supplemental Security Income File of Refunds, SSA/ OURV. 09-60-0111 Debit Voucher File (Supplemental Security Income), SSA/OURV. 09-60-0117 Age at First Payment of Retirement Insurance Benefits, SSA/OACT. 09-60-0118 Non-Contributory Military Service Reimbursement System, SSA/OACT. 09-60-0119 Special Age 72 Benefit Trust Fund Transfer Project, SSA/OACT. 09-60-0128 Retirement, Survivors and Disability Insurance Claims Study, SSA/OA. 09-60-0129 Adjudication of Supplemental Security Income Policy Analysis Review, SSA/OA. 09-60-0148 Matches of Internal Revenue Service and Social Security Administration Data with Census Survey Data (Joint Social Security Administration/Census Statistics Development Project), SSA/ OP. 09-60-0149 Matches of Internal Revenue Service and Social Security Administration Data (Joint Social Security Administration/ Treasury Department Statistics Development Project), SSA/OP. 09-60-0159 Continuous Work History Sample (Statistics), SSA/ OP. 09-60-0184 Hearing Office Master Calendar, SSA/OHA. 09-60-0186 SSA Litigation Tracking System, SSA/OR. 09-60-0196 Disability Studies, Surveys, Records and Extracts (Statistics), SSA/OP. 09-60-0198 Extramural Research Administrative File, SSA/OP. 09-60-0199 Extramural Survey (Statistics), SSA/OP. 09-60-0200 Retirement and Survivors Studies, Surveys, Records and Extracts (Statistics), SSA/OP. 09-60-0202 Old Age, Survivors and Disability Beneficiary and Worker Records and Extracts (Statistics), SSA/OP. 09-60-0203 Supplemental Security Income Studies, Records and Extracts (Statistics), SSA/OP. 09-60-0206 Repatriate Records System, SSA/OFA. 09-60-0209 Readership Surveys of the Office of Research and Statistics, SSA/OP. 09-60-0210 Record of Individuals Authorized Entry to Secured Automated Data Processing (ADP) Area, SSA/OS. 09-60-0211 Beneficiary, Family, and Household Surveys, Records and Extracts System (Statistics), SSA/OP. 09-60-0212 Supplemental Security Income Quality Initial Claims Review Process System, SSA/OA. 09-60-0213 Quality Review of Hearing/Appellate Process, SSA/ OHA. 09-60-0214 Personal Identification Number File, (PINFile), SSA/OPIR. 09-60-0216 Indochina Refugee Data System, SSA/ORR. 09-60-0217 Cuban Refugee Registration Records, SSA/ORR. 09-60-0218 Disability Insurance and Supplemental Security Income Demonstration Projects and Experiments System, SSA/ORS. 09-90-0219 Representative Disqualification/Suspension Information System, SSA/ORSI. 09-60-0220 Kentucky Birth Records System, SSA/DO(KY). 09-60-0221 Vocational Rehabilitation Reimbursement Case Processing System, SSA/OD. 09-60-0222 Master Representative Payee File, SSA/OPBP. 09-60-0223 Telephone Call Receipt System, SSA/DCO. 09-60-0224 SSA-Initiated Personal Earnings and Benefit Estimate Statement (SIPEBES) History File, SSA/OSR. 09-60-0225 SSA-Initiated Personal Earnings and Benefit Estimate Statement Address System for Certain Territories, SSA/OSR. 09-60-0253 Vocational Rehabilitation; State Vocation Rehabilitation Agency Information (VR SVRA) File, SSA/OD. 09-06-0254 Vocational Rehabilitation; SSA Disability Beneficiaries/Recipients Eligible for Re-referral to an Alternate Vocational Rehabilitation Service Provider (VR Re-referral) File, SSA/OD. 09-60-0255 Plans for Achieving Self-Support (PASS) Management Information System, SSA/OPBP. 09-60-0270 Records of Individuals Authorized Entry into Secured Areas by Digital Lock Systems, Electronic Key Card Systems or Other Electronic Access Devices, SSA. 09-60-0273 Social Security Title VIII Special Veterans Benefits Claims Development and Management Information System, SSA/ RO/San Francisco. 09-60-0276 Social Security Administration's (SSA) Talking and Listening to Customers (TLC). 09-60-0278 Social Security Administration's (SSA) Talking and Listening to Customers (TLC). 09-60-279 SSA's Mandate Against Red Tape (SMART) Program Records, SSA/COSS/OCSI. 09-60-0280 SSA Administrative Sanctions Database. 60-0295 Ticket-to-Work and Self-Sufficiency Program Payment Database. 60-0300 Ticket-to-Work Program Manager (PM) Management Information System. Appendix A Retirement and Survivors Insurance Claims. Appendix B Disability Insurance Claims. Appendix C Regional Offices Addresses. Appendix D Supplementary Security Income Claims. Appendix E Federal Coal Mine Health and Safety Act Claims (Black Lungs). Appendix F Social Security Administration Field Operations Addresses. Appendix G Office of Hearings and Appeals Addresses. Appendix H Office of Central Operations Electronic Data Operations Centers. Appendix I Availability of Records, Manuals, Etc. Appendix J Social Security Administration Data Security Measures. Appendix K Obtaining Access to Records. Appendix L Field Assessment Offices. Appendix M Field Assessment Offices and Central Supplemental Security Income Analysis Components. #..90-60-0001 #....System name: Commissioner's Correspondence File, SSA/OC. Security classification: None. System location: Social Security Administration, Room 922, Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235 and Social Security Administration, Room 656G Hubert H. Humphrey Building, 200 Independence Avenue, SW, Washington, DC 20201. Categories of individuals covered by the system: Any person or group who writes directly to the Commissioner of Social Security. Categories of records in the system: The Commissioner's incoming personnel correspondence and responses to such correspondence. Authority for maintenance of the system: Section 205 of the Social Security Act. Purpose(s): This system is established solely for reference when applying to subsequent inquiries. 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. Nontax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration and the National Archives and Records Administration 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 National Archives and Records Administration Act of 1984. Disclosure may be to DOJ, to a court or other tribunal, or another party before such tribunal, when: (a) SSA, or any component thereof; or (b) Any SSA employee in his/her official capacity; or (c) 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 (d) 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 tribunal, or other party before such 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 disclosed. Wage and other information which are subject to the disclosure provisions of the Internal Revenue Code (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. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in paper form and in magnetic media (e.g., magnetic tape and disk). Retrievability: Records in this system are indexed and retrieved by the name of the correspondent. Safeguards: Safeguards for automated records have been established in accordance with the Department of Health and Human Services' Automated Data Processing Manual, ``Part 6, ADP System Security.'' This includes maintaining the records in a secured enclosure attended by security guards. Anyone entering or leaving the enclosure must have a special badge issued only to authorized personnel. Access to specific records in this system is limited to members of the Executive Secretariat's staff. Also, employees are periodically briefed on Privacy Act requirements and SSA confidentiality rules, including the criminal sanctions for unauthorized disclosure of or access to personal records. (See Appendix J to this publication for additional information relating to safeguards the Social Security Administration employs to protect personnel records.) Retention and disposal: General correspondence is held 2 years. Paper files are destroyed by shredding when deemed appropriate. Computer files are archived after 12 months. System manager(s) and address: Chief, Baltimore Branch, Executive Secretariat, 922 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235. Notification procedure: An individual can determine if this system contains a record about him or her by writing to the following address: Office of the Commissioner, 922 Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235. When requesting notification or access to a record in this system, the individual should refer to this system and provide his or her name and return address. 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 being sought. 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 the corrective action sought and the reasons for the correction with supporting justification. These procedures are in
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