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Privacy Act: [RAILROAD RETIREMENT BOARD]...


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.RAILROAD RETIREMENT BOARD


   #..Systems of Records

   RRB-1--Social Security Benefit Vouchering System
   RRB-3--Medicare, Part B (Supplementary Medical Insurance Payment 
            System--Contracted to a United Health Care Insurance) 
            Company
   RRB-4--Microfiche of Estimated Annuity, Total Compensation and 
            Residual Amount File
   RRB-5--Master File of Creditable Service and Compensation of Railroad 
            Employees
   RRB-6--Unemployment Insurance Record File
   RRB-7--Applications for Unemployment Benefits and Placement Service 
            Under the Railroad Unemployment Insurance Act
   RRB-8--Railroad Retirement Reconciliation System (Employee 
            Representatives)
   RRB-10--Legal Opinion Files
   RRB-11--Files on Concluded Litigation
   RRB-12--Railroad Employees' Registration File
   RRB-16--Social Security Administration Master Earnings File
   RRB-17--Appeal Decisions From Initial Denials for Benefits Under the 
            Provisions of the Railroad Retirement Act or the Railroad 
            Unemployment Insurance Act.
   RRB-18--Travel and Miscellaneous Voucher Examining System
   RRB-19--Payroll Record System
   RRB-20--Health Insurance and Supplementary Medical Insurance 
            Enrollment and Premium Payment System (MEDICARE)
   RRB-21--Railroad Unemployment and Sickness Insurance Benefit System
   RRB-22--Railroad Retirement, Survivor, and Pensioner Benefit System
   RRB-26--Payment, Rate and Entitlement History File
   RRB-27--Railroad Retirement Board--Social Security Administration 
            Financial Interchange System
   RRB-28--One Percent Historical File of Railroad Unemployment and 
            Sickness Beneficiaries
   RRB-29--Railroad Employees' Cumulative Gross Earnings Master File
   RRB-33--Federal Employee Incentive Awards System
   RRB-34--Employee Personnel Management Files
   RRB-37--Medical Records on Railroad Retirement Board EmployeesSystem
   RRB-42--Benefit Overpayment Accounts.
   RRB-43--Investigation Files.
   RRB-44--Employee Test Score File.
   RRB-45--Employee Tuition Reimbursement Files.
   RRB-46--Personnel Security Files.
   RRB-48--Employee Identification Card Files (Building Passes).
   RRB-49--Telephone Call Detail Records.
   RRB-50--Child Care Tuition Assistance Program.
   RRB-51--Railroad Retirement Board's Customer PIN/Password (PPW) 
            Master File System.
   Appendix I--Offices of the U.S. Railroad Retirement Board
   Appendix II--Medicare Part B Field Offices

   #.. RRB-1

   #....System name: Social Security Benefit Vouchering System--RRB.

     System location: U.S. Railroad Retirement Board, 844 Rush Street, 
   Chicago, Illinois 60611
     Categories of individuals covered by the system: Applicants after 
   December 31, 1974, for benefits under Title II of the Social Security 
   Act who have completed ten years of creditable service in the 
   railroad industry, the spouse and/or divorced spouse or survivor of 
   such an individual.
     Categories of records in the system: Name, address, social security 
   number, RRB claim number, type and amount of benefit, suspension and 
   termination information.
     Authority for maintenance of the system: Section 7(b)(2) of the 
   Railroad Retirement Act of 1974 (45 U.S.C. 231f(b)(2)).
   Purpose(s):
       Records in the Social Security Vouchering System are maintained 
   to administer Title II of the Social Security Act with respect to 
   payment of benefits to individuals with 10 or more years of railroad 
   service and their families.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       a. Benefit rate information may be disclosed to primary 
   beneficiaries regarding secondary beneficiaries (or vice versa) when 
   the addition of such beneficiary affects either the entitlement or 
   benefit payment.
       b. In the event the Board has determined to designate a person to 
   be the representative payee of an incompetent beneficiary, disclosure 
   of information concerning the benefit amount and other similar 
   information may be made to the representative payee from the record 
   of the individual.
       c. Benefit rates, names and addresses may be released to the 
   Department of Treasury to control for reclamation and return of 
   outstanding benefit payments, to issue benefit payments, act on 
   reports of non-receipt, to insure delivery of payments to the correct 
   address of the beneficiary or representative payee or to proper 
   financial organization, and to investigate alleged forgery, theft or 
   unlawful negotiation of railroad retirement for social security 
   benefit checks or improper diversion of payments directed to a 
   financial organization.
       d. Beneficiary's name, address, check rate and date plus 
   supporting evidence may be released to the U.S. Postal Service for 
   investigation of alleged forgery or theft of railroad retirement or 
   social security benefit checks.
       e. Beneficiary identifying information, effective date, benefit 
   rates, and months paid may be furnished to the Department of Veterans 
   Affairs for the purpose of assisting that agency in determining 
   eligibility for benefits or verifying continued entitlement to and 
   the correct amount of benefits payable under programs which it 
   administers.
       f. Benefit rates and effective dates may be disclosed to the 
   Social Security Administration, Bureau of Supplemental Security 
   Income, to Federal, State and local welfare or public aid agencies to 
   assist them in processing applications for benefits under their 
   respective programs.
       g. Last addresses information may be disclosed to the Department 
   of Health and Human Services in conjunction with the Parent Locator 
   Service.
       h. Benefit rates, entitlement and other necessary information may 
   be released to the Department of Labor in conjunction with payment of 
   benefits under the Federal Coal Mine and Safety Act.
       i. Pursuant to a request from an employer covered by the Railroad 
   Retirement Act or the Railroad Unemployment Insurance Act or from an 
   organization under contract to an employer or employers, information 
   regarding the Board's payment of benefits, the methods by which such 
   benefits are calculated, entitlement data and present address may be 
   released to the requesting employer or the organization under 
   contract to the employer or employers for the purposes of determining 
   entitlement to and the rates of private supplemental pension benefits 
   and to calculate estimated benefits due.
       j. If a request for information pertaining to an individual is 
   made by an official of a labor organization of which the individual 
   is a member and the request is made on behalf of the individual, 
   information from the record of the individual concerning his benefit 
   or anticipated benefit and concerning the method of calculating that 
   benefit may be disclosed to the labor organization official.
       k. Disclosure may be made to a congressional office from the 
   record of an individual in response to an inquiry from the 
   congressional office made at the request of that individual.
       l. Information may be released to contractors to fulfill contract 
   requirements pertaining to specific activities related to the 
   Railroad Retirement Act.
       m. Records may be disclosed to the General Accounting Office for 
   auditing purposes and for collection of debts arising from 
   overpayments under Title II of the Social Security Act, as amended.
       n. Records may be disclosed in a court proceeding relating to any 
   claims for benefits by the beneficiary under the Railroad Retirement 
   Act and may be disclosed during the course of an administrative 
   appeal to individuals who need the records to prosecute or decide the 
   appeal or to individuals who are requested to provide information 
   relative to an issue involved in the appeal.
       o. In the event that this system of records, maintained by the 
   Railroad Retirement Board to carry out its functions, indicates a 
   violation or potential violation of law, whether civil, criminal or 
   regulatory in nature, and whether arising by general statute or 
   particular program statute, or by regulation, rule or order issued 
   pursuant thereto, the relevant records in this system of record may 
   be referred, as a routine use, to the appropriate agency, whether 
   federal, state, local or foreign, charged with the responsibility of 
   investigating or prosecuting such violation or charged with enforcing 
   or implementing the statute, rule, regulation or order issued 
   pursuant thereto, provided that disclosure would be to an agency 
   engaged in functions related to the Railroad Retirement Act or 
   provided that disclosure would be clearly in the furtherance of the 
   interest of the subject individual.
       p. Information in this system of records may be released to the 
   attorney representing an individual in connection with that 
   individual's claim for benefits under the Railroad Retirement Act or 
   Title II of the Social Security Act, as amended, upon receipt of a 
   written letter or declaration stating the fact of representation 
   subject to the same procedures and regulatory prohibitions as the 
   subject individual.
       q. For payments made after December 31, 1983, beneficiary 
   identifying information, address, amounts of benefits paid and 
   repaid, beneficiary withholding instructions, and amounts withheld by 
   the RRB for tax purposes may be furnished to the Internal Revenue 
   Service for tax administration.
       r. Beneficiary identifying information, entitlement data, and 
   benefit rates may be released to the Department of State and embassy 
   and consular officials, to the American Institute on Taiwan, and to 
   the Department of Veterans Affairs Regional Office, Philippines, to 
   aid in insuring the continued payment of beneficiaries living abroad.
       s. Relevant information may be furnished to the Office of the 
   President for responding to an individual pursuant to an inquiry from 
   that individual or a third party in his/her behalf.
       t. Entitlement data and benefit rates may be released to any 
   court, state, agency, or interested party, or to the representative 
   of such court, state agency, or interested party, in connection with 
   contemplated or actual legal or administrative proceeding concerning 
   domestic relations and support matters.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Paper, magnetic tape and microforms.
     Retrievability: Social security account number, full name.
     Safeguards: Records are maintained in areas not accessible to the 
   public; buildings are secured (guard service).
     Retention and disposal: 
       Paper: Individual claim folders with records of all actions 
   pertaining to the payment of claims are transferred to the Federal 
   Records Center, Chicago, Illinois 5 years after the date of last 
   payment or denial activity if all benefits have been paid, no future 
   eligibility is apparent and no erroneous payments are outstanding. 
   The claim folder is destroyed 25 years after the date it is received 
   in the center. Accounts receivable listings and checkwriting 
   operations daily activity listings are transferred to the Federal 
   Records Center 1 year after date of issue and are destroyed 6 years 
   and 3 months after receipt at the center. Other paper listings are 
   destroyed 1 year after the date of issue. Changes of address source 
   documents are destroyed after 1 year. Magnetic tape: Tapes are 
   updated at least monthly. For disaster recovery purposes, certain 
   tapes are stored for 12-18 month periods. Microforms: Originals are 
   kept for 3 years, transferred to the Federal Records Center and 
   destroyed when 8 years old. One duplicate copy is kept 2 years and 
   destroyed by shredding. All other duplicate copies are kept 1 year 
   and destroyed by shredding.
     System manager(s) and address: Office of Programs--Director of 
   Policy and Systems, Railroad Retirement Board, 844 Rush Street, 
   Chicago, Illinois 606112092.
     Notification procedure: Requests for information regarding an 
   individual's records should be in writing, including full name, 
   social security number and railroad retirement claim number (if any) 
   of the individual. Before any information about any record will be 
   released, the individual may be required to provide proof of 
   identity, or authorization from the individual to permit release of 
   information. Such requests should be sent to: Office of Programs--
   Director of Operations, Railroad Retirement Board, 844 Rush Street, 
   Chicago, Illinois 60611-2092.
     Record access procedures: See Notification section above.
     Contesting record procedures: See Notification section above.
     Record source categories: Individual applicant or his or her 
   authorized representative, the Social Security Administration, other 
   record systems maintained by the Railroad Retirement Board.

   #..RRB-3

   #....System name: Medicare: Part B (Supplementary Medical Insurance 
      Payment System--Contracted to a United Health Care) Company--RRB.

     System location: 
       Palmetto Government Benefit Administrators, 17 Technology Circle, 
   columbia, South Carolina 29203-9591; Regional Office; PO Box 10066, 
   Augusta, Georgia 30999.
     Categories of individuals covered by the system: Qualified railroad 
   retirement beneficiaries covered by MEDICARE, Part B, who file claims 
   under the medical insurance program.
     Categories of records in the system: Name, health insurance claim 
   number, address, date of birth, telephone number, description of 
   illness and treatment pertaining to claim, indication of other health 
   insurance or medical assistance pertinent to claim, date(s) and 
   place(s) of physician service, description of medical procedures, 
   services or supplies furnished, nature of illness(es), medical 
   charges, name, address and telephone of physician, identifying number 
   of provider, designation of payee, Part B entitlement date, Part B 
   deductible status and amount of payment to beneficiary or payee.
     Authority for maintenance of the system: Section 7(d) of the 
   Railroad Retirement Act of 1974 (45 U.S.C. 231f(d)).
   Purpose(s):
       Records in this system are maintained to administer the 
   supplementary medical insurance (Part B) portion of Medicare under 
   Title XVIII of the Social Security Act for qualified railroad 
   retirement beneficiaries.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       a. In the event the Board has determined to designate a person to 
   be the representative payee of an incompetent beneficiary, disclosure 
   of information concerning the benefit amount and other similar 
   information may be made to the representative payee from the record 
   of the individual.
       b. Information regarding payments and deductibles may be released 
   to the Department of Health and Human Services for use in 
   administering Title XVII of the Social Security Act, as amended, and 
   to establish, audit, and maintain account and vouchering records.
       c. Records may be disclosed in a court proceeding relating to any 
   claims for benefits under Title XVIII of the Social Security Act and 
   may be disclosed during the course of an administrative appeal 
   hearing to individuals who need the records to prosecute or decide 
   the appeal or to individuals who are requested to provide information 
   relative to an issue involved in the appeal.
       d. Records may be disclosed to the General Accounting Office for 
   auditing purposes and for collection of debts arising from 
   overpayments under Title XVIII of the Social Security Act.
       e. Disclosure may be made to a congressional office from the 
   record of an individual in response to an inquiry from the 
   congressional office made at the request of that individual.
       f. Pursuant to a request from an employer covered by the Railroad 
   Retirement Act or the Railroad Unemployment Insurance Act, 
   information regarding the status of a qualified railroad retirement 
   beneficiary's enrollment in Medicare and premium payment status may 
   be released to the requesting employer for the purposes of 
   coordinating employee supplemental welfare benefits.
       g. If a request for information pertaining to an individual is 
   made by an official of a labor organization of which the individual 
   is a member and the request is made on behalf of the individual, 
   information from the record of the individual concerning his 
   entitlement and premium status may be disclosed to the labor 
   organization official.
       h. In the event that this system of records maintained by the 
   Railroad Retirement Board to carry out its functions, indicates a 

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