Effective Date: January 11, 2006
(71 F.R. 1846)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY
THE PRIVACY ACT OF 1974
SYSTEM NUMBER: 60-0230
System name:
Social Security
Administration Parking Management Record System, Social Security
Administration, Deputy Commissioner for Finance, Assessment and Management,
Office of Facilities Management.
Security classification:
None.
System Location:
Social Security Administration
Office
of Facilities Management
Room 1-M-25
Categories of individuals covered by the system:
All Headquarters
Social Security Administration (SSA) employees as well as any carpool member,
contractor, vendor or building tenant utilizing SSA Headquarters parking
facilities.
Categories of records in the system:
This system
includes the following information on all persons applying for a parking permit
and those that may have received a parking citation: Name, office room number,
office phone number, agency, home address, and automobile registration number,
and where applicable, physician's statement in support of handicapped parking
assignments.
Authority for maintenance of the system:
Federal
Property and Administrative Services Act of 1949, as amended, 63 Statute 377,
390 (see 40 U.S.C. 471, 486 and 41 CFR 101-20.104-2).
Purpose(s):
To establish
policy governing the acquisition and allocation of Federal parking facilities
and the establishment and determination of charges to be paid for the use of
such parking by Federal employees, contractor employees and other facility
tenants. The purpose of the SSA Parking Policy is to provide standards for
apportionment and assignment of parking spaces on SSA-managed and
SSA-controlled property and on property assigned to SSA by the General Services
Administration or any other agency and to allocate and check parking spaces
assigned to government vehicles, visitors, handicapped personnel, key
personnel, carpools and others.
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:
1. To a congressional office from the
record of an individual in response to an inquiry made at the request of that
individual.
2. To the Department of Justice (DOJ), a
court or other tribunal, or another party before such tribunal, when:
(a) The Social Security Administration
(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 the litigation or has an interest
in such litigation, and SSA determines that the use of such records by DOJ, a
court or other tribunal, or another party before 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.
3. To student volunteers, individuals
working under a personal services contract, and other workers who technically
do not have the status of Federal employees, when they are performing work for
the Social Security Administration (SSA), as authorized by law, and they need
access to personally identifiable information in SSA records in order to
perform their assigned Agency functions.
4. To the General Services Administration
and the National Archives Records Administration (NARA) under 44 U.S.C. 2904
and 2906, as amended by the NARA Act of 1984, information which is not
restricted from disclosure by Federal law for the use of those agencies in
conducting records management studies.
5. We
may disclose information to appropriate Federal, State, and local agencies,
entities, and persons when (1) we suspect or confirm that the security or
confidentiality of information in this system of records has been compromised;
(2) we determine that as a result of the suspected or confirmed compromise
there is a risk of harm to economic or property interests, identity theft or
fraud, or harm to the security or integrity of this system or other systems or
programs of SSA that rely upon the compromised information; and (3) we
determine that disclosing the information to such agencies, entities, and
persons is necessary to assist in our efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm. SSA will use
this routine use to respond only to those incidents involving an unintentional
release of its records.
Policies and practices for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records are
maintained in automated format (e.g., on magnetic tapes, disks), and in paper
form (e.g., binders in file cabinets).
Retrievability:
Records are
retrieved by name and the various categories of information described in the
“categories of records” section above.
Safeguards:
Access to, and
use of, these records is limited to personnel whose official duties require
such access. Security Safeguards meet the requirements of SSA Systems Security
Handbook. A minicomputer is maintained in a secured area with access limited to
authorized personnel. Computer tapes and disc are stored in locked cabinets.
Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for additional
information relating to SSA data security measures.
Retention and disposal:
Superseded
materials are maintained by the SSA Protective Security Officer for historical
purposes and the control purpose has been met and the records are then
destroyed.
System manager(s) and address(es):
Director
Office of Protective Security Services
Social Security Administration
1-M-25
Notification procedures:
An individual can determine if this system
contains a record about him/her by writing to the system manager(s) at the
above address and providing his/her name, SSN or other information that may be
in the system of records that will identify him/her. An individual requesting
notification of records in person should provide the same information, as well
as provide an identity document, preferably with a photograph, such as a
driver's license or some other means of identification. If an individual does
not have any identification documents sufficient to establish his/her identity,
the individual must certify in writing that he/she is the person claimed to be
and that he/she understands that the knowing and willful request for, or
acquisition of, a record pertaining to another individual under false pretenses
is a criminal offense.
If notification is requested by telephone,
an individual must verify his/her identity by providing identifying information
that parallels information in the record to which notification is being
requested. If it is determined that the identifying
information provided by telephone is insufficient, the individual will be
required to submit a request in writing or in person. If an individual
is requesting information by telephone on behalf of another individual, the
subject individual must be connected with SSA and the requesting individual in
the same phone call. SSA will establish the subject individual's identity
(his/her name, SSN, address, date of birth and place of birth, along with one
other piece of information, such as mother's maiden name) and ask for his/her
consent in providing information to the requesting individual.
If a request for notification is submitted
by mail, an individual must include a notarized statement to SSA to verify
his/her identity or must certify in the request that he/she is the person
claimed to be and that he/she understands that the knowing and willful request
for, or acquisition of, a record pertaining to another individual under false
pretenses is a criminal offense. These procedures are in accordance with SSA
Regulations (20 CFR 401.40(c)).
Record access procedures:
Same
as Notification procedures. Requesters should also reasonably specify
the record contents they are seeking. These procedures are in accordance with
SSA Regulations (20 CFR 401.40(c)).
Contesting record procedures:
Same
as Notification procedures. Also, requesters 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 showing how the record is incomplete, untimely, inaccurate or
irrelevant. These procedures are in accordance with SSA Regulations (20 CFR
401.65(a)).
Record source categories:
Records are
developed from information supplied by applicants for parking permits and, for
handicapped parking assignments, by physicians and supervisors.
Systems exempted from certain provisions of the Privacy Act:
None.