Representative Payee and Beneficiary Survey Data System, Social Security

Effective Date: March 31, 2006

(71 F.R. 16397)

SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974

System number:  60-0370

System name: 

Representative Payee and Beneficiary Survey Data System, Social Security Administration (SSA)/Office of Income Security Programs (OISP)

Security classification: 

None.

System location: 

Office of Income Support Programs

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235-6401

Records may also be maintained at contractor sites.  Contact the system manager at the address below to obtain contractor addresses.

Categories of individuals covered by the system: 

This system maintains information about selected samples of representative payees and their beneficiaries receiving benefits under Title II and/or Title XVI of the Social Security Act.

Categories of records in the system: 

Information in this system consists of data gathered during a specific study period to assess SSA’s representative payee policies.  This data will include identifiable information, such as name, Social Security number (SSN) and address, and survey information concerning representative payee and beneficiary demographic characteristics, record identifiers, descriptions of residence and living situations, and relationship of beneficiaries to the representative payees.  Survey data will also cover the beneficiary’s financial account information related to the representative payee’s responsibilities, information concerning both the beneficiary and representative payee’s knowledge of actual representative payee duties, and their perceptions of the beneficiary’s need for this particular relationship and how these duties are being performed.  Some limited information such as SSN, monthly benefit amount and diagnostic codes from SSA’s administrative records and from current systems maintaining information relative to the selection of representative payees to claimants and beneficiaries may also be captured in this system to supplement and effectively support SSA’s use of the survey data.

Authority for maintenance of the system: 

Section 107 of Pub. L. No. 108-203, the Social Security Protection Act of 2004, that amended Section 1110 of the Social Security Act (42 U.S.C. § 1310).

Purpose(s): 

Information in this system will assist SSA in assessing how payments made to representative payees, who are not subject to on-site reviews or other random reviews under SSA policy or law, are managed and used on behalf of the beneficiaries.

Routine uses of records maintained in the system, including categories of users and the purpose of such uses: 

Disclosure may be made for routine uses as indicated below:

1.  To the Office of the President for responding to an inquiry received from that individual or from a third party acting on that individual’s behalf.

2.  To a congressional office in response to an inquiry from that office made on behalf of a subject of a record.

3.  To a contractor under contract to the Social Security Administration (SSA), or under  contract to another agency with funds provided by SSA, for the performance of research and statistical activities as directly related to this system of records.

4.  To Department of Justice (DOJ), a court or other tribunal, or another party before such  tribunal when:

a) the Social Security Administration (SSA), 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, a court or other tribunal, or another 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 collected.

5.   To student volunteers, individuals working under a personal service 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.

6.  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 in this system are maintained electronically and manually.

Retrievability: 

Records in this system will be retrieved by the name or SSN of the representative payee, or name or SSN of the beneficiary/recipient.

Safeguards: 

The system of records will maintain information in electronic and manual forms.  Only authorized SSA and contractor personnel who have a need for the information in the performance of their official duties are permitted access to the information.  We will safeguard the security of the information by requiring the use of access codes to enter the computer system that will maintain the data and will store computerized records in secured areas that are accessible only to employees who require the information in performing their official duties.  Manually maintained records are kept in locked cabinets or in otherwise secure areas.

Contractor personnel having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.

SSA and contractor personnel having access to the data in this system will be informed of the criminal penalties of the Privacy Act for unauthorized access to, or disclosure of, information maintained in this system.  See 5 U.S.C. § 552a(i)(1).

Retention and disposal: 

Survey data will be populated into the system via a flat file produced by SSA’s Office of Systems from the Master Representative Payee File system of records using the criteria specified by section 205(j) of the Social Security Act.  This flat file will also contain current beneficiary contact data from the Master Beneficiary Record and/or the Supplemental Security Income and Special Veterans Benefits Record systems of records and some limited information from SSA’s administrative records.

The system will cover only events related to the closed period of May through September of 2006, through the initial population of the database from SSA’s Representative Payee System in March 2006.

In order to comply with the National Archives and Records Administration regulations, data will be destroyed after a seven-year retention period per Records Schedule NC1-47-81-9.

System manager and address: 

Associate Commissioner

Office of Income Security Programs

Social Security Administration

6401 Security Boulevard

Baltimore, Maryland 21235-6401

Notification procedure: 

This system contains limited data selected for statistical analysis.  Individuals inquiring about their records in SSA programs may wish to consult other SSA systems of records which contain more detailed information.

An individual can determine if this system contains a record about him/her by writing to the systems manager 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.  These procedures are in accordance with SSA’s Regulations at 20 C.F.R. § 401.40(c).

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 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.  These procedures are in accordance with SSA’s Regulations at 20 C.F.R. § 401.40(c).

If notification is requested 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 access to records concerning another individual under false pretense is a criminal offense.  These procedures are in accordance with SSA Regulations at 20 C.F.R. § 401.40(c).

Record access procedures: 

Same as Notification procedures.  Also, an individual requesting access should reasonably identify and specify the information he/she is attempting to obtain.  These procedures are in accordance with SSA Regulations (20 C.F.R. § 401.40(c)).

Contesting record procedures: 

Same as Notification procedures.  Requesters should also 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 untimely, incomplete, inaccurate, or irrelevant.  These procedures are in accordance with SSA Regulations (20 C.F.R. § 401.65(a)).

Record source categories: 

Information in this system of records is obtained from representative payees, beneficiaries, and existing SSA systems of records, such as the Master Beneficiary Record, 60-0090; Supplemental Security Income and Special Veterans Benefits Record, 60-0103; Master Representative Payee File, 60-0222; and survey data collected by the Contractor.

Systems exempt from certain provisions of the Privacy Act:

None.