Effective 09/08/94 (59 FR 46439)


System name: Double Check Negotiation (DCN) File (SSI), SSA/OSR.

Security classification:


System location:

Social Security Administration
Office of Finance, Assessment and Management
Office of Financial Operations
6401 Security Boulevard
Baltimore, MD 21235

Categories of individuals covered by the system:

The file contains a record for aged, blind, or disabled individuals/couples who have negotiated two SSI checks for the same month incorrectly.

Categories of records in the system:

The SF-1081, Voucher and Schedule of Withdrawals and Credits, and TFS-3858, Claims Document are sent to OCO, Financial Management Staff and from the Department of Treasury billing SSA for additional monies expended on their behalf. It contains the identification of the individual, name and SSN, check description and amount of money involved.

Authority for maintenance of the system:

Sections 1602, 1611 and 1631 of title XVI of the Act.


This system is used to maintain records for control and audit purposes of photocopies of erroneously negotiated SSI checks which the Department of the Treasury charges SSA. SSA maintains files of cases which Social Security field offices use for future reference when they attempt to collect the money from the individual. The money amount is allocated to the Federal share and State share for accounting purposes.

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:
  1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
  2. To State audit agencies pursuant to agreements with the Department of HHS for auditing State supplementation payments.
  3. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
  4. 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.
  5. To DOJ, a court or other tribunal, or another party before such tribunal when:

    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.

  6. 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:


Records are stored in microfiche and paper form.


Information is indexed and retrieved by SSN.


Access to the records is limited to employees on a need-to-know basis. The area is secured at night with locked doors. (See Appendix G to this publication for additional information relating to safeguards SSA employs to protect personal information.)

Retention and disposal:

The records are retained for 7 years and then destroyed.

System manager(s) and address:

Office of Claims and Payment Requirements
Social Security Administration
6401 Security Boulevard
Baltimore, MD 21235

Notification procedure:

An individual can determine if this system contains a record about him/her by providing name, SSN, pertinent information about his/her case, and the name of this system to the system manager at the address shown above. (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 vor registration card). An individual requesting notification via mail or telephone must urnish 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 Department of HHS Regulations 45 CFR Part 5b.

Record access procedures:

Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR Part 5b.

Contesting record procedures:

Same as notification procedures. Requesters should also 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:

Information is obtained from the Financial Management Service of the Department of the Treasury.

Systems exempted from certain provisions of the Privacy Act:


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