SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE
PRIVACY ACT OF 1974
System number:
60-0220
System name:
Security classification:
None.
System location:
Social Security field offices located in the State of
Categories of individuals covered by the system:
Members of the general public whose birth records have been registered in the
State of
Categories of records in the system:
The system consists of an index of
Authority for maintenance of the system:
Section
205 of the Social Security Act.
Purpose(s):
Information in the system will be used by SSA offices in the State of
Routine uses of records maintained in the system, including categories of users
and the purposes of such uses:
Disclosure may be made as routine uses as indicated below. However,
disclosure of any information constituting “returns or return information”
within the scope of the Internal Revenue Code will not be disclosed unless
disclosure is authorized by that statute.
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 Department of Justice (DOJ), 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 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
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.
3) 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.
4)
Non-tax return information that is not restricted from disclosure by Federal law
may be disclosed to General Services Administration (GSA) and National Archive
and Records Administration (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)
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 stored on microfilm.
Retrievability:
Records are retrieved by the individual's name and other identifying information
(e.g., mother's name and date of birth).
Safeguards:
Access to records in the system will be restricted to personnel who need them in
the performance of their official duties. Also, the information will be
maintained in secured facilities and kept from access by unauthorized
individuals (e.g., stored in locked filing cabinets) when not in use.
Retention and disposal:
Records in the system will be updated biennially. Out‑of‑date microfilm
records will be disposed of by the application of heat.
System manager(s) and address:
Managers of Social Security field offices in the State of
Notification procedures:
An individual can determine if this system contains a record about him/her by
writing to the systems 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, such as a voter registration card, credit card, etc.
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 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).
Record access procedures:
Same as notification procedures above. Also, individuals requesting access
to their records should reasonably describe the records, specify the information
they are contesting and state the corrective action sought with supporting
justification showing how the records are untimely, incomplete, inaccurate or
irrelevant. These procedures are in accordance with SSA Regulations (20 CFR
401.40(c)).
Contesting record procedures:
Same as notification procedures. Also, an individual contesting data in
the system should identify the data, specify the information he or she is
contesting, state the corrective action sought, and the reasons for the
correction with supporting justification showing how the records is incomplete,
untimely, inaccurate or irrelevant. These procedures are in accordance
with SSA Regulations (20 CFR 401.65(a)).
Record source categories:
Records in the system will be obtained from the Kentucky Office of Vital
Statistics.
System exempted from certain provisions of the Privacy Act:
None.