System number:

    60-0222.

System name:

    Master Representative Payee File, Social Security Administration, 

Office of Income Security Programs.

Security classification:

    None.

System Location:

          National Computer Center, Social Security Administration, 6201 Security Boulevard, Baltimore, MD 21235. The system database will be available by direct electronic access by Social Security field offices (FO). FO addresses and telephone numbers can be found in local telephone directories under ``Social Security Administration,'' (SSA) or by accessing http://www.ssa.gov/regions/regional.html.

Categories of individuals covered by the system:

          This system maintains information about all payees and payee 

applicants, including persons whose certifications as representative 

payees have been revoked or terminated on or after January 1, 1991; 

persons who have been convicted of a violation of section 208 or 

section 1632 of the Social Security Act, persons convicted under other 

statutes in connection with services as a representative payee, and 

others whose certification as a representative payee SSA has revoked 

due to misuse of funds paid under Title II and Title XVI of the Social 

Security Act; persons who are acting or have acted as representative 

payees; representative payee applicants who were not selected to serve as representative payees; representative payee applicants who have been convicted of an offense resulting in more than one (1) year 

imprisonment; payees and payee applicants who have an outstanding 

felony warrant; organizational payees who have been authorized to 

collect a fee for their service; and beneficiaries/applicants who are 

being served by representative payees.

Categories of records in the system:

    Records in this system consist of:

    1. Names and Social Security numbers (SSNs) (or employer 

identification numbers (EINs)) of representative payees whose 

certifications for payment of benefits as representative payees have 

been revoked or terminated on or after January 1, 1991, because of 

misuse of benefits under Title II or Title XVI of the Social Security 

Act;

    2. Names and SSNs (or EINs) of all persons convicted of violations 

of sections 208 or 1632 of the Social Security Act;

    3. Names, addresses, and SSNs (or EINs) of persons convicted of 

violations of statutes other than sections 208 and 1632 of the Social 

Security Act, when such violations were committed in connection with 

the individual's service as a Social Security representative payee;

    4. Names, addresses, SSNs, and information about the crime reported by the payee for those who have an outstanding felony warrant or who have been imprisoned for a period exceeding one (1) year. (An indicator will be used in the system to identify persons identified as having an outstanding felony warrant);

    5. Names, addresses, and SSNs (or EINs) of representative payees 

who are receiving benefit payments pursuant to section 205(j) or 

section 1631(a)(2) of the Social Security Act;

    6. Names, addresses, and SSNs of individuals for whom 

representative payees are reported to be providing representative payee services under section 205(j) or section 1631(a)(2) of the Social 

Security Act;

    7. Names, addresses, and SSNs of representative payee applicants 

who were not selected as representative payees;

    8. Names, addresses, and SSNs of persons who were terminated as 

representative payees for reasons other than misuse of benefits paid to them on behalf of beneficiaries/recipients;

    9. Information on the representative payee's relationship to the 

beneficiaries/recipients they serve;

    10. Names, addresses, EINs and qualifying information of 

organizations authorized to charge a fee for providing representative 

payee services;

    11. Codes which indicate the relationship (other than familial) 

between the beneficiaries/recipients and the individuals who have 

custody of the beneficiaries/recipients;

    12. Dates and reasons for payee terminations (e.g., performance not acceptable, death of payee, beneficiary in direct payment, etc.) and revocations;

    13. Codes indicating whether representative payee applicants were 

selected or not selected;

    14. Dates and reasons representative payee applicants were not 

selected to serve as payees and dates and reasons for changes of payees (e.g., beneficiary in direct payment, etc.);

    15. Amount of benefits misused;

    16. Identification number assigned to the claim on which the misuse 

occurred;

    17. Date of the determination of misuse; and

    18. Information about a felony conviction reported by the 

representative payee.

Authority for maintenance of the system:

    Sections 205(a), 205(j), 1631(a) of the Social Security Act, and 

the Social Security Protection Act of 2004 (Pub. L. 108-203).

Purpose(s):

    Information maintained in this system will assist SSA in the 

representative payee selection process by enabling Social Security 

field offices to more carefully screen applicants and to determine 

their suitability to become representative payees. SSA also will use 

the data for management information and workload projection purposes and to prepare annual reports to Congress on representative payee activities.

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. 

However, disclosure of any information defined as ``return or return 

information'' under 26 U.S.C. 6103 of the Internal Revenue Code will 

not be disclosed unless authorized by a statute, the Internal Revenue 

Service (IRS), or IRS regulations.

    1. 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 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 the 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.

    2. To a congressional office in response to an inquiry from that 

office made at the request of the subject of the records.

    3. To the General Services Administration and the National Archives 

Records Administration (NARA) under 44 U.S.C. Sec.  2904 and Sec.  

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.

    4. To the Department of Veterans Affairs, Regional Office, Manila, 

Philippines, for the administration of the Social Security Act in the 

Philippines and other parts of the Asia-Pacific region through services 

and facilities of that agency.

    5. To the Department of State for administration of the Social 

Security Act in foreign countries through services and facilities of 

that agency.

    6. To the American Institute, a private corporation under contract 

to the Department of State, for administering the Social Security Act 

on Taiwan through facilities and services of that agency.

    7. To the Department of Justice for:

    (a) Investigating and prosecuting violations of the Social Security 

Act to which criminal penalties attach,

    (b) Representing the Commissioner of Social Security, and

    (c) Investigating issues of fraud or violations of civil rights by 

officers or employees of the Social Security Administration.

    8. 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.

    9. To the Department of Veterans Affairs (DVA) for the shared 

administration of DVA's and the Social Security Administration's 

representative payee programs.

    10. To contractors and other Federal Agencies, as necessary, for 

the purpose of assisting the Social Security Administration (SSA) in 

the efficient administration of its programs. We will disclose 

information under this routine use only in situations in which SSA may 

enter into a contractual or similar agreement to obtain assistance in 

accomplishing an SSA function relating to this system of records.

    11. To a third party such as a physician, social worker, or 

community service worker, who has, or is expected to have, information which is needed to evaluate one or both of the following:

    (a) The claimant's capability to manage or direct the management of his/her affairs.

    (b) Any case in which disclosure aids investigation of suspected 

misuse of benefits, abuse or fraud, or is necessary for program 

integrity, or quality appraisal activities.

    12. To a third party, where necessary, information pertaining to 

the identity of a payee or payee applicant, the fact of the person's 

application for or service as a payee, and, as necessary, the identity 

of the beneficiary, to obtain information on employment, sources of 

income, criminal justice records, stability of residence and other 

information relating to the qualifications and suitability of 

representative payees or representative payee applicants to serve as 

representative payees or their use of the benefits paid to them under 

section 205(j) or section 1631(a) of the Social Security Act.

    13. To a claimant or other individual authorized to act on his/her 

behalf information pertaining to the address of a representative payee 

applicant or a selected representative payee when this information is 

needed to pursue a claim for recovery of misapplied or misused benefits.

    14. To the Railroad Retirement Board (RRB) for the administration 

of RRB's representative payment program.

    15. 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.

    16. To the Office of Personnel Management (OPM) for the 

administration of OPM's representative payee programs.

    17. To the Secretary of Health and Human Services or to any State, 

any record or information requested in writing by the Secretary for the 

purpose of administering any program administered by the Secretary, if records or information of such type were so disclosed under applicable rules, regulations and procedures in effect before the date of enactment of the Social Security Independence and Program Improvements Act of 1994.

    18. 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 in magnetic media (e.g., magnetic tape, 

microfilm, and disc) and manual forms.

Retrievability:

    Data are retrieved from the system by the SSN or the ZIP code and 

name (in a situation where the representative payee is an organization) 

of the representative payee, or the SSN of the beneficiary/recipient.

Safeguards:

    For computerized records electronically transmitted between Central 

Office and FO locations (including organizations administering SSA 

programs under contractual agreements), safeguards include a lock/

unlock password system, exclusive use of leased telephone lines, a 

terminal-oriented transaction matrix, and an audit trail. All microfilm 

files are accessible only by authorized personnel who have a need for 

the information in performing their official duties. Magnetic tapes are 

in secured storage areas accessible only to authorized personnel. 

Access http://www.socialsecurity.gov/foia/bluebook/app_g.htm for 

additional information relating to SSA data security measures.

Retention and disposal:

    National Archives and Records Administration (NARA) guidelines will 

be followed for retention and disposal of records in the Master 

Representative Payee File. Changes are being made to the Master 

Representative Payee File to ensure NARA compliance. To prevent lost of 

data, back-up files are maintained on disk file cartridges and are 

destroyed after two weeks.

System manager(s) and address:

    Associate Commissioner, Office of Income Security Programs, Social 

Security Administration, Room 252 Altmeyer Building, 6401 Security 

Boulevard, Baltimore, Maryland 21235.

Notification procedures:

    An individual can determine if this system contains data about him/

her by writing to the systems manager at the address shown above 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 data in person should provide the same information, as well as provide any 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 access to records concerning another individual under false pretense is a criminal offense.

    These procedures are in accordance with SSA Regulations (20 CFR 

401.40(c)).

Record access procedures:

    Same as Notification procedures. Also, a requester should 

reasonably identify and specify the information he/she is attempting to 

obtain. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).

Contesting record procedures:

    Same as Notification procedures. Requester 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 incomplete, 

untimely, inaccurate or irrelevant. These procedures are in accordance 

with SSA Regulations (20 CFR 401.65(a)).

Record source categories:

    Data in this system are obtained from representative payee 

applicants and representative payees, the SSA Office of Inspector 

General, and other SSA systems of records such as the Claims Folder 

System, 60-0089; Master Beneficiary Record, 60-0090; Supplemental 

Security Income Record and Special Veterans Benefits, 60-0103; Master Files of SSN Holders and SSN Applications, 60-0058; and Recovery of Overpayments, Accounting and Reporting, 60-0094.

Systems exempted from certain provisions of the Privacy Act:

    None.