Effective 09/08/94 (59 FR 46439)
SOCIAL SECURITY ADMINISTRATION
NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System name: General Criminal Investigations Files, SSA/OFM.
Security classification: None.
Social Security Administration, Office of Finance, Assessment and
Management, Protective Security Branch, 6401 Security Boulevard,
Baltimore, MD 21235
Categories of individuals covered by the system: Suspected and
reported violators of Federal and State criminal laws on SSA
Categories of records in the system: Investigative efforts to
resolve reported crimes and evidence obtained.
Authority for maintenance of the system: Section 535 of Title
Purpose(s): Information in this system is used to provide an
official record of details of investigative efforts for use in
administrative and/or criminal proceedings.
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:
- To a congressional office in response to an inquiry from
that office made at the request of the subject of a record.
- To DOJ, a court or other tribunal, or another party before
such tribunal when:
- SSA, any component thereof; or
- any SSA employee in his/her official capacity; or
- 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
- 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
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.
- To the appropriate Federal, State or local agency charged
with the responsibility of investigating or prosecuting a
violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by
general statute, or particular program statute, or by
regulation, rule or order issued pursuant thereto, if this
system of records indicates that a violation may have
- 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.
- 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
Policies and practices for storing, retrieving, access,
disposing, and retaining records in the system:
Storage: The records are stored in heavy-weight Kraft files.
Retrievability: Files in this system are indexed and retrieved
alphabetically by name and/or by coded title.
Safeguards: Access to files is limited to Protective Security
branch investigators only. The files are maintained in
fireproof, locked, steel cabinets. Also, employees periodically
are briefed on PA requirements and SSA confidentiality rules,
including the criminal sanctions for unauthorized disclosure of
or access to personal records. (See Appendix G to this
publication for additional information relating to safeguards SSA
employs to protect personal information.)
Retention and disposal: Files in this system are destroyed by
shredding 5 years after final action.
System manager(s) and address:
Chief, Protective Security Branch, Office of Finance, Assessment
and Management, Social Security Administration, 6401 Security
Boulevard, Baltimore, MD 21235
An individual can determine if this
system contains a record about him/her by writing to the system
manager at the above address. The request should contain his or
her full name, date of birth, and work location in SSA.
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 voter registration card). An
individual requesting notification via mail or telephone must
furnish 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 HHS Regulations 45 CFR Part 5b.
Record access procedures: Per 5 U.S.C. 552a(k)(2), the records
in this system generally are exempt from access by the individual
named in the records. However, access will be granted to
information which is a matter of public record or documents
furnished by the individual. Also, requesters should reasonably
specify the record contents they are seeking. These procedures
are in accordance with HHS Regulations 45 CFR Part 5b.
Contesting record procedures: Same as notification procedures.
Also, requesters should 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 in this system is derived
from interviews of persons believed knowledgeable about crimes
under investigation who furnish relevant facts which can serve to
identify possible violators and secure the conviction of the
Systems exempted from certain provisions of the Privacy Act:
Exemption of this system to the access provisions is claimed
under section (k)(2) of the PA inasmuch as these records are
investigatory materials compiled for law enforcement in
anticipation of criminal proceeding. (See 40 FR 47413, 08/08/75,