Effective 09/08/94 (59 FR 46439)
SOCIAL SECURITY ADMINISTRATION
NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System name: Supplemental Security Income Quality Initial Claims
Review Process System, SSA/OAPQ.
Security classification: None.
Assistant Regional Commissioners, Program and Integrity Review
(see Appendix C for address information).
Categories of individuals covered by the system: Applicants for
and recipients of SSI payments.
Categories of records in the system: Information consists of the
applicant's or recipient's name, SSN, date application or action
is processed, payment status, type of case, and, if a deficiency
is found, the type and source of the error.
Authority for maintenance of the system: Sections 702 and 1631
of the Act.
Purpose(s): SSA regional management uses data derived from this
system to measure and rank the quality of their field offices'
performance, to identify policies and procedures that are being
improperly interpreted and to identify training needs. These
purposes are served on a national basis.
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
office made at the request of the subject of a record.
- Information may be disclosed 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
- 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 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 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.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage: Records are stored in paper form (e.g., case or file
folders), in magnetic media (e.g., disc cartridges) and on
Retrievability: Records are indexed and retrieved by the SSN.
Safeguards: Claims review data input forms (paper) are stored in
locked file cabinets. Automated records are maintained in
accordance with the Systems Security Handbook. This includes
maintaining the records in an enclosure attended by security
guards and limiting access to the records to authorized personnel
who have a need for them in the performance of their official
duties. (See Appendix G to this publication for additional
information relating to safeguards SSA employs to protect
Retention and disposal: Paper records are retained for 6 months
and then destroyed by shredding. Disc cartridges and cassette
tapes are for 12 months and then erased.
System manager(s) and address:
Director, Office of Assistance Program Quality
Finance Assessment and Management
6401 Security Boulevard
Baltimore, MD 21235
Notification procedure: An individual can determine if this
system contains a record about him/her by writing to the system
manager at the above address or writing to the ARC, PIR listed in
When requesting notification, individuals should provide their
names and SSN. (Furnishing the SSN is voluntary, but it will
make searching for an individual's record easier and avoid
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: Same as notification procedures. Also,
the individual should reasonably specify the information he/she
is accessing. These procedures are in accordance with
HHS Regulations 45 CFR Part 5b.
Contesting record procedures: Same as notification procedures.
Also, the individual should reasonably identify the record,
specify the information he/she is 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 an existing system maintained by SSA,
the Claims Folder System, 60-0089, and from review findings
Systems exempted from certain provisions of the Privacy Act: