Effective 09/08/94 (59 FR 46439)
SOCIAL SECURITY ADMINISTRATION
NOTICE OF SYSTEM OF RECORDS
REQUIRED BY THE PRIVACY ACT OF 1974
System name: Telephone Call Receipt System, SSA/DCO
Security classification: None.
System location: The system database will be available by direct
electronic access by Social Security field offices, program
service centers and teleservice centers. Addresses of these
offices can be found in local telephone directories under "United
States Department of Health and Human Services, Social Security
Administration" or under "Social Security Administration."
The database is housed at the:
National Computer Center, Social Security Administration, 6201
Security Boulevard, Baltimore, MD 21235
Categories of individual covered by the system: This system
maintains information about telephone calls to the Auburn
(Washington), East Brunswick (New Jersey) and Kansas City
(Missouri) TSCs between July 20, 1992 and July 20, 1993. These
TSCs are involved in a telephone accountability demonstration
project in which receipts are sent to callers to confirm the
content of their conversations with TSC representatives.
Categories of records in the system: Data in this system
consist of copies of the telephone call receipts which are sent
to callers. Each receipt includes:
The name and address of the caller;
- The Social Security and claim numbers of the caller, if
- The name of the individual on whose behalf the call was made
(if different from the caller), and that individual's SSN (if
- The date of the call;
- A summary of the business discussed; and
- The name of the SSA representative who spoke with the caller.
Authority for maintenance of the system: Section 5108 of the
Omnibus Budget Reconciliation Act of 1990 (Pub. L.No. 101-508).
Purposes: Information maintained in this system will enable SSA
employees to review the contents of telephone call receipts in
response to later inquiries or followups from the callers. It
will also be used by SSA to study the course of the pilot project
for analyses and reporting.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information
may be disclosed for routine uses as indicated below.
- 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 is 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 a congressional office in response to an inquiry from that
office made at the request of the subject of a record.
- To the Office of the President for responding to an
individual pursuant to an inquiry received from that
individual or from a third party on his or her behalf.
- Nontax return information which is not restricted from
disclosure by Federal law may be disclosed to GSA and the
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 the 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 functions.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system
Storage: Records will be stored in magnetic media (e.g.,
magnetic tape and disc).
Retrievability: Data will be retrieved from the system by the
name and SSN of the caller or of the individual on whose behalf
the call was made. If the SSN is unknown, data will be retrieved
by the name and ZIP code of the individual.
Safeguards (access controls): Safeguards for automated data have
been established in accordance with the Systems Security
Handbook. Magnetic tapes are in secured storage areas accessible
only to authorized personnel.
Retention and disposal: The magnetic media are updated
periodically. The records will be retained for 5 years after the
termination of the project on July 20, 1993.
System manager(s) and address:
Director, Office of 800 Number Operations, 6401 Security
Boulevard, Baltimore, MD 21235
Notification procedure: An individual can determine if this
system contains a record about him/her by contacting any Social
When requesting notification, the individual should provide
his/her name 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, drivers 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. These procedures are in accordance
with HHS Regulations 45 CFR Part 5b. 6A.
Record access procedures: Same as notification procedures.
Requesters should also reasonably specify the information they
are seeking. 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 5v.
Record source categories: Information in this system is obtained
from individuals calling Social Security to inquire about SSA
programs for themselves or for others.
Systems exempted from certain provisions of the Privacy Act: