UNIQUE NAME OF PIA
· Name of project.
Integrated Client Data Base System
· Unique project identifier.
· Privacy Impact Assessment Contact.
Division of Title II Processing
Office of Retirement and Survivors Insurance Systems
Social Security Administration
6410 Security Boulevard
Baltimore, MD 21235
· Describe the information to be collected, why the information is being collected, the intended use of the information and with whom the information will be shared.
The Integrated Client Database (ICDB) System is a Social Security Administration (SSA) certified and accredited General Support System consisting of several sub-systems that allow data to be shared among SSA’s major application systems (e.g., Title II and Title XVI Claims Processing Systems). ICDB is comprised of a set of databases, common screens and access software that collects, maintains, and provides access to and sharing of data known as “Client Data” that is common to such major application systems. Client Data includes information such as individuals’ names, Social Security numbers, dates of birth, sex, language preference for written and spoken communication, their country of citizenship and the basis of U.S. citizenship. We maintain this data on individuals even if they are not entitled under a SSA benefit program (e.g., Title II (Retirement, Survivors, Disability Insurance) and Title XVI (Supplemental Security Income)). The ICDB System supports SSA’s programmatic operations, facilitates data sharing and consistency among SSA’s major application systems, and helps eliminate duplicate data storage whenever possible.
We generally disclose this information only as necessary to process an individual’s claim for benefits or as authorized by Federal law (e.g., we share information with the Department of Veterans Affairs to administer its programs that are similar to SSA programs). The ICDB System is not accessible to members of the public.
· Describe the administrative and technological controls that are in place or that are planned to secure the information being collected.
The ICDB System has undergone authentication and security risk analyses. The latter includes an evaluation of security and audit controls proven to be effective in protecting the information collected, stored, processed, and transmitted by our information systems. These include technical, management, and operational controls that permit access to those users who have an official “need to know.” Audit mechanisms are in place to record sensitive transactions as an additional measure to protect information from unauthorized disclosure or modification.
We protect the information in the ICDB System by requiring employees who are authorized to access the information system to use a unique Personal Identification Number. In addition, we store the computerized records in secure areas that are accessible to those employees who require the information to perform their official duties. Furthermore, all of our employees who have access to our information systems that maintain personal information must sign a sanction document annually that acknowledges penalties for unauthorized access to, or disclosure of, such information.
· Describe the impact on individuals’ privacy rights.
Are individuals afforded an opportunity to decline to provide information?
We collect information only where we have specific legal authority to do so in order to administer our responsibilities under the Social Security Act. When we collect personal information from individuals, we advise them of our legal authority for requesting the information, the purposes for which we will use and disclose the information, and the consequences of their not providing any or all of the requested information. The individuals can then make informed decisions as to whether or not they should provide the information.
Are individuals afforded an opportunity to consent to only particular uses of the information?
When we collect information from individuals, we advise them of the purposes for which we will use the information. We further advise them that we will disclose this information without their prior written consent only when we have specific legal authority to do so
(e.g., the Privacy Act).
· Does the collection of this information require a new system of records under the Privacy Act (5 U.S.C. § 552a) or an alteration to an existing system of records?
The ICDB System does not require a new Privacy Act system of records or an alteration to an existing system of records. The ICDB System uses information that is collected and maintained for purposes related to other business processes for which there are currently Privacy Act systems of records in existence. For example, client-related data in ICDB is covered by systems of records, such as the Master Files of SSN Number Holders and SSN Applications (60-0058); Master Beneficiary Record (60-0090); and the Supplemental Security Income Record and Special Veterans Benefits (60-0103).
PIA CONDUCTED BY PRIVACY OFFICER, SSA:
______________________________ September 25, 2007
PIA REVIEWED BY SENIOR AGENCY PRIVACY OFFICIAL, SSA:
/S/ Thomas W. Crawley________ September 28, 2007