SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974
60-0031

System name: Employee Production and Accuracy Records, SSA/OPE.

Security classification:

System location:

Categories of individuals covered by the system:

Categories of records in the system:

Authority for maintenance of the system:

Purpose(s):

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
2. 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.

3. To the appropriate Federal, State, or local agency charged with the responsibility of investigating or prosecuting a violation or potential violation of law, whether 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 occurred.
4. To DOJ to obtain its advice if SSA deems it desirable or necessary in determining whether particular records from this system are required to be disclosed under the FOIA.
5. To Federal agencies who have the power to subpoena other Federal agencies' records upon receipt of a subpoena to SSA.
6. Where a contract between SSA and a labor organization recognized under Executive Order 11491 provides that SSA will disclose personal records relevant to the organization's mission.
7. Where the appropriate official of SSA pursuant to HHS' Freedom of Information Regulation, determines that it is in the public interest to disclose a record which is otherwise exempt from mandatory disclosure.
8. To a contractor for the purpose of collating, analyzing, aggregating, or otherwise refining records in this system when SSA contracts with a private firm.
9. 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 into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
10. 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 the NARA Act of 1984.
11. 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:

Retrievability:

Safeguards:

Access to records in this system is limited to authorized personnel who have a need for them in the performance of their official duties. All employees are briefed periodically on PA requirements and SSA confidentially 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:

System manager(s) and address:

Notification procedure:

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:

Contesting record procedures:

Record source categories:

Systems exempted from certain provisions of the Privacy Act:

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