Supplemental Security Income Record Maintenance System

·         Name of project.

Supplemental Security Income Record Maintenance System

·         Unique project identifier.

016-00-SSA/DCS-M-005

·         Privacy Impact Assessment Contact.

      Associate Commissioner
      Office of Applications and Supplemental Security Income Systems
      Social Security Administration
      6401 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 Supplemental Security Income Record Maintenance System (SSIRMS) is a Social Security Administration (SSA) certified and accredited Major Application consisting of several sub-systems that function to establish, maintain and pay benefits under the Title XVI (Supplemental Security Income) and the Title VIII (Special Veterans Benefits) programs.   SSIRMS maintains the basic information we collect to determine individuals’ eligibility to benefits under the Title XVI and Title VIII programs (e.g., individuals’ names, dates of birth, Social Security numbers, marital status, and addresses).  Other information collected includes amount and source of income and data on assets owned, including their value.  SSIRMS data is used to determine Title XVI and Title VIII eligibility; dates of payment eligibility and amount due; to communicate with the recipients and their representative; and to perform all the post-adjudicative activities involved in determining eligibility/payment amount by establishing records of entitlement and maintaining payments for as long as the individual is entitled to benefits. 

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).  SSIRMS 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.

SSIRMS 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 SSIRMS 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?

No.  Existing system of records, Supplemental Security Income Record and Special Veterans Benefits (60-0103), covers SSIRMS, and it does not require any changes.

PIA CONDUCTED BY PRIVACY OFFICER, SSA:

______________________________                     September 25, 2007

SIGNATURE                                                          DATE

PIA REVIEWED BY SENIOR AGENCY PRIVACY OFFICIAL, SSA:

   /S/    Thomas W. Crawley________                       September 27, 2007

SIGNATURE                                                             DATE