Effective 09/08/94 (59 FR 46439)

SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974
60-0223

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 provided;
The name of the individual on whose behalf the call was made (if different from the caller), and that individual's SSN (if provided);
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 Security FO.

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 delay.)

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: