80 FR 28016 - Privacy Act of 1974; New and Revised Systems of Records

RAILROAD RETIREMENT BOARD

Federal Register Volume 80, Issue 94 (May 15, 2015)

We are updating an existing routine use to release railroad worker identifying information to any last employer, or their designee allowing the RRB to verify entitlement for benefits.

[Federal Register Volume 80, Number 94 (Friday, May 15, 2015)]
[Notices]
[Pages 28016-28021]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2015-11745]


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RAILROAD RETIREMENT BOARD


Privacy Act of 1974; New and Revised Systems of Records

AGENCY: Railroad Retirement Board.

ACTION: Notice: Publication of an updated routine use for RRB Privacy 
Act Systems of Records, RRB-21 and RRB-22.

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SUMMARY: We are updating an existing routine use to release railroad 
worker identifying information to any last employer, or their designee 
allowing the RRB to verify entitlement for benefits.

DATES: These changes become effective as proposed without further 
notice on June 24, 2015. We will file a report of these Systems of 
Records Notices with the Committee on Homeland Security and 
Governmental Affairs of the Senate; the Committee on Oversight and 
Government Reform of the House of Representatives; and the Office of 
Information and Regulatory Affairs, Office of Management and Budget 
(OMB).

ADDRESSES: Send comments to Ms. Martha P. Rico, Secretary to the Board, 
Railroad Retirement Board, 844 North Rush Street, Chicago, Illinois 
60611-2092.

FOR FURTHER INFORMATION CONTACT: Mr. Timothy Grant, Chief Privacy 
Officer, Railroad Retirement Board, 844 North Rush Street, Chicago, 
Illinois 60611-2092; telephone 312-751-4869, or email at 
[email protected].

SUPPLEMENTARY INFORMATION: We are adding the term `or their designee' 
to the existing routine uses for our Privacy Act System of Records 
Notices (SORNs), RRB-21(q) and RRB-22(d) respectively. This will allow 
the RRB to verify entitlement for benefits if the railroad worker's 
previous employer has designated a third party provider to manage their 
employment information.

    By Authority of the Board.
Martha P. Rico,
Secretary to the Board.
* * * * *
RRB-21

SYSTEM NAME:
    Railroad Unemployment and Sickness Insurance Benefit System

SYSTEM LOCATION:
    U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 
60611. Regional and District Offices: See Federal Register notice 79 FR 
58910, Appendix I, or our public Web site at: http://www.rrb.gov/field/field.asp.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Applicants and claimants for unemployment and sickness (including 
maternity) benefits under the Railroad Unemployment Insurance Act: Some 
railroad employees injured at work who did not apply for Railroad 
Unemployment Insurance Act benefits; all railroad employees paid 
separation allowances.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Information pertaining to payment or denial of an individual's 
claim for benefits under the Railroad Unemployment Insurance Act: Name, 
address, sex, social security number, date of birth, total months of 
railroad service (including creditable military service), total 
creditable compensation for base year, last employer and date last 
worked before applying for benefits, last rate of pay in base year, 
reason not working, applications and claims filed, benefit information 
for each claim filed, disqualification periods and reasons for 
disqualification, entitlement to benefits under other laws, benefit 
recovery information about personal injury claims and pay for time not 
worked, medical reports, placement data, correspondence and telephone 
inquiries to and about the claimant, record of protest or appeal by 
claimant of adverse determinations made on his claims.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Section 12(l) of the Railroad Unemployment Insurance Act (45 U.S.C. 
351, et. seq.).

PURPOSE(S):
    The purpose of this system of records is to carry out the function 
of collecting and storing information in order to administer the 
benefit program under the Railroad Unemployment Insurance Act.

[[Page 28017]]

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    a. Beneficiary identifying information may be disclosed to third 
party contacts to determine if incapacity of the beneficiary or 
potential beneficiary to understand or use benefits exists, and to 
determine the suitability of a proposed representative payee.
    b. In the event the Board has determined to designate a person to 
be the representative payee of an incompetent beneficiary, disclosure 
of information concerning the benefit amount and other similar 
information may be made to the representative payee from the record of 
the individual.
    c. Beneficiary identifying information, address, check rate, date 
and number may be released to the Treasury Department to control for 
reclamation and return outstanding benefit payments, to issue benefit 
payments, respond to reports of non-delivery and to insure delivery of 
check to the correct address or account of the beneficiary or 
representative payee.
    d. Beneficiary identifying information, address, payment rate, date 
and number, plus other necessary supporting evidence may be released to 
the U.S. Postal Service for investigation of alleged forgery or theft 
of railroad unemployment/sickness benefit payments.
    e. A record from this system of records may be disclosed to a 
Federal agency, in response to its request, in connection with the 
hiring or retention of an employee, the issuance of a security 
clearance, the reporting of an investigation of an employee, the 
letting of a contract, the issuance of a license, grant, or other 
benefit by the requesting agency, to the extent that the information is 
relevant and necessary to the requesting agency's decision in the 
matter, provided that disclosure would be clearly in the furtherance of 
the interest of the subject individual.
    f. Under Section 2(f), the Railroad Retirement Board has the right 
to recover benefits paid to an employee who later receives remuneration 
for the same period, therefore, the Railroad Retirement Board may 
notify the person or company paying the remuneration of the Board's 
right to recovery and the amount of benefits to be refunded.
    g. Under Section 12(o), the Railroad Retirement Board is entitled 
to reimbursement of sickness benefits paid on account of the infirmity 
for which damages are paid, consequently, the Railroad Retirement Board 
may send a notice of lien to the liable party, and, upon request by the 
liable party, advise the amount of benefits subject to reimbursement.
    h. Beneficiary identifying information, rate and entitlement data 
may be released to the Social Security Administration to correlate 
actions with the administration of the Social Security Act.
    i. The last addresses and employer information may be released to 
Department of Health and Human Services in conjunction with the Parent 
Locator Service.
    j. Benefit rate, entitlement and periods paid may be disclosed to 
the Social Security Administration, Bureau of Supplemental Security 
Income to federal, state and local welfare or public aid agencies to 
assist them in processing applications for benefits under their 
respective programs.
    k. Beneficiary identifying information, entitlement, rate and other 
pertinent data may be released to the Department of Labor in 
conjunction with payment of benefits under the Federal Coal Mine and 
Safety Act.
    l. Records may be referred to the General Accountability Office for 
auditing purposes and for collection of debts arising from overpayments 
under the Railroad Unemployment Insurance Act.
    m. If a request for information pertaining to an individual is made 
by an official of a labor organization, of which the individual is a 
member, information from the record of the individual concerning his 
benefit or anticipated benefit and concerning the method of calculating 
that benefit may be disclosed to the labor organization official.
    n. Pursuant to a request from an employer covered by the Railroad 
Retirement Act or the Railroad Unemployment Insurance Act, or from an 
organization under contract to an employer or employers, information 
regarding the Board's payment of unemployment or sickness benefits, the 
methods by which such benefits are calculated, entitlement data and 
present address may be released to the requesting employer or the 
organization under contract to an employer or employers for the 
purposes of determining entitlement to and rates of private 
supplemental pension, sickness or unemployment benefits and to 
calculate estimated benefits due.
    o. Records may be disclosed in a court proceeding relating to any 
claims for benefits by the beneficiary under the Railroad Unemployment 
Insurance Act and may be disclosed during the course of an 
administrative appeal to individuals who need the records to prosecute 
or decide the appeal or to individuals who are requested to provide 
information relative to an issue involved in the appeal.
    p. Beneficiary identifying information, entitlement data, benefit 
rates and periods paid may be released to the Veterans Administration 
to verify continued entitlement to benefits.
    q. (Updated) Identifying information such as full name, social 
security number, employee identification number, date last worked, 
occupation, and location last worked may be released to any last 
employer, or their designee, to verify entitlement for benefits under 
the Railroad Unemployment Insurance Act.
    r. The amount of unemployment benefits paid, if 10 dollars or more 
in a calendar year, and claimant identifying information, may be 
furnished to the Internal Revenue Service for tax administration 
purposes.
    s. The name and address of a claimant may be released to a Member 
of Congress when the Member requests it in order that he or she may 
communicate with the claimant about legislation which affects the 
railroad unemployment insurance system.
    t. Beneficiary identifying and claim period information may be 
furnished to states for the purposes of their notifying the RRB whether 
claimants were paid state unemployment or sickness benefits and also 
whether wages were reported for them. For claimants that a state 
identifies as having received state unemployment or sickness benefits, 
RRB benefit information may be furnished the state for the purpose of 
recovery of the amount of the duplicate payments which is made.
    u. The amount of each sickness benefit that is subject to a tier 1 
railroad retirement tax and the amount of the tier 1 tax withheld may 
be disclosed to the claimant's last railroad employer to enable that 
employer to compute its tax liability under the Railroad Retirement Tax 
Act.
    v. The amount of sickness benefits paid and claimant identifying 
information, except for sickness benefits paid for an on-the-job 
injury, may be furnished to the Internal Revenue Service for tax 
administration purposes.
    w. Entitlement data and benefit rates may be released to any court, 
state agency, or interested party, or to the representative of such 
court, state agency, or interested party in connection with 
contemplated or actual legal or administrative proceedings concerning 
domestic relations and support matters.
    x. Identifying information and information about a claim for 
benefits filed may be disclosed to an employee's

[[Page 28018]]

base-year railroad employer and the employee's most recent railroad 
employer, if different, in order to afford that employer or those 
employers the opportunity to submit information concerning the claim. 
In addition, after the claim has been paid, if the base-year railroad 
employer appeals the decision awarding benefits, all information 
regarding the claim may be disclosed to such base-year railroad 
employer that is necessary and appropriate for it to fully exercise its 
rights of appeal.
    y. Non-medical information relating to the determination of 
sickness benefits may be disclosed to an insurance company 
administering a medical insurance program for railroad workers for 
purposes of determining entitlement to benefits under that program.
    z. Scrambled Social Security Number and complete home address 
information of unemployment claimants may be furnished to the Bureau of 
Labor Statistics for use in its Local Area Unemployment Statistics 
(LAUS) program.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper, microforms, magnetic tape, magnetic disk.

RETRIEVABILITY:
    Social Security number (claim number) and name.

SAFEGUARDS:
    Paper and Microforms: Maintained in areas not accessible to the 
public in metal filing cabinents. Access is limited to authorized RRB 
employees. Offices are locked during non-business hours. Building has 
24 hour on-site security officers, closed circuit television monitoring 
and intrusion detection systems.
    Magnetic tape and disks: Computer and computer storage rooms are 
restricted to authorized personnel; on-line query safeguards include a 
lock/unlock password system, a terminal oriented transaction matrix, 
role based access controls and audit trail. For electronic records, 
system securities are established in accordance with National Institute 
of Standards and Technology (NIST) guidelines, including network 
monitoring, defenses in-depth, incident response and forensics. In 
addition to the on-line query safeguards, they include encryption of 
all data transmitted and exclusive use of leased telephone lines.

RETENTION AND DISPOSAL:
    Paper and microform: Destroyed by shredding in accordance with NIST 
standards, no sooner than 7 years and no later than 10 years after the 
close of the benefit year.
    Magnetic tape: Records are retained for 90 days and then written 
over following NIST guidelines. For disaster recovery purposes certain 
tapes are stored 12-18 months.
    Magnetic disk: Continually updated and retained for at least 7 but 
not more than 10 years after the close of the benefit year. When 
magnetic disk or other electronic media is no longer required or 
servicable, it is sanitized in accordance with NIST guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of Programs--Director of Policy and Systems, Railroad 
Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092.

NOTIFICATION PROCEDURE:
    Requests for information regarding an individual's record should be 
in writing, including the full name, social security number and 
railroad retirement claim number (if any) of the individual. Before 
information about any record will be released, the individual may be 
required to provide proof of identity, or authorization from the 
individual to permit release of information. Such requests should be 
sent to: Office of Programs--Director of Unemployment & Program Support 
Division, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 
60611.

RECORD ACCESS PROCEDURE:
    See Notification section above.

CONTESTING RECORD PROCEDURE:
    See Notification section above.

RECORD SOURCE CATEGORIES:
    Applicant, claimant or his or her representative, physicians, 
employers, labor organizations, federal, state, and local government 
agencies, all Railroad Retirement Board files, insurance companies, 
attorneys, Congressmen, liable parties (in personal injury cases), 
funeral homes and survivors (for payment of death benefits).

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-22

SYSTEM NAME:
    Railroad Retirement, Survivor, and Pensioner Benefit System.

SYSTEM LOCATION:
    U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 
60611 Regional and District Offices: See Federal Register notice 79 FR 
58910, Appendix I, or our public Web site at: http://www.rrb.gov/field/field.asp.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (Updated) Applicants for retirement and survivor benefits, 
(spouses, divorced spouses, widows, surviving divorced spouses, 
children, students, parents, grandchildren), and individuals who filed 
for lump-sum death benefits and/or residual payments.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Information pertaining to the payment or denial of an individual's 
claim for benefits under the Railroad Retirement Act: Name, address, 
social security number, claim number, proofs of age, marriage, 
relationship, death, military service, creditable earnings and service 
months (including military service), entitlement to benefits under the 
Social Security Act, programs administered by the Veterans 
Administration, or other benefit systems, rates, effective dates, 
medical reports, correspondence and telephone inquiries to and about 
the beneficiary, suspension and termination dates, health insurance 
effective date, option, premium rate and deduction, direct deposit 
data, employer pension information, citizenship status and legal 
residency status (for annuitants living outside the United States), and 
tax withholding information (instructions of annuitants regarding 
number of exemptions claimed and additional amounts to be withheld, as 
well as actual amounts withheld for tax purposes).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Section 7(b)(6) of the Railroad Retirement Act of 1974 (U.S.C. 
231f(b)(6)).

PURPOSE(S):
    Records in this system of records are maintained to administer the 
benefit provisions of the Railroad Retirement Act, sections of the 
Internal Revenue Code related to the taxation of railroad retirement 
benefits, and Title XVIII of the Social Security Act as it pertains to 
Medicare coverage for railroad retirement beneficiaries.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    a. Beneficiary identifying information may be disclosed to third 
party contacts

[[Page 28019]]

to determine if incapacity of the beneficiary or potential beneficiary 
to understand or use benefits exists, and to determine the suitability 
of a proposed representative payee.
    b. In the event the Board has determined to designate a person to 
be the representative payee of an incompetent beneficiary, disclosure 
of information concerning the benefit amount and other similar 
information may be made to the representative payee from the record of 
the individual.
    c. Entitlement and benefit rates may be released to primary 
beneficiaries regarding secondary beneficiaries (or vice versa) when 
the addition of such beneficiary affects either the entitlement or 
benefit payment.
    d. (Updated) Identifying information such as full name, address, 
date of birth, social security number, employee identification number, 
and date last worked, may be released to any last employer, or their 
designee, to verify entitlement for benefits under the Railroad 
Retirement Act.
    e. Beneficiary identifying information, address, check rates, 
number and date may be released to the Department of the Treasury to 
control for reclamation and return of outstanding benefit payments, to 
issue benefit payments, act on report of non-receipt, to insure 
delivery of payments to the correct address of the beneficiary or 
representative payee or to the proper financial organization, and to 
investigate alleged forgery, theft or unlawful negotiation of railroad 
retirement benefit checks or improper diversion of payments directed to 
a financial organization.
    f. Beneficiary identifying information, address, check rate, date, 
number and other supporting evidence may be released to the U.S. Postal 
Service for investigation of alleged forgery or theft of railroad 
retirement or social security benefit checks.
    g. Beneficiary identifying information, entitlement data, medical 
evidence and related evaluatory data and benefit rate may be released 
to the Social Security Administration and the Centers for Medicare & 
Medicaid Services to correlate actions with the administration of Title 
II and Title XVIII of the Social Security Act, as amended.
    h. (Updated) Beneficiary identifying information, including social 
security account number, and supplemental annuity amounts may be 
released to the Internal Revenue Service.
    i. Beneficiary identifying information, entitlement, benefit rates, 
medical evidence and related evaluatory data, and months paid may be 
furnished to the Veterans Administration for the purpose of assisting 
that agency in determining eligibility for benefits or verifying 
continued entitlement to and the correct amount of benefits payable 
under programs which it administers.
    j. Beneficiary identifying information, entitlement data and 
benefit rates may be released to the Department of State and embassy 
and consular officials, the American Institute on Taiwan, and to the 
Veterans Administration Regional Office, Philippines, to aid in the 
development of applications, supporting evidence, and the continued 
eligibility of beneficiaries and potential beneficiaries living abroad.
    k. Beneficiary identifying information, entitlement, benefit rates 
and months paid may be released to the Social Security Administration 
(Bureau of Supplemental Security Income) the Centers for Medicare & 
Medicaid Services, to federal, state and local welfare or public aid 
agencies to assist them in processing applications for benefits under 
their respective programs.
    l. The last addresses and employer information may be released to 
the Department of Health and Human Services in conjunction with the 
Parent Locator Service.
    m. Beneficiary identifying information, entitlement, rate and other 
pertinent data may be released to the Department of Labor in 
conjunction with payment of benefits under the Federal Coal Mine and 
Safety Act.
    n. Medical evidence may be released to Board-appointed medical 
examiners to carry out their functions.
    o. Information obtained in the administration of Title XVIII 
(Medicare) which may indicate unethical or unprofessional conduct of a 
physician or practitioner providing services to beneficiaries may be 
released to Professional Standards Review Organizations and State 
Licensing Boards.
    p. Information necessary to study the relationship between benefits 
paid by the Railroad Retirement Board and civil service annuities may 
be released to the Office of Personnel Management.
    q. Records may be disclosed to the General Accountability Office 
for auditing purposes and for collection of debts arising from 
overpayments under Title II and Title XVIII of the Social Security Act, 
as amended, or the Railroad Retirement Act.
    r. Pursuant to a request from an employer covered by the Railroad 
Retirement Act or the Railroad Unemployment Insurance Act, or from an 
organization under contract to an employer or employers, information 
regarding the Board's payment of retirement benefits, the methods by 
which such benefits are calculated, entitlement data and present 
address may be released to the requesting employer or the organization 
under contract to an employer or employers for the purposes of 
determining entitlement to and rates of private supplemental pension, 
sickness or unemployment benefits and to calculate estimated benefits 
due.
    s. If a request for information pertaining to an individual is made 
by an official of a labor organization of which the individual is a 
member and the request is made on behalf of the individual, information 
from the record of the individual concerning his benefit or anticipated 
benefit and concerning the method of calculating that benefit may be 
disclosed to the labor organization official.
    t. Records may be disclosed in a court proceeding relating to any 
claims for benefits by the beneficiary under the Railroad Retirement 
Act, and may be disclosed during the course of an administrative appeal 
to individuals who need the records to prosecute or decide the appeal 
or to individuals who are requested to provide information relative to 
an issue involved in the appeal.
    u. The amount of a residual lump-sum payment and the identity of 
the payee may be released to the Internal Revenue Service for tax audit 
purposes.
    v. The amount of any death benefit or annuities accrued but unpaid 
at death and the identity of such payee may be released to the 
appropriate state taxing authorities for tax assessment and auditing 
purposes.
    w. Beneficiary identifying information, including but not limited 
to name, address, social security account number, payroll number and 
occupation, the fact of entitlement and benefit rate may be released to 
the Pension Benefit Guaranty Corporation to enable that agency to 
determine and pay supplemental pensions to qualified railroad retirees.
    x. Medical records may be disclosed to vocational consultants in 
administrative proceedings.
    y. Date employee filed application for annuity to the last employer 
under the Railroad Retirement Act for use in determining entitlement to 
continued major medical benefits under insurance programs negotiated 
with labor organizations.
    z. Information regarding the determination and recovery of an 
overpayment made to an individual may be released to any other 
individual from whom any portion of the overpayment is being recovered.

[[Page 28020]]

    aa. The name and address of an annuitant may be released to a 
Member of Congress when the Member requests it in order that he or she 
may communicate with the annuitant about legislation which affects the 
railroad retirement system.
    bb. Certain identifying information about annuitants, such as name, 
social security number, RRB claim number, and date of birth, as well as 
address, year and month last worked for a railroad, last railroad 
occupation, application filing date, annuity beginning date, identity 
of last railroad employer, total months of railroad service, sex, 
disability onset date, disability freeze onset date, and cause and 
effective date of annuity termination may be furnished to insurance 
companies for administering group life and medical insurance plans 
negotiated between certain participating railroad employers and railway 
labor organizations.
    cc. For payments made after December 31, 1983, beneficiary 
identifying information, address, amounts of benefits paid and repaid, 
beneficiary withholding instructions, and amounts withheld by the RRB 
for tax purposes may be furnished to the Internal Revenue Service for 
tax administration purposes.
    dd. Last address and beneficiary identifying information may be 
furnished to railroad employers for the purpose of mailing railroad 
passes to retired employees and their families.
    ee. Entitlement data and benefits rates may be released to any 
court, state agency, or interested party, or to the representative of 
such court, state agency, or interested party, in connection with 
contemplated or actual legal or administrative proceedings concerning 
domestic relations and support matters.
    ff. Identifying information about annuitants and applicants may be 
furnished to agencies and/or companies from which such annuitants and 
applicants are receiving or may receive worker's compensation, public 
pension, or public disability benefits in order to verify the amount by 
which Railroad Retirement Act benefits must be reduced, where 
applicable.
    gg. Disability annuitant identifying information may be furnished 
to state employment agencies for the purpose of determining whether 
such annuitants were employed during times they receive disability 
benefits.
    hh. Identifying information about Medicare-entitled beneficiaries 
who may be working may be disclosed to the Centers for Medicare & 
Medicaid Services for the purposes of determining whether Medicare 
should be the secondary payer of benefits for such individuals.
    ii. Disclosure of information in claim folders is authorized for 
bonafide researchers doing epidemiological/mortality studies approved 
by the RRB who agree to record only information pertaining to deceased 
beneficiaries.
    jj. Identifying information for beneficiaries, such as name, SSN, 
and date of birth, may be furnished to the Social Security 
Administration and to any State for the purpose of enabling the Social 
Security Administration or State through a computer or manual matching 
program to assist the RRB in identifying female beneficiaries who 
remarried but who may not have notified the RRB of their remarriage.
    kk. An employee's date last worked, annuity filing date, annuity 
beginning date, and the month and year of death may be furnished to 
AMTRAK when such information is needed by AMTRAK to make a 
determination whether to award a travel pass to either the employee or 
the employee's widow.
    ll. The employee's social security number may be disclosed to an 
individual eligible for railroad retirement benefits on the employee's 
earnings record when the employee's social security number would be 
contained in the railroad retirement claim number.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper, microforms, magnetic tape and magnetic disk.

RETRIEVABILITY:
    Claim number, social security number and full name.

SAFEGUARDS:
    Paper and Microforms: Maintained in areas not accessible to the 
public in metal filing cabinents. Access is limited to authorizied RRB 
employees. Offices are locked during non-business hours. Building has 
24 hour on-site security officers, closed circuit television monitoring 
and intrusion detection systems.
    Magnetic tape and disks: Computer and computer storage rooms are 
restricted to authorized personnel; on-line query safeguards include a 
lock/unlock password system, a terminal oriented transaction matrix, 
role based access controls and audit trail. For electronic records, 
system securities are established in accordance with National Institute 
of Standards and Technology (NIST) guidelines, including network 
monitoring, defenses in-depth, incident response and forensics. In 
addition to the on-line query safeguards, they include encryption of 
all data transmitted and exclusive use of leased telephone lines.

RETENTION AND DISPOSAL:
    Paper: Identify and transfer inactive folders to FRC periodically, 
Transfer to National Archives 7 years after the close of the fiscal 
year folders were determined to be inactive.
    Electronically imaged documents: Destroy 90 days after the date 
scanned into the system or after completion of the quality assurance 
process, whichever is later.
    Magnetic tape: Magnetic tape records are used to daily update the 
disk file, are retained for 90 days and then written over. For disaster 
recovery purposes certain tapes are stored 12-18 months.
    Magnetic disk: Continually updated and permanently retained.
    Electronically imaged documents. Destroy/delete individual claimant 
data 7 years after the close of the fiscal year determined to be 
inactive.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of Programs--Director of Policy and Systems, Railroad 
Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092

NOTIFICATION PROCEDURE:
    Requests for information regarding an individual's records should 
be in writing, including the full name, social security number and 
railroad retirement claim number(if any) of the individual. Before 
information about any records will be released, the individual may be 
required to provide proof of identity, or authorization from the 
individual to permit release of information. Such requests should be 
sent to: Director of Unemployment & Programs Support Division, Railroad 
Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092.

RECORD ACCESS PROCEDURE:
    See Notification section above.

CONTESTING RECORD PROCEDURE:
    See Notification section above.

RECORD SOURCE CATEGORIES:
    Individual applicants or their representatives, railroad employers, 
other employers, physicians, labor organizations, federal, state and 
local government agencies, attorneys, funeral

[[Page 28021]]

homes, congressmen, schools, foreign government.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *

    Date: May 12, 2015.
Martha P. Rico,
For The Board Secretary to the Board.
[FR Doc. 2015-11745 Filed 5-14-15; 8:45 am]
 BILLING CODE 7905-01-P