83_FR_55439 83 FR 55226 - Privacy Act of 1974; System of Records

83 FR 55226 - Privacy Act of 1974; System of Records

SOCIAL SECURITY ADMINISTRATION

Federal Register Volume 83, Issue 213 (November 2, 2018)

Page Range55226-55228
FR Document2018-23943

In accordance with the Privacy Act, we are issuing public notice of our intent to modify an existing system of records entitled, Assignment and Correspondence Tracking (ACT) System (60-0001), last published in full on January 11, 2006. This notice publishes details of the proposed updates as set forth below under the caption, SUPPLEMENTARY INFORMATION.

Federal Register, Volume 83 Issue 213 (Friday, November 2, 2018)
[Federal Register Volume 83, Number 213 (Friday, November 2, 2018)]
[Notices]
[Pages 55226-55228]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2018-23943]


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SOCIAL SECURITY ADMINISTRATION

[Docket No. SSA-2018-0062]


Privacy Act of 1974; System of Records

AGENCY: Office of the Commissioner, Social Security Administration 
(SSA).

ACTION: Notice of a modified system of records.

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SUMMARY: In accordance with the Privacy Act, we are issuing public 
notice of our intent to modify an existing system of records entitled, 
Assignment and Correspondence Tracking (ACT) System (60-0001), last 
published in full on January 11, 2006. This notice publishes details of 
the proposed updates as set forth below under the caption, 
SUPPLEMENTARY INFORMATION.

DATES: The system of records notice (SORN) is applicable upon its 
publication in today's Federal Register, with the exception of the 
routine uses, which are effective December 3, 2018. We invite public 
comment on the routine uses or other aspects of this SORN. In 
accordance with 5 U.S.C. 552a(e)(4) and (e)(11), the public is given a 
30-day period in which to submit comments. Therefore, please submit any 
comments by December 3, 2018.

ADDRESSES: The public, Office of Management and Budget (OMB), and 
Congress may comment on this publication by writing to the Executive 
Director, Office of Privacy and Disclosure, Office of the General 
Counsel, SSA, Room G-401 West High Rise, 6401 Security Boulevard, 
Baltimore, Maryland 21235-6401, or through the Federal e-Rulemaking 
Portal at http://www.regulations.gov, please reference docket number 
SSA-2018-0062. All comments we receive will be available for public 
inspection at the above address and we will post them to http://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: Tristin Dorsey, Government Information 
Specialist, Privacy Implementation Division, Office of Privacy and 
Disclosure, Office of the General Counsel, SSA, Room G-401 West High 
Rise, 6401 Security Boulevard, Baltimore, Maryland 21235-6401, 
telephone: (410) 965-2950, email: [email protected].

SUPPLEMENTARY INFORMATION: We are modifying the system of records name 
from ACT System, SSA, Office of the Commissioner, to the Electronic 
Management of Assignments and Correspondence (EMAC) to accurately 
reflect the system name, hereinafter referred to as EMAC. We are also 
modifying the notice throughout to correct miscellaneous stylistic 
formatting and typographical errors of the previously published Notice, 
and to ensure the language reads consistently across multiple systems.
    We are modifying the system manager to clarify the name of the 
office and specifying in the categories of records that correspondence 
may be received in all agency offices. We are revising the categories 
of individuals and explaining how the records are retrieved. We are 
also adding new routine uses to clarify that records may be provided to 
the Department of Treasury, Internal Revenue Service (IRS), for 
auditing purposes, to contractors and other Federal agencies for the 
purpose of assisting SSA in the efficient administration of its 
programs, and to other Federal agencies and entities for the purpose of 
assisting in breach responses. The entire notice is being republished 
for ease of reference.
    In accordance with 5 U.S.C. 552a(r), we have provided a report to 
OMB and Congress on this new system of records.

    Dated: October 25, 2018.
Mary Zimmerman,
Acting Executive Director, Office of Privacy and Disclosure, Office of 
the General Counsel.
SYSTEM NAME AND NUMBER
    Electronic Management of Assignments and Correspondence, 60-0001.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Social Security Administration, Office of the Commissioner, Robert 
M. Ball Building, 6401 Security Boulevard, Baltimore, Maryland 21235-
6401.

SYSTEM MANAGER(S):
    Social Security Administration, Chief of Staff, Office of the 
Commissioner, Robert M. Ball Building, 6401 Security Boulevard, 
Baltimore, MD 21235-6401, [email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Sections 205 and 1631 of the Social Security Act, as amended (42 
U.S.C. 405) and (42 U.S.C. 1383).

PURPOSE(S) OF THE SYSTEM:
    We will use the information in this system to assist us in 
supporting agency objectives to track, manage, and respond to external 
correspondence received from members of the public, the media, the 
White House, Congress, and other Federal agencies that require 
information or a response from SSA. We will also use this system to 
track and manage correspondence and assignments within SSA, and use the 
system to make assignments to agency employees to respond to the 
external requests. The system is an internal web-based system allowing 
authorized employees at all organizational levels to electronically 
access, create, assign, and process correspondence from the receipt of 
an inquiry through its completed response.

[[Page 55227]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who request information directly from us (e.g., Social 
Security beneficiaries or individuals inquiring on their behalf), the 
media, the White House, Congress, or other Federal agency point of 
contact information, SSA employees who initiate actions from within the 
system, and on SSA employees who submit responses to the external 
requests from individuals.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system maintains incoming or outgoing correspondence received, 
created, or compiled in response to external or internal requests for 
information, or assignments by individuals within or external to the 
agency. Information in the correspondence may include the name of the 
claimant; the name of the individual submitting the inquiry; the date 
of the correspondence; the date received in SSA; the SSA component 
responsible for responding to the inquiry; and a description of the 
inquiry or action needed.

RECORD SOURCE CATEGORIES:
    We obtain information in this system of records primarily from the 
authorized employees who scan the correspondence into the system, 
create the assignments, and respond to inquiries. This system does not 
pull information from other agency systems.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    We will disclose records pursuant to the following routine uses; 
however, we will not disclose any information defined as ``return or 
return information'' under 26 U.S.C. 6103 of the Internal Revenue Code 
(IRC), unless authorized by a statute, the Internal Revenue Service 
(IRS), or IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made on behalf of, and at the request of, the subject of the 
record or a third party acting on the subject's behalf.
    2. To the Office of the President in response to an inquiry 
received from that office made on behalf of, and at the request of, the 
subject of record or a third party acting on the subject's behalf.
    3. To the National Archives and Records Administration (NARA) under 
44 U.S.C. 2904 and 2906.
    4. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such court or tribunal, when
    (a) SSA, or any component thereof; or
    (b) any SSA employee in his/her official capacity; or
    (c) 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
    (d) the United States or any agency thereof where SSA determines 
the litigation is likely to affect SSA or any of its components,

    is a party to the litigation or has an interest in such litigation, 
and SSA determines that the use of such records by DOJ, a court or 
other tribunal, or another party before such tribunal, is relevant and 
necessary to the litigation, provided, however, that in each case, the 
agency determines that disclosure of the records to DOJ, court or other 
tribunal, or another party is a use of the information contained in the 
records that is compatible with the purpose for which the records were 
collected.
    5. To student volunteers, individuals working under a personal 
services contract, 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 PII in SSA records in order 
to perform their assigned agency functions.
    6. To Federal, State and local law enforcement agencies and private 
security contractors as appropriate, information necessary:
    (a) To enable them to protect the safety of SSA employees and 
customers, the security of SSA workplace, and the operation of SSA 
facilities; or
    (b) to assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupt the operation of SSA facilities.
    7. To appropriate agencies, entities, and persons when:
    (a) SSA suspects or has confirmed that there has been a breach of 
this system of records;
    (b) SSA has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, SSA (including 
its information systems, programs, and operations), the Federal 
Government, or national security; and
    (c) the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with SSA's efforts to 
respond to the suspected or confirmed breach or to prevent, minimize, 
or remedy such harm.
    8. To the IRS, Department of Treasury, for the purpose of auditing 
SSA's compliance with the safeguard provisions of the IRC of 1986, as 
amended.
    9. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting SSA in the efficient administration of its 
programs. We will disclose 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. To another Federal agency or Federal entity, when SSA 
determines that information from this system of records is reasonably 
necessary to assist the recipient agency or entity in:
    (a) Responding to a suspected or confirmed breach; or
    (b) preventing, minimizing, or remedying the risk of harm to 
individuals, the recipient agency or entity (including its information 
systems, programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    We will maintain records in this system in paper and electronic 
form.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    We will retrieve records in this system by the requestor's name, 
subject of control/assignment, or control/assignment description.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    These records are currently unscheduled. We retain records in 
accordance with NARA approved records schedules. In accordance with 
NARA rules codified at 36 CFR 1225.16, we maintain unscheduled records 
until NARA approves an agency-specific records schedule or publishes a 
corresponding General Records Schedule.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    We retain electronic and paper records with personal identifiers in 
secure storage areas accessible only by our authorized employees and 
contractors who have a need for the information when performing their 
official duties. Security measures include, but are not limited to, the 
use of codes and profiles, personal identification number and password, 
and personal identification verification cards. We restrict access to 
specific correspondence within the system based on assigned roles and 
authorized users assigned to specific component level

[[Page 55228]]

groups. We keep paper records in cabinets within secure areas, with 
access limited to only those employees who have an official need for 
access in order to perform their duties.
    We annually provide our employees and contractors with appropriate 
security awareness training that includes reminders about the need to 
protect PII and the criminal penalties that apply to unauthorized 
access to, or disclosure of, PII (5 U.S.C. 552a(i)(1)). Furthermore, 
employees and contractors with access to databases maintaining PII must 
sign a sanctions document annually acknowledging their accountability 
for inappropriately accessing or disclosing such information.

RECORD ACCESS PROCEDURES:
    Individuals may submit requests for information about whether this 
system contains a record about them by submitting a written request to 
the system manager at the above address, which includes their name or 
other information that may be in this system of records that will 
identify them. Individuals requesting notification of, or access to, a 
record by mail must include: (1) A notarized statement to us to verify 
their identity; or (2) must certify in the request that they are the 
individual they claim to be and that they understand that the knowing 
and willful request for, or acquisition of, a record pertaining to 
another individual under false pretenses is a criminal offense.
    Individuals requesting notification of, or access to, records in 
person must provide their name or other information that may be in this 
system of records that will identify them, as well as provide an 
identity document, preferably with a photograph, such as a driver's 
license. Individuals lacking identification documents sufficient to 
establish their identity must certify in writing that they are the 
individual they claim to be and that they understand that the knowing 
and willful request for, or acquisition of, a record pertaining to 
another individual under false pretenses is a criminal offense.
    These procedures are in accordance with our regulations at 20 CFR 
401.40 and 401.45.

CONTESTING RECORD PROCEDURES:
    Same as record access procedures. Individuals 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 our regulations at 20 CFR 401.65(a).

NOTIFICATION PROCEDURES:
    Same as record access procedures. These procedures are in 
accordance with our regulations at 20 CFR 401.40 and 401.45.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    71 FR 1800, Assignment and Correspondence Tracking (ACT) System.

[FR Doc. 2018-23943 Filed 11-1-18; 8:45 am]
 BILLING CODE P



     55226                        Federal Register / Vol. 83, No. 213 / Friday, November 2, 2018 / Notices

     695(e)(3), SBA is designating                           Assignment and Correspondence                         also adding new routine uses to clarify
     ‘‘Opportunity Zones’’ as additional                     Tracking (ACT) System (60–0001), last                 that records may be provided to the
     areas for which the higher portfolio                    published in full on January 11, 2006.                Department of Treasury, Internal
     average described in paragraph (3)                      This notice publishes details of the                  Revenue Service (IRS), for auditing
     above would apply. An Opportunity                       proposed updates as set forth below                   purposes, to contractors and other
     Zone is an economically distressed                      under the caption, SUPPLEMENTARY                      Federal agencies for the purpose of
     community that has been nominated by                    INFORMATION.                                          assisting SSA in the efficient
     the State and certified by the Secretary                DATES: The system of records notice                   administration of its programs, and to
     of the U.S. Treasury as a community in                  (SORN) is applicable upon its                         other Federal agencies and entities for
     which new investments, under certain                    publication in today’s Federal Register,              the purpose of assisting in breach
     conditions, may be eligible for                         with the exception of the routine uses,               responses. The entire notice is being
     preferential tax treatment. More                        which are effective December 3, 2018.                 republished for ease of reference.
     information and a list of Opportunity                   We invite public comment on the                         In accordance with 5 U.S.C. 552a(r),
     Zones for all States are available at                   routine uses or other aspects of this                 we have provided a report to OMB and
     https://www.cdfifund.gov/Pages/                         SORN. In accordance with 5 U.S.C.                     Congress on this new system of records.
     Opportunity-Zones.aspx.                                 552a(e)(4) and (e)(11), the public is                   Dated: October 25, 2018.
        SBA has determined that the changes
                                                             given a 30-day period in which to                     Mary Zimmerman,
     described in this Notice should apply
                                                             submit comments. Therefore, please                    Acting Executive Director, Office of Privacy
     immediately to any 504 Loan that is
                                                             submit any comments by December 3,                    and Disclosure, Office of the General Counsel.
     approved on or after November 2, 2018
                                                             2018.
     in order to give CDCs and small                                                                               SYSTEM NAME AND NUMBER
     business applicants the benefits of these               ADDRESSES:    The public, Office of
     changes as soon as possible and because                 Management and Budget (OMB), and                        Electronic Management of
     neither the new job creation/retention                  Congress may comment on this                          Assignments and Correspondence, 60–
     requirements nor the additional areas                   publication by writing to the Executive               0001.
     designated for application of the higher                Director, Office of Privacy and
                                                                                                                   SECURITY CLASSIFICATION:
     portfolio average will adversely affect                 Disclosure, Office of the General
     either CDCs or their small business                     Counsel, SSA, Room G–401 West High                      Unclassified.
     applicants.                                             Rise, 6401 Security Boulevard,
        SBA invites public comments on                       Baltimore, Maryland 21235–6401, or                    SYSTEM LOCATION:
     these new job creation or preservation                  through the Federal e-Rulemaking Portal                 Social Security Administration, Office
     standards and the designation of                        at http://www.regulations.gov, please                 of the Commissioner, Robert M. Ball
     additional areas for application of the                 reference docket number SSA–2018–                     Building, 6401 Security Boulevard,
     higher portfolio average described                      0062. All comments we receive will be                 Baltimore, Maryland 21235–6401.
     above. Please clearly identify paper and                available for public inspection at the
     electronic comments as ‘‘Public                         above address and we will post them to                SYSTEM MANAGER(S):
     Comments on 504 Loan Program’s Job                      http://www.regulations.gov.                             Social Security Administration, Chief
     Opportunity Requirements, Docket No.                    FOR FURTHER INFORMATION CONTACT:                      of Staff, Office of the Commissioner,
     SBA–2018–0010’’ and submit them by                      Tristin Dorsey, Government Information                Robert M. Ball Building, 6401 Security
     one of the methods identified in the                    Specialist, Privacy Implementation                    Boulevard, Baltimore, MD 21235–6401,
     ADDRESSES section of this document.                     Division, Office of Privacy and                       OC.Controls@ssa.gov.
     SBA will consider the comments and                      Disclosure, Office of the General
     determine whether any revisions are                     Counsel, SSA, Room G–401 West High                    AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
     necessary.                                              Rise, 6401 Security Boulevard,                          Sections 205 and 1631 of the Social
       Authority: 15 U.S.C. 695(d); 13 CFR                   Baltimore, Maryland 21235–6401,                       Security Act, as amended (42 U.S.C.
     120.829(a) and 120.861.                                 telephone: (410) 965–2950, email:                     405) and (42 U.S.C. 1383).
       Dated: October 29, 2018.                              tristin.dorsey@ssa.gov.
                                                                                                                   PURPOSE(S) OF THE SYSTEM:
     Linda E. McMahon,                                       SUPPLEMENTARY INFORMATION: We are
     Administrator.                                          modifying the system of records name                     We will use the information in this
     [FR Doc. 2018–24033 Filed 11–1–18; 8:45 am]             from ACT System, SSA, Office of the                   system to assist us in supporting agency
     BILLING CODE 8025–01–P
                                                             Commissioner, to the Electronic                       objectives to track, manage, and respond
                                                             Management of Assignments and                         to external correspondence received
                                                             Correspondence (EMAC) to accurately                   from members of the public, the media,
                                                             reflect the system name, hereinafter                  the White House, Congress, and other
     SOCIAL SECURITY ADMINISTRATION
                                                             referred to as EMAC. We are also                      Federal agencies that require
     [Docket No. SSA–2018–0062]                              modifying the notice throughout to                    information or a response from SSA. We
                                                             correct miscellaneous stylistic                       will also use this system to track and
     Privacy Act of 1974; System of                          formatting and typographical errors of                manage correspondence and
     Records                                                 the previously published Notice, and to               assignments within SSA, and use the
     AGENCY:  Office of the Commissioner,                    ensure the language reads consistently                system to make assignments to agency
     Social Security Administration (SSA).                   across multiple systems.                              employees to respond to the external
     ACTION: Notice of a modified system of                     We are modifying the system manager                requests. The system is an internal web-
     records.                                                to clarify the name of the office and                 based system allowing authorized
                                                             specifying in the categories of records               employees at all organizational levels to
     SUMMARY:   In accordance with the                       that correspondence may be received in                electronically access, create, assign, and
     Privacy Act, we are issuing public                      all agency offices. We are revising the               process correspondence from the receipt
     notice of our intent to modify an                       categories of individuals and explaining              of an inquiry through its completed
     existing system of records entitled,                    how the records are retrieved. We are                 response.


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                                  Federal Register / Vol. 83, No. 213 / Friday, November 2, 2018 / Notices                                             55227

     CATEGORIES OF INDIVIDUALS COVERED BY THE                   (a) SSA, or any component thereof; or              provisions of the IRC of 1986, as
     SYSTEM:                                                    (b) any SSA employee in his/her                    amended.
        Individuals who request information                  official capacity; or                                   9. To contractors and other Federal
     directly from us (e.g., Social Security                    (c) any SSA employee in his/her                    agencies, as necessary, for the purpose
     beneficiaries or individuals inquiring on               individual capacity where DOJ (or SSA                 of assisting SSA in the efficient
     their behalf), the media, the White                     where it is authorized to do so) has                  administration of its programs. We will
     House, Congress, or other Federal                       agreed to represent the employee; or                  disclose information under this routine
     agency point of contact information,                       (d) the United States or any agency                use only in situations in which SSA
     SSA employees who initiate actions                      thereof where SSA determines the                      may enter into a contractual or similar
     from within the system, and on SSA                      litigation is likely to affect SSA or any             agreement with a third party to assist in
     employees who submit responses to the                   of its components,                                    accomplishing an agency function
     external requests from individuals.                        is a party to the litigation or has an             relating to this system of records.
                                                             interest in such litigation, and SSA                    10. To another Federal agency or
     CATEGORIES OF RECORDS IN THE SYSTEM:                                                                          Federal entity, when SSA determines
                                                             determines that the use of such records
       This system maintains incoming or                     by DOJ, a court or other tribunal, or                 that information from this system of
     outgoing correspondence received,                       another party before such tribunal, is                records is reasonably necessary to assist
     created, or compiled in response to                     relevant and necessary to the litigation,             the recipient agency or entity in:
     external or internal requests for                       provided, however, that in each case,                   (a) Responding to a suspected or
     information, or assignments by                          the agency determines that disclosure of              confirmed breach; or
     individuals within or external to the                   the records to DOJ, court or other                      (b) preventing, minimizing, or
     agency. Information in the                              tribunal, or another party is a use of the            remedying the risk of harm to
     correspondence may include the name                     information contained in the records                  individuals, the recipient agency or
     of the claimant; the name of the                        that is compatible with the purpose for               entity (including its information
     individual submitting the inquiry; the                  which the records were collected.                     systems, programs, and operations), the
     date of the correspondence; the date                       5. To student volunteers, individuals              Federal Government, or national
     received in SSA; the SSA component                      working under a personal services                     security, resulting from a suspected or
     responsible for responding to the                       contract, and other workers who                       confirmed breach.
     inquiry; and a description of the inquiry               technically do not have the status of                 POLICIES AND PRACTICES FOR STORAGE OF
     or action needed.                                       Federal employees, when they are                      RECORDS:
     RECORD SOURCE CATEGORIES:                               performing work for SSA, as authorized                  We will maintain records in this
       We obtain information in this system                  by law, and they need access to PII in                system in paper and electronic form.
     of records primarily from the authorized                SSA records in order to perform their
                                                             assigned agency functions.                            POLICIES AND PRACTICES FOR RETRIEVAL OF
     employees who scan the                                                                                        RECORDS:
     correspondence into the system, create                     6. To Federal, State and local law
                                                             enforcement agencies and private                        We will retrieve records in this
     the assignments, and respond to                                                                               system by the requestor’s name, subject
     inquiries. This system does not pull                    security contractors as appropriate,
                                                             information necessary:                                of control/assignment, or control/
     information from other agency systems.                                                                        assignment description.
                                                                (a) To enable them to protect the
     ROUTINE USES OF RECORDS MAINTAINED IN THE               safety of SSA employees and customers,                POLICIES AND PRACTICES FOR RETENTION AND
     SYSTEM, INCLUDING CATEGORIES OF USERS AND               the security of SSA workplace, and the                DISPOSAL OF RECORDS:
     THE PURPOSES OF SUCH USES:                              operation of SSA facilities; or                         These records are currently
       We will disclose records pursuant to                     (b) to assist investigations or                    unscheduled. We retain records in
     the following routine uses; however, we                 prosecutions with respect to activities               accordance with NARA approved
     will not disclose any information                       that affect such safety and security or               records schedules. In accordance with
     defined as ‘‘return or return                           activities that disrupt the operation of              NARA rules codified at 36 CFR 1225.16,
     information’’ under 26 U.S.C. 6103 of                   SSA facilities.                                       we maintain unscheduled records until
     the Internal Revenue Code (IRC), unless                    7. To appropriate agencies, entities,              NARA approves an agency-specific
     authorized by a statute, the Internal                   and persons when:                                     records schedule or publishes a
     Revenue Service (IRS), or IRS                              (a) SSA suspects or has confirmed                  corresponding General Records
     regulations.                                            that there has been a breach of this                  Schedule.
       1. To a congressional office in                       system of records;
     response to an inquiry from that office                    (b) SSA has determined that as a                   ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
     made on behalf of, and at the request of,               result of the suspected or confirmed                  SAFEGUARDS:
     the subject of the record or a third party              breach there is a risk of harm to                       We retain electronic and paper
     acting on the subject’s behalf.                         individuals, SSA (including its                       records with personal identifiers in
       2. To the Office of the President in                  information systems, programs, and                    secure storage areas accessible only by
     response to an inquiry received from                    operations), the Federal Government, or               our authorized employees and
     that office made on behalf of, and at the               national security; and                                contractors who have a need for the
     request of, the subject of record or a                     (c) the disclosure made to such                    information when performing their
     third party acting on the subject’s                     agencies, entities, and persons is                    official duties. Security measures
     behalf.                                                 reasonably necessary to assist in                     include, but are not limited to, the use
       3. To the National Archives and                       connection with SSA’s efforts to                      of codes and profiles, personal
     Records Administration (NARA) under                     respond to the suspected or confirmed                 identification number and password,
     44 U.S.C. 2904 and 2906.                                breach or to prevent, minimize, or                    and personal identification verification
       4. To the Department of Justice (DOJ),                remedy such harm.                                     cards. We restrict access to specific
     a court or other tribunal, or another                      8. To the IRS, Department of Treasury,             correspondence within the system based
     party before such court or tribunal,                    for the purpose of auditing SSA’s                     on assigned roles and authorized users
     when                                                    compliance with the safeguard                         assigned to specific component level


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     55228                        Federal Register / Vol. 83, No. 213 / Friday, November 2, 2018 / Notices

     groups. We keep paper records in                        procedures are in accordance with our                 0060. All comments we receive will be
     cabinets within secure areas, with                      regulations at 20 CFR 401.65(a).                      available for public inspection at the
     access limited to only those employees                                                                        above address and we will post them to
                                                             NOTIFICATION PROCEDURES:
     who have an official need for access in                                                                       http://www.regulations.gov.
     order to perform their duties.                            Same as record access procedures.                   FOR FURTHER INFORMATION CONTACT:
       We annually provide our employees                     These procedures are in accordance                    Andrea Huseth, Government
     and contractors with appropriate                        with our regulations at 20 CFR 401.40                 Information Specialist, Disclosure and
     security awareness training that                        and 401.45.                                           Data Support Division, Office of Privacy
     includes reminders about the need to                    EXEMPTIONS PROMULGATED FOR THE SYSTEM:                and Disclosure, Office of the General
     protect PII and the criminal penalties                                                                        Counsel, SSA, Room G–401 West High
     that apply to unauthorized access to, or                  None.
                                                                                                                   Rise, 6401 Security Boulevard,
     disclosure of, PII (5 U.S.C. 552a(i)(1)).               HISTORY:                                              Baltimore, Maryland 21235–6401,
     Furthermore, employees and contractors                    71 FR 1800, Assignment and                          telephone: (410) 965–6868, email:
     with access to databases maintaining PII                Correspondence Tracking (ACT)                         andrea.huseth@ssa.gov and Tristin
     must sign a sanctions document                          System.                                               Dorsey, Government Information
     annually acknowledging their                                                                                  Specialist, Privacy Implementation
     accountability for inappropriately                      [FR Doc. 2018–23943 Filed 11–1–18; 8:45 am]           Division, Office of Privacy and
     accessing or disclosing such                            BILLING CODE P                                        Disclosure, Office of the General
     information.                                                                                                  Counsel, SSA, Room G–401 West High
     RECORD ACCESS PROCEDURES:
                                                                                                                   Rise, 6401 Security Boulevard,
                                                             SOCIAL SECURITY ADMINISTRATION                        Baltimore, Maryland 21235–6401,
        Individuals may submit requests for
                                                             [Docket No. SSA–2018–0060]                            telephone: (410) 965–2950, email:
     information about whether this system
                                                                                                                   tristin.dorsey@ssa.gov.
     contains a record about them by                         Privacy Act of 1974; System of                        SUPPLEMENTARY INFORMATION: Social
     submitting a written request to the                     Records
     system manager at the above address,                                                                          Security’s representative payee program
     which includes their name or other                      AGENCY:  Office of Retirement and                     provides financial management for
     information that may be in this system                  Disability Policy, Office of Income                   Social Security beneficiaries,
     of records that will identify them.                     Security Programs, Social Security                    Supplemental Security Income (SSI)
     Individuals requesting notification of, or              Administration (SSA).                                 recipients, and Special Veterans
     access to, a record by mail must include:                                                                     Benefits recipients who are incapable of
                                                             ACTION: Notice of a modified system of
     (1) A notarized statement to us to verify                                                                     managing their benefits or payments.
                                                             records.
     their identity; or (2) must certify in the                                                                    The representative payee’s primary
     request that they are the individual they               SUMMARY:   In accordance with the                     responsibility is to use the beneficiary’s
     claim to be and that they understand                    Privacy Act, we are issuing public                    benefits or recipient’s payments for the
     that the knowing and willful request for,               notice of our intent to modify an                     beneficiary’s or recipient’s current and
     or acquisition of, a record pertaining to               existing system of records, entitled                  foreseeable needs. The Strengthening
     another individual under false pretenses                Master Representative Payee File (60–                 Protections for Social Security
     is a criminal offense.                                  0222), last published in full on April 22,            Beneficiaries Act of 2018 (H.R. 4547,
        Individuals requesting notification of,              2013. This notice publishes details of                Pub. L. 115–165, hereafter referred to as
     or access to, records in person must                    the modified system as set forth under                Pub. L. 115–165) directs SSA to conduct
     provide their name or other information                 the caption, SUPPLEMENTARY                            background investigations on certain
     that may be in this system of records                   INFORMATION.                                          representative payees at least once every
     that will identify them, as well as                                                                           five years. Routine use #19 currently
                                                             DATES: The system of records notice                   allows for the disclosure of
     provide an identity document,                           (SORN) is applicable upon its
     preferably with a photograph, such as a                                                                       representative payee information to
                                                             publication in today’s Federal Register,              third parties to obtain criminal history
     driver’s license. Individuals lacking                   with the exception of the new routine
     identification documents sufficient to                                                                        information. As of 2013, SSA’s policy
                                                             uses, which are effective December 3,                 was to make such disclosures via
     establish their identity must certify in                2018. We invite public comment on the
     writing that they are the individual they                                                                     routine use #19 at the time a
                                                             routine uses or other aspects of this                 representative payee applied to become
     claim to be and that they understand                    SORN. In accordance with 5 U.S.C.
     that the knowing and willful request for,                                                                     a representative payee. We are notifying
                                                             552a(e)(4) and (e)(11), the public is                 all current representative payees and
     or acquisition of, a record pertaining to               given a 30-day period in which to
     another individual under false pretenses                                                                      future representative payee applicants
                                                             submit comments. Therefore, please                    (with some exceptions, discussed
     is a criminal offense.                                  submit any comments by December 3,
        These procedures are in accordance                                                                         below) that SSA will begin, in
                                                             2018.                                                 accordance with Public Law 115–165,
     with our regulations at 20 CFR 401.40
     and 401.45.                                             ADDRESSES:   The public, Office of                    making such disclosures under routine
                                                             Management and Budget (OMB), and                      use #19 both at the time of application
     CONTESTING RECORD PROCEDURES:                           Congress may comment on this                          and on a continuing basis at least once
       Same as record access procedures.                     publication by writing to the Executive               every five years. Beginning in 2019 for
     Individuals should also reasonably                      Director, Office of Privacy and                       all current representative payees, SSA
     identify the record, specify the                        Disclosure, Office of the General                     will make disclosures under routine use
     information they are contesting, and                    Counsel, SSA, Room G–401 West High                    #19, and will do so at least once every
     state the corrective action sought and                  Rise, 6401 Security Boulevard,                        five years. We may, however, exempt
     the reasons for the correction with                     Baltimore, Maryland 21235–6401, or                    certain close family members serving as
     supporting justification showing how                    through the Federal e-Rulemaking Portal               representative payees (including but not
     the record is incomplete, untimely,                     at http://www.regulations.gov, please                 limited to the custodial parent of a
     inaccurate, or irrelevant. These                        reference docket number SSA–2018–                     minor beneficiary/recipient, spouse of a


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Document Created: 2018-11-02 01:09:35
Document Modified: 2018-11-02 01:09:35
CategoryRegulatory Information
CollectionFederal Register
sudoc ClassAE 2.7:
GS 4.107:
AE 2.106:
PublisherOffice of the Federal Register, National Archives and Records Administration
SectionNotices
ActionNotice of a modified system of records.
DatesThe system of records notice (SORN) is applicable upon its publication in today's Federal Register, with the exception of the routine uses, which are effective December 3, 2018. We invite public comment on the routine uses or other aspects of this SORN. In accordance with 5 U.S.C. 552a(e)(4) and (e)(11), the public is given a 30-day period in which to submit comments. Therefore, please submit any comments by December 3, 2018.
ContactTristin Dorsey, Government Information Specialist, Privacy Implementation Division, Office of Privacy and Disclosure, Office of the General Counsel, SSA, Room G-401 West High Rise, 6401 Security Boulevard, Baltimore, Maryland 21235-6401, telephone: (410) 965-2950, email: [email protected]
FR Citation83 FR 55226 

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