SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974
System number: 60-0063
System name:
Resource Accounting System, Social Security Administration, OSPI.
Security classification:
None
System location:
Social Security Administration
Office of Telecommunications and Systems Operation
6401 Security Boulevard
Baltimore,
Maryland
21235
Categories of individuals covered by the system:
All Office of Systems employees.
Categories of records in the system:
Personnel, time expended by project for systems development activities and related workloads under the jurisdiction of the Deputy Commissioner of Systems is contained in the system. Information is captured by using unique individual clerk number to associate individual employee's time usage for the weekly reporting period with project data established in the system by the respective project managers. Time is associated with work effort by a project/task number structure. Data captured relating to work efforts include: description of work, type of time reported (i.e., regular, compensatory, overtime, credit hours), employee identifier, organization code and grade. Mainframe machine time utilization is also captured using project data from the job ode parameter of the Job Control Language used to initiate the computer runs.
Authority for maintenance of the system:
Section 702 of the Social Security Act.
Purpose(s):
Information in this system is used to project and account for all Office of Systems personnel and machine resource expenditures as they relate to development, maintenance, overhead and management workloads. Report packages and on-line capabilities are available for use by all levels of management within the SSA Office of Systems. Data included in the reports may be sorted in various ways to show information e.g.; personnel utilization, work effort in progress and project status.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
Disclosure may be made for routine uses as indicated below. However, disclosure of any information constituting “returns or return information” within the scope of the Internal Revenue Code will not be disclosed unless disclosure is authorized by that statute.
1. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such 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 that the litigation is likely to affect the operations of SSA or any of its components, is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
Wage and other information which are subject to the disclosure provisions of IRC (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
3. Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
4. Non-tax return information which is not restricted from disclosure by Federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (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 NARA Act of 1984.
5. 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.
6. We may disclose information to appropriate Federal, State, and local agencies, entities, and persons when (1) we suspect or confirm that the security or confidentiality of information in this system of records has been compromised; (2) we determine that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs of SSA that rely upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
Records are stored in computer disc-packs.
Retrievability:
Personnel records are based on individual clerk number. Work efforts are identified by project, task and (optionally) subtask numbers.
Safeguards:
Safeguards are established in accordance with the Systems Security Handbook. Information is distributed to project managers and upper-level management. The records are accessible only by use of assigned secure pass-phrases. Data sets are protected by TOP SECRET (a C-2 level access control software package).
Retention and disposal:
Active records will remain on‑line until complete. Project/task records will be purged on an annual basis. Historical databases of previous fiscal years are maintained for ongoing reporting purposes.
System manager(s) and address:
Director
Office of Systems
Planning and Integration
Social Security Administration
6401 Security Boulevard
Baltimore,
Maryland
21235
An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver’s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual’s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother’s maiden name) and ask for his/her consent in providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands 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 SSA Regulations (20 CFR § 401.40).
Record access procedures:
Same as notification procedures. Also, requesters should reasonably specify the record contents they are seeking. These procedures are in accordance with SSA Regulations (20 CFR 401.40(c)).
Contesting record procedures:
Same as notification procedures. Also, 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 SSA Regulations (20 CFR 401.65(a)).
Record source categories:
Information is obtained from individual employees or project managers.
Systems exempted from certain provisions of the Privacy Act:
None