[Federal Register Volume 65, Number 208 (Thursday, October 26, 2000)]
[Notices]
[Pages 64266-64274]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-27537]


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RAILROAD RETIREMENT BOARD


Privacy Act of 1974; Systems of Records

AGENCY: Railroad Retirement Board.

ACTION: Notice of proposed changes to systems of records.

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SUMMARY: The purposes of this document are: (1) To give notice of 10 
non-substantial revisions of existing routine uses in 4 systems of 
records; (2) to delete 2 systems of records; (3) to add a purpose 
statement to all remaining systems of records; and (4) to give notice 
of several non-substantial changes in

[[Page 64267]]

other categories for several systems of records.

DATES: The changes are effective as of the date of this publication.

FOR FURTHER INFORMATION CONTACT: LeRoy Blommaert, Privacy Act Officer, 
Railroad Retirement Board, 844 N. Rush St., Chicago, IL 60611-2092, 
(312) 751-4548.

SUPPLEMENTARY INFORMATION:

Part I: Minor Revisions to Existing Routine Uses

    The following 10 existing routine uses in the following 4 systems 
of records are being revised to better express what information is 
being disclosed and for what purposes, or to change the name of the 
organization to which the information can be disclosed due to the 
renaming of the organization, or to limit the conditions under which 
the disclosure can be made:

RRB-17  ``d'' and ``f''
RRB-20  ``i,'' ``j,'' and ``o''
RRB-22  ``e,'' ``k,'' and ``gg''
RRB-42  ``a'' and ``c''

    These revisions do not constitute new or expanded disclosures.

Part II: Deletions of Systems of Records

    The following system of records is being deleted because it no 
longer meets the definition of ``systems of records'' under the Privacy 
Act: RRB-2. Privacy System of Records RRB-9 is being deleted because it 
is being consolidated into RRB-17.

Part III: Changes in Other Categories

  

System name:
    We changed the system name for systems RRB-3, RRB-42, and RRB-43, 
to better express the content of these systems.

System location:
    We revised this category for system RRB-3 to reflect the current 
location. We revised this category for system RRB-43 to reflect that it 
is located in the Office of the Inspector General.

Categories of individuals covered by the system:
    We revised this category for systems RRB-16, RRB-17, and RRB-42 to 
better or more comprehensively describe the individuals covered by the 
system. None of these revisions reflect new groups of individuals 
covered by the system.

Categories of records in the system:
    We revised this category for systems RRB-3, RRB-5, RRB-16, RRB-42, 
and RRB-43 to correctly or more comprehensively describe the categories 
of records in these systems. None of the revisions reflect any new 
categories of records added to the systems.

Authority for maintenance of the system:
    We revised this category for systems RRB-17, RRB-42, and RRB-43 to 
more accurately express the legal authority for the systems.

Storage:
    We revised this category for systems RRB-16 and RRB-43 to reflect 
current practice or better express the media used.

Retrievability:
    We revised this category for systems RRB-17 and RRB-43 to reflect 
current methods of retrieval.

Safeguards:
    We revised this category for systems RRB-16, RRB-17, RRB-21, RRB-
43, RRB-44, and RRB-46 to reflect current practice or better express 
safeguards procedures.

Retention and disposal:
    We revised this category for systems RRB-1, RRB-3, RRB-10, RRB-16, 
RRB-17, RRB-20, RRB-21, RRB-22, RRB-33, RRB-42, RRB-43, RRB-44, and 
RRB-46 to bring it into conformity with actual practice and approved 
records disposal schedules.

Record source categories:
    We revised this category in systems of records RRB-3, RRB-17, RRB-
21, and RRB-43 to better or more comprehensively describe the record 
sources for information in the system.

Part IV: Existing systems covered by this document (as currently 
named)

RRB-1  Social Security Benefit Vouchering System
RRB-2  Medical Examiner's Index
RRB-3  Medicare Part B (Supplementary Medical Insurance Payment 
System--contracted to United Health Care Insurance Company)
RRB-4  Microfiche of Estimated Annuity, Total Compensation and Residual 
Amount File
RRB-5  Master File of Railroad Employees' Creditable Compensation
RRB-6  Unemployment Insurance Record File
RRB-7  Applications for Unemployment Benefits and Placement Service 
Under the Railroad Unemployment Insurance Act
RRB-8  Railroad Retirement Tax Reconciliation System (Employee 
Representatives)
RRB-9  Protest and Appeals under the Railroad Unemployment Insurance 
Act
RRB-10  Legal Opinion Files
RRB-11  Files on Concluded Litigation
RRB-12  Railroad Employees' Registration File
RRB-16  Social Security Administration Master Earnings File
RRB-17  Appeal Decisions from Initial Denials for Benefits under the 
Provisions of the Railroad Retirement Act
RRB-18  Travel and Miscellaneous Voucher Examining System
RRB-19  Payroll Record System
RRB-20  Health Insurance and Supplementary Medical Insurance Enrollment 
and Premium Payment System (Medicare)
RRB-21  Railroad Unemployment and Sickness Insurance Benefit System
RRB-22  Railroad Retirement Survivor and Pensioner Benefit System
RRB-26  Payment, Rate and Entitlement File
RRB-27  Railroad Retirement Board--Social Security Administration 
Financial Interchange System
RRB-29  Railroad Employees' Cumulative Gross Earnings Master File
RRB-33  Federal Employee Incentive Awards System
RRB-34  Employee Personnel Management Files
RRB-36  Complaint, Grievance, Disciplinary and Adverse Action Files
RRB-37  Medical Records on Railroad Retirement Board Employees
RRB-42  Uncollectible Benefit Overpayment Accounts
RRB-43  Investigation Files
RRB-44  Employee Test Score File
RRB-45  Employee Tuition Reimbursement File
RRB-46  Personnel Security Files
RRB-48  Employee Identification Card Files (Building Passes)
RRB-49  Telephone Call Detail Records

    Dated: October 18, 2000.

    By authority of the Board.
Beatrice Ezerski,
Secretary to the Board.
RRB-1

System Name:
    Social Security Benefit Vouchering System--RRB.
* * * * *
    1. The following sections in RRB-1 are revised, and a purpose 
section added, to read as follows:

Purpose(s):
    Records in the Social Security Benefit Vouchering System are 
maintained to

[[Page 64268]]

administer Title II of the Social Security Act with respect to payment 
of benefits to individuals with 10 or more years of railroad service 
and their families.
* * * * *

Retention and disposal:
    Paper: Individual claim folders with records of all actions 
pertaining to the payment of claims are transferred to the Federal 
Records Center, Chicago, Illinois 5 years after the date of the last 
payment or denial activity if all benefits have been paid, no future 
eligibility is apparent and no erroneous payments are outstanding. The 
claim folder is destroyed 25 years after the date it is received in the 
center. Accounts receivable listings and checkwriting operations daily 
activity listings are transferred to the Federal Records Center 1 year 
after date of issue and are destroyed 6 years and 3 months after 
receipt at the center. Other paper listings are destroyed 1 year after 
date of issue. Change of address source documents are destroyed after 1 
year. Magnetic tape: Tapes are updated at least monthly. For disaster 
recovery purposes, certain tapes are stored for 12-18 month periods. 
Microforms: Originals are kept for 3 years, transferred to the Federal 
Records Center and destroyed when 8 years old. One duplicate copy is 
kept 2 years and destroyed by shredding. All other duplicate copies are 
kept 1 year and destroyed by shredding.
* * * * *
RRB-2

System Name:
    Medical Examiner's Index.
    2. System RRB-2 is removed in its entirety
* * * * *
RRB-3

System name:
    3. The following sections in RRB-3 are revised, and a purpose 
section is added to read as follows:
    Medicare, Part B (Supplementary Medical Insurance Payment System--
Contracted to Palmetto Government Benefit Administrators

System location:
    Palmetto Government Benefit Administrators, 17 Technology Circle, 
Columbia, South Carolina 29203-9591; Regional Office: PO Box 10066, 
Augusta, Georgia 30999
* * * * *

Categories of records in the system:
    Name, health insurance claim number, address, date of birth, 
telephone number, description of illness and treatment pertaining to 
claim, indication of other health insurance or medial assistance 
pertinent to claim, date(s) and place(s) of physician service, 
description of medical procedures, services or supplies furnished, 
nature of illness(es), medical charges, name, address and telephone of 
physician, identifying number of provider, designation of payee, Part B 
entitlement date, Part B deductible status and amount of payment to 
beneficiary or payee.
* * * * *

Purpose(s):
    Records in this system are maintained to administer the 
supplementary medical insurance (Part B) portion of Medicare under 
Title XVIII of the Social Security Act for qualified railroad 
retirement beneficiaries.
* * * * *

Retention and disposal:
    Records are maintained by the insurance company office for 27 
months. At the end of 27 months the material is sent to storage areas 
maintained by the insurance company. Records are retained and stored in 
accordance with guidelines issued by HCFA.
* * * * *

Record source categories:
    Claimant, his/her authorized representative or his/her survivors, 
the Social Security Administration, the Health Care Financing 
Administration and its contractors, physicians, and hospitals.
* * * * *
RRB-4

System Name:
    Microfiche of Estimated Annuity, Total Compensation and Residual 
Amount File.
* * * * *
    4. A purpose section is added to RRB-4 to read as follows:

Purpose(s):
    The primary purpose of the system is to provide field offices with 
the capability of furnishing annuity estimates to prospective 
beneficiaries. The system is also used by field offices to provide 
temporary annuity rates that the Division of Operations may issue to 
applicants for employee and spouse benefits.
* * * * *
RRB-5

System name:
    Master File of Railroad Employee's Creditable Compensation.
* * * * *
    5. The following sections in RRB-5 are revised, and a purpose 
section is added, to read as follows:

Categories of records in the system:
    Individual name, social security number, claim number, annuity 
beginning date, date of birth, sex, race, last employer identification 
number, amount of daily payrate if under $100, ICC occupation code, 
creditable service and compensation from 1937 to date, home address, 
and date of death.
* * * * *

Purpose(s):
    The purpose of this system is to store railroad earnings of 
railroad employees which are used to determine entitlement to and 
amount of benefits payable under the Railroad Retirement Act, the 
Railroad Unemployment Insurance Act and the Social Security Act, if 
applicable. The records are updated daily based on earnings reports 
received from railroad employers and the Social Security Administration 
and are stored in the Employment Data Maintenance Application database.
* * * * *
RRB-6

System name:
    Unemployment Insurance Record File.
* * * * *
    6. A purpose section is added to RRB-6 to read as follows:

Purpose(s):
    This system of records is used for filing general information about 
applicants for RUIA benefits. If an applicant files for UI benefits, 
some of the information in this file will be also placed in the 
claimants UI file.
* * * * *
RRB-7

System name:
    Applications for Unemployment Benefits and Placement Service Under 
the Railroad Unemployment Insurance Act.
* * * * *
    7. A purpose section is added to RRB-7 to read as follows:

Purpose(s):
    The purpose of this system of records is to be used as an 
individual's UI file. The records contained in the file are

[[Page 64269]]

pertinent to the individual's claim for unemployment benefits under the 
RUIA.
* * * * *
RRB-8

System name:
    Railroad Retirement Tax Reconciliation System (Employee 
Representatives).
* * * * *
    8. A purpose section is added to RRB-8 to read as follows:

Purpose(s):
    The purpose of this system is to ensure that the earnings of 
employee representatives reported to the Internal Revenue Service for 
tax purposes agree with earnings reported to the RRB for benefit 
payment purposes.
* * * * *
RRB-9

System name:
    Protest and Appeals under the Railroad Unemployment Insurance Act.
    9. System RRB-9 is removed in its entirety.
* * * * *
RRB-10

System name:
    Legal Opinion Files.
* * * * *
    10. The following sections in RRB--10 are revised, and a purpose 
section is added, to read as follows:

Purpose(s):
    The RRB needs to collect and maintain information contained in this 
system of records in order to make decisions regarding the claims for 
benefits of individuals under various Acts administered by the RRB.
* * * * *

Retention and disposal:
    Opinions of precedential interest or otherwise of lasting 
significance, and correspondence related to these opinions, are 
retained permanently. Opinions of limited significance beyond the 
particular case, and correspondence related to these opinions, are 
retained in the individual's claim folder, if any, established under 
the Railroad Retirement Act. When no folder exists, these opinions are 
destroyed by shredding 2 years after the date of the last action taken 
by the Bureau of Law on the matter.
* * * * *
RRB-11

System name:
    Files on Concluded Litigation.
* * * * *
    11. A purpose section is added to RRB-11 to read as follows:

Purpose(s);
    The RRB needs to collect and maintain records of concluded 
litigation to which the RRB was a party.
* * * * *
RRB-12

System name:
    Railroad Employees' Registration File
* * * * *
    12. A purpose section is added to RRB-12 to read as follows:

Purpose(s):
    The purpose of the system is to provide information on railroad 
employees who completed Carrier Employee Registration forms (CER-1) to 
apply for a Social Security number (SSN). The information on these 
CERA-1 forms was available only at the Railroad Retirement Board.
* * * * *
RRB-16

System name:
    Social Security Administration Master Earnings File.
* * * * *
    13. The following sections in RRB-16 are revised, and a purpose 
section is added, to read as follows:

Categories of individuals covered by the system:
    Employees who have at least 108 creditable service months under the 
Railroad Retirement Act (RRA) or who attain eligibility for RRA 
benefits when military service is included as creditable railroad 
service.

Categories of records in the system:
    Social security account number, name, date of birth, gender, social 
security claim status, details of earnings and periods of employment 
that are creditable under the Social Security Act for years after 1936.
* * * * *

Purpose(s):
    The purpose of this system of records is to have Social Security 
Act earnings information available to RRB benefit programs for 
determinations related to RRA benefit entitlement and amount. The 
records are stored in the Employment Data Maintenance database.
* * * * *

Storage:
    Mainframe computer database.
* * * * *

Safeguards:
    Mainframe computer database: computer and computer storage room are 
restricted to authorized personnel; on-line query safeguards include a 
lock/unlock password system, a terminal oriented transaction matrix and 
an audit trail.

Retention and Disposal:
    Updates are made to database weekly using files transmitted to RRB 
from SSA over telephone lines.
* * * * *
RRB-17

  
* * * * *
    14. The following sections and paragraphs in RRB-17 are revised to 
read as follows:

System name:
    Appeal Decisions from Initial Denials for Benefits under the 
Provisions of the Railroad Retirement Act or the Railroad Unemployment 
Insurance Act.
* * * * *

Categories of individuals covered by the system:
    Appellants under the provisions of the Railroad Retirement Act or 
the Railroad Unemployment Insurance Act.
* * * * *

Authority for maintenance of the system:
    Section 7(b)(6) of the Railroad Retirement Act of 1974 (45 U.S.C. 
231f(b)(6); sec. 12(1) of the Railroad Unemployment Insurance Act (45 
U.S.C. 362(1)).

Routine uses of the records contained in the system, including the 
categories of users and the purposes of such use:
    d. 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.
* * * * *
    f. Non-medical information in this system may be released to the 
attorney representing such individual upon receipt of a written letter 
or declaration stating the fact of representation, subject to the same 
procedures and regulatory prohibitions as the subject individual.

[[Page 64270]]

Medical information may be released to an attorney when such records 
are requested for the purpose of contesting a determination either 
administratively or judicially.
* * * * *

Retrievability:
    Claim number or social security number, Bureau of Hearings and 
Appeals appeal number, or Bureau of Hearings and Appeals decision 
number.
* * * * *

Safeguards:
    Only authorized personnel have access to these records which are 
kept in an office that is locked at the close of business each day and 
remains so until start of business the next day.

Retention and disposal:
    The decisions are retained for a period of 2 years and then 
destroyed by shredding.
* * * * *

Record Source categories:
    Information furnished by the appellant or his/her authorized 
representative, information developed by the hearings officer relevant 
to the appeal, and information contained in other record systems 
maintained by the Railroad Retirement Board.
* * * * *
RRB-18

System name:
    Travel and Miscellaneous Voucher Examining System.
* * * * *
    15. A purpose section is added to RRB-18 to read as follows:

Purpose(s):
    The system is used to pay the operating expenses of the agency 
excluding payroll. Payment is made to vendors for goods and services. 
Employees are reimbursed for travel expenses related to the performance 
of their jobs. Payments are made within Federal limits and applicable 
guidelines.
* * * * *
RRB-19

System name:
    Payroll Record System.
* * * * *
    16. A purpose section is added to RRB-19 to read as follows:

Purpose(s):
    The purpose of this system is to maintain employee data related to 
earnings. This includes hours worked, time off, and premium pay. It is 
also used to calculate employee gross to net pay based on mandatory and 
elective deductions. Earnings data is accumulated and reported to 
Federal, State, and local taxing authorities. Employee benefit data is 
reported to the Office of Personnel Management to ensure accuracy and 
proper coverage.
* * * * *
RRB-20

System name:
    Health Insurance and Supplementary Medical Insurance Enrollment and 
Premium Payment System (Medicare)
* * * * *
    17. The following sections and paragraph in RRB-20 are revised, and 
a purpose section is added, to read as follows:

Purpose(s):
    Records in this system are maintained to administer Title XVIII of 
the Social Security Act for qualified railroad retirement 
beneficiaries.
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    i. Records may be released to contractors to fulfill contract 
requirements pertaining to specific activities related to the Railroad 
Retirement Act and Social Security Act, as amended.
    j. Beneficiary last address information may be disclosed to the 
Department of Health and Human Services in conjunction with the Parent 
Locator Service.
* * * * *
    o. 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 or her entitlement to 
Medicare may be disclosed to the labor organization official.
* * * * *

Retention and disposal:
    Paper: Computer printouts, including daily and monthly statistics, 
premium payment listings, state-buy in listings and voucher listings 
are kept for 2 years, transferred to the Federal Records Center, and 
destroyed when 5 years old. Other copies of computer printouts are 
maintained for 1 year, then shredded. Applications material in 
individual claim folders with records of all actions pertaining to the 
payment or denial of claims are transferred to the Federal Record 
Center, Chicago, Illinois 5 years after the date of last payment or 
denial activity if all benefits have been paid, no future eligibility 
is apparent and no erroneous payments are outstanding. The claim folder 
is destroyed 25 years after the date it is received in the center.
    Magnetic tape: Updated weekly. Obsolete tape is written over.
    Microfilm: Originals are kept for 3 years, transferred to the 
Federal Records Center and destroyed 3 years and 3 months after receipt 
at the center. One copy is kept 3 years and then destroyed when 6 
months old or no longer needed for administrative use, whichever is 
sooner.
* * * * *
RRB-21

System name:
    Railroad Unemployment and Sickness Insurance Benefit System
* * * * *
    18. The following sections and paragraphs in RRB-21 are revised, 
and a purpose section is added, to read as follows:

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.
* * * * *

Safeguards:
    Paper and microforms: Maintained in areas not accessible to the 
public; offices are locked during non-business hours. Magnetic tape and 
magnetic disk; 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 and an audit 
trail; for computerized records electronically transmitted between 
headquarters and field office locations, systems securities are 
established in accordance with National Bureau of Standards guidelines. 
In addition to the online query safeguards, they include encryption of 
all data transmitted and exclusive use of leased telephone lines.

Retention and disposal:
    Paper--Transferred to the Chicago Federal Records Center 1 year 
after the end of the benefit year during which the case was closed and 
then destroyed by shredding 6 years and 3 months after the end of the 
benefit year. In benefit recovery cases, the file is transferred to the 
Federal Records Center if there has

[[Page 64271]]

been no recent activity; the file is not destroyed until 6 years and 3 
months after recovery has been completed or waived. Magnetic tape--
Destroyed by shredding and compacting 10 years after the end of he 
benefit year. Microform--Destroyed by shredding and compacting 10 years 
after the end of the benefit year. Optical media--Destroyed by 
compacting 10 years after the end of the benefit year.
* * * * *

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).
* * * * *
RRB-22

System name:
    Railroad Retirement Survivor and Pensioner Benefit System.
* * * * *
    19. The following sections and paragraph in RRB-22 are revised, and 
a purpose section is added, to read as follows:

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:
    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, to act on reports 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.
* * * * *
    k. Beneficiary identifying information, entitlement, benefit rates 
and months paid may be released to the Social Security Administration 
(Bureau of Supplemental Security Income), the Health Care Financing 
Administration, and to federal, state and local welfare or public aid 
agencies to assist them in processing applications for benefits under 
their respective programs.
* * * * *
    gg. 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.
* * * * *

Retention and disposal:
    Paper--Individual claim folders with records of all actions 
pertaining to the payment of claims are transferred to the Federal 
Records Center, Chicago, Illinois, 5 years after the date of last 
payment or denial activity if all benefits have been paid, no future 
eligibility is apparent and no erroneous payments are outstanding. The 
claim folder is destroyed 25 years after the date it is received in the 
center. Account receivable listings and checkwriting operations daily 
activity listings are transferred to the Federal Records Center 1 year 
after the date of issue and are destroyed 6 years and 3 months after 
receipt at the center. Other paper listings are destroyed 1 year after 
the date of issue. Change of address source documents are destroyed 
after 1 year. Microforms--Originals are kept for 3 years, transferred 
to the Federal Records Center, and destroyed when 8 years old. One 
duplicate copy is kept 2 years and destroyed by shredding. All other 
duplicate copies are kept 1 year and destroyed by shredding. 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 for 12-18 months. Magnetic disk--
Continually updated and permanently retained.
* * * * *
RRB-26

System name:
    Payment, Rate and Entitlement History File
* * * * *
    20. A purpose section is added to RRB-26 to read as follows:

Purpose(s):
    The purpose of this system is to record in one file all data 
concerning payment, rate, and entitlement history for recipients of 
Railroad Retirement benefits.
* * * * *
RRB-27

System name:
    Railroad Retirement Board--Social Security Administration Financial 
Interchange System.
* * * * *
    21. A purpose section is added to RRB-27 to read as follows:

Purpose(s):
    The purpose of this system is to calculate benefit amounts required 
to determine the financial interchange transfer amounts each year.
* * * * *
RRB-29

System name:
    Railroad Employees' Cumulative Gross Earnings Master File.
* * * * *
    22. A purpose section is added to RRB-29 to read as follows:

Purpose(s):
    The purpose of this system is to maintain gross earnings reports 
for Financial Interchange sample employees for use in the calculation 
of benefit amounts used in the financial interchange determinations.
* * * * *
RRB-33

System name:
    Federal Employee Incentive Awards System.
* * * * *
    23. The following section in RRB-33 is revised, and a purpose 
section is added, to read as follows:

Purpose(s):
    Past suggestion and award nominations and awards presented are 
maintained to provide historical and statistical records.
* * * * *

[[Page 64272]]

  

Retention and disposal:
    Denied suggestions are purged and destroyed by shredding 5 years 
after the denial date. Adopted suggestions are retained permanently as 
are all special achievement awards, quality increase awards, public 
service awards, RRB Award for Excellence, and government-sponsored 
awards.
* * * * *
RRB-34

System name:
    Employee Personnel Management Files.
* * * * *
    24. A purpose section is added to RRB-34 to read as follows:

Purpose(s):
    The system is maintained to provide information to managers and 
supervisors to assist in their work.
* * * * *
RRB-36

System name:
    Complaint, Grievance, Disciplinary, and Adverse Action Records.
* * * * *
    25. The following section and a purpose section is added to RRB-36 
to read as follows:

Purpose(s):
    The purpose of this system of records is to maintain information 
related to grievances, disciplinary actions, and adverse actions in 
order to furnish information to arbitrators, EEO investigators, the 
Merit Systems Protection Board, the Federal Labor Relations Authority, 
and the Courts, as necessary. The information is also used for 
statistical purposes, as needed.
* * * * *

Authority for maintenance of the systems:
    Title 5 U.S.C., sections 7503(c), 7513(e), and 7543(e).
* * * * *
RRB-37

System name:
    Medical Records on Railroad Retirement Board Employees.
* * * * *
    26. A purpose section is added to RRB-37 to read as follows:

Purpose(s):
    To maintain private records for employees regarding their medical 
history and other pertinent information such as results of screenings 
for medical conditions, immunization records, and workplace incidents 
or injuries.
* * * * *
RRB-42

  
* * * * *
    27. The following sections and paragraph in RRB-42 are revised, and 
a purpose section is added, to read as follows:

System name:
    Benefit Overpayment Accounts
* * * * *

Categories of individuals covered by the system:
    Individuals who were overpaid in the benefits they received from 
the Railroad Retirement Board. Benefits overpaid are further delineated 
in the following three categories.
    --Individuals receiving the following types of annuities, payable 
under the Railroad Retirement Act: railroad retirement, disability, 
supplemental, and survivor.
    --Individuals receiving unemployment or sickness insurance benefits 
payable under the Railroad Unemployment Insurance Act
    --Individuals receiving benefits under section 701 of the Regional 
Rail Reorganization Act of 1973.

Categories of records in the system:
    Name, address, Social Security number, Railroad Retirement claim 
number, type of benefit previously paid, amount of overpayment, debt 
identification number, cause of overpayment, source of overpayment, 
original debt amount, current balance of debt, installment repayment 
history, recurring accounts receivable administrative offset history, 
waiver, reconsideration and debt appeal status, general billing, 
dunning, referral, collection, and payment case history, amount of 
interest and penalties assessed and collected, name and address of debt 
collection agency or Federal agency to which account is referred for 
collection, date of such referral, amount collected, and name and 
address of consumer reporting agencies to which debt information is 
disclosed and date of such referral.

Authority for maintenance of the system:
    Section 7(b)(6) of the Railroad Retirement Act of 1974 (45 U.S.C. 
231f(b)(6); sec. 12(1) of the Railroad Unemployment Insurance Act (45 
U.S.C. 362(1); Pub. L. 97-92, Joint Resolution; Pub. L. 97-365 (Debt 
Collection Act of 1982); Federal Claims Collection Act (31 U.S.C. 3701 
et. seq.); Pub. L. 104-134 (Debt Collection Improvement Act of 1996).

Purpose(s):
    The records in this system are created, monitored and maintained to 
enable the Railroad Retirement Board to fulfill regulatory and 
statutory fiduciary responsibilities to its trust funds, the 
individuals to whom it pays benefits and the Federal Government as 
directed under the Railroad Retirement Act, Railroad Unemployment 
Insurance Act, Debt Collection Act of 1982, Federal Claims Collection 
Act, and Debt Collection Improvement Act of 1996. These 
responsibilities include: accurate and timely determination of debt; 
sending timely, accurate notice of the debt with correct repayment and 
rights options; taking correct and timely action when rights/appeals 
have been requested; assessing appropriate charges; using all 
appropriate collection tools, releasing required, accurate reminder 
notices; and correctly and timely entering all recovery, write-off and 
waiver offsets to debts.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    a. Benefit overpayment amounts, history of collectible, history of 
collection efforts and identification information (name, address--
including IRS address information--Social Security number, Railroad 
Retirement claim number, type of benefit) may be disclosed to private 
collection agencies for the purpose of recovering benefit overpayments.
* * * * *
    c. For information related to overpayments of benefits paid under 
section 701 of the Regional Rail Reorganization of 1973, in the event 
that this system of records, maintained by the Railroad Retirement 
Board to carry out its functions, indicates a violation or potential 
violation of law, whether civil, criminal or regulatory in nature, and 
whether arising by general statute or particular program statute, and 
whether arising by general statute or particular program statute, or by 
regulation, rule or order issued thereto, the relevant records in the 
system of records may be referred, as a routine use, to the appropriate 
agency, whether Federal, State, local or foreign, charged with the 
responsibility of investigating or prosecuting such violation or 
charged with enforcing or implementing the statute, rule, regulation or 
order issued pursuant thereto; for information related to uncollectible 
overpayments paid under any other Act administered by the Railroad 
Retirement Board, in the event this system of records maintained by the 
Railroad Retirement Board to carry out its functions indicates a 
violation or

[[Page 64273]]

potential violation of law, whether civil, criminal, or regulatory in 
nature, whether arising by general statute or particular program 
statute, or by regulation, rule or order issued pursuant thereto, the 
relevant records may be referred, as a routine use, to the appropriate 
agency, whether Federal, State, local or foreign, charged with the 
responsibility of investigating or prosecuting such violation or 
charged with enforcing or implementing the statute, rule, regulation or 
order issued pursuant thereto, provided that disclosure would be to an 
agency engaged in functions related to the Railroad Retirement Act, or 
the Railroad Unemployment Insurance Act or provided that disclosure 
would be clearly in the furtherance of the interest of the subject 
individual.
* * * * *

Retention and disposal:
    Records of the receivable accounts are maintained in an on-line 
electronic database and remain in the database even after waiver, 
reversal, recovery or write-off until 5 years after the debt is closed. 
After that time all records are removed from the on-line electronic 
database, and a microfilm copy is kept only of case history general 
activity. An uncollectible debt written off the active receivable 
database is stored on magnetic tape for possible future action. Most 
paper documents that are not immediately shredded are filed in claim 
folders that are covered by Privacy Act Systems of Records RRB-21, 
Railroad Unemployment and Sickness Insurance Benefit System, or RRB-22, 
Railroad Retirement, Survivor, and Pensioner Benefit System. These 
paper documents are mostly correspondence. Paper documents that relate 
to multiple accounts are kept for 6 years in folders established for 
the purpose.
* * * * *
RRB-43

 
    28. The following sections and paragraph in RRB-43 are revised, and 
a purpose section is added, to read as follows:

System name:
    Office of Inspector General Investigation Files.

System location:
    Office of Inspector General, U.S. Railroad Retirement Board, 844 N 
Rush Street, Chicago, Illinois 60611
* * * * *

Categories of records in the system:
    Letters, memoranda, and other documents alleging a violation of 
law, regulation or rule, or alleging misconduct, or conflict of 
interest; reports of investigations to resolve allegations with related 
exhibits, statements, affidavits or records obtained during the 
investigation; recommendations on actions to be taken; transcripts of, 
and documentation concerning request and approval for, consensual 
monitoring of communications; photographs, video and audio recordings 
made as part of the investigation; reports from law enforcement bodies; 
prior criminal or noncriminal records as they relate to the 
investigation; reports of actions taken by management personnel 
regarding misconduct; reports of legal actions resulting from 
violations referred to the Department of Justice or other law 
enforcement agencies for prosecution.

Authority for maintenance of the system:
    Inspector General Act of 1978, Pub. L. 95-452, 5 U.S.C. App., as 
amended

Purpose(s)
    The Office of Inspector General maintains this system of records to 
carry out its statutory responsibilities under the Inspector General 
Act. These responsibilities include a mandate to investigate 
allegations of fraud, waste, and abuse related to the programs and 
operations of the RRB and to refer such matters to the Department of 
Justice for prosecution.
* * * * *

Storage:
    Paper and electronic media.

Retrievability:
    Name, SSN, RRB Claim Number, and assigned number, all of which are 
cross-referenced to the other information.

Safeguards:
    General access is restricted to the Inspector General and members 
of his staff; disclosure within the agency is on a limited need-to-know 
basis; files and paper documents are maintained in locked file cabinets 
located in areas not accessible to the public. Office is locked during 
non-business hours. Access to computers which store the electronic 
index is restricted to authorized personnel, and on-line query 
safeguards include a password unlock system.

Retention and disposal:
    Paper files are retained for 10 years before they are destroyed by 
shredding. They are destroyed by shredding in the fiscal year following 
the expiration of the 10-year retention period. The electronic index 
records are retained until no longer required for any operational or 
administrative purpose.
* * * * *

record Source Categories:
    The subject; the complainant; third parties including but no 
limited to employers and financial institutions; local, state, and 
federal agencies; and other RRB record systems.
* * * * *
RRB-44

System name:
    Employee Test Score file.
* * * * *
    29. The following sections in RRB-44 are revised, and a purpose 
section added, to read as follows:

Purpose(s):
    Test scores are stored for use in the Agency's merit promotion 
program. Scores are forwarded by the Bureau of Personnel to merit 
promotion panels for use in ranking candidates for selection for 
promotion.
* * * * *

Safeguards:
    Paper and diskettes are maintained in a locked box. A password is 
required to access the scores on the personal computer.

Retention and disposal:
    Paper records are destroyed by shredding after 3 years. The test 
score file on the personal computer is updated when each test is given. 
A test score that is over 3 years old will be replaced when the test is 
retaken, or removed if the test has not been retaken. A back-up disk is 
made each time a record is changed or added; it is retained until the 
next back up is made.
* * * * *
RRB-45

System name:
    Employee Tuition Reimbursement File.
* * * * *
    30. A purpose section is added to RRB-45 to read as follows:

Purpose(s):
    The purpose of this system of records is to serve as a respiratory 
for the records (i.e. passing grade, receipts for books, fees and 
tuition and application with proper agency approval) for each course 
for each individual.
* * * * *

[[Page 64274]]

RRB-46

System name:
    Personnel Security Files.
* * * * *
    31. The following section in RRB-46 is revised, and a purpose 
section is added, to read as follows:

Purpose(s):
    The purpose of this system of records is to maintain files 
documenting the processing of investigations on RRB employees and 
applicants for employment used in making security/suitability 
determinations.
* * * * *

Safeguards:
    Records are kept in a locked cabinet; only authorized persons are 
permitted access.

Retention and Disposal:
    Records are destroyed upon notification of death or not later than 
5 years after separation or transfer of employee
* * * * *
RRB-48

System name:
    Employee Identification Card Files (Building Passes).
* * * * *
    32. A purpose section is added to RRB-48 to read as follows:

Purpose(s):
    The purpose of this system of records is to validate employees who 
have been given access to the building.
* * * * *
RRB-49

System name:
    Telephone Call Detail Records.
* * * * *
    33. A purpose section is added to RRB-49 to read as follows:

Purpose(s):
    The purpose of this system of records are to verify the correctness 
of telephone service billing and to detect and deter possible improper 
use of agency telephones by agency employees and contractors.

[FR Doc. 00-27537 Filed 10-25-00; 8:45 am]
BILLING CODE 7906-01-M