[Federal Register Volume 70, Number 208 (Friday, October 28, 2005)]
[Notices]
[Pages 62157-62161]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 05-21491]


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SOCIAL SECURITY ADMINISTRATION


Privacy Act of 1974; as Amended; New System of Records and New 
Routine Use Disclosures

AGENCY: Social Security Administration (SSA).

ACTION: Proposed New System of Records and Proposed Routine Uses.

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SUMMARY: In accordance with the Privacy Act (5 U.S.C. 552a(e)(4) and 
(e)(11)), we are issuing public notice of our intent to establish a new 
system of records entitled Reasonable Accommodation for Persons With 
Disabilities (RAPD) System, 60-0315, and routine uses applicable to 
this system of records. Hereinafter, we will refer to the proposed 
system of records as the RAPD System. The proposed system of records 
will consist of information used to provide reasonable accommodations 
to qualified employees on the basis of disability, the disposition of 
the requests and the reasonable accommodations provided. We invite 
public comments on this proposal.

DATES: We filed a report of the proposed new system of records and 
proposed routine use disclosures with the Chairman of the Senate 
Committee on Homeland Security and Governmental Affairs, the Chairman 
of the House Committee on Government Reform, and the Director, Office 
of Information and Regulatory Affairs, Office of Management and Budget 
(OMB) on October 19, 2005. The proposed system of records and routine 
uses will become effective on November 28, 2005, unless we receive 
comments warranting it not to become effective.

ADDRESSES: Interested individuals may comment on this publication by 
writing to the Executive Director, Office of Public Disclosure, Office 
of the General Counsel, Social Security Administration, 3-A-6 
Operations Building, 6401 Security Boulevard, Baltimore, Maryland 
21235-6401. All comments received will be available for public 
inspection at the above address.

FOR FURTHER INFORMATION CONTACT: Edie McCracken, Social Insurance 
Specialist, Office of Public Disclosure, Office of the General Counsel, 
Social Security Administration, Suite 1500 Dunleavy Building, 6401 
Security Boulevard, Baltimore, Maryland 21235, e-mail address at 
<a href="/cdn-cgi/l/email-protection#92f7f6fbf7bcfff1f1e0f3f1f9f7fcd2e1e1f3bcf5fde4"><span class="__cf_email__" data-cfemail="87e2e3eee2a9eae4e4f5e6e4ece2e9c7f4f4e6a9e0e8f1">[email protected]</span></a>, or by telephone at (410) 965-6117.

SUPPLEMENTARY INFORMATION:

I. Background and Purpose of the Proposed New System of Records 
Entitled the RAPD System

A. General Background

    The Rehabilitation Act of 1973, as amended, prohibits certain 
employers from discriminating based on disability. Section 501 of the 
Rehabilitation Act (29 U.S.C. 791) applies to Federal agencies and 
requires that agencies provide reasonable accommodation to qualified 
employees or applicants with disabilities. Executive Order (E.O.) 13164 
requires that Federal agencies establish written procedures to 
facilitate the provision of reasonable accommodation. An accommodation 
is a change in the work environment or in the way things are 
customarily done that would enable a qualified individual with a 
disability to enjoy equal employment opportunities. There are three 
categories of reasonable accommodations:
    <bullet> Modifications or adjustments to a job application process 
for a qualified individual with a disability to be considered for a job 
(such as providing application forms in alternative formats like large 
print or Braille);
    <bullet> Modifications or adjustments necessary to enable a 
qualified individual with a disability to perform the essential 
functions of the job (such as providing sign language interpreters); 
and
    <bullet> Modifications or adjustments that enable qualified 
employees with disabilities to enjoy equal benefits and privileges of 
employment (such as removing physical barriers in an office or 
cafeteria).
    The SSA will process requests for reasonable accommodations and, 
where appropriate, provide reasonable accommodations to qualified 
employees and applicants for employment in a prompt, fair and efficient 
manner.

B. Collection and Maintenance of the Data for the Proposed New System 
of Records Entitled the RAPD System

    SSA will collect and maintain the information that will be housed 
in the RAPD System from employees who have requested reasonable 
accommodation from SSA officials.
    The information maintained in this system of records will be 
maintained in manual and electronic formats and will include 
information on all reasonable accommodation requests made by employees. 
Specifically, it will contain: (1) The employee's name, Social Security 
number (SSN), medical information collected in the process, number and 
type of requests made, whether those requests have been granted or 
denied; (2) the jobs (occupational series, grade level, and Agency 
component) for which reasonable accommodations have been requested; (3) 
the types of reasonable accommodations that have been requested for 
each of those jobs; (4) the number and types of reasonable 
accommodation requests for each job, by Agency component, that have 
been approved, and the number and types denied; (5) the number and 
types of requests that relate to the benefits or privileges of 
employment, and whether those requests have been granted or denied; (6) 
reasons for denial; (7) amount of time to process each request; and (8) 
sources of technical assistance

[[Page 62158]]

that have been consulted in identifying possible requests. We will 
retrieve information from the proposed system of records by using the 
employee's name and/or SSN. Thus, the RAPD System will constitute a 
system of records under the Privacy Act.

II. Proposed Routine Use Disclosures of Data Maintained in the Proposed 
RAPD System

A. Proposed Routine Use Disclosures

    We are proposing to establish routine uses of information that will 
be maintained in the proposed RAPD System as discussed below.
    1. To the Office of the President for the purpose of responding to 
an individual pursuant to an inquiry received from that individual or 
from a third party on his or her behalf.
    We will disclose information under this routine use only in 
situations in which an individual may contact the Office of the 
President, seeking that Office's assistance in a matter relating to 
information contained in this system of records. Information will be 
disclosed when the Office of the President makes an inquiry and 
indicates that it is acting on behalf of the individual whose record is 
requested.
    2. To a congressional office in response to an inquiry from that 
office made at the request of the subject of a record.
    We will disclose information under this routine use only in 
situations in which an individual may ask his or her congressional 
representative to intercede in a matter relating to information 
contained in this system of records. Information will be disclosed when 
the congressional representative makes an inquiry and indicates that he 
or she is acting on behalf of the individual whose record is requested.
    3. 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 an 
employee; or
    (d) The United States or any agency thereof where SSA determines 
that the litigation is likely to affect the operation of SSA or any of 
its components, is party to 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, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    We will disclose information under this routine use only as 
necessary to enable DOJ to effectively defend SSA, its components or 
employees in litigation involving the proposed new system of records 
and ensure that courts and other tribunals have appropriate 
information.
    4. To the Equal Employment Opportunity Commission (EEOC) when 
requested in connection with investigations into alleged or possible 
discriminatory practices in the Federal sector, examination of Federal 
affirmative employment programs, compliance by Federal agencies with 
the Uniform Guidelines on Employee Selection Procedures, or other 
functions vested in the Commission.
    We will disclose information to the EEOC, as necessary, to assist 
in reassessing individuals' requests for reasonable accommodation, to 
assist in investigations into alleged or possible discriminatory 
practices in the Federal sector, to combat and prevent fraud, waste and 
abuse under the Rehabilitation Act of 1973, and for other functions 
vested in the Commission.
    5. To the Federal Labor Relations Authority, the General Counsel, 
the Federal Mediation and Conciliation Service, the Federal Service 
Impasses Panel, or an arbitrator, when information is requested in 
connection with investigations of allegations of unfair practices, 
matters before an arbitrator, or the Federal Impasses Panel.
    We will disclose information about employees under this routine 
use, as necessary, to the Federal Labor Relations Authority, the 
General Counsel, the Federal Mediation and Conciliation Service, and 
the Federal Service Impasses Panel, or an arbitrator in which all or 
part of the allegations involve the Agency's providing reasonable 
accommodations for employees with disabilities.
    6. To the Merit Systems Protection Board, or the Office of the 
Special Counsel, in connection with appeals, special studies of the 
civil service and other merit systems, review of rules and regulations, 
investigation of alleged or possible prohibited personnel practices, 
and other such functions promulgated in 5 U.S.C. Chapter 12, or as may 
be authorized by law.
    We will disclose information about employees under this routine 
use, as necessary, to the Merit Systems Protection Board, or the Office 
of the Special Counsel, in which all or part of the allegations in the 
appeal or action involve the Agency's providing reasonable 
accommodations for employees with disabilities.
    7. 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.
    We will disclose information under this routine use only in 
situations in which SSA may enter into a contractual agreement, or 
similar agreement, with a third party to assist in accomplishing an 
Agency function relating to this system of records.
    8. To student volunteers, individuals working under a personal 
service contract, and other individuals performing functions for SSA, 
but technically not having the status of Agency employees, if they need 
access to the records in order to perform their assigned Agency 
functions.
    Under certain Federal statutes, SSA is authorized to use the 
service of volunteers and participants in certain educational, 
training, employment and community service programs. Examples of such 
statutes and programs include: 5 U.S.C. 3111 regarding student 
volunteers and 42 U.S.C. 2753 regarding the College Work-Study Program. 
We contemplate disclosing information under this routine use only when 
SSA uses the services of these individuals and they need access to 
information in this system to perform their assigned Agency duties.
    9. To the General Services Administration (GSA) and the National 
Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 
2906, as amended by the NARA Act of 1984, non-tax return information 
which is not restricted from disclosure by Federal law for use by those 
agencies in conducting records management studies.
    The Administrator of GSA and the Archivist of NARA are charged by 
44 U.S.C. 2904, as amended, with promulgating standards, procedures and 
guidelines regarding record management and conducting records 
management studies. 44 U.S.C. 2906, as amended, provides that GSA and 
NARA are to have access to Federal agencies' records and that agencies 
are to cooperate with GSA and NARA. In carrying out these 
responsibilities, it may be necessary for GSA and NARA to have access 
to this proposed system of records. In such instances, the routine use 
will facilitate disclosure.

[[Page 62159]]

    10. To Federal, State, and local law enforcement agencies and 
private security contractors, as appropriate, information necessary:
    <bullet> To enable them to protect the safety of SSA employees and 
customers, the security of the SSA workplace, and the operation of SSA 
facilities, or
    <bullet> To assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupts the operation of SSA facilities.
    We will disclose information under this routine use to law 
enforcement agencies and private security contractors when information 
is needed to investigate, prevent, or respond to activities that 
jeopardize the security and safety of SSA customers, employees or 
workplaces, or that otherwise disrupt the operation of SSA facilities. 
Information would also be disclosed to assist in the prosecution of 
persons charged with violating Federal or local law in connection with 
such activities.

B. Compatibility of Proposed Routine Uses

    The Privacy Act (5 U.S.C. 552a(b)(3)) and our disclosure 
regulations (20 CFR Part 401) permit us to disclose information under a 
published routine use for a purpose that is compatible with the purpose 
for which we collected the information. Section 401.150(c) of SSA 
Regulations permits us to disclose information under a routine use 
where necessary to carry out SSA programs. SSA Regulations at Sec.  
401.120 provide that we will disclose information when a law 
specifically requires the disclosure. The proposed routine uses 
numbered 1 through 8 and number 10 above will ensure efficient 
administration of the RAPD system; the disclosure that would be made 
under routine use number 9 is required by Federal law. Thus, all 
routine uses are appropriate and meet the relevant statutory and 
regulatory criteria.

III. Records Storage Medium and Safeguards for the Proposed New System 
Entitled the RAPD System

    SSA will maintain information in the RAPD system in electronic and 
paper form. Only authorized SSA and contractor personnel who have a 
need for the information in the performance of their official duties 
will be permitted access to the information. We will safeguard the 
security of the information by requiring the use of access codes to 
enter the computer system that will maintain the data and by storing 
computerized records in secured areas that are accessible only to 
employees who require the information to perform their official duties. 
Any manually maintained records will be kept in locked cabinets or in 
otherwise secure areas.
    Contractor personnel having access to data in the proposed system 
of records will be required to adhere to SSA rules concerning 
safeguards, access and use of the data.
    SSA and contractor personnel having access to the data in this 
system will be informed of the criminal penalties of the Privacy Act 
for unauthorized access to or disclosure of information maintained in 
this system. See 5 U.S.C. 552a(i)(1).

IV. Effect of the Proposed New System of Records Entitled RAPD

    The proposed new system of records will maintain only that 
information which is relevant in providing reasonable accommodations 
for persons with disabilities so that these individuals can perform the 
essential functions of their employment positions or other positions 
the individual seeks. Additionally, SSA will adhere to all applicable 
provisions of the Privacy Act, Social Security Act and other Federal 
statutes that govern our use and disclosure of the information. Thus, 
we do not anticipate that the proposed system of records will have an 
unwarranted effect on the privacy of the individuals that will be 
covered by the RAPD System.

    Dated: October 19, 2005.
Jo Anne B. Barnhart,
Commissioner.
SYSTEM NUMBER:
    60-0315

System name:
    Reasonable Accommodation for Persons with Disabilities (RAPD), 
Social Security Administration, Deputy Commissioner for Human 
Resources.

Security classification:
    None.

System location: In Headquarters:
    Office of the Chief Actuary, Social Security Administration, 6401 
Security Boulevard, Baltimore, Maryland 21235-6401.
    Office of the Chief Information Officer, Social Security 
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-
6401.
    Office of the Chief Strategic Officer, Social Security 
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-
6401.
    Office of the General Counsel, Social Security Administration, 6401 
Security Boulevard, Baltimore, Maryland 21235-6401.
    Office of the Inspector General, Social Security Administration, 
6401 Security Boulevard, Baltimore, Maryland 21235-6401.
    Deputy Commissioner for Communications, Social Security 
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-
6401.
    Deputy Commissioner for Disability and Income Security Programs, 
Social Security Administration, 6401 Security Boulevard, Baltimore, 
Maryland 21235-6401.
    Deputy Commissioner for Finance, Assessment and Management, Social 
Security Administration, 6401 Security Boulevard, Baltimore, Maryland 
21235-6401.
    Deputy Commissioner for Human Resources, Social Security 
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-
6401.
    Deputy Commissioner for Legislation and Congressional Affairs, 
Social Security Administration, 6401 Security Boulevard, Baltimore, 
Maryland 21235-6401.
    Deputy Commissioner for Operations, Social Security Administration, 
6401 Security Boulevard, Baltimore, Maryland 21235-6401.
    Deputy Commissioner for Policy, Social Security Administration, 
6401 Security Boulevard, Baltimore, Maryland 21235-6401.
    Deputy Commissioner for Systems, Social Security Administration, 
6401 Security Boulevard, Baltimore, Maryland 21235-6401.

For Office of Central Operations:
    Manager, Civil Rights and Equal Opportunity Staff, Social Security 
Administration, Office of Central Operations, Room 7190 SWT, 1500 
Woodlawn Drive, Baltimore, Maryland 21241.

Regional addresses:
    Civil Rights and Equal Opportunity Regional Manager, Boston Region, 
Social Security Administration, Room 1900, John F. Kennedy Federal 
Building, Cambridge Street, Boston, Massachusetts 02203-1900.
    Civil Rights and Equal Opportunity Regional Manager, New York 
Region, Social Security Administration, Room 40-100 Federal Building, 
26 Federal Plaza, New York, New York 10278.
    Civil Rights and Equal Opportunity Regional Manager, Philadelphia 
Region, Social Security Administration, 7th Floor, 300 Spring Garden 
Street, Philadelphia, Pennsylvania 19123.
    Civil Rights and Equal Opportunity Regional Manager, Atlanta 
Region,

[[Page 62160]]

Social Security Administration, Suite 22T64, 61 Forsyth Street, S.W., 
Atlanta Federal Center, Atlanta, Georgia 30303.
    Civil Rights and Equal Opportunity Regional Manager, Chicago 
Region, Social Security Administration, 10th Floor, 600 West Madison 
Street, Chicago, Illinois 60661.
    Civil Rights and Equal Opportunity Regional Manager, Dallas Region, 
Social Security Administration, Suite 500, 1301 Young Street, Dallas, 
Texas 75202.
    Civil Rights and Equal Opportunity Regional Manager, Kansas City 
Region, Social Security Administration, Room 436, 601 East 12th Street, 
Kansas City, Missouri 64106.
    Civil Rights and Equal Opportunity Regional Manager, Denver Region, 
Social Security Administration, Room 1468, 1961 Stout Street, Denver, 
Colorado 80294.
    Civil Rights and Equal Opportunity Regional Manager, San Francisco 
Region, Social Security Administration, 6th Floor, 1221 Nevin Avenue, 
Richmond, California 94801.
    Civil Rights and Equal Opportunity Regional Manager, Seattle 
Region, Social Security Administration, Suite 2900, Mail Stop 291A, 701 
5th Avenue, Seattle, Washington 98104.

For Office of Hearings and Appeals:
    Director, Equal Employment Opportunity Staff, Social Security 
Administration, Office of Hearings and Appeals, Suite 1700, One Skyline 
Tower, 5107 Leesburg Pike, Falls Church, Virginia 22041.

Categories of individuals covered by the system:
    Employees who have requested a reasonable accommodation.

Categories of records in the system:
    The records maintained in this system of records are collected for 
all reasonable accommodation (RA) requests made by employees. 
Specifically:
    <bullet> The employee's name, Social Security number (SSN), number 
and types of RA requests and whether those requests have been granted 
or denied;
    <bullet> Medical documentation about the disability;
    <bullet> Occupational series, grade level and Agency component for 
which RAs have been requested;
    <bullet> Types of RAs for each job, by Agency component, that have 
been approved, and the number and types of RA requests that relate to 
the benefits or privileges of employment, and whether those requests 
have been granted or denied;
    <bullet> Reasons for denial of requests for RA;
    <bullet> Amount of time taken to process each request for RA; and
    <bullet> Sources of technical assistance that have been consulted 
in identifying possible RAs.

Authority for maintenance of the system:
    The Rehabilitation Act of 1974, as amended, 29 U.S.C. 791; 
Executive Order (E.O.) 13164; Equal Employment Opportunity Commission's 
Policy Guidance on E.O. 13164; Establishing Procedures to Facilitate 
the Provisions of Reasonable Accommodation; Directives Transmittal 
Number 915.003, October 20, 2000.

Purpose(s):
    Information in this system will be used to provide RAs to qualified 
employees with disabilities. SSA will provide RAs when:
    <bullet> A qualified individual with a disability needs an 
accommodation to be considered for a job;
    <bullet> A qualified employee with a disability needs an 
accommodation to enable him or her to perform the essential functions 
of the job or to gain access to the workplace; and
    <bullet> A qualified employee with a disability needs an 
accommodation to enjoy equal benefits and privileges of employment.

Routine uses of records maintained in the system, including categories 
of users and the purpose of such uses:
    Disclosure may be made for routine uses as indicated below.
    1.To the Office of the President for the purpose of responding to 
an individual pursuant to an inquiry received from that individual or 
from a third party on his or her behalf. 2. To a congressional office 
in response to an inquiry from that office made at the request of the 
subject of a record. 3. 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 party to 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, SSA determines that such disclosure is compatible with the 
purpose for which the records were collected.
    4. To the Equal Employment Opportunity Commission (EEOC) when 
requested in connection with investigations into alleged or possible 
discriminatory practices in the Federal sector, examination of Federal 
affirmative employment programs, compliance by Federal agencies with 
the Uniform Guidelines on Employee Selection Procedures, or other 
functions vested in the Commission.
    5. To the Federal Labor Relations Authority, the General Counsel, 
the Federal Mediation and Conciliation Service, the Federal Service 
Impasses Panel, or an arbitrator when information is requested in 
connection with the investigations of allegations of unfair practices, 
matters before an arbitrator or the Federal Impasses Panel.
    6. To the Merit Systems Protection Board or the Office of the 
Special Counsel in connection with appeals, special studies of the 
civil service and other merit systems, review of rules and regulations, 
investigation of alleged or possible prohibited personnel practices, 
and other such functions promulgated in 5 U.S.C. Chapter 12, or as may 
be authorized by law.
    7. 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.
    8. To student volunteer individuals working under a personal 
services contract, and other individuals performing functions for SSA, 
but technically not having the status of agency employees, if they need 
access to the records in order to perform their assigned agency 
functions.
    9. To the General Services Administration (GSA) and the National 
Archives and Records Administration (NARA) under 44 U.S.C. Sec.  2904 
and Sec.  2906, as amended by the NARA Act of 1984, non-tax return 
information which is not restricted from disclosure by federal law for 
the use of those agencies in conducting records management studies.
    10. To Federal, State, and local law enforcement agencies and 
private security contractors, as appropriate, information necessary:
    <bullet> to enable them to protect the safety of SSA employees and 
customers, the

[[Page 62161]]

security of the SSA workplace, the operation of SSA facilities, or
    <bullet> to assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupts the operation of SSA facilities.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Records in this system are maintained and stored in both electronic 
and paper form at the systems locations identified above.

Retrievability:
    Records in this system are retrieved by the employee's name and/or 
SSN.

Safeguards:
    Security measures include the use of access codes to enter the 
computer system which will maintain the data and by storing 
computerized records in secured areas which are accessible only to 
employees who require the information in performing their official 
duties. Any manually maintained records will be kept in locked cabinets 
or in otherwise secure areas. SSA employees who have access to the data 
will be informed of the criminal penalties of the Privacy Act for 
unauthorized access to, or disclosure of, information maintained in the 
system. See 5 U.S.C. 552a(i)(1).
    Contractor personnel having access to data in the system of records 
will be required to adhere to SSA rules concerning safeguards, access 
and use of the data.

Retention and disposal:
    Records and data created, received, maintained for purposes of 
tracking agency compliance with Executive Order 13164 and the Equal 
Employment Opportunity Commission guidance, will be deleted/destroyed 
in accordance with NARA GRS 1, Sec. 24.

System manager(s):
    Deputy Commissioner for Human Resources, Associate Commissioner, 
Office of Civil Rights and Equal Opportunity, Social Security 
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-
6401.

Notification procedure(s):
    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. 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 information in the record to which notification is being 
requested. The individual will be required to submit a request in 
writing or in person if it is determined that the identifying 
information provided by telephone is insufficient. 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).
    An individual who requests access to his or her medical records 
must also name a representative in writing. The representative may be a 
physician, other health professional, or other responsible individual, 
who would be willing to explain the contents of the medical record(s) 
before giving the entire medical record(s) to the individual. These 
procedures are in accordance with SSA Regulation (20 CFR 401.55).

Record access procedure(s):
    Same as Notification procedures. Requesters should also reasonably 
specify the record contents they are seeking. These procedures are in 
accordance with SSA Regulations (20 CFR 401.50).

Contesting record procedure(s):
    Same as Notification procedures. Requesters should also reasonably 
identify the record, specify the information they are contesting, and 
state the corrective action sought, and the reasons for the correction, 
with supporting justification showing how the record is untimely, 
incomplete, inaccurate, or irrelevant. These procedures are in 
accordance with SSA Regulations (20 CFR 401.65).

Record source categories:
    Information in this system is supplied directly by the requesting 
individuals and SSA officials.

Systems exempt from certain provisions of the Privacy Act:
    None.
[FR Doc. 05-21491 Filed 10-27-05; 8:45 am]
BILLING CODE 4191-02-P


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