SSA issues notice of modified system of records regarding Claims Folders System
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Friday, November 22, 2019

SSA issues notice of modified system of records regarding Claims Folders System

By Payroll and Entitlements Editorial Staff

In accordance with the Privacy Act, the SSA has issued notice of its intent to modify an existing system of records entitled, Claims Folders System (60-0089), last published on April 1, 2003.

What the notice does. The SSA is modifying the system of records name from “Claims Folders System, SSA, Office of the General Counsel, Office of Public Disclosure” to “Claims Folders System” to accurately reflect the system. It is also modifying the authority for maintenance of the system to include Section 216 of the Social Security Act and Public Law 115-165 and is expanding system managers to include the Office of Retirement and Disability Policy.

In addition, the SSA is modifying the categories of records to include that the agency will now collect advance designation information, per Section 201 of the Strengthening Protections for Social Security Beneficiaries Act of 2018 (H.R. 4547, Pub. L.115-165). The SSA’s representative payee program provides financial management for Social Security beneficiaries, Supplemental Security Income (SSI) recipients, and Special Veterans Benefits recipients (collectively referred to as beneficiaries) who are incapable of managing or directing the management of their benefits or payments. The representative payee's primary responsibility is to use the beneficiary's benefits or payments for the beneficiary's current and foreseeable needs. Public Law 115-165 allows claimants and beneficiaries to advance designate one or more individuals who could be their representative payee, if the time comes that they need one.

The SSA also is modifying the categories of records to remove references to the Claimant Identification Pilot Project, as the agency no longer collects photographic identification during its claims process, and it is adding the beneficiary notice control (BNC). Section 2 of the Social Security Number Fraud Prevention Act of 2017 (H.R. 624, Pub. L. 115-59, hereafter referred to as Pub.L.115-59), restricts the inclusion of Social Security numbers (SSN) on documents the federal government sends by mail. Some of the SSA’s mailed documents include a placeholder for the responder to include the full SSN. Pursuant to Public Law 115-59, the SSA will retain the SSN for mailed documents that it has determined are “mission critical” and require an SSN to facilitate business processes. The remaining mailed documents that are not mission critical will have the SSN removed and replaced with a BNC.

Lastly, the agency is deleting routine use No. 17, as it is no longer applicable and no longer a condition of an individual's eligibility for payment under Section 1611(e)(3) of the Social Security Act.

The system of records notice (SORN) became applicable on October 31, 2019, with the exception of the new routine uses, which are effective December 2, 2019. Comments are due by December 2, 2019.

The public, Office of Management and Budget (OMB), and Congress may comment on the notice 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.

For additional information. 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] and Andrea Huseth, Government Information Specialist, Disclosure and Data Support 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) 965-6868, email: [email protected]. See 84 Fed. Reg. 58422, October 31, 2019.

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