[Federal Register Volume 76, Number 84 (Monday, May 2, 2011)]
[Notices]
[Pages 24557-24560]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-10487]
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SOCIAL SECURITY ADMINISTRATION
Privacy Act of 1974; as Amended; Proposed Alteration to an
Existing Privacy Act System of Records, Housekeeping Changes, and New
Routine Use
AGENCY: Social Security Administration (SSA).
ACTION: Altered system of records and housekeeping changes.
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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 alter an
existing system of records, make housekeeping and other miscellaneous
changes, and add a routine use applicable to our system of records
entitled the Listing and Alphabetical Name File (Folder) of Vocational
Experts, Medical Experts, and Other Health Care Professional and/or
Non-Health Care Professional Experts (Medicare) (60-0012). Hereinafter,
we will refer to the system as the File (Folder) and Hearing
Availability and Scheduling Information of Vocational Experts, Medical
Experts, Other Health Care Professional and/or Non-Health Care
Professional Experts (Medicare), and Verbatim Hearing Reporters.
We propose the following changes:
Change the system of records name from the Listing and
Alphabetical Name File (Folder) of Vocational Experts, Medical Experts,
and Other Health Care Professional and/or Non-Health Care Professional
Experts (Medicare) to the File (Folder) and Hearing Availability and
Scheduling Information of Vocational Experts, Medical Experts, Other
Health Care Professional and/or Non-Health Care Professional Experts
(Medicare), and Verbatim Hearing Reporters to more accurately reflect
the functions and persons covered by the system of records.
Expand the category of persons covered by the system of
records to include persons who provide verbatim reporter services.
Expand the category of records we maintain in the system
of records to include Social Security number (SSN), employer
identification number, primary specialty, business address(es), and
telephone numbers; e.g., business, fax and cell phone. The expanded
category also will include the blanket purchase agreement number,
contract beginning and ending dates, renewal date, termination date,
and termination reason.
Add new routine use number 9 to the system of records to
allow us to disclose information to the Department of Treasury to
assist in collecting erroneous payments made to persons who provide
services in disability and non-disability hearing cases.
Edit the document to ensure a more reader-friendly
document and correct miscellaneous and stylistic format errors.
We discuss the system of records changes in the Supplementary
Information section below. We invite public comments on this proposal.
DATES: We filed a report of the system of records with the Chairman of
the Senate Committee on Homeland Security and Governmental Affairs, the
Chairman of the House Committee on Oversight and Government Reform, and
the Administrator, Office of Information and Regulatory Affairs, Office
of Management and Budget (OMB), on April 21, 2011. The system of
records will become effective on May 30, 2011, unless we receive
comments before that date that require further consideration.
ADDRESSES: Interested persons may comment on this publication by
writing to the Acting Executive Director, Office of Privacy and
Disclosure, Office of the General Counsel, Social Security
Administration, Room 3-A-6 Operations Building, 6401 Security
Boulevard, Baltimore, Maryland 21235-6401, or through the Federal e-
Rulemaking Portal at http://www.regulations.gov. All comments we
receive will be available for public inspection at the above address
and will be posted to http://www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: Christine W. Johnson, Social Insurance
Specialist (Senior Analyst), Disclosure Policy Development and Services
Division I, Office of Privacy and Disclosure, Office of the General
Counsel, Social Security Administration, 3-A-6 Operations Building,
6401 Security Boulevard, Baltimore, Maryland 21235-6401, telephone:
(410) 965-8563, or e-mail: [email protected].
SUPPLEMENTARY INFORMATION:
I. Background and Purpose of the System of Records
A. General Background
This system of records allows us to collect, maintain, and use
information about persons who have contracted with the Office of
Disability Adjudication and Review, under a Blanket Purchase Agreement,
to provide expert witness and hearing reporter services in disability
and non-disability hearing cases.
[[Page 24558]]
B. Discussion of the System of Records
The proposed alteration brings together information on all external
experts and verbatim hearing reporters who are recognized providers of
service and are approved to do business with us. It also allows us to
implement an automated scheduling process that will give us real-time
access to information concerning participant availability for hearings.
The current process for scheduling a hearing is a very complex and
time-consuming activity. For example, in addition to securing the
hearing site, the scheduler manually coordinates the calendars and
availability for the administrative law judge, expert witness, hearing
reporter, appointed representative, and the interpreter.
In the automated scheduling process, approved external experts and
verbatim hearing reporters who register through the Integrated
Registration Electronic Services and Automated Scheduling Registration
processes will have the ability to access the automated scheduling
calendar(s) to provide information about their availability for
hearings. Appointed representatives will have access to automated
scheduling through the Appointed Representative Suite of Services
facility.
Thus, in addition to real-time access to essential information, the
automated scheduling process will enable us to schedule hearings in a
more timely and efficient manner and ultimately save significant
resource time.
C. Discussion of New Routine Use
Routine use number 9 will allow us to disclose information to the
Department of Treasury to assist in collecting erroneous payments made
to persons for services provided in disability and non-disability
hearings.
Accordingly, we are establishing routine use number 9 in the File
(Folder) and Hearing Availability and Scheduling Information of
Vocational Experts, Medical Experts, Other Health Care Professional
and/or Non-Health Care Professional Experts (Medicare), and Verbatim
Hearing Reporters system of records.
9. We will disclose information under this routine use to the
Department of Treasury for the purpose of, and to the extent necessary,
to assist in collecting erroneous payments made to persons who provide
services in disability and non-disability hearing cases.
We will disclose information under this routine use to assist in
collecting erroneous payments to persons who fail to return such
payments. For example, we will disclose the person's name, SSN, and the
date and amount of the erroneous payment. In these situations, the
Department of Treasury serves as collector of the debt.
II. Compatibility of Proposed Routine Use
New routine use number 9 will allow us to release payment
information to the Department of Treasury to assist in collecting
erroneous payments made to persons who provide services in disability
and non-disability hearing cases. The routine use will improve our
ability to recoup erroneous payments. In accordance with the Privacy
Act (5 U.S.C. 552a(a)(7) and (b)(3)) and our disclosure regulations (20
CFR part 401), we can disclose information maintained in a system of
records pursuant to a published routine use when the use is compatible
with the purpose for which we collected the information. This routine
use meets the relevant regulatory criteria.
III. Records Storage Medium and Safeguards for the Information Covered
by the System of Records
We will maintain, in paper and electronic form, information covered
by this system of records. We will keep paper records in locked
cabinets or in other secure areas. We will safeguard the security of
the electronic information covered by the system of records by
requiring the use of access codes to enter the computer system that
will house the data.
We annually provide all our employees and contractors with
appropriate security awareness training that includes reminders about
the need to protect personally identifiable information and the
criminal penalties that apply to unauthorized access to, or disclosure
of, personally identifiable information. See 5 U.S.C. 552a(i)(1).
Employees and contractors with access to databases maintaining
personally identifiable information must sign a sanction document
annually, acknowledging their accountability for inappropriately
accessing or disclosing such information.
IV. Effects of the System of Records on the Rights of Individuals
We propose altering the system of records as part of our
responsibilities in continuing to expand our business processes. We
will adhere to all applicable statutory requirements, including those
under the Social Security Act and the Privacy Act, in carrying out our
responsibilities. Therefore, we do not anticipate that the proposed
alteration to this system of records will have any adverse effect on
the privacy or other rights of the persons covered by the system of
records.
V. Housekeeping and Other Miscellaneous Changes in the System of
Records
We are making housekeeping changes that include changing the system
of records name from Listing and Alphabetical Name File (Folder) of
Vocational Experts, Medical Experts, and Other Health Care Professional
and/or Non-Health Care Professional Experts (Medicare) to the File
(Folder) and Hearing Availability and Scheduling Information of
Vocational Experts, Medical Experts, and Other Health Care Professional
and/or Non-Health Care Professional Experts (Medicare), and Verbatim
Hearing Reporters to more accurately reflect the functions and persons
covered by the system. The changes also include edits throughout the
document to ensure a more reader-friendly document and to correct
miscellaneous and stylistic format errors.
Dated: April 21, 2011.
Michael J. Astrue,
Commissioner.
Social Security Administration; Notice of System of Records; Required
by the Privacy Act of 1974; as Amended
System Number:
60-0012.
System Name:
File (Folder) and Hearing Availability and Scheduling Information
of Vocational Experts, Medical Experts, Other Health Care Professional
and/or Non-Health Care Professional Experts (Medicare), and Verbatim
Hearing Reporters, Social Security Administration, Office of Disability
Adjudication and Review.
Security Classification:
None.
System Location:
Social Security Administration (SSA), Office of Disability
Adjudication and Review (ODAR) regional offices for each hearing office
in their jurisdiction.
Contact the systems manager at SSA, ODAR, Division of Field
Practices and Procedures, 5107 Leesburg Pike, Falls Church, VA. 22041,
or access http://www.socialsecurity.gov/foia/bluebook/app_f.htm for
hearing office address information. Each hearing office maintains and
uses hearing and availability information to facilitate the selection
of expert witnesses and verbatim hearing reporters.
[[Page 24559]]
Categories of persons covered by the system:
This system covers vocational experts, medical experts, other
health care professional and/or non-health care professional experts
(Medicare), and verbatim hearing reporters who have contracted with
ODAR, under a blanket purchase agreement (BPA), to provide expert
witness and hearing reporter services in disability and non-disability
hearing cases and who are within the hearing office service area.
Categories of records maintained in the system:
As applicable, this system will contain personally identifiable
information and contact information for all vocational experts, medical
experts, other health care professional and/or non-health care
professional experts (Medicare), and verbatim hearing reporters
contracted under a BPA with ODAR to provide expert witness and verbatim
reporter services in disability and non-disability cases, and who are
within the hearing office service area. For example, the system will
contain name, Social Security number (SSN), employer identification
number, business address(es), and telephone numbers; e.g., business,
fax, and cell phone. The system also will contain business information
such as primary specialty, usage records (e.g., documentation of
occasions on which each expert and hearing reporter provided services
to ODAR), BPA number, contract beginning and ending dates, renewal
date, termination date, and termination reason.
Additionally, ODAR regional offices and/or hearing offices will
maintain a folder for each expert and verbatim hearing reporter, which
may contain a copy of the BPA, professional qualifications, travel
orders, invoices, correspondence and other written records, such as
reports of contact by telephone or letter.
Authority for maintenance of the system:
Sections 205, 1631(d)(1), (42 U.S.C. 405 and 1383), Titles XI and
XVIII of the Social Security Act, and Section 413(b) of the Federal
Coal Mine Health and Safety Act (the Coal Act), as amended.
Purpose(s):
The File (Folder) and Hearing Availability and Scheduling
Information of Vocational Experts, Medical Experts, Other Health Care
Professional and/or Non-Health Care Professional Experts (Medicare),
and Verbatim Hearing Reporters system of records enables us to have
electronic access to information concerning vocational experts, medical
experts, other health care professional and/or non-health care
professional experts (Medicare), and verbatim hearing reporters
contracted under a BPA with ODAR to provide expert witness and verbatim
reporter services in disability and non-disability hearing cases.
We also will use the information maintained in this system of
records to carry out our administrative management responsibilities.
For example, we will use the information in connection with budgetary
planning, service and usage assessment, contract renewals, and to
develop statistical or summary reports. Additionally, we will use the
information in this system to assist in collecting erroneous payments
made to persons who provide services in disability and non-disability
hearing cases.
Routine uses of records covered by the system of records, including
categories of users and the purposes of such uses:
Routine use disclosures are indicated below; 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 the IRC, the Internal Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in response to an inquiry from that
office made at the request of the subject of a record or a third party
acting on the subject's behalf.
2. To the Office of the President in response to an inquiry the
Office of the President made at the request of the subject of the
record or a third party acting on the subject's behalf.
3. To the Department of Justice (DOJ), a court or other tribunal,
or another party before such court or tribunal when:
(a) SSA or any of our components; or
(b) any SSA employee in his or her official capacity; or
(c) any SSA employee in his or her individual capacity when DOJ (or
SSA) has agreed to represent the employee; or
(d) The United States or any agency thereof, when we determine that
the litigation is likely to affect the operations of SSA or any of our
components, is a party to litigation or has an interest in such
litigation, and we determine that the use of such records by DOJ, a
court or other tribunal, or another party before such court or tribunal
is relevant and necessary to the litigation. In each case, however, we
must determine that such disclosure is compatible with the purpose for
which we collected the records.
4. To contractors and other Federal agencies, as necessary, to
assist us in efficiently administering our programs. We will disclose
information under this routine use only in situations in which we 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.
5. To the General Services Administration and the National Archives
and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as
amended by the NARA Act of 1984, information that is not restricted
from disclosure by Federal law for their use in conducting records
management studies.
6. To student volunteers, persons working under a personal services
contract, and others when they need access to information in our
records in order to perform their assigned duties.
7. To the Secretary of Health and Human Services or to any State,
information required in writing by the Secretary for the purpose of
administering any program administered by the Secretary, if records or
information of such type were so disclosed under applicable rules,
regulations, and procedures in effect before the date of enactment of
the Social Security Independence and Program Improvements Act of 1994.
8. To the appropriate Federal, State, and local agencies, entities,
and persons when (1) We suspect or confirm a compromise of the security
or confidentiality of information; (2) we determine that, as a result
of the suspected or confirmed compromise, there is a risk of harm to
economic or property interests, risk of identity theft or fraud, or
risk of harm to the security or integrity of this system or other
systems or programs that rely upon the compromised information; and (3)
we determine that disclosing the information to such agencies,
entities, and persons will assist us in our efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy any
harm. We will use this routine use to respond only to those incidents
involving an unintentional release of our records.
9. To the Department of Treasury for the purpose of, and to the
extent necessary, to assist in collecting erroneous payments made to
persons who provide services in disability and non-disability hearing
cases.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
We will store records in this system in paper and electronic form.
[[Page 24560]]
Retrievability:
We will retrieve records alphabetically by name, BPA number, and
hearing office.
Safeguards:
We retain paper and electronic files with personal identifiers in
secure storage areas accessible only to our authorized employees and
contractors. We limit access to data with personal identifiers from
this system to only authorized personnel who have a need for the
information in the performance of their official duties. We annually
provide all of our employees and contractors with appropriate security
awareness and training that includes reminders about the need to
protect personally identifiable information and the criminal penalties
that apply to unauthorized access to, or disclosure of, personally
identifiable information. See 5 U.S.C. 552a(i)(l). Employees and
contractors with access to databases maintaining personally
identifiable information must sign a sanction document annually,
acknowledging their accountability for inappropriately accessing or
disclosing such information.
Retention and Disposal:
For purposes of records management dispositions authority, we
follow the NARA and Department of Defense (DOD) 5015.2 regulations (DOD
Design Criteria Standard for Electronic Records Management Software
Applications). We will maintain records for 2 years after expiration of
the contract at which time we will shred the records.
System manager(s) and address(es):
Social Security Administration, ODAR, 5107 Leesburg Pike, Falls
Church, VA 22041.
Notification procedures:
Persons can determine if this system contains a record about them
by writing to the system manager at the above address and providing
their name, SSN, or other information in this system of records that
will identify them. Persons requesting notification by mail must
include a notarized statement to us to verify their identity or they
must certify in the request that they are the person they claim to be
and understand that the knowing and willful request for, or acquisition
of, a record pertaining to another person under false pretenses is a
criminal offense.
Persons 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. Persons
lacking identification documents sufficient to establish their identity
must certify in writing that they are the person they claim to be and
that they understand that the knowing and willful request for, or
acquisition of, a record pertaining to another person under false
pretenses is a criminal offense.
Persons requesting notification by telephone must verify their
identity by providing identifying information that parallels the
information in the record about which they are requesting notification.
If we determine that the identifying information the person provides by
telephone is insufficient, the person will be required to submit a
request in writing or in person. If a person requests information by
telephone on behalf of another person, the subject person must be on
the telephone with the requesting person and us in the same telephone
call. We will establish the subject person's identity (his or 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 or
her consent to provide information to the requesting person. These
procedures are in accordance with our regulations (20 CFR 401.40 and
401.45).
Record access procedures:
Same as notification procedures. Requesters also should reasonably
specify the record contents they are seeking. These procedures are in
accordance with our regulations (20 CFR 401.40(c)).
Contesting record procedures:
Same as notification procedures. Requesters also should 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 (20 C.F.R. Sec. 401.65(a)).
Record source categories:
We obtain information covered by this system of records from the
persons covered by the system or our officials.
Exemptions claimed for the system:
None.
[FR Doc. 2011-10487 Filed 4-29-11; 8:45 am]
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