Privacy Act: Systems of records,
[Federal Register: May 22, 1998 (Volume 63, Number 99)]
[Notices]
[Page 28420-28428]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr22my98-146]
Railroad Retirement Board
Privacy Act of 1974; System of Records
AGENCY: Railroad Retirement Board.
ACTION: Notice of proposed changes to systems of records.
SUMMARY: The purposes of this document are to give notice of 26 non- substantial revisions of existing routine uses in 15 systems of records; to delete one routine use in one system of records; to delete 11 systems of records; and to give notice of several non-substantial changes in other categories for several systems of records.
DATES: The changes are effective as of May 22, 1998.
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 26 existing routine uses in the following 15 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-1 ``n'' RRB-3 ``c'' RRB-5 ``k'' RRB-6 ``b,'' ``c,'' ``i,'' and ``l'' RRB-7 ``e,'' ``h'', and ``o'' RRB-9 ``g'' RRB-12 ``a'' ``a'' and ``b'' RRB-17 ``d'' RRB-19 ``b,'' ``c,'' and ``e'' RRB-20 ``p' RRB-21 ``c,'' ``d,'' ``j,'' and ``r'' RRB-22 ``w'' RRB-34 ``b'' RRB-42 ``c'' RRB-43 ``a''
These revisions do not constitute new or expanded disclosures.
Part II: Deletion of routine uses
We have deleted routine use ``b'' in System of Records RRB-17 because it is not applicable.
Part III: Deletions of systems of records
The following nine systems of records are being deleted because they no longer meet the definition of ``systems of records'' under the Privacy Act: RRB-13, RRB-14, RRB-15, RRB-23, RRB-35, RRB-38, RRB-39, RRB-40, and RRB-47.
System of records RRB-24 and RRB-25 are being deleted because they are being consolidated into another, renamed system. These two systems are being consolidated into RRB-26.
Part IV: Changes in other categories
System name: We changed the system name for systems RRB-3, RRB-8, RRB-16, and RRB-26, to better express the content of these systems.
System locations: We revised this category for system RRB-3 and RRB-4 to reflect the current location.
Categories of individuals covered by the system: We revised this category for systems RRB-12, RRB-26, RRB-42, and RRB-43 to better or more comprehensively described 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-1, RRB-3, RRB-7, RRB-8, RRB-11, RRB-26, 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.
Storage: We revised this category for systems RRB-4, RRB-8, RRB-18, RRB-19, RRB-21, RRB-26, RRB-43 to reflect current practice or better express the media use.
Safeguards: We revised this category for systems RRB-3, RRB-4, RRB- 10, RRB-11, RRB-17, RRB-26, RRB-43 to reflect current practice or better express safeguard procedures.
Retention and disposal: We revised this category for systems RRB-1, RRB-3, RRB-4, RRB-8, RRB-10, RRB-11, RRB-17, RRB-19, RRB-20, RRB-21, RRB-22, RRB-26, RRB-42, RRB-43, and RRB-44 to bring it into conformity with actual practice and approval records disposal schedules.
System manager(s) and notification procedure: Because of organizational changes, we changed the name of the system manager and/ or the official to contact in the following systems: RRB-1, RRB-2, RRB- 3, RRB-4, RRB-5, RRB-6, RRB-7, RRB-8, RRB-12, RRB-16, RRB-18, RRB-19, RRB-20, RRB-21, RRB-22, RRB-26, RRB-27, and RRB-29.
Record source categories: We revised this category in systems of records RRB-4, RRB-10, RRB-17, RRB-20, and RRB-26 to better or more comprehensively describe the record sources for information in the system.
Part V: Existing systems covered by this document:
RRB-1 Social Security Benefit Vouchering System RRB-2 Medical Examiner's Index RRB-3 Medicare Part B RRB-4 Microfiche of Estimated Annuity, Total Compensation and Residual Amount File RRB-5 Master File of Railroad Employee's 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 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-13 Disclosure of Information Files RRB-14 Freedom of Information Register RRB-15 Covered Abandoned Railroads RRB-16 Social Security Administration Summary Earnings File RRB-17 Appeal Decisions from Initial Denials for Benefits under the Provisions of the Railroad Examining System
[[Page 28421]]
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-23 Benefit File of Lump Sum and Residual Awards Under the Railroad Retirement Act RRB-24 Research Master Record for Lump Sum and Residual Awards Under the Railroad Retirement Act RRB-25 Research Master Record for Survivor Beneficiaries Under the Railroad Retirement Act RRB-26 Research Master Record for Retired Railroad Employees and Their Dependents RRB-27 Railroad Retirement Board-Social Security Administration Financial Interchange System RRB-29 Railroad Employees' Cumulative Gross Earnings Master File RRB-34 Employee Personnel Management Files RRB-35 Employee Skills File RRB-38 Regional Rail Reorganization Act Reimbursement System RRB-39 Milwaukee Railroad Restructuring Act Benefit System RRB-40 Regional Rail Reorganization Act Title VII Benefits RRB-41 Rock Island Railroad Transition and Employee Assistance Act Benefit System RRB-42 Uncollectible Benefit Overpayment Accounts RRB-43 Investigation Files RRB-44 Employee Test Score File RRB-47 Motor Vehicle Operator Records.
Dated: May 15, 1998.
By authority of the Board. Beatrice Ezerski, Secretary to the Board. RRB--1
SYSTEM NAME:
Social Security Benefit Vouchering System--RRB. * * * * *
-
The following sections and paragraph in RRB-1 are revised to read as follows:
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, social security number, RRB claim number, type and amount of benefit, suspension and termination information. * * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
n. 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. * * * * *
RETENTION AND DISPOSAL: * * * * *
MAGNETIC TAPE:
Tapes are updated at least monthly. For disaster recovery purposes, certain tapes are stored for 12-18 month periods. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092 * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-2
SYSTEM NAME:
Medical Examiner's Index.
-
The following sections in RRB-2 are revised to read as follows: * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-3
-
The following sections and paragraph in RRB-3 are revised to read as follows:
SYSTEM NAME:
Medicare, Part B (Supplementary Medical Insurance Payment System-- Contracted to a United Health Care Insurance) Company. * * * * *
SYSTEM LOCATION:
United Health Care Insurance Company, One Tower Square, Hartford, Connecticut 06115 * * * * *
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 medical 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 number of physician, Part B entitlement date, Part B deductible status and amount of payment to beneficiary. * * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
c. Records may be disclosed in a court proceeding relating to any claims for benefits by the beneficiary under Title XVIII of the Social Security 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. * * * * *
SAFEGUARDS:
The insurance company is bound by the contract set forth by the Railroad Retirement Board which contains specific instructions regarding its responsibility in claim information handled and released. It is also bound by the same regulations regarding
[[Page 28422]]
disclosure and security of information as the Board itself. * * * * *
RETENTION AND DISPOSAL:
Each insurance company office retains material for 27 months. At the end of 27 months the material is sent to the Federal Records Center. After 2 years the Federal Records Center destroys the material. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092 * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-4
SYSTEM NAME:
Microfiche of Estimated Annuity, Total Compensation and Residual Amount File.
-
The following sections in RRB-4 are revised to read as follows: * * * * *
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
STORAGE:
On-line mainframe system. * * * * *
SAFEGUARDS:
Only authorized personnel have access to these records. Access is determined by internal computer system security levels. * * * * *
RETENTION AND DISPOSAL:
A maximum of two sets of MARC records (the current and prior MARC) are maintained on-line with the oldest set deleted when a new MARC is produced.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092 * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
RECORD SOURCE CATEGORIES:
Information which is secured from the original master records is made available to all authorized headquarters and field service users. * * * * * RRB-5
SYSTEM NAME:
Master File of Railroad Employee's Creditable Compensation.
-
The following sections and paragraph in RRB-5 are revised to read as follows: * * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
k. Records may be disclosed in a court proceeding relating to any claims for benefits by the beneficiary under the Railroad Retirement Act of Railroad Unemployment Insurance 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. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Assessment & Training, Chief of Employer Service and Training Center, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-6
SYSTEM NAME:
Unemployment Insurance Record File.
-
The following sections and paragraphs in RRB-6 are revised to read as follows: * * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
b. Benefit rate, name and address may be referred to the Treasury Department to control for reclamation and return of outstanding benefit payments, to issue benefit payments, reconcile reports of non-delivery, and to insure delivery of payments to the correct address or account of the beneficiary or representative payee.
c. Beneficiary's name, address, payment rate, date and number, plus supporting evidence may be released to the U.S. Postal Service for investigation of alleged forgery or theft of railroad unemployment or sickness benefit payments. * * * * *
i. The last addresses and employer information may be disclosed to the Department of Health and Human Services in conjunction with the Parent Locator Service. * * * * *
l. Records may be disclosed in a court proceeding relating to any claims for benefits by the beneficiary under the Railroad Unemployment Insurance 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. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement
[[Page 28423]]
Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
NOTIFICATION PROCEDURE:
Request for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-7
SYSTEM NAME:
Application for Unemployment Benefits and Placement Service Under the Railroad Unemployment Insurance Act. * * * * *
-
The following sections and paragraphs in RRB-7 are revised to read as follows:
CATEGORIES of records in the system:
Name, address, account number, age, sex, education, employer, occupation, rate of pay, reason not working and last day worked, personal interview record, results of investigations. * * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
e. Beneficiary identification, entitlement and benefit rate information may be released to the Treasury Department to control for reclamation and return of outstanding benefit payments, to issue benefit payments, reconcile reports of non-delivery and to insure delivery of payment to the correct address or account of the beneficiary or representative payee. * * * * *
h. The last addresses and employer information may be disclosed to the Department of Health and Human Services in conjunction with the Parent Locator Service. * * * * *
o. Records may be disclosed in a court proceeding relating to any claims for benefits by the beneficiary under the Railroad Unemployment Insurance 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. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092 * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-8
-
The following sections in RRB-8 are revised to read as follows:
SYSTEM NAME:
Railroad Retirement Reconciliation System (Employee Representatives). * * * * *
CATOGORIES OF RECORDS IN THE SYSTEM:
Employee representative's quarterly railroad tax return. * * * * *
STORAGE
Paper. * * * * *
RETENTION AND DISPOSAL:
Employee's representatives' quarterly tax returns and tax reporting reconciliation file are retained for 6 years and 3 months after the period covered by the records and then are destroyed by shredding. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Chief Financial Officer, U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092 * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing addressed to the System Manager identified above, including the full name and social security number. Before information about any record is released, the System Manager may require the individual to provide proof of identity or require the requester of furnish an authorization from the individual to permit release of information. * * * * * RRB-9
SYSTEM NAME:
Protest and Appeals Under the Railroad Unemployment Insurance Act. * * * * *
-
The following paragraph in RRB-9 is revised to read as follows:
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
g. Records may be disclosed in a court proceeding relating to any claims for benefits by the beneficiary under the Railroad Unemployment Insurance 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. * * * * * RRB-10
SYSTEM NAME:
Legal Opinion Files. * * * * *
-
The following sections in RRB-10 are revised to read as follows:
SAFEGUARDS:
Stored in areas not accessible to the public in offices locked during non-business hours; access to these files is restricted to attorneys and other authorized Board employees.
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 2 years after the date of the last action taken by the Bureau of Law on the matter. * * * * *
RECORD SOURCE CATEGORIES:
The subject person's authorized representative, other record systems
[[Page 28424]]
maintained by the Railroad Retirement Board, employers. * * * * * RRB-11
SYSTEM NAME:
Files on Concluded Litigation. * * * * *
-
The following sections in RRB-11 are revised to read as follows:
CATEGORIES OF RECORDS IN THE SYSTEM:
Legal briefs, reports on legal or factual issues involving copies of subpoenas which may have been issued, copies of any motions filed, transcripts of any dispositions taken, garnishment process, correspondence received and copies of any correspondence released by the Board pertaining to the case, copies of any court rulings, and copies of the final decision in the case. * * * * *
SAFEGUARDS:
Stored in areas not accessible to the public in offices locked during non-business hours; access to these files is restricted to attorneys and other authorized Board employees.
RETENTION AND DISPOSAL:
Files relating to cases of precedential interest are retained permanently. Files of cases involving routine matters, other than garnishments, are retained for 5 years after the case is closed, then shredded. Files relating to garnishment of benefits are retained until 2 years after the date garnishment terminates, then destroyed. * * * * * RRB-12
SYSTEM NAME:
Railroad Employees' Registration File. * * * * *
-
The following sections and paragraphs in RRB-12 are revised to read as follows:
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who had any employment for a railroad employer after 1936 who were assigned Social Security Numbers beginning with 700 through 728. (Use of the registration form was discontinued January 1, 1981.) * * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
a. Records which consist of name, date and place of birth, social security number, sex, and parents' names may be disclosed to the Social Security Administration to verify social security number and date of birth.
b. Records may be disclosed in a court proceeding relating to any claims for benefits by the beneficiary under the Railroad Retirement Act or Unemployment Insurance 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. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-13
SYSTEM NAME:
Disclosure of Information Files.
-
System RRB-13 is removed in its entirety. RRB-14
SYSTEM NAME:
Freedom of Information Act Register.
-
System RRB-14 is removed in its entirety. RRB-15
SYSTEM NAME:
Covered Abandoned Railroads.
-
System RRB-15 is removed in its entirety. RRB-16
-
The following sections in RRB-16 are revised to read as follows:
SYSTEM NAME:
Social Security Administration Master Earnings File. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Assessment and Training, Chief of Employer Service and Training Center, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-17
SYSTEM NAME:
Appeal Decisions from Initial Denials for Benefits under the Provisions of the Railroad Retirement Act.
-
The following sections and paragraph in RRB-17 are revised to read as follows:
ROUTINE USES OF THE RECORDS/CONTAINED IN THE SYSTEM, INCLUDING THE CATEGORIES OF USERS AND THE PURPOSES OF SUCH USE:
Paragraph ``b'' is removed in its entirety. * * * * *
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. * * * * *
RETRIEVABILITY:
Claim number or social security number or, in many cases, appellant name.
SAFEGUARDS:
Decisions are limited to review by authorized Board personnel.
RETENTION AND DISPOSAL:
The decisions are retained for a period of 2 years and then destroyed by shredding. * * * * *
[[Page 28425]]
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. * * * * *
-
The following sections in RRB-18 are revised to read as follows:
STORAGE:
Paper and Microfiche. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Chief Financial Officer, U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-19
SYSTEM NAME:
Payroll Record System. * * * * *
-
The following sections and paragraphs in RRB-19 are revised to read as follows:
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
b. Service history including pay, benefits, salary deductions for retirement, and other information necessary may be disclosed to the Office of Personnel Management for use in the computation of civil service annuities and to carry out its Government-wide personnel management functions.
c. Computer payment information may be released to the Department of the Treasury for issuance of salary payments. * * * * *
e. The last known address and employer information may be released to the Department of Health and Human Services in conjunction with the Parent Locator Service. * * * * *
STORAGE:
Paper, tape, and microfiche. * * * * *
RETENTION AND DISPOSAL:
Consolidated pay tapes, first two master tapes, and last two master tapes for each year: Destroyed by erasing 3 years after close of calender year in which prepared. Security record-current check issue tape: Destroyed by erasing when the National Personnel Records Center receives second subsequent document covering same type of document. Paper: Destroyed by shredding after 3 years. Microfiche: Retained until replaced by a new record, usually within 1 year. Obsolete microfiche is destroyed by shredding. * * * * *
SYSTEMS MANAGER(S) AND ADDRESS:
Chief Financial Officer, U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-20
SYSTEM NAME:
Health Insurance and Supplementary Medical Insurance Enrollment and Premium Payment System (Medicare). * * * * *
-
The following sections and paragraph in RRB-20 are revised to read as follows:
ROUTINE USE OF RECORD MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
p. Records may be disclosed in a court proceeding relating to any claims for benefits by the beneficiary under the Railroad Retirement Act or Social Security 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. * * * * *
RETENTION AND DISPOSAL: * * * * *
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 then destroyed by shredding. All other copies are destroyed when 6 months old or no longer needed for administrative use, whichever is sooner. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
RECORD SOURCE CATEGORIES:
Applicant (the qualified railroad beneficiary), his/her representative, Social Security Administration, Health Care Financing Administration, United Health Care Insurance Company, Federal, State, or local agencies, their party premium payers, all other Railroad Retirement Board files, physicians. * * * * * RRB-21
SYSTEM NAME:
Railroad Unemployment and Sickness Insurance Benefit System. * * * * *
-
The following sections and paragraphs in RRB-21 are revised to read as follows:
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
c. Beneficiary identifying information, address, check rate, date and number may be released to the Treasury Department to control for reclamation and return outstanding benefit payments, to issue benefit payments, respond to reports of non-delivery, and to insure delivery of payments to the correct address or account of the beneficiary or representative payee.
d. Beneficiary identifying information, address, payment rate, date and number, plus other necessary supporting evidence may be released to the U.S. Postal Service for investigation of alleged forgery or theft of railroad unemployment/sickness benefit payments. * * * * *
j. The last addresses and employer information may be released to the Department of Health and Human Services in conjunction with the Parent Locator Service. * * * * *
[[Page 28426]]
r. Records may be disclosed in a court proceeding relating to any claims for benefits by the beneficiary under the Railroad Unemployment Insurance 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. * * * * *
STORAGE:
Paper, magnetic and optical media, and microforms. * * * * *
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 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 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 10 years after the end of the benefit year. Microform--Destroyed 10 years after the end of the benefit year. Optical media--Destroyed 10 years after the end of the benefit year. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identify, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-22
SYSTEM NAME:
Railroad Retirement Survivor and Pensioner Benefit System. * * * * *
-
The following sections and paragraph in RRB-22 are revised to read as follows:
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
w. 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. * * * * *
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 transferred to the Federal Records Center 6 months after date of completion and are destroyed 4 years and 6 months after receipt at the center. Microforms--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 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. * * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092 * * * * *
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's records should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identify, or authorization from the individual to permit release of the information. Such requests should be sent to: Office of Programs--Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-23
SYSTEM NAME:
Four Percent Wage History of Railroad Workers.
-
System RRB-23 is removed in its entirety. RRB-24
SYSTEM NAME:
Research Master Record for Lump Sum and Residential Awards Under the Railroad Retirement Act.
-
System RRB-24 is removed in its entirety. RRB-25
SYSTEM NAME:
Research Master Record for Survivor Beneficiaries Under the Railroad Retirement Act.
-
System RRB-25 is removed in its entirety. * * * * * RRB-26
-
The following sections in RRB-26 are revised to read as follows:
SYSTEM NAME:
Payment, Rate and Entitlement History File. * * * * *
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have received or are receiving benefits under the Railroad Retirement Act or the Social Security Act. These individuals include retired and disabled railroad employees, their qualified spouses, dependents, and survivors, and recipients of other, non- recurring benefits.
CATEGORIES OF RECORDS IN THE SYSTEM:
Data supporting the benefits and historical data recording the benefits paid to the above categories of individuals under the Railroad Retirement and Social Security Acts. * * * * *
[[Page 28427]]
STORAGE:
Magnetic tape and magnetic disk.
RETRIEVABILITY:
By claim number or beneficiary's Social Security number.
SAFEGUARDS:
Access is limited to authorized personnel only.
RETENTION AND DISPOSAL:
Magnetic tapes are retained for 2 years then written over; magnetic disk files are retained permanently.
SYSTEM MANAGER(S) AND ADDRESS:
Supervisory Statistical Officer, Bureau of Information Services, Information Management Division, U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. * * * * *
RECORD SOURCE CATEGORIES:
Transmissions from the following computerized systems: Railroad Retirement Act benefit payment; Social Security benefit payment; disability rating decisions; and primary insurance amount calculations. * * * * * RRB-27
SYSTEM NAME:
Railroad Retirement Board--Social Security Administration Financial Interchange System. * * * *
-
The following section in RRB-27 is revised to read as follows:
SYSTEM MANAGER(S) AND ADDRESS:
Chief Actuary, U.S. Railroad Retirement Board, 844 N. Rush Street, Chicago, Illinois 60611-2092 * * * * * RRB-29
SYSTEM NAME:
Railroad Employees' Cumulative Gross Earnings Master File. * * * * *
-
The following section in RRB-29 is revised to read as follows:
SYSTEM MANAGER(S) AND ADDRESS:
Chief Actuary, U.S. Railroad Retirement Board, 844 N. Rush Street, Chicago, Illinois 60611-2092. * * * * * RRB-34
SYSTEM NAME:
Employee Personnel Management Files. * * * * *
-
The following paragraph in RRB-34 is revised to read as follows:
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
b. Records may be disclosed in a court proceeding 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. * * * * * RRB-35
SYSTEM NAME:
Employee Skills File.
-
System RRB-35 is removed in its entirety. * * * * * RRB-38
SYSTEM NAME:
Regional Rail Reorganization Act Reimbursement System.
-
System RRB-38 is removed in its entirety. RRB-39
SYSTEM NAME:
Milwaukee Railroad Restructuring Act Benefit System.
-
System RRB-39 is removed in its entirety. RRB-40
SYSTEM NAME:
Regional Rail Reorganization Act Title VII Benefits.
-
System RRB-40 is removed in its entirety. RRB-41
SYSTEM NAME:
Rock Island Railroad Transition and Employee Assistance Act Benefit System.
-
System RRB-41 is removed in its entirety. * * * * * RRB-42
SYSTEM NAME:
Uncollectible Benefit Overpayment Accounts. * * * * *
-
The following sections and paragraph in RRB-42 are revised to read as follows:
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who were overpaid in the benefits they received from the Railroad Retirement Board and whose overpayment amounts have been determined uncollectible after normal recovery efforts have been made. Benefits overpaid are further delineated in the following five 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 determined to be uncollectible, amount of interest and penalties assessed and collected, name and address of debt collection agency or Federal agency to which uncollectible 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.).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: * * * * *
c. For information related to uncollectible 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, 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,
[[Page 28428]]
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 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 uncollectible accounts are maintained in an on-line eletronic database, they remain in the database until the debt is recovered, written off, or waived. Most paper document that are not immediately shredded are filedin 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
SYSTEM NAME:
Investigation Files. * * * * *
-
The following sections and paragraph in RRB-43 are revised to read as follows:
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any of the following categories of individuals on whom a complaint is made alleging a violation of law, regulation, or rule pertinent to the administrartion of programs by the RRB, or, with respect to RRB employees, alleging misconduct or conflict of interest in the discharge of their official duties: Current and former employees of the Railroad Retirement Board; contractors; subcontractors; consultants; applicants for, and current and former recipients of, benefits under the programs administered by the Railroad Retirement Board; officials and agents of railroad employers; members of the public who are alleged to have stolen or unlawfully received RRB benefits or salary or assisted in such activity; and others who furnish information, products, or services to the RRB.
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 requests and approval for, consensual telephone monitoring; 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. * * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
a. Records may be disclosed to the Department of Justice or other law enforcement authorities in connection with actual or potential criminal prosecution or civil litigation initiated by the RRB, or in connection with requests by RRB for legal advice. * * * * *
STORAGE:
Paper and electronic media. * * * * *
SAFEGUARDS:
General access is restricted to the Inspector General and members of his staff; disclosure with the agency is on a limited need-to-know basis; records are maintained in locked file cabinets.
RETENTION AND DISPOSAL:
Paper files are retained for 10 years before they are destroyed by shredding. * * * * * RRB-44
SYSTEM NAME: Employee Test Score File. * * * * *
-
The following section in RRB-44 is revised to read as follows:
RETENTION AND DISPOSAl
Records are kept for 3 years then destroyed by shredding. * * * * * RRB-47
System name: Motor Vehicle Operator Records.
-
System RRB-47 is removed in its entirety.
[FR Doc. 98-13655Filed5-21-98; 8:45 am]
BILLING CODE 7905-01-M
