[Federal Register Volume 63, Number 99 (Friday, May 22, 1998)]
[Notices]
[Pages 28420-28428]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-13655]
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Railroad Retirement Board
Privacy Act of 1974; System of Records
AGENCY: Railroad Retirement Board.
ACTION: Notice of proposed changes to systems of records.
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SUMMARY: The purposes of this document are 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.
* * * * *
1. 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.
2. 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
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.
4. 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.
5. 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.
6. 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.
* * * * *
7. 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
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.
* * * * *
9. 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.
* * * * *
10. 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.
* * * * *
11. 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.
* * * * *
12. 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.
13. System RRB-13 is removed in its entirety.
RRB-14
SYSTEM NAME:
Freedom of Information Act Register.
14. System RRB-14 is removed in its entirety.
RRB-15
SYSTEM NAME:
Covered Abandoned Railroads.
15. System RRB-15 is removed in its entirety.
RRB-16
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.
17. 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.
* * * * *
18. 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.
* * * * *
19. 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).
* * * * *
20. 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.
* * * * *
21. 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.
* * * * *
22. 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.
23. 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.
24. System RRB-24 is removed in its entirety.
RRB-25
SYSTEM NAME:
Research Master Record for Survivor Beneficiaries Under the
Railroad Retirement Act.
25. System RRB-25 is removed in its entirety.
* * * * *
RRB-26
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.
* * * *
27. 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.
* * * * *
28. 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.
* * * * *
29. 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.
30. System RRB-35 is removed in its entirety.
* * * * *
RRB-38
SYSTEM NAME:
Regional Rail Reorganization Act Reimbursement System.
31. System RRB-38 is removed in its entirety.
RRB-39
SYSTEM NAME:
Milwaukee Railroad Restructuring Act Benefit System.
32. System RRB-39 is removed in its entirety.
RRB-40
SYSTEM NAME:
Regional Rail Reorganization Act Title VII Benefits.
33. System RRB-40 is removed in its entirety.
RRB-41
SYSTEM NAME:
Rock Island Railroad Transition and Employee Assistance Act Benefit
System.
34. System RRB-41 is removed in its entirety.
* * * * *
RRB-42
SYSTEM NAME:
Uncollectible Benefit Overpayment Accounts.
* * * * *
35. 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 filed in claim folders that are covered by
Privacy Act Systems of Records RRB-21, Railroad Unemployment and
Sickness Insurance Benefit System, or RRB-22, Railroad Retirement,
Survivor, and Pensioner Benefit System. These paper documents are
mostly correspondence. Paper documents that relate to multiple accounts
are kept for 6 years in folders established for the purpose.
* * * * *
RRB-43
SYSTEM NAME:
Investigation Files.
* * * * *
36. 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.
* * * * *
37. 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.
38. System RRB-47 is removed in its entirety.
[FR Doc. 98-13655 Filed 5-21-98; 8:45 am]
BILLING CODE 7905-01-M
