Identity Protection Program (IPP) System
SYSTEM NUMBER: 60-0360
Identity Protection Program (IPP) System.
Social Security Administration
Office of Human Resources
Categories of individuals covered by the system:
SSA Employees who have requested participation in the IPP.
Categories of records in the system:
This system consists of a variety of records concerning
participation in the IPP. In addition to the employee's name, this
system includes information such as the employee's personal
identification number (PIN), locator information, telephone number,
component, documentation submitted to support the reason for the
request for program participation, as well as any subsequent
documentation provided by the employee; employee's written request to be removed from the IPP; the number of IPP requests that have been granted or denied by employee; the number of IPP requests that
have been granted or denied by Agency component; reason for program participation request denial; and length of time taken to process each request for program participation.
Authority for maintenance of the system:
Sections 205 and 702(a)(5) of the Social Security Act (42 U.S.C.
Information in the IPP System is used to:
-Provide a means of collecting information about SSA employees who reasonably believe that they may be at risk of injury or other harm by the disclosure of their work location and telephone number.
-Provide a standard approach to ensuring the safety of SSA
employees who reasonably believe that they may be at risk of injury or other harm by the disclosure of their work location and telephone number.
-The information in this system will be used to establish
participation in the IPP. We will establish program participation when
an employee has made known his/her request for program participation and all of the required documentation has been submitted.
Routine uses of records maintained in the system, including categories of users and the purpose of such uses:
Disclosures may be made for routine uses as indicated below.
1. To the Office of the President for the purpose of responding to
an individual pursuant to an inquiry received from that individual or
from a third party on his or her behalf.
2. To a congressional office in response to an inquiry from that
office made at the request of the subject of a record.
3. To the Department of Justice (DOJ), a court or other tribunal,
or another party before such tribunal when:
(a) SSA, or any component thereof; or
(b) Any SSA employee in his/her official capacity; or
(c) Any SSA employee in his/her individual capacity where DOJ (or
SSA where it is authorized to do so) has agreed to represent the
that the litigation is likely to affect the operations of SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before such tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
4. To the Equal
Commission) when requested in connection with investigations into
alleged or possible discriminatory practices in the Federal sector,
examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
5. To the Federal Labor Relations Authority, the General Counsel,
the Federal Mediation and Conciliation Service, the Federal Service
Impasses Panel, or an arbitrator when information is requested in
connection with the investigations of allegations of unfair labor
practices, matters before an arbitrator or the Federal Impasses Panel.
(6) To the Office of Personnel Management, Merit Systems Protection Board, or the Office of the Special Counsel, in connection with appeals, special studies of the civil service and other merit systems, review of those agencies' rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such
functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by law.
7. To contractors and other Federal agencies, as necessary, for
the purpose of assisting SSA in the efficient administration of its
programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an Agency function relating to this system of records.
8. To student volunteers, individuals who work under a personal
services contract, and other individuals performing functions for SSA,
who technically do not have the status of Agency employees, when they are performing work for SSA, as authorized by law, and they need access to the records in order to perform their assigned Agency functions.
9. To the General Services Administration (GSA) and National
and Records Administration (
10. To Federal, State, and local law enforcement agencies and
private security contractors, as appropriate, information necessary:
-To enable them to protect the safety of SSA employees and
customers, the security of the SSA workplace, the operation of SSA
-To assist investigations or prosecutions with respect to
activities that affect such safety and security or activities that
disrupts the operation of SSA facilities.
11. To appropriate Federal, State, and local agencies, entities,
and persons when (1) we suspect or confirm that the security or
confidentiality of information in this system of records has been
compromised; (2) we determine that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security or
integrity of this system or other systems or programs of SSA that rely
upon the compromised information; and (3) we determine that disclosing the information to such agencies, entities, and persons is necessary to assist in our efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. SSA will use this routine use to respond only to those incidents involving an unintentional release of its records.
Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system:
Records in this system are maintained and stored in both electronic
and paper form.
Records in this system will be retrieved by the employee's PIN and/
Security measures include the use of access codes to enter the computer system which will maintain the data, the storage of computerized records in secured areas that are accessible only to employees who require the information in performing their official duties. Manually maintained records will be kept in locked cabinets or in otherwise secure areas. SSA employees who have access to the data will be informed of the criminal penalties of the Privacy Act for unauthorized access to or disclosure of information maintained in the system. See 5 U.S.C. 552a(i)(1).
Contractor personnel and/or alternate employees having access to data in the system of records will be required to adhere to SSA rules concerning safeguards, access and use of the data.
Retention and disposal:
The records are maintained in SSA headquarters Office of Human
Resources or regional Servicing Personnel Offices. They are disposed of in accordance with item 17a of the National Archives and Records
Administration General Records Schedule 1.
Associate Commissioner, Office of Personnel, Social Security
An individual can determine if this system contains a record about him/her by writing to the system manager at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver's license. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. Individuals providing insufficient identifying information by telephone will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual's identity (his/her name, PIN, address, date of birth and place of birth along with one other piece of information such as mother's maiden name) and ask for his/her consent in providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR 401.45).
Record access procedure(s):
Same as Notification procedure(s). Requesters also should
reasonably specify the record contents they are seeking. These
procedures are in accordance with SSA Regulations (20 CFR 401.40).
Contesting record procedure(s):
Same as Notification procedure(s). Requesters should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reasons for the correction, with supporting justification, showing how the record is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR 401.65).
Record source categories:
Information in this system is obtained from information collected from SSA employees and officials.
Systems exempt from certain provisions of the Privacy Act: