Notice2025-15845
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
August 20, 2025
Effective
September 19, 2025
Issuing agencies
Social Security Administration
Abstract
In accordance with the Privacy Act of 1974, we are issuing public notice of our intent to modify an existing system of records entitled, Digital Identity File Record System (60-0373), last published on March 8, 2023. This notice publishes details of the system as set forth below under the caption, SUPPLEMENTARY INFORMATION.
Full Text
<html>
<head>
<title>Federal Register, Volume 90 Issue 159 (Wednesday, August 20, 2025)</title>
</head>
<body><pre>
[Federal Register Volume 90, Number 159 (Wednesday, August 20, 2025)]
[Notices]
[Pages 40696-40699]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-15845]
-----------------------------------------------------------------------
SOCIAL SECURITY ADMINISTRATION
[Docket No. SSA-2025-0018]
Privacy Act of 1974; System of Records
AGENCY: Social Security Administration (SSA).
ACTION: Notice of a modified system of records.
-----------------------------------------------------------------------
SUMMARY: In accordance with the Privacy Act of 1974, we are issuing
public notice of our intent to modify an existing system of records
entitled, Digital Identity File Record System (60-0373), last published
on March 8, 2023. This notice publishes details of the system as set
forth below under the caption, SUPPLEMENTARY INFORMATION.
[[Page 40697]]
DATES: The system of records notice (SORN) is applicable upon its
publication in today's Federal Register, with the exception of the new
routine uses, which are effective September 19, 2025.
We invite public comment on the routine uses or other aspects of
this SORN. In accordance with the Privacy Act of 1974, we are providing
the public a 30-day period in which to submit comments. Therefore,
please submit any comments by September 19, 2025.
ADDRESSES: The public, Office of Management and Budget (OMB), and
Congress may comment on this publication by writing to the Executive
Director, Office of Privacy and Disclosure, Office of the General
Counsel, SSA, Room G-401 West High Rise, 6401 Security Boulevard,
Baltimore, Maryland 21235-6401, or through the Federal e-Rulemaking
Portal at <a href="http://www.regulations.gov">http://www.regulations.gov</a>. Please reference docket number
SSA-2025-0018. All comments we receive will be available for public
inspection at the above address and we will post them to <a href="http://www.regulations.gov">http://www.regulations.gov</a>.
FOR FURTHER INFORMATION CONTACT: Tristin Dorsey, Government Information
Specialist, Privacy Implementation Division, Office of Privacy and
Disclosure, Office of the General Counsel, SSA, Room G-401 West High
Rise, 6401 Security Boulevard, Baltimore, Maryland 21235-6401,
telephone: (410) 966-5855, email: <a href="/cdn-cgi/l/email-protection#115e56523f5e41553f425e435f516262703f767e67"><span class="__cf_email__" data-cfemail="8dc2cacea3c2ddc9a3dec2dfc3cdfefeeca3eae2fb">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: We are revising existing routine use Nos. 2,
3, 6, 10, and 11, and the administrative, technical, and physical
safeguards for easier reading.
We are modifying the notice throughout to correct miscellaneous
stylistic formatting and typographical errors of the previously
published notice, and to ensure the language reads consistently across
multiple systems. We are republishing the entire notice for ease of
reference.
In accordance with 5 U.S.C. 552a(r), we have provided a report to
OMB and Congress on this modified system of records.
Matthew Ramsey,
Executive Director, Office of Privacy and Disclosure, Office of the
General Counsel.
SYSTEM NAME AND NUMBER:
Digital Identity File Record System, 60-0373.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Social Security Administration, Office of Digital Transformation,
Robert M. Ball Building, 6401 Security Boulevard, Baltimore, MD 21235.
SYSTEM MANAGER(S):
Social Security Administration, Chief Information Officer, Robert
M. Ball Building, 6401 Security Boulevard, Baltimore, MD 21235, (410)
966-5855.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 205(a) and 702(a)(5) of the Social Security Act, as
amended, and the Federal Information Security Modernization Act of 2014
(Pub. L. 113-283).
PURPOSE(S) OF THE SYSTEM:
We will use the information in this system to assist with SSA's
digital identity processes and for auditing purposes. Digital identity
includes functions necessary to establish the identity of individuals
or an individual interacting with us on behalf of another individual,
agency, or entity who are seeking access to our digital programs,
services, and applications through online, electronic, automated, and
telephone services. Digital identity functions include identity
proofing, credential issuance and revocation, authentication, identity
federation, access controls, preference management, and credential
management. When real-world identity is necessary for a given digital
service, SSA must be able to determine, with confidence, that
individuals are who they claim to be through identity proofing.
We may use information in this system to assist SSA (or other
Federal agencies when applicable) to prevent or stop suspected or
confirmed fraud or inappropriate usage of SSA's online services. We may
also use contact information (e.g., email addresses) from individuals
who have gone through the digital identity process for program outreach
(e.g., notification about our programs, online services, and SSA
events) and other purposes related to our administration of the Social
Security Act.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system maintains information from individuals who interact
with our digital programs, services, and applications regardless of
whether the individuals are interacting with us on their own behalf or
are interacting with us on behalf of another individual, agency, or
entity. This system covers anyone who we require to obtain a digital
identity to conduct a transaction with us, including when we use a
credential service provider (CSP), an identity provider (IdP), or other
authorized third party to perform some or all credential management
services (e.g., prove identity, manage authentication credentials, and
authenticate users).
CATEGORIES OF RECORDS IN THE SYSTEM:
We will maintain information needed for digital identity processes
dependent on the digital program, service, or application, as well as
maintain archived transaction and historical data. Examples of
information that we maintain for digital identity include, but are not
limited to, the following:
<bullet> Name (last, first, middle, and suffix);
<bullet> Date of birth;
<bullet> Place of birth;
<bullet> Banking information including financial account number
and/or routing number;
<bullet> Postal address(es);
<bullet> Address(es) from W-2 and Schedule-Self Employed (SE)
forms;
<bullet> Phone number;
<bullet> Email address;
<bullet> Mother's surname at birth (sometimes referred to as
mother's maiden name);
<bullet> Social Security number (SSN);
<bullet> Driver's license or state-issued identification number and
issuing State or equivalent;
<bullet> Images of the identity evidence (e.g., driver's license);
<bullet> Employer name and Employer Identification Number (EIN) for
business and government services;
<bullet> Blocked account status;
<bullet> Failed access data;
<bullet> Effective date of passwords; and
<bullet> Other data that allows us to evaluate the system's
effectiveness.
We may maintain information that we or the authorized CSP, IdP, or
third party collects to register, issue, and maintain the credential
(e.g., to administer multi-factor authentication), including verified
attributes the authorized CSP, IdP, or third party maintains or passes
to us after a user successfully passes identity proofing, such as:
<bullet> Identity attributes such as name, full or partial SSN, and
date of birth;
<bullet> Email address;
<bullet> User ID;
<bullet> Phone numbers (primary, alternate, mobile, home, work,
and/or landline);
<bullet> Level of access;
<bullet> Transaction ID;
<bullet> Pass/fail indicator;
<bullet> Date/time of the transaction;
<bullet> Codes associated with the transaction;
[[Page 40698]]
<bullet> Level of confidence in the provided identity and
attributes, including indicators of potential risk factors;
<bullet> Type of authenticators (e.g., password);
<bullet> Self-generated security questions and answers; and
<bullet> The identity of the organization and/or individual
representative or employee performing the identity proofing.
Other program-specific attribute information that we, a CSP, an
IdP, or other third party collects directly, or on behalf of us, may
include:
<bullet> Citizenship;
<bullet> Accepted terms of service (Y/N);
<bullet> Employment information such as job title, job role, and
organization;
<bullet> Business and affiliations;
<bullet> Address (e.g., postal address, home address, business
address(es);
<bullet> Justification/nomination for access to our computers,
networks, or systems;
<bullet> Supervisor/nominator's name, job title, organization,
phone numbers, and email address;
<bullet> Verification of training requirements or other
prerequisite requirements for access to our computers, networks, or
systems; and
<bullet> Government-issued identity document type, number, and
expiration date; and
<bullet> Authorization for access to information when necessary.
We also maintain records on access to our computers, networks,
online programs, and applications, including:
<bullet> User ID and passwords;
<bullet> Registration numbers or IDs associated with our
Information Technology (IT) resources;
<bullet> Date and time of access;
<bullet> Logs of activity interacting with our IT resources;
<bullet> Internet Protocol (IP) address of access;
<bullet> Web browser and device information collected from the
device used to access IT services, including a device fingerprint;
<bullet> Logs of internet activity;
<bullet> Track opt-in and opt-out of electronic messaging
selections;
<bullet> Records on the authentication of the access request,
names, phone numbers of other contacts, and positions or business/
organizational affiliations and titles of individuals who can verify
that the individual seeking access has a need to access the system; and
<bullet> Other contact information provided to the agency or that
is derived from other sources to facilitate authorized access to SSA IT
resources.
RECORD SOURCE CATEGORIES:
We obtain information in this system of records from individuals
seeking access to a service provided by SSA that requires digital
identity. We also obtain information from existing SSA systems of
records, CSPs, IdPs, authorized third parties, Federal, State, or local
agencies, and SSA contractors.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
We will disclose records pursuant to the following routine uses;
however, we will not disclose any information defined as ``return or
return information'' under 26 U.S.C. 6103 of the Internal Revenue Code
(IRC), unless authorized by statute, the Internal Revenue Service
(IRS), or IRS regulations.
1. To the Office of the President, in response to an inquiry
received from that office made on behalf of, and at the request of, the
subject of record or a third party acting on the subject's behalf.
2. To a congressional office in response to an inquiry from that
office made on behalf of, and at the request of, the subject of the
record.
3. To the Department of Justice (DOJ), a court or other tribunal,
or another party before such court or tribunal, when:
(a) SSA, or any component thereof; or
(b) any SSA employee in the employee's official capacity; or
(c) any SSA employee in the employee's individual capacity where
DOJ (or SSA where it is authorized to do so) has agreed to represent
the employee; or
(d) the United States or any agency thereof where we determine the
litigation is likely to affect SSA or any of its components, SSA 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 the tribunal is relevant and
necessary to the litigation, provided, however, that in each case, we
determine that such disclosure is compatible with the purpose for which
the records were collected.
4. To contractors and other Federal agencies, as necessary, for
assisting SSA in the efficient administration of its programs. We will
disclose 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.
5. To student volunteers, individuals working under a personal
services contract, and other workers who technically do not have the
status of Federal employees, when they are performing work for SSA, as
authorized by law, and they need access to personally identifiable
information (PII) in our records in order to perform their assigned
agency functions.
6. To DOJ, for investigating and prosecuting violations of the
Social Security Act.
7. To the National Archives and Records Administration (NARA) under
44 U.SC. 2904 and 2906.
8. To appropriate agencies, entities, and persons when:
(a) SSA suspects or has confirmed that there has been a breach of
the system of records;
(b) SSA has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, SSA (including
its information systems, programs, and operations), the Federal
Government, or national security; and
(c) the disclosure made to such agencies, entities, and persons is
reasonably necessary to assist in connection with SSA's efforts to
respond to the suspected or confirmed breach or to prevent, minimize,
or remedy such harm.
9. To another Federal agency or Federal entity, when SSA determines
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in:
(a) responding to suspected or confirmed breach; or
(b) preventing, minimizing, or remedying the risk of harm to
individuals, the recipient agency or entity (including its information
systems, programs, and operations), the Federal Government, or national
security, resulting from a suspected or confirmed breach.
10. To the Department of the Treasury, IRS, for the purpose of
auditing SSA's compliance with the safeguard provisions of the IRC of
1986, as amended.
11. To the Department of the Treasury, IRS, digital identity
information associated with electronic wage submissions processed by
SSA under section 232 of the Social Security Act for the purpose of
investigating fraud, abuse, or security risks in such wage submissions.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
We will maintain records in this system in electronic form.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
We will retrieve records in this system by the individual's name
and
[[Page 40699]]
associated identifying information, SSN, as well as internal
transaction and credential identifiers (e.g., transaction
identification for the internet benefit application, transaction
identification for an electronic online Direct Deposit change, etc.).
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
In accordance with NARA rules codified at 36 CFR 1225.16, we
maintain records in accordance with approved NARA General Records
Schedules (GRS) 3.2, item 031; GRS 5.2, item 020; and GRS 4.2, item
130.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
We retain electronic files containing personal identifiers in
secure storage areas accessible only by authorized employees, including
our employees and contractors, who have a need for the information when
performing their official duties. Security measures include, but are
not limited to, the use of codes and profiles, personal identification
numbers and passwords, and personal identification verification cards.
We restrict access to specific correspondence within the system based
on assigned roles and authorized users. We will use audit mechanisms to
record sensitive transactions as an additional measure to protect
information from unauthorized disclosure or modification.
We annually provide authorized individuals, including our employees
and contractors, with appropriate security awareness training that
includes reminders about the need to protect PII and the criminal
penalties that apply to unauthorized access to, or disclosure of, PII
(5 U.S.C. 552a(i)(1)). Furthermore, authorized individuals with access
to databases maintaining PII must annually sign a sanction document
that acknowledges their accountability for inappropriately accessing or
disclosing such information.
RECORD ACCESS PROCEDURES:
Individuals may submit requests for information about whether this
system contains a record about them by submitting a written request to
the system manager at the above address, which includes their name,
SSN, or other information that may be in this system of records that
will identify them. Individuals requesting notification of, or access
to, a record by mail must include: (1) a notarized statement to us to
verify their identity; or (2) must certify in the request that they are
the individual they claim to be and that they understand that the
knowing and willful request for, or acquisition of, a record pertaining
to another individual under false pretenses is a criminal offense.
Individuals requesting notification of, or access to, records in
person must provide their name, SSN, or other information that may be
in this system of records that will identify them, as well as provide
an identity document, preferably with a photograph, such as a driver's
license. Individuals lacking identification documents sufficient to
establish their identity must certify in writing that they are the
individual they claim to be and that they understand that the 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 our regulations at 20 CFR
401.40 and 401.45.
CONTESTING RECORD PROCEDURES:
Same as record access procedures. Individuals 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
incomplete, untimely, inaccurate, or irrelevant. These procedures are
in accordance with our regulations at 20 CFR 401.65(a).
NOTIFICATION PROCEDURES:
Same as record access procedures. These procedures are in
accordance with our regulations at 20 CFR 401.40 and 401.45.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
88 FR 14435 (March 8, 2023), Digital Identity File Record System.
[FR Doc. 2025-15845 Filed 8-19-25; 8:45 am]
BILLING CODE 4191-02-P
</pre><script data-cfasync="false" src="/cdn-cgi/scripts/5c5dd728/cloudflare-static/email-decode.min.js"></script></body>
</html>Indexed from Federal Register on August 20, 2025.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.