Notice2026-00132
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
January 8, 2026
Effective
February 9, 2026
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, Hearings and Appeals Case Control System (60-0009), last published on October 13, 1982. This notice publishes details of the modified system as set forth under the caption, SUPPLEMENTARY INFORMATION.
Full Text
<html>
<head>
<title>Federal Register, Volume 91 Issue 5 (Thursday, January 8, 2026)</title>
</head>
<body><pre>
[Federal Register Volume 91, Number 5 (Thursday, January 8, 2026)]
[Notices]
[Pages 754-757]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-00132]
=======================================================================
-----------------------------------------------------------------------
SOCIAL SECURITY ADMINISTRATION
[Docket No. SSA-2025-0006]
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, Hearings and Appeals Case Control System (60-0009), last
published on October 13, 1982. This notice publishes details of the
modified system as set forth under the caption, SUPPLEMENTARY
INFORMATION.
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 February 9, 2026.
We invite public comment on the routine uses or other aspects of
this SORN. In accordance with the Privacy Act of 1974, the public is
given a 30-day period in which to submit comments. Therefore, please
submit any comments by February 9, 2026.
ADDRESSES: The public, Office of Management and Budget (OMB), and
Congress may comment on this publication by writing to the Head of
Privacy and Disclosure Policy, Law and Policy, SSA, Room G-401 West
High Rise, 6401 Security Boulevard, Baltimore, Maryland 21235-6401, or
through the Federal e-Rulemaking Portal at <a href="https://www.regulations.gov">https://www.regulations.gov</a>.
Please reference docket number SSA-2025-0006. All comments we receive
will be available for public inspection at the above address and we
will post them to <a href="https://www.regulations.gov">https://www.regulations.gov</a>.
FOR FURTHER INFORMATION CONTACT: Tristin Dorsey, Government Information
Specialist, Privacy Implementation Division, Privacy and Disclosure
Policy, Law and Policy, 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#733c34305d3c23375d203c213d330000125d141c05"><span class="__cf_email__" data-cfemail="024d45412c4d52462c514d504c427171632c656d74">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: We are modifying the system of records name
from ``Hearings and Appeals Case Control System, HHS/SSA/OHA'' to
``Hearings and Appeals Case Control System'' to remove references to
Health and Human Services (HHS) and accurately reflect the name of the
system. We are modifying the system location to clarify where the
agency will maintain records. We are modifying the system manager to
clarify the offices responsible for maintaining the system. We are also
expanding the purpose of the system to include tracking hearings and
appeals office workloads from the receipt of a request for hearing
until the final Appeals Council-level disposition, as well as certain
specialized Appeals Council level workloads including Federal court
required actions, quality review, and attorney fee actions. We are
clarifying the categories of individuals covered by the system for
easier reading.
We are expanding the categories of records to include the name and
Social Security number of potential claimants and beneficiaries,
information about the Administrative Appeals Judge and/or Appeals
Officer assigned to the case, and appeals issue types. We are expanding
the record source categories to include appointed representatives,
representative payees, and existing SSA systems of records. We are
clarifying the language in routine use Nos. 1, 2, 3, 4, and 6 for
easier reading.
In addition, we are adding 13 new routine uses to permit
disclosures to the following:
<bullet> The Secretary of HHS or to any State, the Commissioner
shall disclose any record or information requested in writing by the
Secretary for the purpose of administering any program administered by
the Secretary, if records or information of such type were so disclosed
under applicable rules, regulations and procedures in effect before the
date of enactment of the Social Security Independence and Program
Improvements Act of 1994.
<bullet> 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 the record or a third party acting on the subject's behalf;
<bullet> Federal, State, and local law enforcement agencies and
private contractors, to enable them to protect the safety of SSA
employees and customers, the security of the SSA workplace, and the
operation of our facilities, or to assist investigations or
prosecutions with respect to activities that affect such safety and
security, or activities that disrupt the operation of our facilities;
<bullet> third party contacts, (e.g., employers and private pension
plans) in situations where the party to be contacted has, or is
expected to have, information relating to the individual's capability
to manage their benefits or payments, or their eligibility for or
entitlement to benefits or eligibility for payments, under the Social
Security program;
<bullet> third party contacts, where necessary, to establish or
verify information provided by a representative payee or representative
payee applicant;
<bullet> a Social Security beneficiary or claimant, when a claim is
filed by an individual on the same record that is adverse to the
beneficiary, only information concerning the facts relevant to the
interests of each party in a claim;
<bullet> private medical and vocational consultants for
consultative medical examinations and vocational assessments;
<bullet> claimants, prospective claimants (other than the data
subject), and their appointed representatives and those working with
such representatives (including, but not limited to, partners,
associates, and contractors) when the information pertains to the
individuals whom the appointed representative is representing; and to
representative payees, when the information pertains to individuals for
whom they serve as representative payees, for the purpose of assisting
us in administering representative payment responsibilities under the
Social Security Act, to the extent necessary to pursue Social Security
claims, and for the purpose of assisting them in performing their
duties as payees, including receiving and accounting for benefits for
individuals for whom they serve as payees;
<bullet> contractors, cooperative agreement awardees, Federal and
State agencies, and Federal congressional support agencies for research
and statistical activities that are designed to increase knowledge
about present or alternative Social Security programs; are of
importance to the Social Security program or the Social Security
beneficiaries; or are for an epidemiological project that relates to
[[Page 755]]
the Social Security program or beneficiaries;
<bullet> State and local government agencies, in situations
involving suspected abuse, neglect, or exploitation of minor children
or vulnerable adults, to report suspected abuse or determine a victim's
eligibility for services;
<bullet> a representative (current or former), the executor of a
deceased representative's estate or individual recognized by the State
as the representative of the estate, an individual who provided
representational services, the entity with which the representative or
individual is or was affiliated through registration, or an individual
or entity to which the agency disbursed a fee payment, to the extent
necessary to dispose of a fee petition or fee agreement or resolve
other fee-related issues in claims-related matters, but not to include
pre-decisional deliberative documents, such as analyses and
recommendations prepared for the decision-maker;
<bullet> third parties, limited information, as necessary, to reach
claimants, beneficiaries, and others SSA has a business need to reach
related to records in this system; and
<bullet> third parties when an individual involved with a request
needs assistance to communicate because of a hearing impairment or a
language barrier (e.g., to interpreters, telecommunications relay
system operators).
Lastly, we are modifying the policies and practices for the storage
of records to reflect that we will maintain records in paper and in
electronic form. We are expanding the policies and practices for the
retrieval of records to include name and folder number. We are
clarifying the policies and practices for the retention and disposal of
records to reflect accurate records schedules. We are modifying 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 provided a report to OMB
and Congress on this modified system of records.
Matthew Ramsey,
Head of Privacy and Disclosure, Law and Policy.
SYSTEM NAME AND NUMBER:
Hearings and Appeals Case Control System, 60-0009.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Social Security Administration, Disability Adjudication, Appellate
Operations, 6401 Security Boulevard, Baltimore, MD 21235.
Social Security Administration, Disability Adjudication, Hearings
Operations, 6401 Security Boulevard, Baltimore, MD 21235.
SSA Program Service Centers in receipt of claims (See Appendix A at
<a href="https://www.ssa.gov/privacy/sorn/app_a.htm">https://www.ssa.gov/privacy/sorn/app_a.htm</a>).
Appellate Operations and Hearings Operations organizations in
receipt of cases awaiting action by the Appeals Council or cases
awaiting hearings or decisions by Administrative Law Judges (See
Appendix F at <a href="https://www.ssa.gov/privacy/sorn/app_f.htm">https://www.ssa.gov/privacy/sorn/app_f.htm</a> for more
information).
Information is also located in additional locations in connection
with cloud-based services and kept at an additional location as backup
for business continuity purposes.
SYSTEM MANAGER(S):
Social Security Administration, Chief of Disability Adjudication,
Disability Adjudication, 6401 Security Boulevard, Baltimore, MD 21235-
6401, (410) 966-5855.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 205, 1631(d)(1), and 1872 of the Social Security Act, as
amended, and section 413(b) of the Federal Coal Mine Health and Safety
Act, as amended.
PURPOSE(S) OF THE SYSTEM:
We will use the information in this system of records to develop
claims and management information about title II (Retirement,
Survivor's, and Disability Insurance), title XVI (Supplemental Security
Income), and title XVIII (Health Insurance). We will use the
information to perform certain post-entitlement actions for Black Lung
benefits, pursuant to the Federal Coal Mine Health and Safety Act. We
will also use the information to track hearings and appeals office
workloads, from the receipt of a request for hearing until the final
Appeals Council-level disposition, as well as certain specialized
Appeals Council-level workloads including Federal court required
actions, quality review, and attorney fee actions.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system maintains information about claimants who file for
title II (Retirement, Survivor's, and Disability Insurance), title XVI
(Supplemental Security Income), title XVIII (Health Insurance), and
Black Lung benefits.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system maintains records that include, but are not limited to,
the name and Social Security number (SSN) of the claimant, potential
claimant, or beneficiary; type of claim; hearing request receipt date;
last action on the case and date of action; case location, e.g., pre-
hearing, scheduling, hearing, post-hearing, disposition date, routing,
and transfer; date of filing; scheduled hearing date; information about
the administrative law judge assigned to the case; date of request for
review; information about the Administrative Appeals Judge and/or
Appeals Officer assigned to the case; cross reference SSN; appeals
issue types (disability, non-disability, overpayments, and continuing
disability reviews).
RECORD SOURCE CATEGORIES:
We obtain information in this system from claimants; beneficiaries;
recipients; appropriate members of the public, including third parties
that may have information relevant to the claim; local, State, and
Federal agencies; appointed representatives; representative payees;
contractors; and existing SSA systems of records such as the Claims
Folders System, 60-0089; Electronic Disability Claim File, 60-0320; and
Appointed Representative File, 60-0325.
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 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.
2. 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
[[Page 756]]
(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 SSA determines
the litigation is likely to affect SSA or any of its components, is a
party to the litigation or has an interest in such litigation, and we
determine that the use of such records by DOJ, a court or other
tribunal, or another party before 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.
3. 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
we may enter into a contractual or similar agreement to obtain
assistance in accomplishing an agency function relating to this system
of records.
4. To the National Archives and Records Administration (NARA) under
44 U.S.C. 2904 and 2906.
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 us, 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 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.
7. To another Federal agency or Federal entity, when we determine
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in:
(a) responding to a 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.
8. To the Secretary of Health and Human Services or to any State,
the Commissioner shall disclose any record or information requested in
writing by the Secretary for the purpose of administering any program
administered by the Secretary, if records or information of such type
were so disclosed under applicable rules, regulations and procedures in
effect before the date of enactment of the Social Security Independence
and Program Improvements Act of 1994.
9. 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 the record or a third party acting on the subject's behalf.
10. To Federal, State, and local law enforcement agencies and
private security contractors as appropriate, if necessary:
(a) to enable them to protect the safety of SSA employees and
customers, the security of the SSA workplace, and the operation of our
facilities, or
(b) to assist investigations or prosecutions with respect to
activities that affect such safety and security, or activities that
disrupt the operation of our facilities.
11. To third party contacts (e.g., employers and private pension
plans) in situations where the party to be contacted has, or is
expected to have, information relating to the individual's capability
to manage their benefits or payments, or their eligibility for or
entitlement to benefits or eligibility for payments, under the Social
Security program when:
(a) The individual is unable to provide information being sought.
An individual is considered to be unable to provide certain types of
information when:
i. The individual is incapable or of questionable mental
capability;
ii. The individual cannot read or write;
iii. The individual cannot afford the cost of obtaining the
information;
iv. The custodian of the information will not, as a matter of
policy, provide it to the individual; or
(b) the data is necessary to establish the validity of evidence or
to verify the accuracy of information presented by the individual, and
it concerns one or more of the following:
i. The individual's entitlement to or eligibility for benefits
under the Social Security program;
ii. The amount of the individual's benefit or payment; or
iii. Any case in which the evidence is being reviewed, as a result
of suspected abuse or fraud, or concern for program integrity, quality
appraisal, or evaluation and measurement activities.
12. To third party contacts, where necessary, to establish or
verify information provided by representative payees or representative
payee applicants.
13. To a Social Security beneficiary or claimant, when a claim is
filed by an individual on the same record adverse to the beneficiary,
only information concerning the facts relevant to the interests of each
party in a claim, i.e.,
(a) an award of benefits to a new claimant precludes an award to a
prior claimant; or
(b) an award of benefits to a new claimant will reduce benefit
payments to the individual(s) on the rolls, but only for information
concerning the facts relevant to the interests of each party in a
claim.
14. To private medical and vocational consultants, for use in
preparing for, or evaluating the results of, consultative medical
examinations or vocational assessments which they were engaged to
perform by SSA or a State agency, in accordance with sections 221 or
1633 of the Social Security Act.
15. To claimants, prospective claimants (other than the data
subject), and their appointed representatives and those working with
such representatives (including, but not limited to, partners,
associates, and contractors) when the information pertains to the
individuals whom the appointed representative is representing; and to
representative payees, when the information pertains to individuals for
whom they serve as representative payees, for the purpose of assisting
us in administering representative payment responsibilities under the
Social Security Act, to the extent necessary to pursue Social Security
claims, and for the purpose of assisting them in performing their
duties as payees, including receiving and accounting for benefits for
individuals for whom they serve as payees.
16. To contractors, cooperative agreement awardees, State agencies,
Federal agencies, and Federal congressional support agencies for
research and statistical activities that are designed to increase
knowledge about present or alternative Social Security
[[Page 757]]
programs; are of importance to the Social Security program or the
Social Security beneficiaries; or are for an epidemiological project
that relates to the Social Security program or beneficiaries. We will
disclose information under this routine use pursuant only to a written
agreement with us.
17. To State and local government agencies, in situations involving
suspected abuse, neglect, or exploitation of minor children or
vulnerable adults, to report suspected abuse or determine a victim's
eligibility for services.
18. To a representative (current or former), the executor of a
deceased representative's estate or individual recognized by the State
as the representative of the estate, an individual who provided
representational services, the entity with which the representative or
individual is or was affiliated through registration, or an individual
or entity to which the agency disbursed a fee payment, to the extent
necessary to dispose of a fee petition or fee agreement or resolve
other fee-related issues in claims-related matters, but not to include
pre-decisional deliberative documents, such as analyses and
recommendations prepared for the decision-maker.
19. Limited information to third parties as necessary to reach
claimants, beneficiaries, and others SSA has a business need to reach
related to records in this system.
20. To third parties when an individual involved with a request
needs assistance to communicate because of a hearing impairment or a
language barrier (e.g., to interpreters, telecommunications relay
system operators).
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
We will maintain records in this system in paper and electronic
form.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
We will retrieve records by SSN, name, and folder number.
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 agency-wide Leadership Bucket, DAA-
0047-2024-0001, and agency-wide Legal Bucket, DAA-0047-2022-0003.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
We retain electronic files containing personal identifiers in
secure storage areas accessible only by authorized individuals,
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 use audit mechanisms to record sensitive transactions as an
additional measure to protect information from unauthorized disclosure
or modification. We keep paper records in cabinets within secure areas,
with access limited to only those employees who have an official need
for access in order to perform their duties.
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 sanctions 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, 401.45, and 401.55.
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, 401.45, and 401.55.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
47 FR 45589 (October 13, 1982), Hearings and Appeals Case Control
System.
48 FR 37526 (August 18, 1983), Hearings and Appeals Case Control
System.
51 FR 8243 (March 10, 1986), Hearings and Appeals Case Control
System.
52 FR 12084 (April 14, 1987), Hearings and Appeals Case Control
System.
59 FR 46439 (September 8, 1994), Hearings and Appeals Case Control
System.
65 FR 46997 (August 1, 2000), Hearings and Appeals Case Control
System.
72 FR 69723 (December 10, 2007), Hearings and Appeals Case Control
System.
83 FR 54969 (November 1, 2018), Hearings and Appeals Case Control
System.
[FR Doc. 2026-00132 Filed 1-7-26; 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 January 8, 2026.
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.