Notice2026-00816
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 16, 2026
Effective
February 17, 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, Requests for Accommodation from Members of the Public (60- 0378), last published in full on June 17, 2014. This notice publishes details of the modified system as set forth below under the caption, SUPPLEMENTARY INFORMATION.
Full Text
<html>
<head>
<title>Federal Register, Volume 91 Issue 11 (Friday, January 16, 2026)</title>
</head>
<body><pre>
[Federal Register Volume 91, Number 11 (Friday, January 16, 2026)]
[Notices]
[Pages 2265-2267]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-00816]
=======================================================================
-----------------------------------------------------------------------
SOCIAL SECURITY ADMINISTRATION
[Docket No. SSA-2025-0035]
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, Requests for Accommodation from Members of the Public (60-
0378), last published in full on June 17, 2014. This notice publishes
details of the modified system as set forth below 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 17, 2026.
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 February 17, 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-2025-0035. 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: Elizabeth Boorstein, 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#85cac2c6abcad5c1abd6cad7cbc5f6f6e4abe2eaf3"><span class="__cf_email__" data-cfemail="b3fcf4f09dfce3f79de0fce1fdf3c0c0d29dd4dcc5">[email protected]</span></a>, and 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#2c636b6f02637c68027f637e626c5f5f4d024b435a"><span class="__cf_email__" data-cfemail="f7b8b0b4d9b8a7b3d9a4b8a5b9b7848496d9909881">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: 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 clarifying the categories of records maintained in the
system for easier reading.
In addition, we are expanding the record source categories to
include additional SSA systems of records. We are clarifying the
language in existing routine use Nos. 2 and 4 for easier reading. We
are adding a new routine use that will permit disclosures 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).
Lastly, 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 have provided a report to
OMB and Congress on this modified system of records.
Matthew Ramsey,
Head of Privacy and Disclosure Policy, Law and Policy.
SYSTEM NAME AND NUMBER:
Requests for Accommodation from Members of the Public (RAMP), 60-
0378
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Social Security Administration, Chief Information Officer, Systems
Operations and Hardware Engineering, 6401 Security Boulevard,
Baltimore, Maryland 21235.
Requests for accommodation may also be established initially and
maintained in any SSA office, e.g., field offices,
[[Page 2266]]
Program Service Centers, hearing offices, etc. (See Appendices A
through F at <a href="https://www.ssa.gov/privacy/sorn.html">https://www.ssa.gov/privacy/sorn.html</a>).
SYSTEM MANAGER(S):
Social Security Administration, Head of Human Resources, Human
Resources, 6401 Security Boulevard, Baltimore, MD 21235, (410) 966-
5855.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 504 of the Rehabilitation Act of 1973, as amended. This
statute provides that no otherwise qualified individual with a
disability will, solely by reason of their disability, be excluded from
participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving Federal
financial assistance or under any program or activity conducted by any
Executive agency.
PURPOSE(S) OF THE SYSTEM:
We will use information in this system to process requests for both
standard and non-standard accommodations from members of the public. We
will also use the information to track requests, approve and deny
requests, communicate with the requester, compile management
information, and conduct research and statistical activities related to
SSA's 504 program.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system maintains information about members of the public with
disabilities who request an accommodation from the agency in order to
have access to the agency's services and programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system maintains records that include, but are not limited to,
personally identifying information (PII) (e.g., name, contact
information, Social Security number (SSN), if available) of individuals
who file a request for accommodation; a description of the individual's
condition (disability or impairment); the accommodation preferred and
any acceptable alternative accommodations; an explanation as to why we
cannot satisfy or resolve the request with one of SSA's standard
accommodations, if applicable; correspondence between SSA and the
requesting individual; and additional information required to
coordinate the accommodation.
RECORD SOURCE CATEGORIES:
We obtain information in this system of records from members of the
public who request an accommodation, third parties requesting an
accommodation on another's behalf, and existing SSA systems of records
such as the Claims Folder System, 60-0089; Electronic Disability Claim
File, 60-0320; and Appointments, Visitor Information, and Customer
Service Record System, 60-0350.
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 Department of Justice (DOJ) or other Federal and State
agencies when necessary for the administration or enforcement of civil
rights laws or regulations.
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 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.
4. To DOJ, a court or other tribunal, or another party before such
court or tribunal, when:
(a) SSA, or any component thereof;
(b) any SSA employee in the employee's official capacity;
(c) any SSA employee in the employee's individual capacity when 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 when we determine the
litigation is likely to affect SSA or any of our 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.
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 PII in our records in order
to perform their assigned agency functions.
6. To contractors and Federal, State, or local agencies, as
necessary, for assisting SSA in providing accommodations to members of
the public seeking access to our programs and activities, in compliance
with Section 504 of the Rehabilitation Act of 1973, as amended. We will
disclose information under this routine use pursuant only to a written
agreement between SSA and that contractor or agency.
7. To Federal, State, and local law enforcement agencies and
private security contractors, as appropriate, if the information is
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.
8. To the National Archives and Records Administration (NARA) under
44 U.S.C. 2904 and 2906.
9. 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.
10. To contractors, grantees, other entities (e.g., universities or
non-profits), State agencies, and other Federal agencies, for the
purpose of performing research and statistical activities to assist SSA
in the efficient administration of its programs. We will disclose
information under this routine use pursuant only to a written agreement
with us.
11. To Federal, State, or local agencies (or agents on their
behalf) for providing accommodations to members of the public in
compliance with Section 504 of the Rehabilitation Act of 1973, as
amended, when that agency is administering cash or non-cash income
maintenance or health maintenance programs (including programs under
the Social Security Act).
[[Page 2267]]
12. 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.
13. 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 electronic and paper
form.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
We retrieve records in this system by SSN, name of the requesting
member of the public, or both SSN and name.
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 Legal Bucket, DAA-0047-
2022-0003.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
We retain electronic and paper records containing personal
identifiers in secure storage areas accessible only by our 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 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 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 records 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:
79 FR 34558 (June 17, 2014), RAMP.
83 FR 54969 (November 1, 2018), RAMP.
[FR Doc. 2026-00816 Filed 1-15-26; 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 16, 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.