Privacy Act of 1974; System of Records

Issuing agencies

Abstract

In accordance with the Privacy Act of 1974, we are issuing public notice of our intent to establish a new system of records entitled, Client Data System (60-0392). We will use the information in this system of records to track data fields that are used across multiple agency systems to help ensure consistent and up-to-date information is maintained to effectively and efficiently communicate with customers and administer Social Security programs, as detailed in the PURPOSE section. This notice publishes details of the new system as set forth under the caption, SUPPLEMENTARY INFORMATION.

Full Text

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<title>Federal Register, Volume 91 Issue 209 (Friday, October 30, 2026)</title>
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[Federal Register Volume 91, Number 209 (Friday, October 30, 2026)]
[Notices]
[Pages 68581-68584]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-22173]


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SOCIAL SECURITY ADMINISTRATION

[Docket No. SSA-2025-0030]


Privacy Act of 1974; System of Records

AGENCY: Social Security Administration (SSA).

ACTION: Notice of a new system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, we are issuing 
public notice of our intent to establish a new system of records 
entitled, Client Data System (60-0392). We will use the information in 
this system of records to track data fields that are used across 
multiple agency systems to help ensure consistent and up-to-date 
information is maintained to effectively and efficiently communicate 
with customers and administer Social Security programs, as detailed in 
the PURPOSE section. This notice publishes details of the new 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 November 30, 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 November 30, 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-2025-0030. 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, Disclosure and Data Support Division, Privacy and 
Disclosure Policy, Law and Policy, SSA, Room G-401 West High Rise, 6401 
Security Boulevard, Baltimore, Maryland 21235-6401, telephone: (410) 
965-1727, email: <a href="/cdn-cgi/l/email-protection#337f631d6377631d607c617d734040521d545c45"><span class="__cf_email__" data-cfemail="165a463846524638455944585665657738717960">[email&#160;protected]</span></a>.

SUPPLEMENTARY INFORMATION: We are establishing the Client Data System 
to track and manage information about a customer including personal 
information and customer interactions, which will support SSA's 
business processes and administration of Social Security programs, 
including but not limited to, pre-claims, claims processing, and post-
entitlement situations. This system will be used to track data fields 
that are maintained in multiple SSA systems to help ensure consistent 
information across systems. With this system, SSA employees will be 
able to serve SSA customers more efficiently and effectively by 
providing one main location to view information concerning the 
customer.
    In accordance with 5 U.S.C. 552a(r), we have provided a report to 
OMB and Congress on this new system of records.

Matthew Ramsey,
Head of Privacy and Disclosure Policy, Law and Policy.
SYSTEM NAME AND NUMBER:
    Client Data System, 60-0392.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Social Security Administration, Chief Information Officer, Shared 
IT & Enterprise Services, 6401 Security Boulevard, Baltimore, Maryland 
21235.
    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 Information Officer, Shared 
IT & Enterprise Services, 6401 Security Boulevard, Baltimore, MD 21235, 
(410) 965-1727.
    Social Security Administration, Chief, Digital Services, 6401 
Security Boulevard, Baltimore, MD 21235, (410) 965-1727.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Sections 202-205, 223, 226, 228, 1602, 1611-1616, 1631, 1633, 1634, 
1818, 1836, and 1840 and Title VIII of the Social Security Act, as 
amended; and the Internal Revenue Code (26 U.S.C. 6103(l)(1)(A)).

PURPOSE(S) OF THE SYSTEM:
    We will use the information in this system of records to track data 
fields that are used across multiple agency systems to help ensure 
consistent and up-to-date information is maintained to effectively and 
efficiently communicate with customers and administer Social Security 
programs. We will also use the information in this system of records 
to:
    <bullet> provide a centralized location to view the covered 
customer data;
    <bullet> determine and manage customer preferences, such as methods 
of communication;
    <bullet> track and manage customer interactions;
    <bullet> track applicable customer authorization, e.g., consent for 
disclosure for in-person identity proofing purposes, consent to text;
    <bullet> complete customer transactions such as pre-claims, claims 
processing, and post-entitlement situations;
    <bullet> make informed decisions about priority workloads, staffing 
needs, and equipment needs;
    <bullet> form agency strategic goals and funding decisions;
    <bullet> determine agency operating plans and public service 
indicators; and
    <bullet> to assist in the administration of Social Security 
programs, such as identity verification of SSA customers, prevention of 
fraud in the Social Security program, research that relates to the 
Social Security program, and other uses that help administer the Social 
Security program.
    We may also use contact information (e.g., email addresses) 
provided by individuals who conduct business with SSA for program 
outreach (e.g., notification about our programs, online services, SSA 
events, and surveys) and other purposes related to our administration 
of the Social Security Act.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on individuals who have been 
issued a Social Security number (SSN), including those who have 
conducted business with SSA beyond enumeration.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system maintains records on customers including, but not 
limited to:
    <bullet> Identity Information: This information may include name; 
SSN; sex; date of birth; parent name(s); and place of birth.
    <bullet> Citizenship Information: This information may include 
country of citizenship.

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    <bullet> Contact Information: This information may include mailing 
address; email address; written and spoken language; telephone number; 
opt-in and opt-out of electronic messaging selections; applicable 
customer authorizations; contact's relationship with number holder, 
i.e., parental or marriage; customer interaction history, including 
notes or remarks entered by technicians; and details of customer 
contact and verification history.
    <bullet> Representative Payee Information: This information may 
include names, SSNs, telephone number(s), and address of current 
representative payee and relationship with the beneficiary.
    <bullet> Appointed Representative Information: This information may 
include name and telephone number(s) of current appointed 
representatives; and fee agreement information including whether the 
fee has been waived and/or whether direct payment has been waived.
    <bullet> Benefits Information: This information may include title 
II benefit and title XVI payment amounts; effective dates of benefit 
and payment amounts; and claim number.
    <bullet> Earnings Information: This information may include yearly 
earnings and quarters of coverage; and voluntary tax withholding rates.
    <bullet> Accommodation Information: This information may include 
special notice formats for individuals that may be blind or visually 
impaired, e.g., Braille or large-print; language interpreter needs; and 
accommodations for individuals that may be deaf or hard of hearing, 
e.g., passing notes or use of a hearing loop.
    <bullet> Marriage Information: This information may include 
spouse's SSN, name and date of birth; marriage start and end dates; 
reason for marriage end; place of marriage; marriage type, e.g., 
whether marriage conducted by clergyman/public official, common law or 
other ceremony; whether spouse is deceased, disabled, or blind; and 
address.
    <bullet> Warning or Alert Information: This information may include 
electronic block, high-risk, and special indicator warnings.
    <bullet> Military Service Information: This includes indicators for 
Department of Defense Wounded Warrior and Department of Veterans 
Affairs 100% Permanent and Total Disability Compensation Rating.

RECORD SOURCE CATEGORIES:
    We obtain information in this system of records primarily from 
existing SSA systems of records such as the Master Files of SSN Holders 
and SSN Applications, 60-0058; Earnings Recording and Self-Employment 
Income System, 60-0059; Claims Folders System, 60-0089; Master 
Beneficiary Record, 60-0090; Supplemental Security Income Record and 
Special Veterans Benefits, 60-0103; Master Representative Payee File, 
60-0222; Medicare Database File, 60-0321; Appointed Representative 
File, 60-0325; Appointments, Visitor Information, and Customer Service 
Record System, 60-0350; Digital Identity File System, 60-0373; Requests 
for Accommodation from Members of the Public, 60-0378; and Customer 
Engagement Tools Record System, 60-0383.
    We also obtain information from the number holder; appointed 
representatives; representative payees; third parties such as a 
contractor or vendor; and Federal, State, and local agencies.

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 or a third party acting on the subject's behalf.
    2. 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.
    3. To the National Archives and Records Administration (NARA) under 
44 U.S.C. 2904 and 2906.
    4. 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 connections with SSA's efforts to 
respond to the suspected or confirmed breach or to prevent, minimize, 
or remedy such harm.
    5. 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 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.
    6. 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 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.
    7. To Federal, State, and local law enforcement agencies and 
private security contractors, as appropriate, information necessary:
    (a) to enable them to ensure the safety of our employees and 
customers, the security of our 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 operations of our facilities.
    8. 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.
    9. To student volunteers, individuals working under a personal 
services contract, and other workers who

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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.
    10. 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 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 SSA.
    11. Tax return information 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.
    12. 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).
    13. To the Secretary of Health and Human Services (HHS) or to any 
State, the Commissioner shall disclose any record or information 
requested in writing by the Secretary, for the purpose of administering 
a program administered by the Secretary, if records of 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.
    14. To Federal, State, or local agencies (or agents on their 
behalf), for administering income or health maintenance programs 
including programs under the Social Security Act. Such disclosures 
include the release of information to the following agencies, but are 
not limited to:
    (a) Railroad Retirement Board (RRB), for administering provisions 
of the Railroad Retirement Act and Social Security Act, relating to 
railroad employment, and for administering provisions of the Railroad 
Unemployment Insurance Act;
    (b) Department of Veterans Affairs (VA), for administering 38 
U.S.C. 1312, and upon request, for determining eligibility for, or 
amount of, veterans' benefits or for verifying other information with 
respect thereto pursuant to 38 U.S.C. 5106;
    (c) Department of Labor for administering provisions of Title IV of 
the Federal Coal Mine Health and Safety Act, as amended by the Black 
Lung Benefits Act;
    (d) State welfare departments, for administering sections 
205(c)(2)(B)(i)(II) and 402 of the Social Security Act, which require 
information about assigned SSNs for Temporary Assistance for Needy 
Families (TANF) program purposes, and for determining a beneficiary's 
eligibility under the TANF program;
    (e) State agencies for administering the Medicaid program; and
    (f) State agencies for making determinations of food stamp 
eligibility under the food stamp program.
    15. To third party contacts (e.g., employers and private pension 
plans) in situations where an individual's whereabouts are unknown or 
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. they are incapable or is of questionable mental capability;
    ii. they cannot afford the cost of obtaining the information; or
    iii. 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. their entitlement to or eligibility for benefits under the 
Social Security program;
    ii. the amount of their 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.
    16. To the Department of State, for administration of the Social 
Security Act in foreign countries through services and facilities of 
that agency.
    17. To Department of Homeland Security, upon request, to identify 
and locate aliens in the United States pursuant to section 290(b) of 
the Immigration and Nationality Act (8 U.S.C. 1360(b)).
    18. To third party contacts (e.g., State bureaus of vital 
statistics) that issue documents or confer a specific status to a 
person, when the third party has, or is expected to have, information 
that will verify the document/status.
    19. To an individual, when information about themselves or others, 
which is filed under someone else's Social Security number, affects the 
individual's entitlement to Social Security benefits or the amount of 
those benefits (e.g., relevant records to an adversely affected 
beneficiary).
    20. To Federal, State, and local law enforcement agencies, with 
jurisdiction to investigate or prosecute criminal violations of the 
Social Security Act, or other applicable statutes to which criminal 
penalties attach, when the agency determines that the information is 
relevant and necessary to the investigation or prosecution.
    21. To the American Institute, a private corporation under contract 
to the Department of State, for administering the Social Security Act 
in Taiwan through facilities and services of that agency.
    22. To the VA, Regional Office, Manila, Philippines, for the 
administration of the Social Security Act in the Philippines and other 
parts of the Asia-Pacific region through services and facilities of 
that agency.
    23. To the Department of Interior and its agents, for the purpose 
of administering the Social Security Act in the Northern Mariana 
Islands through facilities and services of that agency.
    24. 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.
    25. To specified business and other community members and Federal, 
State, and local agencies for verification of eligibility for benefits 
under section 1631(e) of the Social Security Act.
    26. To third party contacts (including private collection under 
contract with

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us), for the purpose of their assisting us in recovering overpayments.
    27. 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.
    28. To HHS, Office of Child Support Enforcement, as required by 
section 453(e)(2) and (j)(1) of the Social Security Act for the 
administration of the Federal Parent Locator System.
    29. 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.
    30. To the U.S. Department of the Treasury, when disclosure of the 
information is relevant to review SSA's payment and award eligibility 
through the Do Not Pay Working System for the purposes of identifying, 
preventing, or recouping improper payments to an applicant for, or 
recipient of, Federal funds, including funds disbursed by a state 
(meaning a state of the United States, the District of Columbia, a 
territory or possession of the United States, or a federally recognized 
Indian tribe) in a state-administered, federally funded program. This 
routine use will be applied when disclosure meets the requirements in 
20 CFR 401.150(c).

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 number holder's SSN.

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 
Schedule (GRS) 3.1, item 011; GRS 3.2, item 020; GRS 4.2, item 170; and 
GRS 5.2, items 010 and 020; and agency-specific records schedule, N1-
047-05-001.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    We retain electronic files 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.
    Under 20 CFR 401.35, you are only entitled to seek access to 
records about yourself. Thus, when providing access, we may need to 
redact or otherwise withhold information about third parties in a 
record retrieved by your identifier. To the extent you seek access to a 
record with information about more than one individual, under 20 CFR 
401.60, you may only receive access to information about you, the fact 
of entitlement, and the amount of benefits payable to other persons 
based on your record.
    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.
    As recognized under the ``Records Source Categories'' information 
maintained in this system may be sourced from other agency systems of 
records. Dependent on the information the individual is seeking to 
contest, the individual may need to identify each system of records in 
which the individual seeks to correct or amend the record and follow 
the procedures for contesting records within the applicable system of 
records notice.
    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:
    None.
[FR Doc. 2026-22173 Filed 10-29-26; 8:45 am]
BILLING CODE 4191-02-P


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