Digital Audio for Administrative Law Judge (ALJ) Hearings

·         Name of project.

      Digital Audio for Administrative Law Judge (ALJ) Hearings

      (also known as Digital Recording Acquisition Project (DRAP)

·         Unique project identifier.

      016-00-01-02-01-2065-00-112-036

·         Privacy Impact Assessment Contact.

      Producer-Director
      Media Productions Branch
      Division of Materiel Resources
      Office of Disability Adjudication and Review
      5107 Leesburg Pike
      Falls Church, VA 22041-3255

·         Describe the information to be collected, why the information is being collected, the intended use of the information and with whom the information will be shared.

Claimants and beneficiaries who disagree with the decision SSA makes on their claims may appeal the decision by requesting a hearing before an SSA ALJ.  When these hearings take place they presently are recorded on cassette tapes.  The Digital Audio for ALJ Hearings initiative will not result in any new collection of information.  Instead, it involves replacing unsupported and outdated analog recording technology with digital recording technology to support judicial hearings by ALJs in SSA’s Office of Hearings and Appeals.  The ultimate goal for future years is a central repository in order to make electronic sharing of information possible to all SSA users who review these recordings.  For the present, there are no systems interfaces. 

We generally disclose this information only as necessary to process an individual’s claim for benefits or to entities as authorized by Federal law.

·         Describe the administrative and technological controls that are in place or that are planned to secure the information being collected.

During the initial phase of this project, compact discs (CDs) that store hearing records will replace cassette tapes.  Existing security procedures will remain in place such as housing hearing records in cabinets in a secure storage area with access to the records limited to employees with a job-related need to know.  Additionally, SSA has in place, strict policy governing rules of behavior for employees with access to personal information and the need for non-disclosure of sensitive records and data.

·         Describe the impact on individuals’ privacy rights. 

Are individuals afforded an opportunity to decline to provide information?

We collect information only where we have specific legal authority to do so and this information is collected primarily to administer our responsibilities under the Social Security Act.  When we collect information from individuals, we advise them of our legal authority for requesting the information and explain the effect(s) on him/her if they choose not to provide the information.  The individual can then make an informed decision of whether to provide the information or not.

Are individuals afforded an opportunity to consent to only particular uses of the information?

We collect information only where we have specific legal authority to do so and this information is collected primarily to administer our responsibilities under the Social Security Act.  When we collect information from individuals, we advise them of our legal authority for requesting the information and explain the effect(s) on him/her if they choose not to provide the information. The individual can then make an informed decision of whether to provide the information or not.

·         Does the collection of this information require a new system of records under the Privacy Act (5 U.S.C. § 552a) or an alteration to an existing system of records?

For the present time, only minor changes will be required to the existing system of records, Storage of Hearing Records: Tape Cassettes and Audiograph Discs (60-0006), in order to reflect the new storage medium, e.g., replacing existing cassettes with CDs.

PIA CONDUCTED BY PRIVACY OFFICER, SSA:

 

      
_______________________________                   09/02/05__

SIGNATURE                                                           DATE

 

PIA REVIEWED BY SENIOR AGENCY PRIVACY OFFICIAL, SSA:

_/S/ Thomas W. Crawley__________                      __09/08/05__

SIGNATURE                                                                    DATE