Procedures for Retention and Timely Destruction of Identifiable Records. SSA will retain the electronic files received from OPM only for the period required for any processing related to the matching program and then will destroy all such data by electronic purging, unless SSA is required to retain the information to meet evidentiary requirements. If such retention is warranted, SSA will retire the retained records in accordance with applicable Federal Records Retention Schedules (44 U.S.C. § 3303a). SSA will not create permanent files or a separate system comprised solely of the data OPM provides to SSA.
Procedures for Retention and Timely Destruction of Identifiable Records. VA/VHA and SSA will retain the electronic files received from the other agency only for the period required for any processing related to the matching program and then will destroy all such data by electronic purging, unless VA/VHA and SSA are required to retain the information in order to meet evidentiary requirements. In case of such retention for evidentiary purposes, VA/VHA and SSA will retire the retained data in accordance with the applicable Federal Records Retention Schedule (44 U.S.C. § 3303a). VA/VHA and SSA will not create permanent files or separate system comprised solely of the data provided by the other agency.
Procedures for Retention and Timely Destruction of Identifiable Records. A. ED will retain all records with identifying information received from SSA that are matched under this Agreement in accordance with the requirements of ED Records Schedule 051, “FSA National Student Loan Data System (NSLDS)” (DAA-0441- 2017-0004) (ED 051), and ED Records Schedule 075, “FSA Loan Servicing, Consolidation, and Collections Records” (N1-441-09-16) (ED 075). (ED has submitted amendments to its records schedules, including ED 051 and ED 075, for the National Archives and Records Administration’s consideration and will not destroy records covered by ED 051 or ED 075 until such amendments are in effect, as applicable.)
B. SSA will destroy all records with identifying information received from the ED data file(s) under this Agreement approximately 90 days after receipt.
Procedures for Retention and Timely Destruction of Identifiable Records. SSA will retain the electronic files received from DHS only for the period of time required for any processing related to the matching program and then will destroy all such data by electronic purging, unless SSA or DHS is required to retain the information in order to meet evidentiary requirements. SSA may retain information verified as a result of this match in the individual’s file folders in order to meet evidentiary requirements. In case of such retention for evidentiary purposes, SSA will retire the retained data in accordance with the applicable Federal Records Retention Schedule (44 U.S.C. § 3303a) N1-047-05-001 (applicable sections based on the type of claim). SSA will not create permanent files or separate systems comprised solely of the data provided by DHS. DHS may retain one copy of the information provided to SSA as its record of disclosure in accordance with the disclosure accounting and retention requirements of the Privacy Act, as amended, 5 U.S.C. § 552a(c)(1) and (2). Under applicable legal retention requirements for records pertaining to noncitizens who are removed from the United States in accordance with the INA, SSA will retain the identifiable records verified through this matching program (i.e., records that were generated due to a match of the DHS and SSA records and verified as required under this Agreement) on the MBR and SSR unless SSA deletes them because:
1. It is established that the DHS/SSA data match was incorrect and the NH on the SSA record is not the same person as the individual reported by DHS to have 4 SSA - POMS: NL 00804.170 5 SSA - POMS: NL 00703.124 6 SSA - POMS: NL 00703.554 7 SSA - POMS: RS 02635.015 8 SSA - POMS: SI 02301.225 been removed; or
2. Documentation is submitted to establish that the NH was lawfully admitted to the United States for permanent residence subsequent to the removal.
Procedures for Retention and Timely Destruction of Identifiable Records. A. ED will retain records received from VA data file(s) that matched ED’s NSLDS with identifiable information for 15 years after final repayment or discharge, or audit of student financial obligation, in accordance with the requirements of ED’s Comprehensive Records Retention and Disposition Schedule, 072 FSA Application, Origination, and Disbursement Records. At the conclusion of the mandatory retention period, ED will destroy these records by electronic purging. This procedure is consistent with legal retention requirements established by ED in conjunction with the National Archives and Records Administration.
B. ED will not retain records from VA that do match ED’s NSLDS and will immediately purge those records.
Procedures for Retention and Timely Destruction of Identifiable Records. As stated here and, as necessary, in appendices to this agreement, both SSA and RRB will retain the records exchanged in Appendices A-D received from the source agency only for 90 days or the period of time required for any processing related to the matching program and will then destroy the records unless the recipient agency must retain the records exchanged in Appendices A-D in order to meet evidentiary requirements. In the latter instance, SSA and RRB will retire identifiable records in accordance with the Federal Records Retention Schedule (44 U.S.C. § 3303a). Neither RRB nor SSA will create a separate or permanent file or system of records comprised solely of the data provided in this matching program.
Procedures for Retention and Timely Destruction of Identifiable Records. SSA and Fiscal Service will retain the electronic files received from the other agency only for the period of time required for any processing related to the matching program and will then destroy them by means of electronic erasure. SSA and Fiscal Service may need to retain some information on particular individuals generated through this matching program, in order to meet evidentiary requirements. If such retention is warranted, SSA and Fiscal Service will retire identifiable records in accordance with the applicable Federal Records Retention Schedules (44 U.S.C. § 3303a.). SSA and Fiscal Service will not create a separate file or system that consists of information concerning only those individuals who are involved in the specific matching program. Fiscal Service may retain one copy of the information provided to SSA as Fiscal Service’s record of disclosure as required by section 552a(c) of the Privacy Act.
Procedures for Retention and Timely Destruction of Identifiable Records. SSA and Fiscal Service will retain the electronic files received from the other agency only for the period required for any processing related to the matching program and will then return the files to the other agency or destroy them by means of electronic purging, unless the other agency is required to retain the information in order to meet evidentiary requirements. In case of such retention for evidentiary requirements, SSA or Fiscal Service will retire the retained data in accordance with the applicable Federal Records Retention Schedules (44 U.S.C. § 3303a). Fiscal Service may retain one copy of the information provided to SSA as Fiscal Service’s record of disclosure as required by section 552a(c) of the Privacy Act. The agencies will not create permanent files or separate systems comprised solely of the data provided by the other agency.
Procedures for Retention and Timely Destruction of Identifiable Records. A. VA VA will retain the files received from SSA only for the period required for any processing related to the matching program and will then destroy all such data by electronic purging unless VA is required to retain the information in order to meet evidentiary requirements. In case of such retention for evidentiary purposes, VA will retain only the relevant and necessary information in its database and retire the retained data in accordance with applicable Federal Records Retention Schedule (44 U.S.C. § 3303a). VA will not create a permanent file or separate system comprised solely of the data SSA provides to VA.
B. SSA SSA will delete the matching file once the match is completed.
Procedures for Retention and Timely Destruction of Identifiable Records. A. VA will:
1. Maintain all identifiable records received from SSA in accordance with the IRC,
2. Not create a separate file or system of record, which consists of information concerning only those individuals who are involved in the specific matching program, except as necessary to control or verify the information. VA will destroy any information created for this use as soon as it has served the match’s purpose and all legal retention requirements have been met.
B. SSA provides the tax return data to VA using the files with identifying information provided by VA. These files are the only identifiable records SSA uses in the course of the matching program. SSA will delete the electronic files provided by VA when the match is complete.
C. SSA and VA will destroy all such data by electronic purging, unless VA/VHA and SSA are required to retain the information in order to meet evidentiary requirements. In case of such retention for evidentiary purposes, VA/VHA and SSA will retire the retained data in accordance with the applicable Federal Records Retention Schedule (44 U.S.C. § 3303a).
D. Neither SSA nor VA will create a permanent file or separate system consisting of information concerning only those individuals who are involved in this matching program.
