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This change was made on May 29, 2018. See latest version.
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GN 03325.020: Social Security Numbers (SSN) on SSA Mailings

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  • Effective Dates: 09/12/2005 - Present
  • Effective Dates: 05/29/2018 - Present
  • TN 3 (09-05)
  • TN 5 (05-18)
  • GN 03325.020 SSN on SSA Mailings
  • GN 03325.020 Social Security Numbers (SSN) on SSA Mailings
  • A. Policy-General
  • We must ensure the confidentiality of SSNs when mailing SSA correspondence. It is our policy that SSNs not be displayed on the outside of mailings, or be visible through envelopes.
  • SSA must ensure the confidentiality of Social Security numbers when mailing SSA correspondence. It is SSA policy that SSNs not be displayed on the outside of mailings, or be visible through envelopes.
  • B. Policy – Criteria For Disclosing SSNs
  • A. Criteria for disclosing SSNs
  • When mailing SSA correspondence, take the following precautions:
  • 1. Mailing an Envelope to an Individual
  • 1. Mailing an envelope to an individual
  • Do NOT show the addressee's SSN on the envelope or make it visible through envelopes.
  • DO NOT show the addressee's SSN on the envelope or make it visible through envelopes.
  • 2. Writing to One Individual Concerning Others
  • 2. Writing to one individual concerning others
  • DO NOT reveal the SSN's of any other individuals when writing to one individual concerning others unless:
  • * the addressee otherwise has the right to that information, or
  • * there is definite evidence in file indicating that the addressee already has the information.
  • DO NOT reveal the SSNs of any other individuals when writing to one individual concerning others unless the addressee otherwise has the right to that information.
  • EXAMPLE: When we write to one claimant, that person would not necessarily be entitled to know the SSNs of other claimants filing on the same record. However, if a parent has filed on behalf of one or more child(ren) and has listed the child(ren)'s SSN(s) on the application, we may refer to the SSN(s) in correspondence to that parent.
  • 3. Requesting Information From Third Parties
  • 3. Requesting information from third parties
  • If requesting information from third parties:
  • * Do not show the SSN of claimants/beneficiaries for the purpose of associating the reply with the file when it is returned to the FO. Use another means of associating the material, such as an office unit number.
  • * Do not disclose the specific purpose for needing the information, such as “SSI benefits.” Use a general term such as “Social Security matter.”
  • EXAMPLE: “A” applies for SSI benefits. The FO sends an SSA-L4201 to the spouse's employer to determine deemed income which is relevant to the amount of “A's” SSI benefit. The FO includes “A's” SSN on the SSA-L4201, and that “A” is filing for SSI benefits.
  • * DO NOT show the SSN of claimants or beneficiaries for the purpose of associating the reply with the file when it is returned to the field office (FO). Use another means of associating the material, such as an office unit number; and
  • * DO NOT disclose the specific purpose for needing the information, such as “SSI benefits.” Use a general term such as “Social Security matter.”
  • “A's” SSN and the type of benefits “A” is filing for should not be disclosed.
  • EXAMPLE: “A” applies for Supplemental Security Income (SSI) benefits. The FO sends an SSA-L4201 to the spouse's employer to determine deemed income which is relevant to the amount of “A's” SSI benefit. The FO should not include “A's” SSN on the SSA-L4201, and that “A” is filing for SSI benefits.
  • C. Procedure-Sending SSNs Via Email
  • B. Sending SSNs via email
  • 1. Internal Transmission
  • 1. Internal transmission
  • SSNs and other personally identifiable information may be transmitted for official business purposes within SSA’s Microsoft Outlook/Exchange infrastructure.  This includes all SSA field offices, headquarters facilities, program service centers and regional offices, as well as trusted partners such as the State Disability Determination offices that are listed in SSA’s Microsoft Outlook Global Address List.
  • SSNs and other personally identifiable information may be transmitted for official business purposes within our Microsoft Outlook and Exchange infrastructure. This includes all FOs, headquarters facilities, program service centers and regional offices, as well as trusted partners such as the State Disability Determination offices that are listed in our Microsoft Outlook Global Address List.
  • 2. External Transmission
  • 2. External transmission
  • Sending SSNs or other personally identifiable information via e-mail outside of SSA’s Network that is not encrypted is prohibited.
  • Sending SSNs or other personally identifiable information via email outside of our network infrastructure that is not encrypted is prohibited except to partners that have a secure email connection with us. Secure partners are listed at http://ois.ssahost.ba.ssa.gov.
The materials available at this web site are provided free of charge, for informational purposes only, and without warrant by True Link Financial, Inc., and are not legal advice or Social Security benefits advice. You should contact your attorney to obtain advice with respect to any particular issue or problem, or the Social Security Administration with any general inquiries. Click here to view this section of the POMS on the Social Security Administration website.