If you receive an individual's request for access to his or her records and you need additional guidance, request assistance as shown in the following chart:
Field offices (FO)
Regional Office Privacy Act Coordinator (RO PAC)
Program Service Centers (PSC)
Office of Central Operations (OCO)
Operations Analysis (OA) staff
Central Office (CO)
Office of Privacy and Disclosure (OPD)
NOTE: The RO PAC, PSC, or OA should consult with OPD on any concerns with Privacy Act requests, or if the request contains a high risk of litigation.
The Payment Center Action Control System (PCACS) query provides information on the status and location of actions and folders in progress. An “image on file” is not a folder; therefore, do not send a request for a folder when this remark is present on PCACS. Determine if a paper or electronic folder exists. If the paper claim folder is physically located in the FO, or an electronic folder exists, the FO will process the access request, including undertaking any development necessary to release medical records.
Most paper folders are stored in the National Records Center located in Independence, Missouri. Components can query PCACS to learn the folder location and request the folder from these locations. If an FO receives an access request for a title II or XVI claim folder located in a PSC, send the request to that office for processing. The PSC will respond directly to the requester.
Some access requests are for a specific document or information located in the claim folder. To process these requests, see GN 01070.600.
When the PCACS query shows a location of “CAVE,” you must request the folder using the Diary Request Menu screen in PCACS. Do not forward these requests to the PSC, as this results in multiple handling and unnecessary delays.
The servicing FO is also responsible for responding to requests for access to title XVI folder information.
An individual requesting detailed earnings information, which includes the names and addresses of employers, must complete Form SSA-7050-F4 (Request for Social Security Earnings Information). Requesters must mail the completed form and the appropriate fee to the address shown on the form. OCO will not process the request until it receives the appropriate fee.
The FO can provide (in person or by mail or fax) an immediate earnings query (DEQY, or other online query to which the FO has access) if an individual has an urgent need for the earnings information and cannot wait to receive Form SSA-1826 (Itemized Statement of Earnings), in response to the SSA-7050-F4. In these instances, the FO must accept the allegation of urgent need and explain the entries on the query in writing or in a face-to-face or telephone interview before providing the earnings information.
For detailed information about processing requests for queries, see Disclosing Queries in GN 03305.004. For more information about processing requests for tax return information, see GN 03320.001E.
Online Social Security Statements ( Statement ) are available to individuals, age 18 and older, who registered with my Social Security. The online Statement provides immediate access to earnings records, estimates of retirement, disability and survivor’s benefits, and any additional information usually displayed on the paper version of the Statement . Access to the online Statement is available from our internet website at www.socialsecurity.gov. Under our current policy, all workers age 60 and older who do not have a my Social Security account and do not receive Social Security benefits are mailed an automatic Statement three months before their birthday. If the individual does not have internet access, they can request a Statement be mailed to them by completing Form SSA-7004, Request for Social Security Statement .
We often receive requests for a copy of Form SS-5 (Application for a Social Security Card) or a full Numident printout, a query that displays information extracted from the application for an original SSN card and subsequent replacement cards. For additional information about processing requests for SS-5s and Numidents, see the following chart:
Numidents and SSN Printouts
SS-5s involving extreme age