Records Usage, Duplication, Redisclosure Restrictions, & Retention 449-09-30-05

(ML 2821 Rev. 11-02)

(Manual Renumbered effective 04/01/2004 ML2914)

 

  1. The tax return information in the BENDEX IEVS hits will be used only to determine individual eligibility for, or the amount of assistance. The other matches provided by SSA shall not be redisclosed or used for any purpose other than to determine eligibility for or the amount of benefits.

  2. The department may disclose the information provided with the consent of the recipient except for BENDEX IEVS hits. This information is received from SSA but originated from the IRS.

  3. The information provided by SSA will not be used to extract information concerning individuals who are not recipients of the programs.

  4. Information provided by SSA will not be duplicated or disseminated within or outside of the approved Economic Assistance Programs.

  5. Information provided by SSA remains the property of SSA. 

  6. Case files containing SSA information will be retained for three years after the closing date of the case or seven years if the information has been disclosed.

  7. Complete records will be kept of any disclosure of information obtained from SSA databases. Disclosure means SSA information given, without the consent of the recipient, to another agency or individual who does not require the information to determine eligibility for an Economic Assistance Program. Records pertaining to disclosures will be retained for a seven-year period, or the life of the records, whichever is longer. These records will show:

  1. What information was disclosed;

  2. To whom the disclosure was made;

  3. The purpose for disclosure;

  4. The legal basis for disclosure; and

  5. The name of the State agency official who authorized the disclosure.

  1. Breaches of access and disclosure of SSA must immediately be reported to SSA.

  1. The Department will maintain fully automated audit trail of SSA information obtained through TPQY. The audit trail will track the reason for the inquiry (Food Stamps, Medicaid, and/or TANF); the individual making the query; errors that result from the query (incorrect password); queries on recipients who are not known on the common database file; and queries on recipients who exist on the common database but does not have any history in TECS or Vision.

 

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