TN 3 (02-14)

RM 10201.025 Enumeration Process: SSA Component Responsibilities

You may select a component from the table to jump to the description of that component’s role in the enumeration process:

A. Office of Operations involvement in the enumeration process

The following Office of Operations components are involved in the enumeration process.

1. Regional Office (RO)

Regional Office staff:

  • Acts as a liaison between field components and Central Office;

  • Answers enumeration-related questions from field components;

  • Monitors workloads; and

  • Coordinates special projects and activities with State and local government agencies.

2. Field Office (FO)

Field office staff:

  • Processes applications for SSN cards;

  • Interviews SSN card applicants, when required;

  • Reviews evidence submitted with applications for SSN cards;

  • Keys certain corrections to existing Numident records;

  • Maintains cross-references for SSNs on the Numident;

  • Handles enumeration feedback messages to process SSN card applications; and

  • Addresses other enumeration issues, such as third-party requests for SSN verification and temporarily holding SSN cards for applicants with no reliable mailing address, as appropriate.

3. Social Security Card Center (SSCC)

SSCCs specialize in enumeration services for a defined geographical area. SSCCs’ enumeration responsibilities are the same as FOs. All enumeration policies and evidentiary requirements are the same for SSN applicants whether served in an FO or SSCC.

a. SSCC locations and service areas

All Social Security Number (SSN) card applicants with a zip code in a geographical area served by an SSCC usually must transact all SSN business with the SSCC rather than an FO. Mailed SSN applications for those living in zip codes serviced by the SSCC have the same standards as those served by FOs.

b. When an applicant in an SSCC service area may file an SSN application in an FO

Applicants with a zip code in a geographical area served by an SSCC are not required to use the SSCC to process an enumeration action in the following situations:

  • SSN application taken in conjunction with an RSDI or SSI application (e.g., SSNAP mini-path).

  • SSN application taken by a non-servicing SSCC or FO when the applicant is away from home (i.e., not in his or her geographical servicing area).

4. Program Service Centers (PSC)

PSC staff:

  • Processes applications for SSN cards based on Numident/MBR discrepancies;

  • Keys certain corrections to existing Numident records; and

  • Maintains cross-references for SSNs on the Numident.

5. Teleservice Centers (TSC)

Teleservice Center Representatives (TSR) answer Social Security’s national toll-free telephone number. TSRs provide public information, mail forms and instructions, and process certain enumeration requests.

6. Office of Operations components located in Central Office

a. Office of Public Service and Operations Support (OPSOS)

OPSOS provides operational, programmatic, and administrative support to:

  • regional offices,

  • field offices,

  • SSCCs,

  • teleservice centers,

  • program service centers,

  • central operations, and

  • headquarters components.

The following two operations divisions divide the responsibilities:

  1. The Division of Program Policy and Operations (DPPO) and the Division of Operations Analysis and Customer Service (DOACS) work with the regions and Central Office components to develop and implement new legislation and new policies, and to develop strategies to improve current policies and service delivery.

  2. The Division of Systems Security and Program Integrity (DSSPI) is responsible for developing, coordinating, and implementing a comprehensive national program for Operations to focus on systems’ security and programmatic fraud.

b. Office of Electronic Services and Technology (OEST)

OEST leads Operations in the development and implementation of new technology, including modernized software and hardware platforms. This includes implementation of systems used for enumeration.

c. Office of Central Operations (OCO)

In OCO, several components have responsibilities in the enumeration process. They are:

  1. Office of Earnings and International Operations, Division of Training and Program Support (DTPS)

    DTPS Staff:

    • Acts as liaison between the Office of Disability Operations (ODO), the Office of International Operations (OIO), and Central Office;

    • Answers enumeration-related questions;

    • Monitors workloads; and

    • Coordinates special projects and activities.

  2. Office of Earnings and International Operations , Division of Business Services (DEBS)

    DEBS staff:

    • Keys certain SS-5s, including forced SSNs, and Numident record corrections;

    • Maintains cross-references for SSNs on the Numident; and

    • Performs clerical screening activities.

    • Staff responds to requests for SSN verification from employers on SSA’s 800 number.

  3. Office of Earnings and International Operations (OEIO), Wilkes-Barre Direct Operations Center (WBDOC)

    WBDOC staff keys certain corrections to existing Numident records based on Medicare subsidy exceptions.

  4. Center for Automation, Security and Integrity (CASI)

    CASI staff reviews and approves or denies requests for new SSNs based on harassment, abuse, or life endangerment.

  5. Security Records Branch (SRB)

    SRB staff:

    • Maintains microfilmed copies of Forms SS-5 processed before SSNAP implementation; and

    • Keys certain corrections to existing Numident records.

  6. Division of International Operations (DIO)

    DIO staff:

    • Receives, develops, certifies, and keys applications for SSN cards for individuals residing outside the U.S.;

    • Interviews SSN card applicants, when required;

    • Reviews evidence;

    • Keys certain corrections to existing Numident records;

    • Maintains cross-references for SSNs on the Numident;

    • Handles enumeration feedback messages requiring additional development to process SSN card applications; and

    • Maintains records involving public contact.

  7. Office of Disability Operations (ODO)

    ODO staff:

    • Processes applications for SSN cards based on Numident/MBR discrepancies;

    • Keys certain corrections to existing Numident records; and

    • Maintains cross-references for SSNs on the Numident.

B. Non-operations components’ involvement in the enumeration process

The following Central Office components are involved in the enumeration process:

1. Office of Income Security Programs (OISP)

OISP staff:

  • Administers special studies;

  • Develops, evaluates, and interprets policies and procedures related to the assignment of Social Security numbers, eligibility and evidence requirements, issuance of cards, and the design and use of the SSN card;

  • Drafts legislative and regulatory proposals implementing policy and procedural changes due to new laws and regulations;

  • Designs and maintains most SSN-related forms, including Form SS-5;

  • Identifies strategic program policy issues; and

  • Coordinates SSN procedures with the Department of Homeland Security (DHS), the Internal Revenue Service (IRS), and other government agencies.

2. Office of International Programs (OIP)

OIP staff:

  • Disseminates information about the U.S. Social Security program to foreign organizations; and

  • Develops policy and procedure to ensure that the international programs support legislative and regulatory intent.

3. Office of Systems (OS)

a. Office of Earnings, Enumeration, and Administrative Systems (OEEAS)

OEEAS staff:

  • Develops and supports systems help screens and guidelines used by FOs and other operational components to process Social Security Number (SSN) applications;

  • Documents the functional requirements and tests software modifications for the enumeration system;

  • Programs and maintains the enumeration system software and web-based SSNAP;

  • Updates files that are used by the enumeration system, such as the Numident; and

  • Monitors enumeration exchanges with the Department of Homeland Security (DHS), the Internal Revenue Service (IRS), State Bureaus of Vital Statistics (BVS), and other government agencies.

b. Office of Enterprise Support, Architecture, and Engineering (OESAE)

OESAE, Division of Data Systems (DDBS), is responsible for programming, operating, and maintaining the telecommunications network and databases that support the enumeration system, such as the Numident.

c. Office of Telecommunications and Systems Operations (OTSO)

OTSO staff:

  • Prints personal information on SSN cards;

  • Mails SSN cards; and

  • Ensures the control number from each SSN card is captured and posted to the Numident.

4. Office of Facilities and Supply Management (OFSM)

OFSM staff:

  • Initiates SSN card contracts;

  • Monitors the printing of SSN-related forms, including Form SS-5; and

  • Coordinates with the printing contractor.

5. Office of Budget, Finance, Quality and Management (OBFQM)

OBFQM, Office of Quality Review (OQR) sta