The PA requires SSA to keep a record of each disclosure of information except FOIA
disclosures and disclosures within HHS. HHS regulations also provide that no accounting
will be required for disclosures made with the individual's consent.
An accounting must include the name and address of the individual or agency to whom
the disclosure was made and the date, nature, and purpose of the disclosure. It must
be maintained in the claims folder (if one exists) for 5 years or the life of the
record (until the record is destroyed), whichever is longer.
If the office making the disclosure does not have the folder, it should forward the
accounting record to the office having the folder (e.g., PSCs, ODIO, or the FSO).
The material or route slip should be annotated “prong file—right side.”