Effective Dates: 5/26/2026 - Present

Identification Number:
RM 10212 TN 33
Intended Audience:See Transmittal Sheet
Originating Office:LP ISP
Title:Legal Names and Changes to the Numident
Type:POMS Full Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part RM – Records Maintenance
Chapter 102 – The Social Security Number, Policy and General Procedures
Subchapter 12 – Legal Names and Changes to the Numident
Transmittal No. 33, 05/26/2026

Audience

PSC: CA, CS, ICDS, IES, ISRA, RECONR, SCPS, TSA, TST;
OCO-OEIO: CAQCR, CR, CTE, FCR;
MAMPSC: DMS, ISRA, OAS, SPIKE;
FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, DRT, DT, FR, OA, OS, RR, TA, TSC-CSR;

Originating Component

ISP

Effective Date

Upon Receipt

Background

Following the issuance of Executive Order 14168, Defending Women from Gender Ideology Extremism and Restoring Biological Truth to The Federal Government, the agency revised its policy to restrict changes to the sex field on the Numident (M to F or F to M), allowing exceptions only for keying errors. The agency is now updating this policy to allow changes to the sex field on the Numident to reflect the number holder’s sex at birth in accordance with EO 14168 intent.

Summary of Changes

RM 10212.200 Changing NUMIDENT Data for Reasons Other than Name Change

Minor changes to define acronyms throughout.

Subsection A.: First sentence of first paragraph, changed houses to contains and added parenthetical acronym for number holder.

Added third sentence to paragraph 1: "We identify keying errors by reviewing the prior Social Security number (SSN) application (SS-5)."

Paragraph 2: removed "However" and "iteration appended to the previous."

Subsection A.1. : Removed: Therefore, the only way to determine whether a keying error occurred is to compare the information on the paper SS-5 or SS-5 microprint with the NUMIDENT.

Added bullets to identify keying error:

• To identify whether a keying error has occurred, compare the information on the paper SS-5 or SS-5 microprint with the NUMIDENT. Paper SS-5 and SS-5 microprints are available in the Image Retrieval Online (IRON) system and through SS-5 Reprints. Links are available to these programs in the Social Security Number Application Processing (SSNAP).

• A keying error can only be established when the original paper SS-5 or microprint is available and shows a discrepancy with the NUMIDENT. Applications that exist only in SSNAP cannot be used to prove a keying error, because the data entered into SSNAP is what is transmitted directly to the NUMIDENT. Therefore, there is no independent source to verify a keying discrepancy unless an original paper application or microprint is available.

• If the original paper application is not available, corrections or updates must be processed as new iterations, even if the applicant claims a keying error.

Updated NOTE: In the first paragraph, second sentence, added "a letter or document" removed "documentation" before from the participating entity

Removed "documentation" from the parenthetical example.

In the second paragraph, changed "However, when, for any reason, we are unable to review the SS-5, SS-5 microprint, or documentation from a participating entity, we do not use the NCP process. We do not correct or change the current NUMIDENT iteration. Instead, we update the information on the NUMIDENT by creating a new iteration as provided in RM 10212.200A.2." to "If you cannot review the original SS-5, mocroprint, or documentation from a participating entity, do not use the Numident Correction Processing (NCP) process. Instead, update the NUMIDENT by creating a new iteration as described in section RM 10212.200.A.2."

Changed "Keying Errors: For instructions as details" to "For instructions on keying errors, see:" Reformatted bulleted list to place references in numerical order.

Subsection B.: Made grammatical updates, including replacing "individual" with "NH" when applicable for accuracy in the use of terms.

Subsection B2.: Sex field- Included statement that we are only correcting or changing the sex field on the NUMIDENT to reflect the sex at birth.

Revised the Sex field section in the documentation chart to allow updates to reflect NH's sex at birth.

Added required documentation for both U.S.-born and foreign-born applicants requesting a change to the Sex field.

Added that the NUMIDENT sex field established through enumeration at birth is acceptable evidence to change the sex field.

Added a NOTE to not accept amended, corrected, or delayed birth certificates unless accompanied by documentation that clearly indicates the reason for the amendment.

Subsection B3.: Revised the language to include changes to the sex field on the NUMIDENT.

Added: If you update the sex code on the NUMIDENT update the MBR, SSR, RPS, or any other SSA record with the new sex designation.

Changed "When changing a parent's" to "If you update the parent's" added "field" after name

Changed "Title" to uppercase, added "and Supplemental Security Income" to define SSI.

Subsection B4.: Added "sex"

 

 

RM 10212.200 Changing NUMIDENT Data for Reasons Other than Name Change

A. Why we change NUMIDENT data

The NUMIDENT contains specific information for each number holder (NH). We only correct or change information on an existing NUMIDENT iteration when there is a documented keying error by reviewing the prior Social Security number (SSN) application (SS-5).

However, when an applicant wishes to update information previously submitted, or to correct information when we cannot document a keying error, we update the NUMIDENT by creating a new iteration appended to the previous iteration. The applicant must submit a new application and provide supporting documentation (e.g., a birth certificate to correct the NH's date of birth information).

1. When there is a keying error

A keying error occurs when the data on the paper application for a Social Security card (SS-5) does not match the data on the NUMIDENT. To identify whether a keying error has occurred, compare the information on the paper SS-5 or SS-5 microprint with the NUMIDENT. Paper SS-5 and SS-5 microprints are available in the Image Retrieval Online (IRON) system and through SS-5 Reprints. Links are available to these programs in SSNAP.

NOTE: 

The agency will also consider keying errors that occur as part of the automated enumeration processes where we have an established data exchange agreement, such as Enumeration at Birth. In these cases, keying errors must be verified with documentation from the participating entity (e.g., hospital documentation) that clearly demonstrates the error originated with that entity.

If, after reviewing the paper SS-5, SS-5 microprint, or documentation from a participating entity, you determine that a keying error occurred, correct the incorrect NUMIDENT record information using Numident Correction Processing (NCP) in the Social Security Number Application Processing (SSNAP). This action does not add to the number of NUMIDENT iterations and will not count against the annual or lifetime SSN card limits.

However, when, for any reason, you are unable to review the SS-5, SS-5 microprint, or documentation from a participating entity, we do not use the NCP process. Do not correct or change the current NUMIDENT iteration. Instead, update the information on the NUMIDENT by creating a new iteration as provided in RM 10212.200A.2.

Keying Errors: For instructions see details

  • •

    RM 10215.051 Correcting Keying Errors in Fields Other than "Name on Card" Field

  • •

    RM 10210.295 Date of Birth Change on the NUMIDENT

  • •

    RM 10215.055 Correct a Coding Error that Resulted in an Incorrect Employment Legend on the SSN Card

  • •

    RM 10220.415 Numident Correction Processing (NCP)

  • •

    RM 00702.006 How to Correct Keying Errors

2. Updating NUMIDENT data by creating a new iteration

The applicant must submit a completed SSN application accompanied by evidence of identity and evidence to support the update. Create a new NUMIDENT iteration with the new information, following RM 10212.200B.

B. How do you create a new NUMIDENT iteration to update data on the NUMIDENT

1. Request evidence

Applicants requesting an update of information on the NUMIDENT record must submit:

  • •

    An application for a replacement SSN card; and

  • •

    Evidence of identity to establish that the NH for whom the SS-5 is submitted is the same person to whom SSA assigned the SSN as provided in RM 10210.420; and

  • •

    Evidence to support the update, if required in RM 10212.200B.2.

2. Obtain documentation

Use this table to determine when supporting evidence is required for the update and additional actions needed.

For this update

Obtain this supporting documentation, when required, and follow any additional instructions

Date of birth (DOB) field

See Date of Birth Change on the NUMIDENT in RM 10210.295.

Place of birth (PLB) field

Evidence of place of birth:

  • •

    U.S. born:

    • –

      a BC established before age five and issued by a state or local bureau of vital statistics (BVS) for an individual born within its jurisdiction; or another acceptable proof of age document listed in RM 10210.265, provided the document also lists the NH's PLB.

  • •

    Foreign born:

    • –

      an acceptable document such as a foreign BC or another acceptable proof of age document listed in RM 10210.265, provided the document also list the individual’s PLB.

See RM 10212.200B.3.b. for additional processing information.

Citizenship field

Evidence of U.S. citizenship:

  • •

    U.S. public birth record showing birth in one of the 50 U.S. states, the District of Columbia, American Samoa, Puerto Rico, Guam, the Virgin Islands of the U.S. (on or after 01/17/1917), or the Northern Mariana Islands (on or after 11/04/1986, NMI Local time),

  • •

    U.S. passport,

    • –

      U.S. passports may be current or expired but must meet the criteria in RM 10210.505 to be acceptable evidence of U.S. citizenship.

  • •

    Certificate of Naturalization,

  • •

    Certificate of Citizenship, or

  • •

    Other documents listed in RM 10210.505, RM 10210.510, RM 10210.520, and RM 10210.525.

Interviewers should request and obtain the U.S. citizenship document with the highest probative value available to the applicant ("available" means the applicant either possesses the document or can obtain it within 10 working days) before accepting a document of a lower probative level.

You may use primary, secondary, third-level, or fourth-level evidence to change the citizenship data on a NUMIDENT record.

EXAMPLE: If primary evidence of U.S. citizenship is not available then the interviewer may accept secondary evidence to update the citizenship data on the NUMIDENT record.

Parent's name field

Evidence of parent's name:

  • •

    U.S. born:

    • –

      Original or amended BC, or

    • –

      Final adoption decree issue by the court or court determination of paternity

  • •

    Foreign Born:

    • –

      an acceptable document such as a BC or another acceptable proof of age document listed in RM 10210.265 , provided the document also list the NH’s parent’s name.

For additional processing information, see RM 10212.200B.3.b.

3. Process the request

In the "Remarks" field on the Social Security Number Application Process (SSNAP) Summary screen, list any evidence documents the applicant submitted to support the change to the NUMIDENT, if not previously captured in SSNAP.

  1. a. 

    If you update the sex code on the NUMIDENT, do not update the MBR, SSR, RPS or any other SSA record with the new sex designation.

  2. b. 

    If you update the parent's name field on a child’s NUMIDENT record, ask if the parent is a title II beneficiary, an SSI recipient, or a representative payee. If so, review the MBR, SSR, or RPS record and initiate or complete actions necessary to update the record (for example, correcting a parent’s name on the SSR record or ensuring that actions are taken to complete a new representative payee application).

4. When to suppress an SSN card

Process the requested change but suppress the issuance of a replacement SSN card when the correction will not affect any data on the face of the SSN card (as with a change of the sex, DOB, PLB, or parent’s name fields on the NUMIDENT) unless the applicant is requesting a replacement card. (See RM 10205.400 for information on replacement card limits.)

5. When to send written notice

Send a written notice if you are unable to update the record or to provide the individual with a replacement card. Follow these instructions:

  • •

    RM 00299.020 Form SSA-L676 – Refusal to Process SSN Application, or

  • •

    RM 10205.090 Form SS-5 Received, and Additional Documentation is Needed, or

  • •

    RM 10215.110 Policy on Providing Written Notice and Second Review When SSN or Card May Not Be Issued, or

  • •

    RM 10215.115 Procedures for Providing Written Notice to an SSN Applicant.

C. References

  • •

    RM 10210.505 Primary Level Evidence of U.S. Citizenship

  • •

    RM 10210.510 Secondary Level Evidence of U.S. Citizenship for a U.S. Born Applicant

  • •

    RM 10210.520 Third Level Evidence of U.S. Citizenship for a U.S. Born Applicant

  • •

    RM 10210.525 Fourth Level Evidence of U.S. Citizenship for a U.S. Born Applicant

  • •

    RM 10220.210 Evidence Requirements for Documentation of Harassment, Abuse, or Life Endangerment (HALE)

  • •

    GN 00301.030 Acceptability of Documentary Evidence

  • •

    GN 00301.080 Certification by Custodian of the Record

  • •

    GN 00301.045 Validity of Documents


RM 10212 TN 33 - Legal Names and Changes to the Numident - 5/26/2026