A quick response code, commonly as a QR code is a two-dimensional matrix that stores data (such as website URLs, email contact information, text or other types of data). We encourage hyperlinking to information in agency notices as a part of our notice standards and guidelines. QR codes, when scanned, connect the user with online content instead of providing that content in a paper format enclosed with notices.  SSA is replacing paper notice enclosures such as publications with QR codes.

People can access online information about benefit related topics such as retirement and survivor benefits, disability benefits, payments, pensions, and representative payee services using a QR code.

Examples where we already use QR codes include the following.

• •

  Title II cost-of-living adjustment (COLA) notices;

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  Retirement allowance notices and disallowance notices

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  Title II (T2R) redesign notices and post-entitlement notices

When replacing paper notice enclosures with QR codes, include language in the notice about how to get the information in paper form if necessary. Include the following language: " If you would like a paper copy of any of this information, please contact us."

Example of paper copy publication language

As Social Security continues replacing notice enclosures with QR codes, other notice applications that utilize the same paper enclosure will be able to use existing QR codes already created.

As part of the notice language clearance process, the notice author should review the current notice, determine what revisions they need to make, and should consider if we can replace any paper enclosures with QR codes.

If the notice author determines the paper enclosure should be replaced with a QR code, send a request to ^CIO Controls to inquire if there is a QR code that already exists for that enclosure.

QR codes in agency notices can only be created for Social Security's paper enclosures.

All QR codes are created by Digital Services Engagement Team. The notice author or project team is responsible for reaching out to Digital Services Engagement Team to submit a request to create a QR code(s). Digital Services produces the QR code based on information submitted to the Digital Services Control System - Request QR code/link. Please allow at least 10 business days for QR code requests.

When replacing paper notice enclosures with QR codes, work with Printing and Postage at ^FM Lgst Controls to ensure contract changes are taken into consideration. For contract modifications, such as removal of an enclosure, contact Printing and Postage 90 business days in advance of a systems release.

To scan QR codes in agency notices:

1. 1. 

   Open the camera app on your mobile phone or other device.

2. 2. 

   Hold your phone over the QR code in the notice so that it's visible within your phone's screen. Two things can occur when you hold your phone over a QR code. The phone automatically scans the code or you will need to use your camera or other phone app to scan the QR code.

3. 3. 

   If you correctly scan the QR code, your phone will go to the online version of the paper enclosure, for example, a publication, form, or internet page associated with that QR code.

We currently display single QR codes or multiple QR codes in agency notices.

NL 00610.060 Notice Style Guidelines

NL 00101.000 Notice Language Clearance Process

NL 00101.005 Drafting Language for a Clearance Package