Although SSA staff normally copies all material made available to a requester, you may allow a visitor to whom you are releasing information to operate the SSA photocopy equipment. These requirements must be met:

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  Local management approves.

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  Information is removed from the file before photocopying if the information pertains to an individual for whom there is no authorization to disclose.

EXAMPLE: The authorization only provides for release of information about the A beneficiary, and there is information concerning the B beneficiary in file. All material pertaining to B is removed before allowing the requester to photocopy the file.

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  Someone on the SSA staff is in the area to ensure that the visitor does not remove original material from the file.

At the discretion of SSA management, requesters may bring in their own photocopy or scanning equipment and supplies to copy SSA records.

SSA may charge requesters for photocopy service if personal records are copies for non-program related purposes. GN 03311.005E explains how to figure the rate. However, the rates are modified in situations where the requester prepares the photocopies or provides equipment.

Nonpersonal information, such as staff manuals and instructions, are subject to the FOIA fee schedule. Under that schedule, we generally charge only the standard cost for duplication of material. Except for furnishing copies of staff manuals and instructions material available in local offices, all other requests for nonpersonal information should be referred to the FOIA officer in CO.

Requests for 75 or fewer photocopied pages will be filled without charge if there are no other materials requested (see GN 03311.005G for fee waiver).

Requests for more than 75 photocopied pages will be sent via Form SSA-1723 (Requisition and Receipt for Technical Materials and Instructions) (see Exhibit 1) to:

This procedure applies even to offices which have the staff manuals requested. It is designed to preclude local offices from spending large amounts of time photocopying. (See GN 03360.040E for instructions on filling out the SSA-1723). OPI will refer the request to the appropriate component, determine the fee, and bill the requester accordingly.

Individuals requesting access to their records may ask that copies of the records be sent to them by FAX. This request may be honored if the office which receives it has the capability of FAXing material.

Information may also be FAXed to a third party requester, if the written authorization of the subject individual specifies that FAX may be used to send the requested records.