TN 1 (11-23)

GN 03345.005 Requesting Correction or Amendment

A. Policy

1. Correction or Amendment of Records

Upon request by the subject individual, SSA corrects or amends any record found to be inaccurate, incomplete, or untimely and deletes any irrelevant or unnecessary information contained in a record. Requests for correction or amendment are handled by the manager of the system of records in which the information is maintained.

2. Disposal of Records

Requests by individuals for disposal of records do not fall under the correction or amendment provisions of the Privacy Act (PA). SSA may not dispose of any record without clearance to do so from the National Archives and Records Service and the SSA Records Officer. Procedures for disposal of records are contained in the SSA AIMS, Materials Resource Manual (MRM), Chapter 7.

3. Update Changes

SSA does not handle requests to update changes in first and last name, address, family composition, etc., under the correction or amendment of record provisions of the PA. Follow SSA's established administrative procedures for updating changes of this kind.

B. Procedure

1. Requesting Correction or Amendment

Ask individuals requesting correction or amendment to submit a request in writing. Inform them that the request must:

  • State the problem with the record to which the subject individual objects.

  • Be signed by the subject individual.

  • Include evidence to support their request for correction or amendment, if appropriate.

2. Establishing Identity

If the subject individual making the request for correction or amendment is not known to SSA personnel, request:

  • Identifying information from the individual, such as their date of birth, place of birth, and parents' first and last names for comparison to SSA's records (e.g., claims file, SS-5 file), or

  • A notarized statement of identity, or

  • A certification signed by the subject individual that they understand the penalties for trying to obtain information under false pretenses.

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GN 03345.005 - Requesting Correction or Amendment - 11/09/2023
Batch run: 11/09/2023