Update: 07/23
1501 Need for Social Security Benefits Verification
Consistent with the Rehabilitation Act of 1973, as amended, and DORS Policy
RSM 2, Section 501.01(c), an individual who has a disability and is a recipient of Social Security Disability Insurance (SSDI) benefits and/or Supplemental Security Income (SSI) shall be “presumed eligible for VR services…and considered to have [at least] a significant physical or mental disability.” Because of this requirement and implications in terms of immediate determination of eligibility and impact on order of selection category and waiting list, it is necessary for DORS staff to promptly confirm whether an applicant is an SSA beneficiary. This section includes a discussion of the means and requirements to make such confirmation and to assure that unauthorized inquiries are not conducted.
1502 Social Security’s State Verification and Exchange System (SVES)
DORS is able to access Social Security information on DORS participatns who indicated that they either believe that they have or have demonstrated that they have either SSI or SSDI. Since DORS is obtaining Personal Identifiable Information (PII) from the Social Security Administration (SSA) the agency must take steps to be in compliance with SSA’s policies and procedures for protecting the data that DORS obtains from SSA.
New SVES users – The management of the SVES Verification process is through the DORS Social Security Programs Unit. Any new SVES users must be requested through and approved by the Program Manager for the unit.
Annual SSA Security Assurance – On an annual basis, staff that has been granted access into SSA’s SVES system will be notified by the Program Manager, Social Security Programs Unit that they must read and sign the Annual SSA Security Assurance form. The form will be sent from the Program Manager.
1503 Procedures for Accessing the SVES System
All DORS staff who are authorized to access the SVES system must follow the procedures below when performing an SVES inquiry for individuals in the AWARE™ Case Management system:
For individual/manual SVES checks:
Verify the name (spelling), date of birth and SSN from the AWARE™ system.
Enter the verified information in the SVES system and print the SVES Request Screen BEFORE submitting the request (PF-1 Key).
Maintain these files by month of inquiry in a secure digital folder location designated by the Program Manager, Social Security Programs. All inquiries performed during a calendar month will be maintained by the users until notified that the agency has validated all inquiries into the SVES.
For batch/automated SVES checks:
The AWARE™ system compiles a weekly list of cases for batch verification. These include new intake cases, new closure cases, cases resulting from a change event (change of name, DOB or SSN), or as a result of a case being manually added to the batch by Social Security Programs Unit staff as the result of either a newly assigned Ticket to Work or a direct request by a field counselor (typically as a result of an existing consumer being newly allowed SSA benefits).
Copies of the weekly batch are transmitted via secure FTP and maintained on encrypted folder locations for audit purposes in accordance with SSA approved procedures.
Once all inquiries have been validated, users will be notified to digitally shred the documents using Cryptoforge or similar, approved encryption/shredding technology.
1504 Procedures when Inquiry Performed for SSN Not in AWARE™
If notified by the Administration & Financial Services (AFS) Director that an inquiry was performed for a SSN that is not in the AWARE™ Case Management System, the user will be contacted to obtain documentation supporting the inquiry.
1505 Monthly Reconciliation of SVES Queries
Each month the Maryland Department of Human Resources will provide to DORS a list of 100% of SVES inquiries initiated by DORS authorized users. The list will include the SSN, name, date of inquiry and SVES LoginID of the DORS authorized user who initiated the inquiry.
DORS will compare this list of SSNs to the SSNs of DORS clients in the AWARE™ database. The result of this comparison will show those SSNs which match SSNs in the AWARE™ database and those SSNs which do not match. Those that are not matched will be identified, and the LoginID of the DORS authorized staff who initiated the inquiry will be displayed.
The list of the non-matching SSNs will be forwarded to the AFS Director for investigation to determine if these inquiries are for authorized purposes, a data entry error or an actual breach of security.
1506 Unauthorized Use of SVES
If, as a result of the investigation, it is determined that the query was an unauthorized attempt to obtain PII, DORS will undertake disciplinary actions in accordance with State personnel policies and the individual’s access to the SVES system will be revoked.
