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Please share this information
with the appropriate members of your staff who complete and file
compensation and service reports with the U.S. Railroad Retirement Board (RRB).
Prepared by:
Quality Reporting Service Center
Railroad Retirement Board
844 North Rush Street
Chicago, Illinois 60611-2092
| Phone: |
(312) 751-4992 |
| Fax: |
(312) 751-7190 |
| E-mail: |
QRSC@rrb.gov |
Purpose
The U.S. Railroad Retirement Board (RRB) is very concerned about the protection
and security of service, compensation and other employee earnings data that is
reported to our agency. We take every precaution to ensure that personally
identifiable information (PII) about your employees is kept secure and in strict
confidence.
One method the RRB uses to help ensure the safety of earnings data is a
review of methods that employers and other parties use to send reports and data
files to the our agency so as to minimize of the chance of the loss of private
data.
What you can do to Protect Data
To help protect your employees’ sensitive personal data which you send to the
RRB you should:
- Send paper forms via Facsimile Machine(when possible);
- Send forms, cassettes or cd-rom/diskettes via express mail or US Postal
Service using delivery confirmation, certified or registered mail services;
- File your adjustment or address reports via the Employer Reporting System
(ERS);
- Send encrypted files using software that offers encryption capability (i.e.WinZip
9.0); and
- Clearly label data cassettes or diskettes with destination and return
addresses.
Regular E-mail NOT a secure transmission
method Do NOT send
personally identifiable information such as Social Security Account Numbers
via regular E-mail. Non-encrypted E-mail is not a secure method for sending
private information.
Although there are methods to send encrypted e-mails, the RRB has not
implemented procedure for sending compensation and service information to our
agency. However if you have software with encryption capability, such as
WinZip 9.0, you can send encrypted files using regular e-mail.
RRB Actions
The RRB is also reviewing our own methods of data protection and we are
exploring use of similar methods as outlined above. We will release more
information as soon as we investigate our options.
Questions
If you have any questions regarding this program letter, you may contact the
Quality Reporting Service Center. The email address and telephone number are
shown at the top of this letter.
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We recommend using the latest version.
