Social Security and Genealogy - A Natural Combination for U.S. Researchers
Yigal Rechtman 1998-1999 ©
A Brief History of the Social Security Program
In 1935 the Social Security Act was passed in order to became
a part of retirees' package at older age. As part of the Social
Security Act, the Social Security Administration
(hereinafter SSA) was created, and in 1936
enrollment to the program started. At this early stage enrollment
was voluntary and only some Rail Road workers were required to
sign up for the program. The Social Security Number (SSN)
was assigned to the Rail Road workers according to a pre-set
formula. In 1937 the first FICA tax withholdings began (at the
rate of 1% for the first $3,000 of wages) and in 1940 payments of
Social Security distributions (distribution of benefits)
began for retired workers covered by the program. By 1965 the
SSA's program included the majority of employed and unemployed
people alike.
Two massive enrollment stages occurred: in 1956 military and
some government employees were enrolled in the program, although
particular groups were excluded such as physicians and clergy. In
the beginning of the period (1956,) enrollment was voluntarily.
By the early 1960s, enrolment to Social Security was mandatory
and had only a few restricted exemptions (clergy, for example,
are still allowed today to elect an exemption from the program.)
In 1965 a second enrolment period occurred: most Americans
were assigned a Social Security Number, including those over 65
years of age. The purpose of this stage was to ensure that
applications to Medicare was properly recorded. Social Security
Numbers have specifications that are beyond of this article; to
learn more about SSNs refer to the SSA publication titled "The
Social Security Number" [no. 05-10633] (see
"What's in a SSN?")
Social Security Application Cards & Genealogy: How to Get Copies of Applications to the Social Security Administration?
The most common use of the Social Security program in
genealogy are copies or extracts of the application form used to
obtain a SSN. Form SS-5 was used in 1936 and is
still the form on which an all American, citizen or otherwise
eligible, need to fill and sign in order to apply for a Social
Security Number.
Applications (form SS-5) that have been assigned a number,
will typically bear the Social Security Number on the form
itself, often in the upper right portion. However, most SS-5
forms are microfilmed and destroyed after the application process
is complete. The SS-5 form consisted of: The applicants' full
name, address, age and/or, place of employment, place of birth,
the names of his/her parents including his mothers maiden name,
sex, race, date of application and their signature (employment
information is included for applications filled prior to 1947.)
The parents place and dates of birth are an obvious benefits for
any genealogist, and the copy of SS-5 form can be considered a Primary
Source, because it was filled by the applicant and verified
by the United States government by reviewing other primary
sources such as birth or marriage certificates (but an extract
of the SS-5 form is not considered a primary source.)
Once a person is reported deceased to the SSA, the
Administration determines the eligibility of any heirs for a lump
sum distribution of Social Security benefits. At the
same time, the SS-5 form (or its microfilmed copy) becomes a part
of the "public domain", as governed by the Freedom of
Information Act of 1986. Records and information about living
people is restricted to government use only (Privacy Act of
1974.) The Social Security Administration has produced a
computerized index of deceased individuals that were reported to
the SSA (in order to give their heirs the lump sum benefits
distribution.) That index is better known as the Social
Security Death Index (SSDI.) The SSDI
includes the name and last known ZIP code of the deceased, birth
and death dates (if known) and the ZIP codes of the heir or heirs
that received the final lump sum distribution of the SSA benefits
(There is a special situation for spouses who continue to receive
SSA benefits under their deceased spouse's SSN. This however,
occurred in pre-1965 when some spouses have not applied for a SSN
but were eligible - through marriage - for the benefits of their
deceased husband or wife.)
To a genealogists, the SSDI is an invaluable tool of research.
First, the SSDI is a comprehensive death index on a national
basis. No more searches for a obscure county, figuring out county
splits and consolidations in various periods; no more does one
need to waste eyes and time on badly microfilmed census cards,
sometimes without an index...! For the period of 1960 and
afterwards, the SSDI can be instrumental in locating the death
date and potential connection to relation of the deceased. SSDI
copies are now available on line and in CD ROM at most Latter Day
Saints Family History Centers. Although records for some
individuals can be searched for as early as 1940, the massive
enumeration did not really exist before 1950. However, the
computerized SSDI is a fast way to locate most death
events in the period 1950-1990 (not all death were recorded; the
estimate lies between 80% to 90% of coverage.) The SSDI's widest
coverage begins in 1962. The computerized SSDI index allows
researchers to look for entries according to Soundex;
furthermore, the SSDI software provides for search-refining tools
such as date and place of SSN issuance be restricted to a
particular state or year range.
Armed with the SSDI's entry information, a genealogist can
write to the SSA for a copy or an extract of the SS-5 form.
Although form SS-5 can provide the researcher with invalubal
original information, it must not be forgetten that only in the
SSDI does the date of death appears; it will not
- for obvious reason - show on the application for a SSN, i.e. on
form SS-5. The formal way to request a copy (or extract) of the
SS-5 form is by obtaining and filling form L-997 (a
curious note about this form: it requests for the deceased's
signature... one must ignore this directive and sign their own
name!) Most SSA employees and supervisors would need to refer to
their manual for information about this form. A simpler - and now
a legitimate way - to contact the SSA for a copy of form SS-5 is
simply by writing an inquiry letter. In a letter, the genealogist
is advised to state all the factual information
they have to positively identify their target; if two John Smith
died on November 11, 1948 in Michigan, the SSA will notify you
that the positive identification of the individual was not
possible. However, information obtained from the SSDI should be
an ultimate factual information: it will contain the SSN of the
particular deceased person whom you are searching form.
The letter to the SSA should include a fee in
a form of a check. Money orders are accepted but a check is
recommenced because it's clearance in the bank is an easy trace
of the status of your inquiry. Injuries at the SSA last three to
twelve months (!) So any progress indicator is helpful (such as a
check). You should always ask for a copy (not an extract)
of the SS-5 form: copies are more reliable, and you get the
benefit of seeing the actual signature of the applicant (this
could be helpful in other inquires, such as Naturalization
records; it could also be a memorable piece of family history.)
The amount of your check will vary according to the information you can provide to identify the deceased: if the deceased SSN is known, you need to pay $7.00; if however, you're writing with a "cold solicitation", please cough up $16.00 payable for the SSA... The place to write to is: SSA, Office of Central Operations - Genealogy, 300 N. Greene Street, Baltimore, MD USA 21235. It's not a bad idea to write the deceased name and SSN (if known) along with the words "SS-5 copy" on the check. If you are inquiring about more than one person, send separate letters with separate checks enclosed. Each of your letters is assigned a receipt date and is run through the normal channels. So if you send two requests in one letter, the chances are that one request will be held back until the other is fulfilled. Calling the SSA will generally not yield results, especially if time is your issue (several genealogists had reported some information about the status of their inquiry in the form of an "E.T.A.") However, if more than nine months has passed since your check has cleared at the bank, a genealogist is well advised to inquire about the status of their inquiry, and include, of course a copy of the cancled check. Although reply will also take awhile, it is sure to arrive in a body of a form letter. Results usually follow after a follow up request is sent to the SSA, as the saying goes "better late then never..."
Final Word of Advise...
As with other government agencies, a "thank you" note to the SSA is always a good idea and a polite way to end the inquiry. It is also one's investment in future requests from the SSA
and its employees.
Acknowledgment and Disclaimer:
The author acknowledges the contributors to the Social Security & Genealogy FAQ web page (see resources). They are cited in the web page according to the material contributed.
The Social Security Administration reviewed the material
presented herein from July 1998 to January 1999. Ms. Ethel
Borrows of the Service offices in Baltimore, Md. stated that some
mis-statements exist but declined the opportunity to point them
out. The author believes that the information presented in this
article is accurate and experience shows that it is beneficial to
genealogical research.
Yigal Rechtman© 1999
Form letter in lieu of form L-997
YOUR NAME
YOUR ADDRESS
YOUR PHONE No.
TODAY'S DATE
SSA, Office of Central Operations- Genealogy
300 N. Greene Street
Baltimore, MD USA 21235.
Dear Officer:
I would like to receive a COPY of the SS-5 form for the
following individual:
LAST, NAME
SSN: XXX-XX-XXXX
DOB: MMMM DD, 19YY
DOD: 19YY
Enclosed please find a $7.00 [$16.50 if the SSN is not
known] check made payable to the Social Security
Administration, FAIA.
Thank you for your attention in this matter.
Sincerely,
YOUR NAME
Check list for letter forwarding
service
In your cover letter to SSA:
DOB ....
Last known address ...
Etc.
In your letter to the person you seek:
Some Myths Explored...
The SSA has a "file on you: Although
many believe that the SSA holds a "file" on each person
who applied to an SSN and has a "record" with the
government, this is not an accurate: when a child's parents' or
an immigrant (or their lawyer) apply for a SSN, credible
identification has to be produced. Typically, a birth certificate
(and not its copy) is produced by the applicant, and returned by
the Service after positive identification was made. Sometimes,
however, copies remain in files either as a proof that the
original was examined or to help the SSA in other related matters
(such as Medicate claims that are concurrent to the application.)
In these cases, the SSA does have a "file" but because
the person who apply for a SSN is generally alive soon after the
issuance, the so-called "file" is protected under the
Privacy Act and can not be obtain for genealogical purposes. The
related matters such as Birth Certificate copy are typically
disposed off several years after the SSN's was issued.
The IRS will give you old tax returns if you give them
the SSN: SSNs were first used as an identifier on Tax
Return in 1942 as a voluntary identification; it became mandatory
in 1946. However, the Internal Revenue Service is adamant about
not releasing copies of form 1040 tax returns to anyone other
than the taxpayer or their legal representative with a court
order. Genealogists usually do not fall within these
categories...
Social Security Numbers were created to be a National
Identification system... The oppisit is true: SSN were
devised with the mathematics of being able to disguised
the identity of the SSN holder. However, because no other
national identification system was in place, it became convenient
to use SSNs instead. The SSA Act still maintains that a person is
not required to provide their SSN for identification purposes... yeah,
right!
How to Locate Missing Relatives by Contacting the Social Security Administration?
Most genealogists like to learn about their cousins and
contemporaries. Some like to contact distant cousins for the fun
in it while others see it as a method of "attacking"
the past by getting at it from a different angle such as remote
cousins, et al. All goals are valid, but those requiring contact
with distant relatives have their pitfalls. If all fails with
attempting to locate a distant relation, the SSA might be helpful
in sending a beacon towards them, signaling that you are searching
for them. The way to go about sending such a signal is the Letter
Forwarding Service. This "service" is not
really part of the SSA charter, but has been proven helpful to
many. The grounds for the SSA to even provide this option is to
allow recipients of various benefits (such as inheritance) to be
notified when all other ways to contact them have been exhausted.
When writing to the SSA requesting a letter forwarding service,
there are clear rules about what should be the purpose of the
communication, and what should and shouldn't be included in the
wordings of your letter: First, there needs to be a
"substantial need for the SSA to preform such a
service" (for example: an addressee whose place of residence
is unknown.) Second, the sender (the genealogist) should be able
to show how the recipient (their sought-for relatives) will have
some benefit from receiving the letter. Third, the content of
your letter should be such that it will contain no embarrassing
facts about the recipient or their family (the reason for this
restriction is that many a times the letter is forwarded to the
last place of employment, according to various income-tax
withholdings records housed at the SSA; the employer-on-record is
simply asked to forward your letter, sent open, to the
recipient.) The envelope should be unsealed and pre-stamped and
should include your return address. A cover letter including all
the facts you do have about the person with whom
you wish to contact should accompany the unsealed envelope with
your letter to the relation in it. And if you thought that this
is procedurally-restricting, there is more! The SSA, although not
charging you any money, will also not notify you of the results
of the request for a letter forwarding service.
Codes on transcript
On the SS-5 transcript there are certein codes. Their mening is explained below:
CYD CYcle Date, the day on which a new social secuiory card is printed, issued and sent out.
DOC District Office Code. example: DOC:180 is for Bridgeton, N.J. These codes are listed at the SSA web site.
ETC Ethnic Code.
FMC Code for the type of person, group, or organization that requests a SS card. For example, FMC 1 is for the applicant himself, FMC 6 is for the hospital in which a child was born in, etc.
IDN IDentifaction number. Typically, this is a SSN or Employer ID Number (EIN)
What's in the Social Security Number? The Social Security Number (SSN) is composed of 3 parts, XXX-XX-XXXX, called the Area, Group, and Serial. For the most part, (there are exceptions), the Area is determined by where the individual applied for the SSN (before 1972) or resided at time of application (after 1972). The areas are assigned as follows:
000 Un-assigned
001-003 NH
004-007 ME
008-009 VT
010-034 MA
035-039 RI
040-049 CT
050-134 NY
135-158 NJ
159-211 PA
212-220 MD
221-222 DE
223-231 VA
232-236 WV
237-246 NC
247-251 SC
252-260 GA
261-267 FL
268-302 OH
303-317 IN
318-361 IL
362-386 MI
387-399 WI
400-407 KY
408-415 TN
416-424 AL
425-428 MS
429-432 AR
433-439 LA
440-448 OK
449-467 TX
468-477 MN
478-485 IA
486-500 MO
501-502 ND
503-504 SD
505-508 NE
509-515 KS
516-517 MT
518-519 ID *Guam, American Samoa,
520 WY Northern Mariana Islands
521-524 CO Philippine Islands
525 NM
526-527 AZ
528-529 UT530 NV
531-539 WA
540-544 OR
545-573 CA
574 AK
575-576 HI
577-579 DC
580 VI Virgin Islands
581-584 PR Puerto Rico
585 NM
586 PI Pacific Islands*
587-588 MS
589-595 FL
596-599 PR Puerto Rico
600-601 AZ
602-626 CA
627-699: unassigned, for future use
700-728 Railroad workers through
1963, then discontinued
729-899 unassigned, for future use Groups from 900-999 are not valid SSNs, but were used for program purposes when state aid to the aged, blind and disabled was converted to a federal program administered by SSA. As the Areas assigned to a locality are exhausted, new areas from the pool are assigned. This is why some states have non-contiguous groups of Areas. The Group portion of the SSN has no meaning other than to determine whether or not a number has been assigned. SSA publishes a list every month of the highest group assigned for each SSN Area. The order of assignment for the Groups is: odd numbers under 10, even numbers over 9, even numbers under 9 except for 00 which is never used, and odd numbers over 10. For example, if the highest group assigned for area 999 is 12, then we know that the number 999-04-1234 is an invalid number because even Groups under 9 have not yet been assigned. The Serial portion of the SSN has no meaning. The Serial is not assigned in strictly numerical order. The Serial 0000 is never assigned. Before 1973, Social Security Cards with pre-printed numbers were issued to each local SSA office. The numbers were assigned by the local office. In 1973, SSN assignment was automated and outstanding stocks of pre-printed cards were destroyed. All SSNs are now assigned by computer from headquarters. There are rare cases in which the computer system can be forced to accept a manual assignment such as a person refusing a number with 666 in it. A pamphlet entitled "The Social Security Number" [Pub. No. 05-10633] provides an explanation of the SSN's structure and the method of assigning and validating Social Security numbers.