The Social Security Death Master File is an important resource for many organizations, including banks and other financial institutions, medical organizations, and genealogists. It contains basic information on people who have died and who had a Social Security Number assigned to them. This article gives an overview of the DMF, the types of access available, and how to obtain a copy.
Understanding the Social Security Death Master File
The SSA maintains this file under the broad rubric of accounting for and cataloging the record of each citizen who has died. Accordingly, the DMF includes, but is not limited to, the following elements which include;
- Full name: First name, Middle initial (from the 1990s), and surname
- Date of birth: Year, month, and day of birth
- Date of death: Year and month of death included with day since 2000
- Social Security Number: Unique number assigned to a person.
The DMF is a subset of the SSA’s Numident database, which contains information on all SSNs issued since 1936. The file has been available to the public since 1980 and is often used to deter identity fraud, verify deaths for financial transactions, and assist in genealogical research.
Types of access to the DMF
There exist two main types of the DMF available to access:
- Full Death Master File: This version contains complete death records from both the SSA and state death registries, but access is limited to federal and state agencies that demonstrate under Section 205(r) of the Social Security Act a legitimate need for such information. Agencies requesting data are required to justify the request and ensure proper security measures will be taken in place against sensitive data disclosure.
- Limited Access Death Master File: This is a shorter version that is provided to the public and private individuals through the Freedom of Information Act. It contains less specific information on death but excludes state records for deaths. LADMF can be obtained from the National Technical Information Service of the U.S. Department of Commerce. Organizations desiring access to the file must become certified subscribers through a program established by the Bipartisan Budget Act of 2013.
How to obtain a copy
To obtain a copy of the DMF, follow these steps in accordance with your needs:
- For Federal or State agencies:
- Complete a data exchange request form (SSA-157) if you represent a federal or state agency desiring access to the full DMF.
- Send the request by email or through the provisions on SSA’s website.
- Provide information such as legal authority behind your request, projected request frequency, and security feasible to maintain sensitive data.
- For private organizations/individuals:
- Log onto the NTIS website to get subscription access to the Limited Access Death Master File.
- Be ready to pay certification fees to cover the administrative cost of accessing this information.
- First ensure that your intended use conforms with approved uses for example, fraud prevention or genealogical research.
- Genealogical research: A number of genealogists make use of third-party online databases which compile DMF records. Sites including Ancestry.com or FamilySearch may provide indexed access to parts of this data.
Considerations and limitations
As helpful as the DMF might be, it is important to keep in mind a few limitations:
- Incomplete data: Some deaths may not appear in the DMF because of reporting delays or refusal to provide information due to privacy reasons. For example, some families may wish that their loved ones not appear in public records for personal reasons.
- Potential errors: The SSA recognizes the possibility of DMF containing mistakes that result in an incorrect listing or failure of a record to appear. These can be quite frustrating when trying to resolve identity-theft issues or questions concerning an individual’s benefit claim.
Essentially, access to and acquisition of a copy of the Social Security Death Master File would require understanding how the structure and access protocols are disposed of. Whether you are part of a federal agency needing comprehensive data or an individual with limited information for personal use, being aware of the right steps can effectively allow you to access this crucial resource.
