Genealogist's Guide to Social Security Death Records

The Social Security Administration's Death Index (SSDI) can be a boon to beginning genealogists. The Social Security number is the most valuable piece of information when seeking a number of other documents. It is essential for ordering paper copies of originals death records, obituaries, and more. The SSDI is the first step in obtaining this information. If you can only trace your U.S. ancestry back to your grandparents or possibly great-grandparents, the Social Security Administration can help you find where they were born, the names of their parents, and more. The SSDI can be especially helpful for those researching immigrants as the data often shows where the individual was born in "the old country."

The Social Security Administration was created by an act of law in 1935 as part of President Roosevelt's New Deal program. The act laid out a retirement system for many Americans, although not all. The act also created a new governmental agency to manage the program. In the following 69 years, the Social Security Administration has become one of the largest agencies in the federal government.

The Social Security Administration started computerizing records in 1962. This made it possible to produce an index of people who had Social Security numbers and are deceased. The information in the Social Security Death Index for people who died prior to 1962 is sketchy since SSA's death information was not automated before that date. Persons who died before 1962 are rarely listed in the SSDI. Some of the online Web sites advertise that the data they possess will contain information about deaths "as early as 1937," but that claim is a bit misleading; 99.9% of the information is for 1962 and later.

Initially, the Social Security Administration only recorded the deaths of individuals who were receiving retirement benefits from the Administration. Those who died before reaching retirement age were not listed. Neither were those who had different retirement systems, such as railroad workers, school teachers, and other municipal, state, and federal employees. In the 1970s the railroad and many other retirement systems were merged into the Social Security system. Deaths of those retirees then started appearing in the SSDI.

In the late 1980s and after, all deaths in the U.S. were reported to the Social Security Administration and recorded in the SSDI. You can find deaths of children and non-retired adults listed for the 1990s, but not for earlier years.

Because legal aliens in the U.S. can obtain a Social Security card, their names may appear in the SSDI if their deaths were reported, even if the death occurred overseas.

The online SSDI databases contain the following information fields:

Social Security numberSurnameGiven NameDate of DeathDate of BirthLast Known ResidenceLocation of Last BenefitDate and Place of Issuance

You can access the Social Security Death Index at no charge on a number of Web sites, including:

New England Historic Genealogical Society (this database is updated frequently with the latest data, unlike some other online sites that only update their databases once every two or three years) http://www.newenglandancestors.org/research/database/ss/default.asp

Family Tree Legends (this version has several search capabilities not found on other sites): http://www.familytreelegends.com/records/ssdi

Ancestry.com: http://www.ancestry.com/search/rectype/vital/ssdi/main.htm

The Church of Jesus Christ of Latter-day Saints (the Mormons) offer the Social Security Death Index on their popular Family Search site.

Stephen P. Morse provides an easy way to search any of the online indexes at Searching the Social Security Death Index (SSDI) in One Step

Keep in mind, however, that the online SSDI database is only an index -- an abbreviated listing. The Social Security Administration holds additional information that can be a genealogical jackpot. The index listing of an ancestor is merely your ticket to this jackpot.

From 1936 on, anyone who has applied for a Social Security Card filled out an application form (SS-5) that the U.S. Government keeps on file. This application form (SS-5) contains the following information:

Full name*Full name at birth (including maiden name)*Present mailing addressAge at last birthdayDate of birth*Place of birth (city, county, state)*Father's full name "regardless of whether living or dead"*Mother's full name, including maiden name, "regardless of whether living or dead"*Sex and race*Ever applied for SS number/Railroad Retirement before? Yes/No*Current employer's name and address*Date signed*Applicant's signature

The items marked with an asterisk are not available in the online SSDI database.

The SS-5 form is obviously much more valuable to the genealogist than the limited information shown in the online death index. The Social Security Administration makes copies of the original Social Security application form (the SS-5) available to anyone who requests information on a deceased individual. You can obtain a photocopy of the SS-5 form by writing to the Social Security Administration.

The SSA charges $27.00 for each individual SS-5 copy ($16 for an abbreviated NUMIDENT form, but most genealogists will prefer the SS-5 itself). The SSA is not in the business of doing genealogical research and cannot, by law, expend Social Security Trust Fund money for purposes not related to the operation of the Social Security program. The $27 fee is intended to offset the cost to the government whenever SSA provides information from its files for non-program purposes.

There is no standard form to fill out when requesting a copy of the deceased's SS-5. Instead, you must write a letter. You can "copy-and-paste" the following sample letter into your favorite word processor, then change all the information shown inside the curly braces { }:

Social Security AdministrationOffice of Earnings OperationsFOIA Workgroup300 N. Greene StreetP.O. Box 33022Baltimore, Maryland 21290

Re: Freedom of Information Act Request

Dear Freedom of Information Officer,

I am writing this request under the Freedom of Information Act, 5 U.S.C. Section 552. I hereby request a copy of the SS-5, Application for Social Security Card for the following individual:

{first name} {last name}

{Social Security Number as obtained from the online SSDI}

Birth: {Date of birth}

Death: {Date of death}

This individual is deceased, having been listed in the Social Security Administration's Death Master File. I am requesting a copy of this person's original SS-5 form. I understand the fee for this service is $27.00. Included is a check for $27.00 made out to the Social Security Administration to cover any administrative costs required by this request.

Please respond to my request upon receipt of this initial correspondence. Thank you for your attention and assistance.

Sincerely,

{Your name}

{Your full address}

Daytime Phone Number: {Your telephone number}

If you want to obtain the SS-5 forms for more than one person, it is suggested that you write separate letters and separate checks, and mail them in separate envelopes. Be patient. You may have to wait several months for the response to your letter(s).

If you cannot find a person in the SSDI, the Social Security Administration may still be able to help. You may request an "SSN search." The SS will try to find the person's Social Security Number, even for those deaths before 1962. To request this service, you must send $29 and provide the person’s full name, state of birth, and date of birth to:

Social Security AdministrationOEO FOIA Workgroup300 N. Green StreetP.O. Box 33022Baltimore, Maryland 21290-3022

Providing names of parents is also helpful, especially with common surnames. Be sure also to provide proof of death as the records of living individuals are not publicly available.

Social Security Numbers

It is interesting to note that you can tell where a Social Security Number was issued simply by looking at the first few digits of the number. This does not tell where the person was born, only where he or she was living when the number was issued. Nonetheless, it can be a valuable clue as to where to look for additional information.

The Social Security Account Number (SSAN) is divided into three sets of digits. For example, let’s take 123-45-6789. The 3 digits in the first group indicate the state or territory in which the number was originally issued. The second group of 2 numbers is used to define the people within the state. The third group of 4 digits is simply issued in numerical sequence.

The following list shows the area indicated by first 3 digits:001-003 New Hampshire004-007 Maine008-009 Vermont010-034 Massachusetts035-039 Rhode Island040-049 Connecticut050-134 New York135-158 New Jersey159-211 Pennsylvania212-220 Maryland221-222 Delaware223-231 Virginia232-236 West Virginia237-246 North Carolina247-251 South Carolina252-260 Georgia261-267 Florida268-302 Ohio303-317 Indiana318-361 Illinois362-386 Michigan387-399 Wisconsin400-407 Kentucky408-415 Tennessee416-424 Alabama425-428 Mississippi429-432 Arkansas433-439 Louisiana440-448 Oklahoma449-467 Texas468-477 Minnesota478-485 Iowa486-500 Missouri501-502 North Dakota503-504 South Dakota505-508 Nebraska509-515 Kansas516-519 Idaho520 Wyoming521-524 Colorado525 New Mexico (also 585 below)526-527 Arizona528-529 Utah530 Nevada531-539 Washington540-544 Oregon545-573 California574 Alaska575-576 Hawaii577-579 District of Columbia580 U.S. Virgin Islands581-585 Puerto Rico, Guam, American Samoa585 New Mexico (some 585 numbers)586-699 Unassigned700-729 Railroad Retirement Board730-899 Unassigned

A few Social Security Numbers beginning with a 9 have been issued, but these are very rare.

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