[Federal Register Volume 60, Number 239 (Wednesday, December 13, 1995)]
[Notices]
[Pages 64098-64099]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-30329]
-----------------------------------------------------------------------
DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; New System of Records--Automated Customer
Registration System (ACRS)--VA (87VA045)
AGENCY: Department of Veterans Affairs.
ACTION: Notice, new system of records.
-----------------------------------------------------------------------
SUMMARY: The Privacy Act of 1974 (5 U.S.C. 552(e)(4)) requires that all
agencies publish in the Federal Register a notice of the existence and
character of their systems of records. Notice is hereby given that the
Department of Veterans Affairs (VA) is adding a new system of records
entitled ``Automated Customer Registration System (ACRS)--VA
(87VA045)''.
Federal computer security regulations require that managers and
operators of Government computer systems maintain control over who
accesses the resources of those systems. This system of records, which
will replace the PROS/Keys system (67VA30), consists of the
administrative paperwork involved in adding, modifying or deleting
access privileges to the computer resources at the VA Austin Automation
Center (AAC), as well as a computer database used to grant access to
those resources.
The information maintained in this system of records in hard copy
and electronic form will include the names and social security numbers
of VA employees, employees of other Government agencies and selected
authorized vendors who require access to the computer resources at the
AAC. The records will also include business address and telephone
number, job title and information relating to data file and computer
system access permissions granted to that individual.
Release of information from these records will only be made in
accordance with the provisions of the Privacy Act of 1974 for
investigatory, judicial and administrative uses. VA has determined that
release of information for these purposes is a necessary and proper use
of information in this system of records and that specific routine uses
for transfer of this information are appropriate.
DATES AND ADDRESSES: Interested persons are invited to submit written
comments, suggestions or objections regarding the proposed system of
records to the Director, Office of Regulations Management (02D),
Department of Veterans Affairs, 810 Vermont Ave., NW, Washington, DC
20420. All relevant material received before January 12, 1996, will be
considered. All written comments received will be available for public
inspection in the Office of Regulations Management, Room 1176, 801 I
Street NW, Washington, DC 20001, between 9 a.m. and 4 p.m. only, Monday
through Friday (except Federal holidays) until January 22, 1996.
If no public comment is received during the 30-day review period
allowed for public comment, or unless otherwise published in the
Federal Register by VA, the routine use statements included herein are
effective January 12, 1996, and all other provisions included herein
are effective January 12, 1996.
SUPPLEMENTARY INFORMATION: A ``Report of Intention to Publish a Federal
Register Notice of New System of Records'' and an advance copy of the
new system notice have been provided to the Chairmen of the House
Committee on Government Reform and Oversight and the Senate Committee
on Governmental Affairs, and the Director, Office of Management and
Budget (OMB), as required by the provisions of 5 U.S.C. 522(r) (Privacy
Act), guidelines issued by OMB (50 FR 52730), December 24, 1985, Pub.
L. 100-503, and follow-up OMB guidelines issued July 25, 1994 (59 FR
37917).
FOR FURTHER INFORMATION CONTACT: Nelda Cook (045/200B), Department of
Veterans Affairs, 810 Vermont Avenue NW., Washington, DC 20420,
telephone number (202) 565-8045.
Approved: December 1, 1995.
Jesse Brown,
Secretary of Veterans Affairs.
87VA045
Automated Customer Registration System (ACRS)--Department of
Veterans Affairs (VA).
The automated records are maintained by the VA Automation Center,
1615 Woodward Street, Austin, TX 78772. The paper records will be
maintained at each VA field station that has a responsibility for ACRS
input.
All Department of Veterans Affairs employees, employees of other
Government agencies and authorized contractor personnel who have
requested and have been granted access to the automated resources of
the VA's Austin Automation Center (AAC).
The records in this system, in both paper and electronic form, will
include the names and social security numbers of all personnel who have
requested and been granted access to the automated resources at the
AAC. The records will also include business address and telephone
number, job title and information relating to data file and computer
system access permissions granted to that individual.
Title 38, U.S.C. 501.
The purpose of this system of records is to allow the VA Austin
Automation Center (AAC) in Austin, TX, to maintain a current list of
all VA employees, employees of other Government agencies and authorized
contractor personnel who require access to the computer resources of
the AAC, in accordance with Federal computer security requirements.
[[Page 64099]]
1. At the initiative of VA, pertinent information may be disclosed
to appropriate Federal, State or local agencies responsible for
investigating, prosecuting, enforcing or implementing statutes, rules,
regulations or orders, where VA becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation.
2. Disclosure of specific information may be made to a Federal
agency, in response to its request, to the extent that the information
requested is relevant and necessary to the requesting agency's decision
in connection with hiring or retaining an employee, issuing a security
clearance, conducting a security or suitability investigation on an
individual, classifying jobs, awarding a contract or issuing a license,
grant or other benefit.
3. Information may be provided to a congressional office in
response to an inquiry from that congressional office made at the
request of the individual and concerning that individual's record in
this system.
4. Disclosure of information may be made to officials of the Merit
Systems Protection Board, including the Office of the Special Counsel,
the Federal Labor Relations Authority and its General Counsel or the
Equal Employment Opportunity Commission, when requested in performance
of their authorized duties, and the request is not in connection with a
law enforcement investigation.
5. The Department of Veterans Affairs (VA) may disclose records in
this system or records in proceedings before a court or adjudicative
body before which VA is authorized to appear when VA, a VA official or
employee, the United States, or an individual or entity for whom the
United States is providing representation is a party to litigation or
has an interest in such litigation, and VA determines that the use of
such records is relevant and necessary to the litigation, provided,
however, that in each case, the agency determines that disclosure of
the records is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
6. The Department of Veterans Affairs (VA) may disclose records in
this system of records to the Department of Justice when VA, a VA
official or employee, the United States, or an individual or entity for
whom the United States is providing representation is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by VA to be relevant and
necessary to the litigation, provided, however, that in each case, the
agency determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected.
7. Disclosure may be made during reviews by the National Archives
and Records Administration in records management inspections conducted
under authority of 44 U.S.C. 2904 and 2906.
Each field station responsible for inputting records into the
system will retain the original signed paper copies of requests for
system access in locked containers. Data files supporting the automated
system are stored in a secure area located at the Austin Automation
Center. Data files are stored on magnetic disk and, for archival
purposes, on magnetic tape.
Paper records are maintained in alphabetical order by last name of
the requester. Automated records are retrieved by individual name or by
a specific automated resource.
Paper records in progress are maintained in a manned room during
working hours. Paper records maintained for archival purposes are
stored in locked containers until needed. During non-working hours, the
paper records are kept in a locked container in a secured area. Access
to the records is on a need-to-know basis only.
Access to the automated system is via computer terminal; standard
security procedures, including a unique customer identification code
and password combination, are used to limit access to authorized
personnel only. Specifically, in order to obtain access to the
automated records contained in this system of records, an individual
must:
(1) Have access to the automated resources of the AAC. An
individual may not self-register for this access. Formal documentation
of the request for access, signed by the employee's supervisor, is
required before an individual may obtain such access. Authorized
customers are issued a customer identification code and one-time
password.
(2) Be an authorized official of the ACRS system. Only two
individuals per field station may be designated ACRS officials with
access to add, modify or delete records from the system. These
individuals require a specific functional task code in their customer
profile; this functional task can only be assigned by the AAC. A
limited number of supervisory or managerial employees throughout VA
will have read-only access for the purpose of monitoring ACRS
activities.
Records will be maintained and disposed of in accordance with the
records disposal authority approved by the Archivist of the United
States, the National Archives and Records Administration and published
in Agency Records Control Schedules. Paper records will be destroyed by
shredding or other appropriate means for destroying sensitive
information. Automated storage records are retained and destroyed in
accordance with a disposition authorization approved by the Archivist
of the United States.
Director, VA Austin Automation Center, 1615 Woodward Street,
Austin, TX 78772. The phone number is (512) 326-6000.
An individual who wishes to determine whether a record is being
maintained in this system under his or her name or other personal
identifier or who wants to determine the contents of such records
should submit a written request or apply in person to the Director, VA
Austin Automation Center, 1615 Woodward Street, Austin, TX 78772.
An individual who seeks access or wishes to contest records
maintained under his or her name or other personal identifier may
write, call or visit the System Manager.
See record access procedures above.
Individuals who have applied for and been granted access permission
to the resources of the Austin Automation Center (AAC).
[FR Doc. 95-30329 Filed 12-12-95; 8:45 am]
BILLING CODE 8320-01-M