[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]



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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.

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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