[Federal Register Volume 63, Number 65 (Monday, April 6, 1998)]
[Notices]
[Pages 16864-16870]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-8868]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; Altered System of Records

AGENCY: Department of Veterans Affairs.

ACTION: Notice of Altered System of Records.

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[[Page 16865]]

SUMMARY: The Privacy Act of 1974 (5 U.S.C. 522a(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 altering a system of records 
entitled ``Accounts Receivable Records--VA'' (88VA244). This system was 
previously numbered ``88VA20A6''.

DATES: Interested persons are invited to submit written comments, 
suggestions or objections regarding the proposed changes to the system 
of records. All relevant materials received before May 6, 1998, will be 
considered. 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 altered system of records is effective May 
6, 1998.

ADDRESSES: Written comments concerning the altered system of records 
may be mailed to the Director, Office of Regulations Management (02D), 
810 Vermont Avenue, NW., Washington, DC 20420. All written comments 
received will be available for public inspection at the above address 
in the Office of Regulations Management, Room 1158, between the hours 
8:00 a.m. and 4:30 p.m., Monday through Friday (except holidays).

FOR FURTHER INFORMATION CONTACT:
Daniel D. Osendorf, Director, Debt Management Center (389/00), U.S. 
Department of Veterans Affairs, Bishop Henry Whipple Federal Building, 
1 Federal Drive, Ft. Snelling, Minnesota 55111, (612) 725-1844. The 
Internet e-mail address for Debt Management Center is: [email protected].

SUPPLEMENTARY INFORMATION: Notification of this system of records was 
originally published under system number 88VA20A6 on November 3, 1994, 
at 59 FR 55155. To broaden the application of the system of records to 
a department-wide basis and to reflect consolidation of collection 
responsibilities for additional types of debts under the administration 
of VA's Debt Management Center (DMC) in Ft. Snelling, Minnesota, an 
altered system of records was published November 26, 1996 at 61 FR 
60148. The Debt Collection Improvement Act of 1996 (DCIA), section 
31001 of Pub. L. 104-134, was enacted April 26, 1996 and provides for a 
Government-wide system of debt collection managed by the Department of 
the Treasury.
    This system of records has been revised to reflect VA's 
participation in the Government-wide debt collection program. The 
revisions include new and modified routine uses to accommodate new 
means of collection authorized by DCIA, additional Government programs 
from which debts are created and for which DMC will perform collection 
services, cross servicing of indebtedness accounts by the Department of 
the Treasury or other agencies designated by that department and the 
referral of indebtedness accounts to Government disbursing officials 
for offset of almost any Government payment. DMC has applied for status 
as a cross-servicing debt collection center. The new means of 
collection authorized by DCIA include sale of delinquent debt to the 
private sector, administrative wage garnishment and dissemination of 
debtor information. Certain other revisions to the system of records 
reflect more current terminology and new citations to referenced 
material.
    The debt collection program adheres to VA security and reporting 
requirements under title 38, Code of Federal Regulations and other 
Federal regulations, as well as the Privacy Act of 1974, as amended (5 
U.S.C. 552a), and the appropriate provisions of the Internal Revenue 
Code, title 26, United States Code.

    Approved: March 26, 1998.
Togo D. West, Jr.,
Acting Secretary of Veterans Affairs.
88VA244

SYSTEM NAME.
    Accounts Receivable Records-VA.

SYSTEM LOCATION:
    Automated indebtedness records for first-party medical billing, pay 
administration, compensation, pension, educational assistance, 
survivors' and dependents' educational assistance and most home loan 
debts are maintained at the VA's Financial Services Center and 
Automation/Systems Development Center (AA/SDC) in Austin, Texas. 
Automated records of debts referred to the Department of Veterans 
Affairs for Government-wide cross-servicing authorized under 31 U.S.C. 
3711(g)(4) are maintained at VA's AA/SDC in Austin, Texas. Extracts of 
benefit and home loan debt automated records are maintained in the 
Benefits Delivery Network for accounting and adjudication purposes. The 
Benefits Delivery Network Is administered by the Benefit Delivery 
Center (BDC). Hines, Illinois. first-party medical billing information 
is extracted from records maintained at VA medical facilities and in 
automated media as more fully described in the Privacy Act system of 
records, 24VA136, ``Patient Medical Records-VA'' as published at 40 FR 
38095 (Aug. 26, 1975), and amended as follows: 40 FR 52125 (Nov. 7, 
1975); 41 FR 2881 (Jan. 20, 1976); 41 FR 11631 (Mar. 19, 1976); 42 FR 
30557 (Jun. 15, 1977); 44 FR 31058 (May 30, 1979); 45 FR 77220 (Nov. 
21, 1980); 46 FR 2766 (Jan. 12, 1981); 47 FR 28522 (Jun. 30, 1982); 47 
FR 51841 (Nov. 17, 1982); 50 FR 11610 (Mar. 22, 1985); 51 FR 25968 
(Jul. 17, 1986); 51 FR 44406 (Dec. 9, 1986); 52 FR 381 (Jan. 5, 1987); 
53 FR 49818 (Dec. 9, 1988); 55 FR 5112 (Feb. 13, 1990); 55 FR 37604 
(Sept. 12, 1990); 55 FR 42534 (Oct. 19, 1990); 56 FR 1054 (Jan. 10, 
1991); 57 FR 28003 (Jun. 23, 1992); 57 FR 4519 (Oct. 1, 1992); 58 FR 
29853 (May 24, 1993); 58 FR 40852 (Jul. 30, 1993); and, 58 FR 57674 
(Oct. 26, 1993). Automated and paper indebtedness records for the 
Civilian Health and Medical Program of the Department of Veterans 
Affairs (CHAMPVA) are maintained at the Health Administration Center 
(HAC) in Denver, Colorado and are more fully described in the Privacy 
Act system of records, 54VA136, ``Veteran's Spouse or Dependent 
Civilian Health and Medical Care Records-VA'', as published at 40 FR 
38095 (Aug. 26, 1975) and amended at 53 FR 23845 (Jun. 24, 1998), 53 FR 
25238 (Jul. 5, 1988) and 56 FR 26186 (Jun. 6, 1992). Pay administration 
indebtedness records are extracted from other automated and paper 
records maintained at all VA facilities and the Austin Finance Center 
and are more fully described in the Privacy Act system of records, 
27VA047, ``Personnel and Accounting Pay System--VA'', as published at 
40 FR 38095 (Aug. 26, 1975), and amended as follows: 48 FR 16372 (April 
15, 1983); 50 FR 23100 (May 30, 1985); 51 FR 6858 (Feb. 26, 1986); 51 
FR 25968 (Jul. 17, 1986); 55 FR 42534 (Oct. 19, 1990); 56 FR 23952 (May 
24, 1991); 58 FR 39088 (Jul. 21, 1993); 58 40852 (Jul. 30, 1993); and, 
60 FR 35448 (Jul. 7, 1995); 62 FR 41483 (Aug. 1, 1997); and, 62 FR 
68362 (Dec. 31, 1997). Certain paper records, microfilm and microfiche 
are maintained at the VA Debt Management Center (DMC), Ft. Snelling, 
Minnesota. Education loan, miscellaneous home loan and spina bifida 
monthly allowance automated, paper, microfilm and microfiche records 
are maintained at DMC. Automated and paper indebtedness records related 
to the All-Volunteer Force Educational Assistance Program are also 
maintained at DMC. Paper records related to benefit and home loan 
accounts receivable may be maintained in individual file folders 
located at the VA regional office having jurisdiction over the domicile 
of the claimant or the geographic area in

[[Page 16866]]

which a property securing a VA guaranteed, insured or direct loan is 
located. Similarly, paper and automated records related to first-party 
medical billing and CHAMPVA are also maintained in individual patient 
medical records at VA health care facilities and HAC. Generally and 
with the exception of claims against third-party insurers and certain 
first-party medical debts, automated records and papers maintained at 
regional offices, health care facilities and HAC are not used directly 
in the debt collection process unless they are forwarded by 
conventional mail, electronic mail or facsimile to DMC. Records 
provided to the Department of Housing and Urban Development (HUD) for 
inclusion in the Credit Alert Interactive Voice Response System 
(CAIVRS) are located at the HUD Data Processing Center in Lanham, 
Maryland. Records referred to the Department of the Treasury for 
inclusion in the Treasury Offset Program (TOP) are located at the 
Financial Management Service Debt Collection Operations System in 
Hyattsville, Maryland.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons indebted to the United States Government as a result of 
their participation in benefit programs (including health care 
programs) administered by VA under title 38, United States Code, 
chapters 11, 13, 15, 17, 18, 21, 30, 31, 34, 35, 36 and 37, including 
persons indebted to the United States Government by virtue of their 
ownership, contractual obligation or rental of property owned by the 
Government or encumbered by a VA-guaranteed, insured, direct or vendee 
loan. Persons indebted to the United States Government as a result of 
their participation in a benefit program administered by VA under 10 
U.S.C. ch. 1606. Persons who received benefits or services under 38 
U.S.C. or 10 U.S.C. ch. 1606, but who did not meet the requirements for 
receipt of such benefits or services. Persons indebted to the United 
States, a State or local government whose debts are referred to the 
Department of Veterans Affairs for Government-wide cross-servicing 
under 31 U.S.C. 3711(g)(4) or any valid interagency agreement. Persons 
indebted to the United States as the result of erroneous payment of pay 
or allowances or as the result of erroneous payment of travel, 
transportation or relocation expenses and allowances (previously and 
hereinafter referred to as ``pay administration'') under the provisions 
of title 5, United States Code, part III, subpart D.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Information varies depending on the source of the debt. Identifying 
information including VA claim number, Social Security number, Tax 
Identification Number (TIN), name and address and, when appropriate, 
loan reference number, obtained from, among other sources, indebtedness 
records of Federal agencies other than VA and the following Privacy Act 
systems of records: ``Debt Collection Operations System--Treasury/
Financial Management Service'' (Treasury/FMS .014); ``Compensation, 
Pension, Education and Rehabilitation Records-VA'' (58VA21/22); ``Loan 
Guaranty Home, Condominium and Manufactured Home Loan Applicant 
Records, Specially Adapted Housing Applicant Records, and Vendee Loan 
Applicant Records-VA'' (55VA26); ``Patent Medical Records-VA'' 
(24VA136); and, ``Veteran's Spouse or Dependent Civilian Heath and 
Medical Care Records-VA'' (54V136). Initial indebtedness amount, dates 
of treatment, amounts claimed for reimbursement type of benefit from 
which the debt arose, identifying number of the VA regional office with 
jurisdiction over the underlying benefit claim or property subject to 
default or foreclosure, station number of the VA health care facility 
rendering services, name of co-obligor and property address of the 
defaulted home loan from 58VA21/22, 55VA26, 24VA136 and 54VA136. 
History of debt collection activity on the person, organization or 
entity including correspondence, telephone calls, referrals to other 
Federal, State or local agencies, VA regional counsel, private 
collection and credit reporting agencies. Payments received, refunds 
made, interest amount, current balance of debt and indication of status 
of current VA benefit payments. Federal employment status obtained by 
computer matching with Government agencies and the United States Postal 
Service. No personal medical information concerning the nature of 
disease, injury or disability is transmitted to or maintained in this 
system of records.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Government records are maintained and managed under the authority 
set forth in 31 U.S.C. 3101 and 31 U.S.C. 3102. The purpose of the 
system is consistent with the financial management provisions of title 
31, United States Code, chapter 37, the pay administration provisions 
of title 5, United States Code, chapter 55, and special provisions 
relating to VA benefits in title 38, United States Code, chapter 53.

PURPOSE(S):
    The purpose of this system is to maintain records of individuals, 
organizations and other entities: (1) Indebted to the United States as 
a result of their participation in benefit and health care programs 
administered by VA; (2) indebted as a result of erroneous pay 
administration; (3) indebted under any other program administered by 
any agency of the United States Government and whose indebtedness 
record has been referred to VA for Government-wide cross-servicing 
under 31 U.S.C. 3711(g)(4); and (4) indebted under any Federal, State 
or local government program and whose debt was referred to VA for 
collection under any valid interagency agreement. Information in this 
system of records is used for the administrative management and 
collection of debts owed the United States and any State or local 
government and for which records are maintained in accordance with the 
preceding sentence.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    For purposes of the following routine uses:
    (a) The term, ``veteran'', includes present, former or retired 
members of the United States Armed Forces, the reserve forces or 
national guard;
    (b) The term, ``debtor'', means any person falling within the 
categories of individuals covered by this system, as set forth above. A 
``debtor'' may be a veteran, as defined above, a veteran's dependent 
entitled to VA benefits (including health care) in his or her own right 
or a person who is neither a veteran nor a veteran's dependent for 
benefit purposes; and,
    (c) The terms, ``benefit'', ``benefit program'' and ``VA program'' 
include any gratuitous benefit, home loan (including miscellaneous home 
loan) or health care (including CHAMPVA) program administered by the 
Secretary of Veterans Affairs.
    1. The record of an individual who is covered by this system may be 
disclosed to a member of Congress or staff person acting for the member 
when the member or staff person requests the record on behalf of and at 
the written request of that individual.
    2. Any information in this system may be disclosed to a Federal 
agency, upon its official request, to the extent that it is relevant 
and necessary to that agency's decision regarding: the hiring, 
retention or transfer of an employee; the issuance of a security 
clearance; the

[[Page 16867]]

letting of a contract or the issuance or continuance of a license, 
grant or other benefit given by that agency. However, in accordance 
with an agreement between the Department of Veterans Affairs and the 
U.S. Postal Service, disclosures to the U.S. Postal Service for 
decisions concerning the employment of veterans will only be made with 
the veteran's prior written consent.
    3. Any information in this system may be disclosed, by computer 
matching or otherwise, in connection with any proceeding for the 
collection of an amount owed the United States when, in the judgment of 
the Secretary, or official generally delegated such authority under 
standard agency delegation of authority rules (38 CFR 2.6), such 
disclosure is deemed necessary and proper in accordance with 38 U.S.C. 
5701(b)(6) for debts resulting from participation in VA benefit 
programs or pay administration, with 31 U.S.C. 3711(g)(5) for other 
debts referred to VA in its capacity as a Government-wide cross-
servicing facility or with a valid interagency agreement for collection 
services independent of the cross-servicing provisions of section 
3711(g)(4) and (g)(5).
    4. The name and address of a person indebted to the United States 
and other information as is reasonably necessary to identify such 
person may be disclosed to a consumer reporting agency for the purpose 
of locating that person or to obtain a consumer report in order to 
assess the ability of that person to repay an indebtedness, provided 
the disclosure is consistent with 38 U.S.C. 5701(g)(2) for purposes of 
debts owed veterans and their dependents as a result of participation 
in VA benefit programs and 31 U.S.C. 3711(h)(1) for purposes of all 
other debts to the United States.
    5. The name and address of a person indebted to the United States, 
other information as is reasonably necessary to identify such person, 
including personal information obtained from other Federal agencies 
through computer matching programs, and any information concerning the 
person's indebtedness to the United States may be disclosed to a 
consumer reporting agency for purposes of making such information 
available for inclusion in consumer reports regarding that person, 
provided that the provisions of 38 U.S.C. 5701(g)(4) have been met for 
purposes of indebtedness incurred as the result of participation in VA 
benefit programs and 31 U.S.C. 3711(f)(1) for purposes of all other 
types of indebtedness.
    6. Any information in this system, including available identifying 
information regarding a person, such as the person's name, address, 
Social Security number, VA insurance number, VA claim number, VA loan 
number, date of birth, employment information or identification number 
assigned by any Government component, may be disclosed, except to 
consumer reporting agencies, to a third party in order to obtain 
current name, address and credit report in connection with any 
proceeding for the collection of an amount owed the United States. Such 
disclosure may be made in the course of computer matching having the 
purpose of obtaining the information indicated above. Third parties may 
include other Federal agencies, State probate courts, State drivers' 
license bureaus, State automobile title and license bureaus and private 
commercial concerns in the business of providing the information 
sought.
    7. Identifying information, including the debtor's name, Social 
Security number and VA claim number, along with the amount of 
indebtedness, may be disclosed to any Federal agency, including the 
U.S. Postal Service, in the course of conducting computer matching to 
identify and locate delinquent debtors employed by or receiving 
retirement benefits from those agencies. Such debtors may be subject to 
offset of their pay or retirement benefits under the provisions of 5 
U.S.C. 5514.
    8. Any information in this system, including the nature and amount 
of a financial obligation as well as the history of debt collection 
activity against a debtor, may be disclosed to the Federal agency 
administering salary or retirement benefits to the debtor to assist 
that agency in initiating offset of salary or retirement benefits to 
collect delinquent debts owed the United States.
    9. The name(s) and address(es) of a debtor(s) may be disclosed to 
another Federal agency or to a contractor of that agency, at the 
written request of the head of that agency or designee of the head of 
that agency for the purpose of conducting Government research or 
oversight necessary to accomplish a statutory purpose of that agency.
    10. Information in this system specifically related to debts 
resulting from participation in VA programs or pay administration, 
including the amount of debt, may be disclosed at the request of the 
subject debtor to accredited service organizations, VA-approved claims 
agents and attorneys acting under a declaration of representation so 
that these individuals can aid persons indebted to VA in the 
preparation, presentation and prosecution of debt-related matters under 
the laws administered by VA. The name and address of a debtor will not, 
however, be disclosed to these individuals under this routine use if 
the debtor has not requested the assistance of an accredited service 
organization, claims agent or an attorney.
    11. Information in this system specifically related to debts 
incurred as a result of participation in VA benefit programs such as 
the amount of indebtedness and collection history may be disclosed in 
the course of presenting evidence to a court, magistrate or 
administrative authority in matters of guardianship, inquests and 
commitments, to private attorneys representing debtors rated 
incompetent in conjunction with issuance of Certificates of 
Incompetence and to probation and parole officers in connection with 
court-required duties.
    12. Information in this system related to debts incurred as a 
result of participation in VA benefit programs, including the amount of 
indebtedness and history of collection activity, may be disclosed to a 
VA or court-appointed fiduciary or a guardian ad litem in relation to 
his or her representation of the subject debtor only to the extent 
necessary to fulfill the duties of the fiduciary or guardian ad litem.
    13. Any relevant information in this system may be disclosed to the 
Department of Justice and United States Attorneys in the defense or 
prosecution of litigation involving or pertaining to the United States. 
Any relevant information in this system may also be disclosed to other 
Federal agencies upon their request in connection with review of 
administrative tort claims and potential tort claims filed under the 
Federal Tort Claims Act, 28 U.S.C. 2672, the Military Claims Act, 10 
U.S.C. 2733 and other similar claims statutes.
    14. Any information concerning a person's indebtedness to the 
United States, including personal information obtained from other 
Federal agencies through computer matching programs, may be disclosed 
to any third party, except consumer reporting agencies, in connection 
with any proceeding for the collection of any amount owed to the United 
States. Purposes of these disclosures include, but are not limited to 
(a) assisting the Government in collection of debts resulting from 
participation in Government programs of all categories and pay 
administration, and (b) initiating legal actions for prosecuting 
individuals who willfully or fraudulently obtain Government benefits, 
pay or allowances without entitlement. Third parties may include,

[[Page 16868]]

but are not limited to, persons, organizations or other entities with 
contracts for collection services with the Government.
    15. The debtor's name, address, Social Security number and the 
amount (excluding interest) of any indebtedness waived, compromised or 
written off may be disclosed to the Treasury Department, Internal 
Revenue Service, as a report of income under 26 U.S.C. 61(a)(12).
    16. The name of a debtor, any other information reasonably 
necessary to identify such individual and any other information 
concerning the individual's indebtedness under a VA benefit or pay 
administration program or an individual's indebtedness referred to VA 
for Government-wide cross servicing under 31 U.S.C. 3711(g)(4), may be 
disclosed to the Treasury Department, Internal Revenue Service, for the 
collection of that indebtedness by offset of Federal income tax refunds 
pursuant to 31 U.S.C. 3720A.
    17. Debtors' social security numbers, VA claim numbers, loan 
account numbers and other information as is reasonably necessary to 
identify individual indebtedness accounts may be disclosed to the 
Department of Housing and Urban Development for inclusion in the Credit 
Alert Interactive Voice Response System (CAIVRS). Information in CAIVRS 
may be disclosed to all participating agencies and lenders who 
participate in the agencies' programs to enable them to verify 
information provided by new loan applicants and evaluate the 
creditworthiness of applicants. Records are disclosed to participating 
agencies and private-sector lenders by an ongoing computer matching 
program.
    18. Name, Social Security numbers and any other information 
reasonably necessary to ensure accurate identification may be disclosed 
to the Department of the Treasury, Internal Revenue Service, to obtain 
the mailing address of taxpayers who are debtors under this system of 
records. Disclosure is made by computer matching and pursuant to 26 
U.S.C. 6103(m)(2).
    19. Any information in a record under this system of records may be 
disclosed to the United States General Accounting Office (GAO) to 
enable GAO to pursue collection activities authorized to that office or 
any other activities within their statutory authority.
    20. Any information in this system concerning a debt over 180 days 
delinquent may be disclosed, by computer matching or otherwise, to the 
Secretary of the Treasury or to any designated Government disbursing 
official for purposes of conducting administrative offset of any 
eligible Federal payments under the authority set forth in 31 U.S.C. 
3716. Payments subject to offset include those payments disbursed by 
the Department of the Treasury, the Department of Defense, the United 
States Postal Service, any Government corporation or any disbursing 
official of the United States designated by the Secretary of the 
Treasury. Subject to certain exemptions, Social Security, Black Lung, 
Railroad Retirement benefits and tax refunds may be included in those 
Federal payments eligible for administrative offset.
    21. Any information in this system of records concerning a debt 
over 180 days delinquent may be disclosed, by computer matching or 
otherwise, to the Secretary of the Treasury for appropriate collection 
or termination action, including the transfer of the indebtedness for 
collection or termination, in accordance with 31 U.S.C. 3711(g)(4), to 
a debt collection center designated by the Secretary of the Treasury, 
to a private collection agency or to the Department of Justice. The 
Secretary of the Treasury, through the Department of the Treasury, a 
designated debt collection center, a private collection agency or the 
Department of Justice, may take any appropriate action on a debt in 
accordance with the existing laws under which the debt arose.
    22. The name and address of a debtor, other information as is 
reasonably necessary to identify such person, including personal 
information obtained from other Federal, state or local agencies as 
well as private sources through computer matching, and other 
information concerning the person's indebtedness to the United States, 
may be disclosed to third parties, including Federal, State and local 
government agencies to determine the debtor's employer. Such 
information may be used to initiate garnishment of disposable pay in 
accordance with the provisions of 31 U.S.C. 3720D.
    23. The name and address of a debtor, and such other information as 
may be necessary for identification of that debtor, may be disclosed to 
a debtor's employer for purposes of initialing garnishment of the 
disposable pay of that debtor under the provisions of 31 U.S.C. 3720D.
    24. The names and addresses of delinquent debtors, along with the 
amounts of their debts, may be published or otherwise publicly 
disseminated subject to the provisions of 31 U.S.C. 3720E.
    25. Any information in this system may be disclosed to a third-
party purchaser of debt more than 90 days delinquent and for which the 
sale of such debt was conducted pursuant to the provisions of 31 U.S.C. 
3711(i).

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
record system to consumer reporting agencies as defined in the Fair 
Credit Reporting Act 15 U.S.C. 1681a(f) or the Federal Claims 
Collection Act of 1966 31 U.S.C. 3701(a)(3). The disclosure is limited 
to information necessary to establish the identity of the individual, 
including name, address, and taxpayer identification number (Social 
Security number), the amount, status and history of the claim; and the 
agency or program under which the claim arose for the sole purpose of 
allowing the consumer reporting agency to prepare a commercial credit 
report. 38 U.S.C. 5701(g) governs the release of names and addresses of 
any person who is a present or former member of the Armed Forces, or 
who is a dependent of such a person, to consumer reporting agencies 
under certain circumstances. Routine uses, above, provide for 
disclosure under those circumstances.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are maintained on magnetic tape and disk, microfilm, 
microfiche, optical disk and paper documents. DMC does not routinely 
maintain paper records of individual debtors in file folders with the 
exception of correspondence, and replies thereto, from Congress, the 
White House, members of the Cabinet and other similar sources. Paper 
records related to accounts receivable may be maintained in individual 
file folders located at VA regional offices, health care facilities, 
HAC and other agencies referring debts to VA in its capacity as a 
Government-wide cross-servicing debt collection center. Generally and 
with the exception of claims against third-party insurers and certain 
first-party medical debts, such papers maintained outside of DMC are 
not used directly in the debt collection process unless they are first 
forwarded to DMC. Information stored on magnetic media for most VA 
benefit debts, including first-party medical, may be accessed through a 
data telecommunications terminal system designated as CAROLS 
(Centralized Accounts Receivable On-Line System). Most CAROLS terminals 
are located in DMC; however, VA regional offices generally each have 
one terminal for inquiry purposes. Records of debts

[[Page 16869]]

referred to VA in its capacity as a Government-wide cross servicing 
debt collection center will be accessible only to employees of DMC. 
Information stored on magnetic media and related to the All-Volunteer 
Force Educational Assistance, education loan, miscellaneous home loan 
or HAC debt collection programs may be accessed through personal 
computers. Records provided to the Department of Housing and Urban 
Development for inclusion in the Credit Alert Interactive Voice 
Response System (CAIVRS) are maintained on magnetic media at the HUD 
Data Processing Center in Lanham, Maryland. Records provided to the 
Department of the Treasury for administrative offset or referral to a 
designated debt collection center, private collection agency or the 
Department of Justice are maintained on magnetic media at the Financial 
Management Service Debt Collection Operations System in Hyattsville, 
Maryland. For VA benefit debts other than miscellaneous home loan, 
first-party medical and CHAMPVA, identifying information, the amount of 
the debt are benefit source of the debt may be stored on magnetic media 
in records that serve as the database for the VA Benefits Delivery 
Network (BDN). The BDN is operated for the adjudication of VA claims 
and the entry of certain fiscal transactions. The identifying 
information, the amount of the debt and benefit source of the debt are 
transmitted to the Centralized Accounts Receivable System (CARS) or a 
personal computer local area network system before collection activity 
commences. When a debtor is awarded gratuitous benefits under VA 
programs, the BDN may operate to offset all or part of retroactive 
funds awarded, if any, to reduce the balance of the indebtedness. The 
Veterans Health Information Systems and Technology Architecture 
(VISTA), through its various modules, is used to create and store 
first-party medical charges and debts associated with the provision of 
health care benefits. The identifying information about the person, the 
amount of the debt and program source of the debt may be transmitted to 
CARS as part of the collection process. When a person receives care 
under the auspices of VA, a VA medical facility may collect all or part 
of a charge or debt.

RETRIEVABILITY:
    Paper documents, microfilm and microfiche related to VA claims and 
debts are indexed by VA file number or date of receipt. Automated 
records of VA claims and debts are indexed by VA claim number, Social 
Security account number, name and loan account number in appropriate 
circumstances. Paper documents, microfilm, microfiche and automated 
records of pay administration debts and debts referred to VA for cross 
servicing are indexed by Social Security account number or Taxpayer 
Identification Number. Records in CAIVRS may only be retrieved by 
Social Security number.

SAFEGUARDS:
    1. Physical Security: (a) Access to working spaces and document 
storage areas in DMC is restricted by cipher locks and to VA employees 
on a need-to-know basis. Generally, document storage areas in VA 
offices other than DMC are restricted to VA employees on a need-to-know 
basis. VA offices are generally protected from outside access by the 
Federal Protective Service or other security personnel. Strict control 
measures are enforced to ensure that access to and disclosure from 
documents, microfilm and microfiche are limited to a need-to-know 
basis. (b) Access to CAROLS data telecommunications terminals is by 
authorization controlled by the site security officer. The security 
officer is assigned responsibility for privacy-security measures, 
especially for review of violation logs, information logs and control 
of password distribution. (c) Access to data processing centers is 
generally restricted to center employees, custodial personnel, Federal 
Protective Service and other security personnel. Access to computer 
rooms is restricted to authorized operational personnel through 
electronic locking devices. All other personnel gaining access to 
computer rooms are escorted.
    2. CAROLS and Personal Computer Local Area Network (LAN) Security: 
(a) Usage of CAROLS and LAN terminal equipment is protected by password 
access. Electronic keyboard locks are activated on security errors. (b) 
At the data processing centers, identification of magnetic media 
containing data is rigidly enforced using labeling techniques. 
Automated storage media which are not in use are stored in tape 
libraries which are secured in locked rooms. Access to programs is 
controlled at three levels: programming, auditing and operations.
    3. CAIVRS Security: Access to the HUD data processing center from 
which CAIVRS is operated is generally restricted to center employees 
and authorized contact employees. Access to computer rooms is 
restricted to authorized operational personnel through locking devices. 
All other persons gaining access to computer rooms are escorted.
    Records in CAIVRS use Social Security numbers as identifiers. 
Access to information files is restricted to authorized employees of 
participating agencies and authorized employees of lenders who 
participate in the agencies' programs. Access is controlled by agency 
distribution of passwords. Information in the system may be accessed by 
use of a touch-tone telephone by authorized agency and lender employees 
on a need-to-know basis.
    4. Department of the Treasury Security: Access to the system is on 
a need-to-know basis, only, as authorized by the system manager. 
Procedural and physical safeguards are utilized to include 
accountability, receipt records and specialized communications 
security. The data system has an internal mechanism to restrict access 
to authorized officials. The building is patrolled by uniformed 
security guards.

RETENTION AND DISPOSAL:
    Microfilm and microfiche are retained in metal cabinets in DMC for 
25 years. CARS records are retained until termination of debt 
collection (payment in full, write off, compromise or waiver). All 
other automated storage media are retained and disposed of in 
accordance with disposition authorization approved by the Archivist of 
the United States. DMC generally forwards all substantive paper 
documents to VA regional offices, health care facilities and CHAMPVA 
Center for storage in claims files, patient treatment files, imaging 
systems or loan files. Those documents are retained and disposed of in 
accordance with the appropriate system of records. Information provided 
to HUD for CAIVRS is stored on magnetic tape. The tapes are returned to 
VA for updating each month. HUD does not keep separate copies of the 
tapes. Information provided to the Department of the Treasury for the 
Treasury Offset Program is transferred electronically and stored by 
Treasury on magnetic media.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Debt Management Center (389/00), U.S. Department of 
Veterans Affairs, Bishop Henry Whipple Federal Building, 1 Federal 
Drive, Ft. Snelling, MN 55111.

NOTIFICATION PROCEDURE:
    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 wants to determine the contents of such

[[Page 16870]]

record, should submit a written request to the system manager indicated 
above.

RECORD ACCESS PROCEDURES:
    Individuals seeking information regarding access to and contesting 
of records maintained by VA may write, call or visit the nearest VA 
regional office. Address locations are listed in VA Appendix 1.

CONTESTING RECORD PROCEDURES:
    See record access procedures, above.

RECORD SOURCE CATEGORIES:
    The records in this system are derived from five other systems of 
records as set forth in ``Categories of records in the system'', above, 
persons indebted to the United States by virtue of their participation 
in programs administered by VA or other Government agencies, dependents 
of those persons, fiduciaries for those persons (VA or court 
appointed), other Federal agencies, State and local agencies, private 
collection agencies, consumer reporting agencies, State, local and 
county courts and clerks, other third parties and other VA records.

[FR Doc. 98-8868 Filed 4-3-98; 8:45 am]
BILLING CODE 8320-01-M