[Federal Register Volume 64, Number 85 (Tuesday, May 4, 1999)]
[Notices]
[Pages 23900-23902]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-11071]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; New System of Records--Center for Minority 
Veterans Management Information System--VA (95VAOOM)

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. 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 adding a new system of 
records entitled ``Center for Minority Veterans Management Information 
System--VA (95VAOOM).''
    Under section 317 of Title 38, United States Code, VA is required 
to assess minority veterans' use of VA benefits, programs and services. 
This new system of records will primarily be used to maintain an 
automated database containing demographic data on veterans that the 
Center will use to analyze trends on how VA serves minority veterans, 
and the extent to which minority veterans are using benefits, programs 
and services offered by VA. The automated database is used to produce 
statistical reports that assist VA managers in their efforts to correct 
any disparities in the care and delivery of services to minority and 
women veterans.
    The automated database is known as the Automated Demographic Data 
File System (ADDFS). The database includes data on veterans extracted 
from automated VA benefits data files located at the VA Automation 
Center, Austin, Texas. Data extracted includes names, social security 
numbers, claim numbers, race, ethnicity and gender of a randomly 
selected group of veterans. Similar data will also be extracted from 
the Department of Defense (DoD) military personnel systems of records 
in order to supplement VA databases. The ADDFS will be configured to 
interact with current VA automated records systems as well as the DoD 
military personnel automated records system to produce reports for 
statistical analyses. Statistical reports will not contain personal 
identifiers. Reports will be statistical data only, which present 
information in terms of percentages based on the race, ethnicity and 
gender of veterans served by VA.
    This system of records will also include data pertaining to 
individual veterans, as well as correspondence, electronic mail and 
memoranda memorializing conversations with individuals concerning 
complaints about benefits and services provided to VA beneficiaries 
based on the race or ethnicity of the beneficiary. The records may also 
include documents reflecting the processing and investigation of these 
complaints, and documents extracted from the VA beneficiary's VA 
records.
    The information in this system will be maintained in paper and 
electronic form. The ADDFS will be maintained only in electronic form. 
Other records in the system may be maintained in either electronic or 
paper form. Release of information from these records will be made only 
in accordance with the provisions of the Privacy Act of 1974 for

[[Page 23901]]

investigative, 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, Room 1154, 810 Vermont Avenue, NW, 
Washington, DC 20420. All relevant material received 30 days after 
publication in the Federal Register (June 3, 1999) will be considered. 
All written comments will be available for public inspection at the 
above address, in Room 1158, between 8:00 a.m. and 4:30 p.m. only, 
Monday through Friday (except Federal holidays). If no public comments 
are received during the 30-day review period allowed, or unless 
otherwise published in the Federal Register by VA, the new system of 
records, and the routine use statements included herein are effective 
June 3, 1999.

FOR FURTHER INFORMATION CONTACT: Mr. Anthony Hawkins (OOM), Department 
of Veterans Affairs, 810 Vermont Avenue NW, Suite 700, Washington, DC 
20420, telephone number (202) 273-6708.

SUPPLEMENTARY INFORMATION: A ``Report of Intention to Publish a Federal 
Register Notice of a 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 provisions of Title 5, U.S.C. 522(r) 
(Privacy Act), and guidelines issued by OMB (61 FR 6428) (1996).

    Approved: April 14, 1999.
Togo D. West, Jr.,
Secretary of Veterans Affairs.
95VA00M

System Name:
    Center for Minority Veterans Management Information System--VA 
(95VA00M).

System Location:
    Record are maintained at the Center for Minority Veterans' office 
in VA Headquarters, Washington, DC. VA's Automation Center, 1615 E. 
Woodward Street, Austin, Texas 78772, maintains the Automated 
Demographic Data File System (ADDFS).

Categories of individuals covered by the system:
    The system of records will cover the following individuals: (1) VA 
beneficiaries who contact the Center for Minority Veterans for 
assistance in addressing concerns about benefits and services provided 
to them based on the race or ethnicity of the beneficiary. (2) The 
ADDFS will be comprised of demographic data on randomly selected 
veterans who served in the military from 1975 to the present and whose 
VA benefits data are currently maintained in an existing VA or DoD 
automated database.

Categories of records in the system:
    The records will include correspondence, electronic mail and 
memoranda memorializing conversations with individuals. The records 
also may include documents reflecting the processing and investigation 
of these complaints, and documents extracted from the beneficiary's VA 
records in order to assist in responding to the veteran's inquiry. The 
ADDFS will include the names, social security numbers, claim numbers, 
race, ethnicity and gender of randomly selected veterans currently 
maintained in existing VA or DoD automated file systems.

Authority for maintenance of the system:
    38, U.S.C. 317, as amended.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    1. Disclosure of specific information may be made 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 records in this system.
    2. Disclosure may be made during reviews by the National Archive 
and Records Administration during records management inspections 
conducted under the authority of Title 44, U.S.C. 2904 and 2906.
    3. 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.
    4. Disclosure 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 the 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 of 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 information contained in the records 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 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 information contained therein is compatible with 
the purpose for which the records were collected.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    The ADDFS is stored in a secure area located at VA's Automation 
Center, 1615 E. Woodward Street, Austin, Texas 78772. ADDFS data files 
are stored On magnetic disk and for archival purposes, on magnetic 
tape. Other records are stored in the Center for Minority Veterans in 
VA Headquarters, Washington, DC, or on file servers at VA Headquarters 
that are utilized by the Center.

Retrievability:
    Automated records may be retrieved by name, social security number, 
claim number, race, ethnicity and/or gender. Paper records are 
retrieved by name.

Safeguards:
    Access to the automated system is via computer terminal; standard 
security procedures, including a unique identification code and 
password

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combination, are used to limit access to authorized personnel only. 
Specifically, in order to obtain access to the automated records in 
this system of records, an individual must have access to VA's 
automated resources. Access to the ADDFS at VA's Automation Center is 
limited as follows: An individual may not self-register for this 
access. Formal documentation of the request for access, signed by the 
employee's supervisor and approved by the Director, Center for Minority 
Veterans, is required before an individual may obtain such access. 
Authorized customers are issued a customer identification code and a 
one-time password. Access to paper records maintained by the Center for 
Minority Veterans is limited to VA employees who need to have access to 
the records in order to perform their agency duties. Generally, file 
areas are locked after normal duty hours and the Federal Protective 
Service or other security personnel protect the offices from outside 
access.

Retention and disposal:
    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.

System manager(s) and address:
    Director, Center for Minority Veterans, 810 Vermont Avenue, NW, 
Washington, DC 20420.

Records access procedures:
    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.

Contesting record procedures:
    See record access procedures above.

Record source categories:
    For investigation purposes, information may be obtained from 
existing VA beneficiary records, employment records; VA beneficiaries, 
third parties (e.g., relatives or representatives acting on their 
behalf, such as veterans' service organizations); congressional 
correspondence and other Federal agencies. For ADDFS, record sources 
are VA benefits databases as set forth in ``58VA21/22--Compensation & 
Pension, Education and Rehabilitation Records--VA, ``38VA23--
Beneficiary Identifier and Records Locator Subsystem--VA,'' and 
Department of Defense military personnel automated records systems.

[FR Doc. 99-11071 Filed 5-3-99; 8:45 am]
BILLING CODE 8320-01-M