[Federal Register Volume 66, Number 105 (Thursday, May 31, 2001)]
[Notices]
[Pages 29633-29635]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-13625]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; System of Records

AGENCY: Department of Veterans Affairs (VA)

ACTION: Report of New System of Records--Program Evaluation Research 
Data Records--VA.

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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 is establishing a system of records 
entitled ``Program Evaluation Research Data Management Records--VA'' 
(107VA008B). VA is establishing the system to support data collection, 
storage and analysis to conduct agency program evaluations undertaken 
under the authority of 38 U.S.C. 527 as described in 38 CFR Section 
1.15.

DATES: Comments on the establishment of this system of records must be 
received no later than July 2, 2001. If no public comment is received, 
the new system will become effective July 2, 2001.

ADDRESSES: Submit written comments to the Director, Office of 
Regulations Management (02D), Department of Veterans Affairs, 810 
Vermont Avenue, NW, Washington, DC 20420. Comments will be available 
for public inspection at the above address in the Office of Regulation 
Management, Room 1158, between 8 a.m. and 4:30 p.m. Monday through 
Friday, except holidays.

FOR FURTHER INFORMATION CONTACT: Mr. H. Raymond Wilburn, Department of 
Veterans Affairs, 810 Vermont Avenue NW., Washington, DC 20420, 
telephone (202) 273-7509.

SUPPLEMENTARY INFORMATION:
    Background: The purpose of the system of records is to provide a 
repository for the individually identified and retrieved data about VA 
beneficiaries, including veterans, survivors, dependents, service 
persons, and reservists, and individuals eligible for VA benefits to 
perform program evaluations as described in 38 CFR 1.15. Within VA, 
most program evaluations are conducted through contracts to enhance 
third-party objectivity; thus, much of the data collected is through 
the research activities of contractors. The records include information 
provided by program beneficiaries, persons eligible for but not using 
VA programs, VA program files from the Veterans Health Administration 
(VHA), Veterans Benefit Administration (VBA), National Cemetery 
Administration (NCA), and other organizations within VA, relevant data 
published by other Federal agencies, and information obtained in the 
course of routine work. Quality assurance information that is protected 
by 38 U.S.C. 5705 and 38 CFR 17.500-17.511 is not included in this 
system of records.
    It is VA's policy that the data and information collected be used 
to evaluate the various programs within the Department. Data and 
information may also be used for longitudinal research purposes and 
follow-up to evaluate the long-term effects of program usage, although 
VA currently has no plans to do so.
    This data and information may also be disclosed to:
    1. The appropriate Federal, State, local, or foreign agency charged 
with the responsibility of investigating violations of civil or 
criminal law or regulations arising by statute, regulation, rule, or 
order;
    2. A Congressional office from the record of an individual in 
response to an inquiry;
    3. The National Archives and Records Administration (NARA) in 
records management inspections;
    4. The Department of Justice and United States attorneys in defense 
or prosecution of litigation involving the United States;
    5. A Federal department or agency; or
    6. Directly to a contractor or subcontractor of a Federal 
department or agency for the purpose of conducting research. When 
disclosure of this data or information is made directly to a 
contractor, VA may impose applicable conditions on the department, 
agency, and/or contractor to insure the appropriateness of the 
disclosure to the contractor.
    The notice of intent to publish and an advance copy of the system 
notice have been sent to the appropriate Congressional committees and 
to the Director, Office of Management and Budget (OMB) as required by 5 
U.S.C. 552a(r) (Privacy Act) and guidelines issued by OMB (65 FR 
77677), December 12, 2000.

    Approved: May 15, 2001.
Anthony J. Principi,
Secretary of Veterans Affairs.
107VA008B

System Name:
    Program Evaluation Research Data Records--VA

System Location:
    Records are maintained at VA Central Office, Office of Policy and 
Planning (008B), 810 Vermont Avenue, NW., Washington, DC 20420, and in 
the custody of contractors or subcontractors of VA.

Categories of individuals covered by the system:
    The records include information concerning program beneficiaries, 
individuals eligible for benefits, applicants for benefits, and members 
of their immediate families.

Categories of records in the system:
    The records may include information related to:
    1. Medical (such as diagnoses, prescriptions, and patient visits) 
and non-medical benefits program usage records and reports of contact 
about program benefits usage with individuals or groups.
    2. Data on beneficiary, eligible, and applicant demographics, 
including

[[Page 29634]]

identifying information (such as name, date of birth, age, sex, social 
security number, taxpayer identification number); address information 
(for example, home and/or mailing address, home telephone number, 
emergency contact information such as name, address, telephone number, 
and relationship); information related to training, education, and 
continuing education (for example, name and address of schools and 
dates of attendance, courses attended and scheduled to attend, type of 
degree, certificate, grades); information related to military service 
and status; technical skills acquired, employment information, and 
income.
    3. Any other statistical data regarding the interaction and/or 
participation of VA beneficiaries, eligibles, and applicants in VA 
programs.
    To the extent that records contained in the system include 
information protected by 38 U.S.C. 7332 (such as medical treatment 
information related to drug abuse, alcoholism or alcohol abuse, sickle 
cell anemia or infection with the human immunodeficiency virus), that 
information cannot be disclosed under a routine use unless there is 
also specific statutory authority permitting disclosure.

Authority for maintenance of the system:
    Title 38, United States Code, section 527 (b).

Purpose(s):
    VA collects and maintains the records in this system of records to 
evaluate on a continuing basis the effectiveness of all programs 
authorized under Title 38 U.S.C., in achieving program goals in 
general, including achieving such goals in relation to their cost, and 
their structure and mechanisms for delivery of services, as well as 
their effect on related programs. Data may also be used for 
longitudinal research purposes and follow-up to evaluate the long-term 
effects of program usage.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Data and information may be disclosed for routine uses as indicated 
below:
    1. In the event that a record maintained by VA to carry out its 
functions indicates a violation or potential violation of civil or 
criminal law or regulations arising by general statute or particular 
program statute, regulation, rule, or order, information may be 
disclosed at VA's own initiative to the appropriate Federal, State, 
local, or foreign agency charged with the responsibility of 
investigating or prosecuting such violation or charged with enforcing 
or implementing the statute or rule, regulation, or order. However, 
names and addresses of veterans and their dependents will be released 
only to federal entities.
    2. Disclosure may be made to a Congressional office from the record 
of an individual in response to an inquiry from the Congressional 
office made at the request of that individual.
    3. Disclosure may be made to the National Archives and Records 
Administration (NARA) in records management inspections conducted under 
authority of 44 U.S.C.
    4. Disclosure may be made to the Department of Justice and United 
States attorneys in defense or prosecution of litigation involving the 
United States.
    5. Disclosure of name(s) and address(es) of present or former 
personnel of the Armed Services and/or their dependents may be made to: 
(a) A Federal department or agency, at the written request of the head 
or designee of that agency or (b) directly to a contractor or 
subcontractor of a Federal department or agency for the purpose of 
conducting Federal research necessary to accomplish a statutory purpose 
of an agency.
    6. Disclosure may be made to individuals, organizations, private or 
public agencies, etc., with whom VA has a contract or agreement to 
perform such services as VA may deem practicable for the purposes of 
laws administered by VA, in order for the contractor or subcontractor 
to perform the services of the contract or agreement.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained on paper, microfilm, magnetic tape, disk, or 
laser optical media.

Retrievability:
    Records are retrieved by name, social security number, or other 
assigned identifiers of the individuals on whom they are maintained.

Safeguards:
    1. Access to VA working and storage areas is restricted to VA 
employees on a ``need-to-know'' basis; strict control measures are 
enforced to ensure that disclosure to these individuals is also based 
on this same principle. Scrambling algorithms are used to protect 
unique personal identifiers such as social security numbers. Generally, 
VA file areas are locked after normal duty hours and the facilities are 
protected from outside access by the Federal Protective Service or 
other security personnel.
    2. Access to electronic files stored in personal computers is 
limited to only that information in the file which is needed in the 
performance of employees' official duties through use of individually 
unique passwords. Access by Office of Inspector General (OIG) staff 
conducting an audit or investigation is controlled in the same manner. 
Access to paper documents and information on automated storage media is 
limited to employees who have a need for the information in the 
performance of their official duties.
    3. Contractors and subcontractors are required to maintain the same 
level of security as VA for records in their custody.

Retention and disposal:
    Paper records and information stored on electronic storage media 
are maintained and disposed of in accordance with records disposition 
authority approved by the Archivist of the United States.

System manager(S) and address:
    Official responsible for policies and procedures: Director, Program 
Evaluation Service, Office of Policy and Planning (008B), Department of 
Veterans Affairs, 810 Vermont Avenue, NW, Washington, DC 20420. 
Officials maintaining the system: Program Evaluation staff (008B) and 
supporting contractors.

Notification procedure:
    Individuals who wish to determine whether this system of records 
contains information about them should contact the system manager. 
Inquiries should include the person's full name, social security 
number, date(s) of contact, and return address.

Record access procedureS:
    Individuals seeking information regarding access to and contesting 
of records in this system may write, call or visit the Office of Policy 
and Planning (008B), VA Central Office, 810 Vermont Avenue, NW, 
Washington, DC 20420.

Contesting record procedures:
    (See Record Access Procedures above.)

Record source categories:
    Information in this system of records is provided by the individual 
or guardian, other Federal agencies, or VA program operation files from 
the Veterans Health Administration (VHA), Veterans Benefits 
Administration

[[Page 29635]]

(VBA), National Cemetery Administration (NCA), and other organizations 
within VA.

[FR Doc. 01-13625 Filed 5-30-01; 8:45 am]
BILLING CODE 8320-01-P