[Federal Register Volume 66, Number 105 (Thursday, May 31, 2001)]
[Notices]
[Pages 29635-29636]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-13687]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; System

AGENCY: Department of Veterans Affairs (VA).

ACTION: Notice of Amendment to 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 amending the system of records 
entitled ``Vietnam Veterans Readjustment Counseling Program--VA'' 
(64VA116) as set forth in the Federal Register 46 FR 9844 dated 1/29/81 
and as amended in 56 FR 26186 dated 6/6/91. VA is amending the system 
by revising the System Name and the paragraphs for System Location, 
Categories of Individuals Covered by the System, Categories of Records 
in the System, and Policies and Practices for Storing, Retrieving, 
Retaining, and Disposing of Records in the System, including Storage, 
Retrievability and Safeguards. VA is republishing the system notice in 
its entirety at this time.

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

ADDRESSES: Written comments concerning the proposed new system of 
records may be submitted to the 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 Regulations Management, Room 1158, between the 
hours of 8 a.m. and 4:30 p.m., Monday through Friday (except holidays).

FOR FURTHER INFORMATION CONTACT: Veterans Health Administration (VHA) 
Privacy Act Officer, Department of Veterans Affairs, 810 Vermont 
Avenue, NW., Washington, DC 20420, telephone (727) 320-1839.

SUPPLEMENTARY INFORMATION: The name and number of the system is changed 
from ``Vietnam Veterans Readjustment Counseling Program-VA'' (64VA116) 
to ``Readjustment Counseling Service (RCS) Vet Center Program-VA'' 
(64VA15). The change in name will more accurately reflect the broader 
group of veterans receiving services and the environment in which the 
services are delivered.
    For purposes of this notice changes have been made to update the 
following sections: The System Location; Categories of Individuals 
Covered by the System; Categories of Records in the System; and 
Policies and Practices for Storing, Retrieving, and Disposing of 
Records in the System. Changes in the system location section reflect 
the fact that some Vet Centers have relocated to new addresses, and 
that the total number of Vet Centers has increased since the last 
notice was published. Changes in the law extending eligibility for 
readjustment counseling at Vet Centers to all veterans who served in 
any war or armed conflict necessitated the changes to the categories of 
individuals covered by the system. No new categories of information 
will be collected by this system of records. Changes to this section 
were to more accurately clarify the types of demographic and clinical 
information collected. As previously, this system of records will be 
stored in secure files at the Vet Centers, but changes in the law now 
require the records to be retained for 50 years after the date of last 
activity. Changes to the latter two sections also reflect advances in 
computer technology.
    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 of the 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 11, 2001.
Anthony J. Principi,
Secretary of Veterans Affairs.
64VA15

System Name:
    Readjustment Counseling Service (RCS) Vet Center Program--VA.

System Location:
    (a) Counseling Folder: Maintained at each individual Vet Center 
providing readjustment counseling throughout the country. The locations 
of all Vet Centers providing readjustment counseling are listed in VA 
Appendix 2 of the Biennial Privacy Act Issuances publication.
    (b) Client Information File: Certain information extracted from the 
counseling folder is stored on stand-alone personal computers at each 
Vet Center, each of the seven RCS regional managers' offices, and the 
RCS national data coordinator's office.

Categories of Individuals Covered by the System:
    Eligible veterans who request and/or are provided readjustment 
counseling, including veterans' family members and/or other persons of 
significant relationship to the veteran who are eligible. Eligibility 
for readjustment counseling at Vet Centers includes any veteran who 
served in the military in a theater of combat operations during any 
period of war, or in any area during a period in which armed 
hostilities occurred. Family members are also eligible for readjustment 
counseling to the extent necessary to assist the veteran.

Categories of Records in the System:
    (a) Counseling Folder: All written intake forms, applications, 
progress notes and demographic and clinical documentation deemed 
necessary to provide quality counseling and continuity of care by the 
counselors and/or program officials. This would include all information 
collected for the computerized database. (b) Client Information File: 
Unique veteran identification number; social security number; Vet 
Center team number; marital status; gender; birth date; service dates; 
branch of service; veteran eligibility information; theater of 
operation; service-connection; discharge; referral source; visit 
information and treatment; and other statistical information about 
services provided to that veteran.

Authority for Maintenance of the System:
    Title 38, United States Code, Section 1712A.

Purpose(s):
    The purpose of this system of records is to collect and maintain 
all demographic and clinical information required to conduct a 
psychological assessment, to include a military history, and provide 
quality readjustment counseling to assist veterans resolve war trauma 
and improve their level of post-war functioning.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    None.

[[Page 29636]]

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    (a) Counseling Folder: Paper documents stored in file folders. (b) 
Client Information File: Stored on stand-alone personal computer hard 
drives and any backup media.

Retrievability:
    (a) Counseling Folder: Filed or indexed alphabetically by last name 
or unique Client Number.
    (b) Client Information File: Indexed by Vet Center Number in 
conjunction with unique Client Number and social security number.

Safeguards:
    (a) Counseling Folder: Access to records at Vet Centers will be 
controlled by Vet Center staff during working hours. During other 
hours, records will be maintained in locked file cabinets. In high 
crime areas, Vet Center offices are equipped with alarm systems. (b) 
Client Information File: The computerized file is in a stand-alone 
personal computer and access to records is for authorized Vet Center 
personnel. Access is achieved on a need-to-know basis with a password. 
Computer security is in compliance with RCS and VA computer security 
policy and protocol. All computers are password protected and stored 
inside the locked Vet Center.

Retention and Disposal:
    (a) Counseling Folder: The records will be retained at the Vet 
Center for 50 years after the date of last activity. Destruction of 
counseling folders will be by shredding.
    (b) Client Information File: Maintained for the duration of the 
program. Destruction will be by deleting all information on all Vet 
Center, RCS regional manager's office, and the RCS national data 
coordinator's office stand-alone personal computers containing the 
program database.

System Manager(s) and Address:
    Chief Readjustment Counseling Officer (15), VA Central Office, 810 
Vermont Ave, NW., Washington, DC 20420.

Notification Procedure:
    A veteran who wishes to determine whether a record is being 
maintained by the Readjustment Counseling Service Vet Center Program 
under his or her name or other personal identifier or wishes to 
determine the contents of such records should submit a written request 
or apply in person to: (1) The Team Leader of the Vet Center, or the 
RCS Regional Manager having supervisory responsibility for the Vet 
Center, with whom he or she had contact, or (2) the Chief Readjustment 
Counseling Officer (15), VA Central Office, 810 Vermont Ave, NW, 
Washington, DC 20420. Inquiries should include the individual's full 
name and social security number.

Record Access Procedures:
    An individual (or duly authorized representative of such 
individual) who seeks access to or wishes to contest records maintained 
under his or her name or other personal identifier may write, call or 
visit the above named individuals.

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

Record Source Categories:
    (1) Relevant forms to be filled out by Vet Center team members on 
first contact and each contact thereafter; counseling sessions with 
veterans and other eligible counselees. (2) Other VA and Federal agency 
systems.

[FR Doc. 01-13687 Filed 5-30-01; 8:45 am]
BILLING CODE 8320-01-P