[Federal Register Volume 88, Number 3 (Thursday, January 5, 2023)]
[Notices]
[Pages 911-913]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-28643]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; System of Records

AGENCY: Financial Services Center (FSC), Department of Veterans Affairs 
(VA).

ACTION: Notice of a new system of records.

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SUMMARY: Pursuant to the Privacy Act of 1974, notice is hereby given 
that the Department of Veterans Affairs (VA) proposes to establish a 
new system of records entitled, ``Online Forms Submission'' (OFS). This 
system is used by VA employees and contractors to submit a request 
(e.g., visitor access requests, facility access requests, procurement 
requests, etc.) and route a request to the relevant individuals for 
approval.

DATES: Comments on this new system of records must be received no later 
than 30 days after date of publication in the Federal Register. If no 
public comment is received during the period allowed for comment or 
unless otherwise published in the Federal Register by VA, the new 
system of records will become effective a minimum of 30 days after date 
of publication in the Federal Register. If VA receives public comments, 
VA shall review the comments to determine whether any changes to the 
notice are necessary.

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ADDRESSES: Comments may be submitted through www.Regulations.gov or 
mailed to VA Privacy Service, 810 Vermont Avenue NW, (005R1A), 
Washington, DC 20420. Comments should indicate that they are submitted 
in response to ``Online Forms Submission--211VA0478C''. Comments 
received will be available at www.Regulations.gov for public viewing, 
inspection or copies.

FOR FURTHER INFORMATION CONTACT: Howard Ebron, IT Specialist, FSC, 7600 
Metropolis Dr., Austin, TX 78744, Telephone: 512-460-5606 (Note: this 
is not a toll-free number), Email: [email protected].

SUPPLEMENTARY INFORMATION: OFS is an online form entry portal that 
provides VA employees and contractors the ability to submit a request 
(e.g., visitor access requests, facility access requests, procurement 
requests, etc.) and route a request to relevant individuals for 
approval. In accordance with 5 U.S.C. 552a(r), 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.

Signing Authority

    The Senior Agency Official for Privacy, or designee, approved this 
document and authorized the undersigned to sign and submit the document 
to the Office of the Federal Register for publication electronically as 
an official document of the Department of Veterans Affairs. Kurt D. 
DelBene, Assistant Secretary for Information and Technology and Chief 
Information Officer, approved this document on November 28, 2022 for 
publication.

    Dated: December 30, 2022.
Amy L. Rose,
Program Analyst, VA Privacy Service, Office of Information Security, 
Office of Information and Technology, Department of Veterans Affairs.

SYSTEM NAME AND NUMBER:
    Online Forms Submission--VA (211VA0478C)

SECURITY CLASSIFICATION:
    Unclassified

SYSTEM LOCATION:
    Records are maintained at the FSC, 7600 Metropolis Dr., Austin, TX 
78744.

SYSTEM MANAGER(S):
    Jonathan Lindow Information System Owner, FSC, 7600 Metropolis Dr., 
Austin, TX 78744 Email: [email protected] and Eric Gonzalez, 
Email: [email protected], Telephone: 737-278-1978 (this is not a 
toll free number).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Budget and Accounting Act of 1950 and General Accounting Office 
Title 8, Chapter 3. Social Security Numbers (SSN) are used to index and 
store pay affecting documents. SSNs are required from the customer for 
Internal Revenue Service (IRS) tax reporting and cannot be eliminated. 
SSNs are required for security clearance processing, which is 
authorized under Executive Orders 9397, 10450, 10865, 12333 and 12356; 
sections 3301 and 9101 of 5 U.S.C. and Homeland Security Presidential 
Directive 12.

PURPOSE(S) OF THE SYSTEM:
    The OFS system provides a central web-based location for submitting 
forms electronically. OFS allows for the creation of request forms for 
submittal, approval, completion routing, auditing and administration. 
Approval and completion groups can be created and assigned various 
tasks for any form and all routing is data-driven. Audit information is 
collected about every submitted form for tracking and process-flows are 
reviewed for efficiency. All form submissions are stored electronically 
in a centralized database. OFS ensures that only relevant personnel are 
involved with completing the requested action(s) on the forms, thereby 
improving process efficiency and accuracy.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    These records include information on current and former VA 
Employees and Contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    These records include name, SSN, business email address, personal 
email address, business phone number and home address.

RECORD SOURCE CATEGORIES:
    Information in this system of records is provided by the VA 
Employee or Contractor and pulled from the global address list and/or 
active directory.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    1. Congress: to a Member of Congress or staff acting upon the 
Member's behalf when the Member or staff requests the information on 
behalf of, and at the request of, the individual who is the subject of 
the record.
    2. Data Breach, Response and Remediation for VA: to appropriate 
agencies, entities and persons when (1) VA suspects or has confirmed 
that there has been a breach of the system of records; (2) VA has 
determined that as a result of the suspected or confirmed breach there 
is a risk of harm to individuals, VA (including its information 
systems, programs and operations), the Federal Government or national 
security; and (3) the disclosure made to such agencies, entities and 
persons is reasonably necessary to assist in connection with VA's 
efforts to respond to the suspected or confirmed breach or to prevent, 
minimize or remedy such harm.
    3. Data Breach, Response and Remediation for Another Federal 
Agency: to another Federal agency or Federal entity, when VA determines 
that information from this system of records is reasonably necessary to 
assist the recipient agency or entity in (1) responding to a suspected 
or confirmed breach; or (2) preventing, minimizing or remedying the 
risk of harm to individuals, the recipient agency or entity (including 
its information systems, programs and operations), the Federal 
Government or national security, resulting from a suspected or 
confirmed breach.
    4. Law Enforcement: to a Federal, state, local, territorial, tribal 
or foreign law enforcement authority or other appropriate entity 
charged with the responsibility of investigating or prosecuting such 
violation or charged with enforcing or implementing such law, provided 
that the disclosure is limited to information that, either alone or in 
conjunction with other information, indicates a violation or potential 
violation of law, whether civil, criminal or regulatory in nature. The 
disclosure of the names and addresses of Veterans and their dependents 
from VA records under this routine use must also comply with the 
provisions of 38 U.S.C. 5701.
    5. Department of Justice (DOJ), Litigation, Administrative 
Proceeding: to DOJ, or in a proceeding before a court, adjudicative 
body or other administrative body before which VA is authorized to 
appear, when:
    (a) VA or any component thereof;
    (b) Any VA employee in his or her official capacity;
    (c) Any VA employee in his or her individual capacity where DOJ has 
agreed to represent the employee; or
    (d) The United States, where VA determines that litigation is 
likely to affect the agency or any of its components,

    is a party to such proceedings or has an interest in such 
proceedings, and VA determines that use of such records is

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relevant and necessary to the proceedings.
    6. Contractors: to contractors, grantees, experts, consultants, 
students and others performing or working on a contract, service, 
grant, cooperative agreement or other assignment for VA, when 
reasonably necessary to accomplish an agency function related to the 
records.
    7. Office of Personnel Management (OPM): to OPM in connection with 
the application or effect of civil service laws, rules, regulations or 
OPM guidelines in particular situations.
    8. Equal Employment Opportunity Commission (EEOC): to EEOC in 
connection with investigations of alleged or possible discriminatory 
practices, examination of Federal affirmative employment programs, or 
other functions of the Commission as authorized by law.
    9. Federal Labor Relations Authority (FLRA): to FLRA in connection 
with the investigation and resolution of allegations of unfair labor 
practices, the resolution of exceptions to arbitration awards when a 
question of material fact is raised, matters before the Federal Service 
Impasses Panel and the investigation of representation petitions and 
the conduct or supervision of representation elections.
    10. Merit Systems Protection Board (MSPB): to MSPB in connection 
with appeals, special studies of the civil service and other merit 
systems, review of rules and regulations, investigation of alleged or 
possible prohibited personnel practices and such other functions 
promulgated in 5 U.S.C. 1205 and 1206, or as authorized by law.
    11. National Archives and Records Administration (NARA): to NARA in 
records management inspections conducted under 44 U.S.C. 2904 and 2906 
or other functions authorized by laws and policies governing NARA 
operations and VA records management responsibilities.
    12. Office of Management and Budget (OMB): to OMB for the 
performance of its statutory responsibilities for evaluating Federal 
programs.
    13. Former Employee, Contractor or Legal Representatives: to a 
former VA employee or contractor, as well as the authorized 
representative of a current or former employee or contractor of VA, in 
connection with matters before the EEOC, FLRA, MSPB or in litigation.
    14. Witnesses: to potential witnesses as appropriate and necessary 
to perform the agency's functions under 42 U.S.C. 2000d, 29 CFR 1614, 
29 CFR 1630, Sections 501, 504 and 505 of the Rehabilitation Act of 
1973, 45 CFR Subpart D Sec.  86.31 and 42 U.S.C. 6101-6107.
    15. Sources of Information: to any authorized source from which 
additional information is requested in the course of processing a 
complaint or report of harassment.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records for this system are stored electronically in the OFS 
database.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    OFS forms can be retrieved based on unique ID, search based on type 
of form and submission date. OFS roles include Auditor, OFS Admin, 
Basic User and Supervisor and the user roles which dictate the kind of 
the data that can be viewed by the user.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are retained and disposed of in accordance 
with the schedule approved by the Archivist of the United States, 
General Records Schedules: 3.1, Item 020; 5.6, Item 111; 5.6, Item 120; 
1.1, Item 011; 5.6, Item 010; 2.2, Item 010; and, 2.2, Item 080.

ADMINISTRATIVE, TECHNICAL AND PHYSICAL SAFEGUARDS:
    Information in the system is protected from unauthorized access 
through administrative, physical, and technical safeguards. Access to 
computerized information is restricted to authorized OFS personnel on a 
need-to-know basis. OFS personnel require valid Personal Identity 
Verification cards and need to be assigned relevant user roles to 
access the OFS system.

RECORD ACCESS PROCEDURES:
    Individuals seeking information on the existence and content of 
records in this system pertaining to them should contact the system 
manager(s) in writing as indicated above. A request for access to 
records must contain the requester's full name, address, telephone 
number, be signed by the requester, and describe the records sought in 
sufficient detail to enable VA personnel to locate them with a 
reasonable amount of effort.

CONTESTING RECORD PROCEDURES:
    Individuals seeking to contest or amend records in this system 
pertaining to them should contact the system manager in writing as 
indicated above. A request to contest or amend records must state 
clearly and concisely what records is being contested, the reasons for 
contesting it, and the proposed amendment to the record.

NOTIFICATION PROCEDURES:
    Generalized notice is provided by the publication of this notice. 
For specific notice, see Record Access Procedure, above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    No privacy exemptions exist for the system.

HISTORY:
    None.

[FR Doc. 2022-28643 Filed 1-4-23; 8:45 am]
BILLING CODE 8320-01-P