[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
INDEX TO VA SYSTEMS OF RECORDS
01VA022 Current and Former Accredited Representative, Claim Agent, and
Representative and Claims Agent Applicant and Rejected Applicant
Records-VA
02VA135 Applicants for Employment under Title 38, USC-VA
04VA113 Blood Donor File-VA
05VA026 Individual Correspondence Records-VA
06VA026 Claimant Private Relief Legislative Name Files-VA
07VA138 Department of Medicine and Surgery Engineering Employee
Management Information Records-VA
08VA05 Employee Medical File System Records (Title 38)-VA
09VA05 Employee Unfair Labor Practice Charges and Complaints,
Negotiated Agreement Grievances and Arbitrations-VA
10VA31 Employee Reporting System for Project Administration and
Control (Data Processing Centers)-VA
11VA051 Investigation Reports of Persons Allegedly Involved in
Irregularities Concerning VA Laws, Regulations, Etc.,-VA
12VA01 Individual Requests for Information from Appellate Records-VA
13VA047 Individuals Submitting Invoices-Vouchers For Payment-VA
14VA135 Individuals Serving on a Fee Basis or Without Compensation
(Consultants, Attendings, Others) Personnel Records--VA
16VA026 Litigant, Tort Claimant, EEO Complainant and Third Party
Recovery Files-VA
17VA26 Loan Guaranty Fee Personnel and Program Participant Records-VA
18VA05 Centralized Staffing System-VA
19VA053 Missing Veterans File-VA
20VA138 Motor Vehicle Operator Accident Records-VA
22VA136 Patient and Employee Infectious Disease Records-VA
23VA136 Patient Fee Basis Medical and Pharmacy Records-VA
24VA136 Patient Medical Records-VA
27VA047 Personnel and Accounting Pay System-VA
28VA119 Personnel Registration under Controlled Substance Act-VA
29VA11 Physician, Dentist and Supervisory Nurse Professional Standards
Board Action File-VA
30VA136 Rejected Applicant for Medical Care Records-VA
32VA00 Veteran, Employee and Citizen Health Care Facility
Investigation Records-VA
33VA112 Veteran, Fabricator and Employee Prosthetic Records-VA
34VAl1 Veteran, Patient, Employee and Volunteer Research and
Development Project Records-VA
36VA00 Veterans and Armed Forces Personnel United States Government
Life Insurance Records-VA
37VA27 Veterans and Beneficiaries Guardianship Records-VA
38VA23 Veterans and Beneficiaries Identification and Records Location
Subsystem-VA
39VA047 Veterans and Dependents Inactive Award Account Records-VA
40VA42 Veterans and Dependents (Living and Deceased) National Cemetery
System, Correspondence and Inquiry File-VA
41VA41 Veterans and Dependents National Cemetery Gravesite Reservation
Records-VA
42VA41 Veterans and Dependents National Cemetery Interment Records-VA
43VA71 Veterans, Dependents of Veterans, and VA Beneficiary Survey
Records- VA
44VA01 Veterans Appellate Records System-VA
45VA23 Veterans Assistance Discharge System (VADS)-VA
46VA00 Veterans, Beneficiaries and Attorneys United States Government
Insurance Award Records- VA
48VA40B Veterans (Deceased) Headstone or Marker Records-VA
53VA00 Veterans Mortgage Life Insurance-VA
54VA136 Veteran's Spouse or Dependent Civilian Health and Medical Care
Records-VA
55VA26 Loan Guaranty Home, Condominium and Manufactured Home Loan
Applicant Records. Specially Adapted Housing Applicant Records and
Vendee Loan Applicant Records-VA.
56VA119 Automated Medication Processing Records-VA
57VA125 Voluntary Service Records-VA
58VA21/22/28 Compensation, Pension, Education, and Rehabilitation
Records-VA
60VA23 Repatriated American Prisoners of War-VA
62VA08 Resident Engineer Assignment System-VA
63VA05 Grievance Records-VA
64VA116 Vietnam Veterans Readjustment Counseling Program--VA
65VA122 Community Placement Program-VA
66VA53 Inspector General Complaint Center Records-VA
67VA30 PROS/KEYS User Permissions Data Base-VA
68VA05 VA Employee Counseling Services Program Records-VA
69VA114 Ionizing Radiation Registry-VA
71VA53 Office of Inspector General Management Information System-VA
73VA14 Health Professional Scholarship Program-VA
75VA001B Administrator's Official Correspondence Records-VA
76VA05 General Personnel Records (Title 38)-VA
77VA11 Health Care Provider Credentialing and Privileging Records-VA
78VA331 Integrated Data Communications Utility Network Management Data
Base-VA
79VA162 Decentralized Hospital Computer Program (DNCP) Medical
Management Records-VA
81VA01 Representatives' Fee Agreement Records System-VA
83VA07 VA Police Badge and Training Records System
84VA111K National Chaplain management Information System (NCMIS)
85VA047 Chief Financial Officer and Fiscal Officer Designation and
Certification Records System-VA
86VA058 Workers' Compensation/Occupational Safety and Health
Management Information System-VA
87VA045 Automated Customer Registration System (ACRS)-VA
88VA20A6 Accounts Receivable Records-VA
89VA161 Means Test Verification Records-VA
VA Appendix 1-Addresses of Veterans Administration Facilities-VA
01VA022
System name: Current and Former Accredited Representative,
Claims Agent, and Representative and Claims Agent Applicant and
Rejected Applicant Records--VA.
System location:
Records are maintained in the Office of General Counsel (022), and in
the Veterans Benefits Administration (213C), Department of Veterans
Affairs Central Office, Washington, DC 20420. Records will also be
maintained in the District Counsel Offices, and the security offices
of the following components of the Veterans Benefits Administration:
Regional Offices, and the Hines, Illinois and Philadelphia,
Pennsylvania automated benefits records centers. Records also will be
maintained in the Computer security office for the Integrated Data
Communications Utility at the Department of Veterans Affairs Medical
Center in Martinsburg, West Virginia. Address locations are listed in
VA Appendix I as set forth in the Federal Register publication,
``Privacy Act Issuances,'' 1993 Compilation.
Categories of individuals covered by the system:
The following categories of individuals will be covered by the system:
(1) Individuals recommended by a recognized organization and
accredited or previously accredited by VA to represent claimants for
benefits; (2) claims agents (not attorneys) independent of a service
organization who have applied for, and/or accredited or previously
accredited by VA to represent claimants for benefits; (3) individuals
whose names have been submitted to VA by service organizations for
accreditation or who have applied to VA to become claims agents; and
(4) attorneys who have applied for, currently hold, or previously held
the privilege of remote access to Veterans Benefits Administration
automated claims records.
Categories of records in the system:
Records (or information contained in records) in this system may
include: (1) Name and other identifying information; (2) address; (3)
service organization affiliations; (4) claims agent examination and
grade; (5) correspondence concerning prospective, present, or former
claims agents or accredited representatives including claims agent
recommendations and evaluations from third parties; (6) VA Form 2-21
(Application for Accreditation as Service Organization
Representative); (7) Application for Accreditation as Agent forms; (8)
investigative reports, correspondence and other information concerning
the fitness of a prospective, present, or former claims agent,
accredited representative or attorney; (9) documents, decisions,
correspondence and other information relating to or including the
granting, denial, suspension or termination of accreditation of
representatives or claims agents; (10) information concerning an
individuals' exercise of remote access privileges to the Veterans
Benefits Administration automated claim records, including
identification codes and codes used to access various VA automated
communications systems and records systems, as well as security
profiles and possible security violations; and (11) information,
documents, correspondence, and decisions relating to the application
for, and the grant, denial, suspension, or revocation of an
individual's privilege of remote access to Veterans Benefits
Administration automated claim records.
Authority for maintenance of the system:
Title 38, United States Code, Sections 501(a), 5902 and 5904.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
3. The name and address of a veteran which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation or
order issued pursuant thereto, in response to its official request.
4. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
5. The name, business address and service organization affiliation(s)
of accredited representatives and claims agents may be disclosed to
requesting service organizations, claimants for benefits and the
general public in order to aid the requestor in verifying the identity
and service organization affiliation of the accredited representative.
6. Listings containing the names, business addresses, and status of
accreditation of present and former accredited representatives may be
provided to recognized service organizations.
7. The name and address of a prospective, present, or former
accredited representative, and any information concerning such
accredited representative which is relevant to a refusal to grant
accreditation, or a potential or past suspension or termination of
accreditation of such representative, may be disclosed to the service
organization(s) with whom the representative is affiliated.
8. The name and address of a prospective, present, or former
accredited representative, and any information which is relevant to a
suspected violation or reasonably imminent violation of law, whether
civil, criminal, or regulatory in nature and whether arising by
general or program statute or by regulation, rule, or order issued
pursuant thereto, may be disclosed to a Federal agency charged with
the responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, or
order issued pursuant thereto.
9. Any information in this system may be disclosed to the Department
of Justice (DoJ), including U.S. Attorneys, upon its official request,
or by VA upon its own initiative, in order for the U. S. Government,
VA, or any VA official acting in his/her official capacity to respond
to pleadings, interrogatories, orders or inquiries from the DoJ, and
to supply the DoJ with information, to enable the DoJ to represent the
U.S. Government in any phrase of litigation or in any case or
controversy.
10. The name and address of an accredited representative, claims agent
or attorney and any information concerning such individual relating to
a suspension, revocation, or potential suspension or revocation of
that individual's privilege of remote access to Veterans Benefits
Administration automated claim records, may be disclosed to any
recognized service organization with which the accredited
representative is affiliated, and to any entity employing the
individual to represent veterans on claims for veterans benefits.
11. The name and address of a former accredited representative, claims
agent or attorney, and any information concerning such individual,
except a veteran's name and home address, which is relevant to a
revocation of remote access privileges to Veterans Benefits
Administration automated claim records may be disclosed to an
appropriate governmental licensing organization where VA determines
that the individual's conduct which resulted in revocation merits
reporting.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Active records are maintained in individual folders stored in file
cabinets. File cards with name and business addresses of individuals
covered by this system are maintained in file cabinets. Listings of
accredited representatives and claim agents are maintained both on
magnetic disk and in hard copy in file cabinets. Identification codes
and codes used to access various VA automated communications systems
and records systems, as well as security profiles and possible
security violations, are maintained on magnetic media in a secured
environment within VA workspaces. Hard copies are maintained in locked
containers.
Retrievability:
Records and file cards are maintained in alphabetical order by last
name of the individuals covered by this system. Information concerning
possible security violations associated with exercise or remote access
privileges is retrieved by individual assignment numbers. Information
concerning individual security profiles and codes assigned to an
individual for that person to obtain access to various computer
systems is retrieved by the individual's assignment number.
Safeguards:
1. Access to and use of these records are limited to those persons
whose official duties require such access. Personnel screening is
employed to prevent unauthorized disclosure.
2. Access to Automated Data Processing files is controlled at two
levels: (1) Terminals, central processing units, and peripheral
devices are generally placed in secure areas (areas that are locked or
have limited access) or are otherwise protected; and (2) the system
recognizes authorized users by means of an individually unique
password entered in combination with an individually unique user
identification code.
3. Access to automated records concerning identification codes and
codes used to access various VA automated communications systems and
records systems, as well as security profiles and possible security
violations is limited to designated automated systems security
personnel who need to know the information in order to maintain and
monitor the security of the VA's automated communications and
veterans' claim records systems. Access to these records in automated
form is controlled by individually unique passswords/codes. Agency
personnel may have access to the information on a needto know basis
when necessary to advise agency security personnel or for use to
suspend or revoke access privileges or to make disclosures authorized
by a routine use.
4. Access to VA facilities where identification codes, passwords,
security profiles and possible security violations are maintained is
controlled at all hours by the Federal Protective Service, VA or other
security personnel and security access control devices.
Retention and disposal:
Records are maintained as long as the individual is an active
accredited representative or claims agent. Once the representative or
agent becomes inactive, the inactive records are maintained by the
Veterans Affairs Central Office, Records Management Section for 3
years and then destroyed. Rejected applications, investigative
material, and related correspondence are permanently maintained in the
Office of General Counsel for 10 years and then destroyed.
System manager(s) and address:
Assistant General Counsel (022),VA Central Office, Washington, DC
20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Assistant General Counsel under his or her name or
other personal identifier, or wants to determine the contents of such
records should submit a written request or apply in person to the
Assistant General Counsel (022).
Record access procedures:
An individual who seeks access to or wishes to contest records
maintained under his or her name in this system may write or call or
visit the Assistant General Counsel (022).
Contesting record procedures:
(See Records Access Procedures above.)
Record source categories:
Applications for accreditation of individuals, investigative
malterial, and recommendations and correspondence from service
organizations and third parties.
02VA135
System name: Applicants for Employment under Title 38, USC-VA.
System location: VA health care facilities to which the applicant
applied (address locations are listed in VA Appendix at the end of
this document), except that, for physician, dentist, pharmacist,
licensed physical therapist, and occupational therapist applicants,
records may also be retained by the VA Delegated Examining Unit,
1201 Broad Rock Road, Richmond, Virginia 23224-0269. For Canteen
Management Training Program applicants, records will be retained
only at the Veterans Canteen Service (133A1), Department of Veterans
Affairs, 810 Vermont Avenue, NW, Washington, DC 20420. Records
resulting from drug testing may be retained by the VA (e.g., by the
VA Medical Review Official) and/or bya contractor laboratory.
Categories of individuals covered by the system: Applicants for
appointments under authority of 38 U.S.C. Chapter 73 are covered by
this system. This includes candidates such as physicians, dentists,
podiatrists, optometrists, nurses, nurse anesthetists, physician
assistants, expanded-function dental auxiliaries, pharmacists,
certified respiratory therapy technicians, registered respiratory
therapists, licensed physical therapists, occupational therapists,
and licensed practical or vocational nurses. Applicants for
appointment under 38 U.S.C. Chapter 75 in the Veterans Canteen
Service are also covered.
Categories of records in the system: Records maintained in this system
include: (1) Records of persons who have applied for Federal
employment relating to their education and training; licensure,
registration or certification by State licensing boards and/or
national certifying bodies, including any finding of facts, evidence
and any other related documents, relating to a disciplinary action;
prior and/or current clinical privileges; employment history,
appraisals of past performance; medical records; convictions of
offenses against the law; appraisals of potential; honors, awards or
fellowships; military service; veteran preference; birthplace; birth
date; social security number; and home address. (2) Records
resulting from the testing of the applicant for use of illegal drugs
under Executive Order 12564. Such records may be retained by the VA
(e.g., by the VA Medical Review Official) or by a contractor
laboratory. This includes records of negative results, confirmed or
unconfirmed positive test results, and lists of who have been
tested, who failed to report for testing, and related documents.
Authority for maintenance of the system: Executive Order 12564; Urgent
Relief for the Homeless Supplemental Appropriations Act of 1987;
Pub. L. 100-71, section 503, 101 Stat. 468 (1987); and Title 38,
United States Code, Chapter 3, section 210(c)(1); Chapter 73,
section 4108 and Chapter 75, section 4202.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Except for Routine Use 8, no other Routine Use for this system of
records applies to records included in Item (2) in the Categories of
Records in the System section of this notice. Drug test results may
not be releasedunder any other routine use.
1. In the event that a system of records maintained by this agency to
carry out its function indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency. whether Federal, State, local or foreign,
charged witn the responsibility of investigation or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed as a
``routine use. to a Federal, State, or local agency maintaining civil,
criminal or other relevant information, such as current licenses, if
necessary to obtain information relevant to an agency decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the letting of a contract, or the issuance of a
license, grant or other benefit.
3. A record from this system of records may be disclosed to a Federal,
local or State agency, in response to its request, in connection with
the hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
4. To provide statistical and other information in response to other
legitimate and reasonable requests as approved by appropriate VA
authorities, such as the release of information under the Freedom of
Information Act.
5. 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.
6. Disclosure may be made to NARA (National Archives and Records
Administration) and General Services Administration (GSA) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
7. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to a
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registrations necessary to practice an occupation,
profession or specialty, in order for the Agency to obtain information
relevant to an Agency decision concerning the hiring, retention or
termination of an employee or to inform a Federal Agency or licensing
boards or the appropriate nongovernment entities about the health care
practices of a terminated, resigned or retired health care employee
whose professional health care activity so significantly failed to
conform to generally accepted standards of professional medical
practice as to raise reasonable concern for the health and safety of
patients in the private sector or from another Federal Agency. These
records may also be disclosed as part of an ongoing computer matching
program to accomplish these purposes.
8. To disclose the results of a drug test of a Title 38 applicant
pursuant to an order of a court of competent jurisdiction where
required by the United States Government to defend against any
challenge against any adverse personnel action.
9. To disclose relevant information to the Department of Justice and
United States Attorneys in defense or prosecution of litigation
involving the United States, and to Federal agencies upon their
request in connection with review of administrative tort claims filed
under the Federal Tort Claims Act, 28 U.S.C. 2672.
10. To disclose information to officials of labor organizations
recognized under 5 U.S.C. Chapter 71 when relevant and necessary to
their duties of exclusive representation concerning personnel
policies, practices, and matters affecting working conditions.
11. To disclose information to any source when necessary to obtain
information relevant to a conflict-of-interest investigation or
determination.
12. To disclose information to the Office of Management and Budget at
any stage in the legislative coordination and clearance process in
connection with private relief legislation as set forth in OMB
Circular No. A-19.
13. To disclose information to another Federal agency, to a court, or
a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency, either when the
Government is a party to a judicial proceeding or in order to comply
with the issuance of a subpoena. Information is also made available
pursuant to a court order directing production of personnel records.
14. To disclose information to officials of the Merit Systems
Protection Board, including the Office of the Special Counsel, when
requested 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
may be authorized by law.
15. To disclose information to the Equal Employment Opportunity
Commission when requested in connection with investigations of alleged
or possible discrimination practices, examination of Federal
affirmative employment programs, compliance with the Uniform
Guidelines on Employee Selection Procedures, or other functions vested
in the Commission by the President's Reorganization Plan No. 1 of
1978.
16. To disclose information to the Federal Labor Relations Authority
(including its General Counsel) when requested in connection with
investigation and resolution of allegations of unfair labor practices,
in connection with the resolution of exceptions to arbitrator awards
when a question of material fact is raised and matters before the
Federal Service Impasses Panel.
17. To disclose information to a State or local government entity
which has the legal authority to make decisions concerning the
issuance, retention or revocation of licenses, certifications or
registrations required to practice a health care profession, when
requested in writing by an investigator or supervisory official of the
licensing entity for the purpose of making a decision concerning the
issuance, retention or revocation of the license, certification or
registration of a named health care professional.
18. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
19. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning:
(1) Any payment for the benefit of a physician, dentist, or other
licensed health care practitioner which was made as the result of a
settlement or judgment of a claim of medical malpractice if an
appropriate determination is made in accordance with agency policy
that payment was related to substandard care, professional
incompetence or professional misconduct on the part of the individual;
(2) A final decision which relates to possible incompetence or
improper professional conduct that adversely affects the clinical
privileges of a physician or dentist for a period longer than 30 days;
or,
(3) The acceptance of the surrender of clinical privileges or any
restriction of such privileges by a physician or dentist either while
under investigation by the health care entity relating to possible
incompetence or improper professional conduct, or in return for not
conducting such an investigation or proceeding. These records may also
be disclosed as part of a computer matching program to accomplish
these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents.
Retrievability:
Records are indexed by name or by name within geographic location
proference. Drug testing records are retrieved by name or social
security number, or name or social security number by geographic
location preference.
Safeguards:
Records are stored in locked file cabinets or locked rooms. Strict
control measures are enforced to ensure that access to and disclosure
from these records are limited to a ``need-to-know basis.'' In VA
Central Office and in the Delegated Examining Unit these records are
maintained in staffed rooms during working hours. During nonworking
hours, there is limited access to the building with visitor control by
security personnel. Drug testing records will be maintained in
accordance with the Urgent Relief for the Homeless Supplemental
Appropriations Act of 1987, Pub. L. 100-71, section 503, 101 Stat. 468
(1987), as well as any Governmentwide guidance concerning the
protection of these records. Employee drug testing records will be
maintained and used with the highest regard for employee privacy.
Contractor laboratories are subject to the same restrictions as VA
employees.
Retention and disposal:
Records are retained in accordance with records retention standards
approved by the Archivist of the United States, the National Archives
and Records Administration, and published in VA Records Control
Schedules. Records arising in connection with employee drug testing
under Executive Order 12564 are generally retained for up to 2 years.
Records are destroyed by shredding or burning.
System manager(s) and address:
Director, Office of Personnel and Labor Relations (05), VA Central
Office, 810 Vermont Avenue, NW., Washington DC 20420.
Notification procedure:
Individuals wishing to inquire whether this system of records contains
records on them should contact the local facility to which they
applied or the Physician and Dentist Placement Service. Individuals
submitting requests should furnish identifying information as required
by VA for their records to be located and identified: (1) Full name,
(2) date of birth, (3) social security number, (4) name and location
of VA facility or Physician and Dentist Placement Service where
application was submitted, (5) date of application, and (6) signature.
Record access procedures:
(See Notification Procedures above.)
Contesting record procedures:
(See Notification Procedures above.)
Record source categories:
Records in this system are obtained from VA officials and from
individuals and organizations regarding the individual's
qualifications, credentials and suitability for employment, including
prior employers, education providers, state licensing boards and/or
national certifying bodies, law enforcement entities, and health care
providers. Drug testing records may be obtained from the Medical
Review Official.
04VA113
System name: Blood Donor File-VA.
System location: Records are maintained at each of the Veterans
Administration health care facilities. Addresses are listed in VA
Appendix 1 at the end of this document.
Categories of individuals covered by the system: Individuals who have
donated blood to a Veterans Administration health care facility,
blood bank, Red Cross, government or private hospital to be issued
for patient care under routine or emergency conditions.
Categories of records in the system: Blood information and files contain
a cumulative account of blood received, type and quantity which is
cross referenced by donor. A record of the individual or medical
unit to which the blood was used or stored is maintained.
Authority for maintenance of the system: 1. Title 38, United States
Code, Chapter 3, Section 210(c)(1). 2. Standards for Blood Banks and
Transfusion Services. 3. Technical Methods and Procedures of the
American Association of Blood Banks.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
l. To answer questions, regarding the source from which blood was
received, from Federal, State and local medical facilities for the
purpose of following up on any questions that a qualified medical
practitioner may ask if a particular problem might occur.
2. To maintain records of blood availability, location, quantity on
hand, and blood type; for use by Red Cross Coordinator of area; to
answer and fill requests from health care facilities for need for
blood by type, and the presence of particular antibodies.
3. In the event that a system of records mainained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
4. A record from this system of records may be disclosed as a `routine
use' to a federal, state or local agency maintaining civil, criminal
or other relevant information, such as current licenses, if necessary
to obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other health, educational or welfare benefits.
5. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
6. 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.
7. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents, magnetic tape, disk.
Retrievability: (a) All VA blood information manual records are indexed
by name and social security number of donor, cross indexed by blood
type. (b) Automated records are indexed by name, social security
number, blood type, antibodies and date of last donation.
Safeguards: Physical Security: Access to VA working space and and
medical record storage areas is restricted to VA employees on a
``need to know'' basis. Generally, VA file areas are locked after
normal duty hours and are protected from outside access by the
Federal Protective Service. Employee file records and file records
of public figures or otherwise sensitive medical record files are
stored in separate locked files. Strict control measures are
enforced to ensure that disclosure is limited to a ``need to know''
basis.
Retention and disposal: Blood Information Records: Individual donor
records are maintained at a VA health care facility for a minimum of
5 years after last donation and then shredded or burned. Information
on blood transferred to another blood bank is maintained for a ten
year retention after last entry then destroyed by shredding or
burning. When blood is issued to a patient a record is maintained in
his medical record and destroyed 15 years after last entry in his
medical record.
System manager(s) and address: Director Pathology Service (113), VA
Central Office, Washington, DC 20420.
Notification procedure: Individuals seeking information concerning the
existence and content of a medical record or blood information
record pertaining to themselves must submit a written request or
apply in person to the VA health care facility where care was
rendered or blood donated. All inquiries must reasonably identify
the portion of the medical record or blood information involved and
the approximate dates that service was provided. Inquiries should
include individuals full name, social security number, and known
home address at the time of medical service.
Record access procedures: Blood donors, patients of VA medical care
facilities or duly authorized representatives seeking information
regarding access to and contesting of VA health facility records may
write, call or visit the Veterans Administration facility where
medical service was provided or volunteered.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: 1. The blood donor. 2. Private hospitals and
local blood banks. 3. Private physicians. 4. Laboratories private,
local, State, and Federal.
05VA026
System name: Individual Correspondence Records-VA.
System location:
Records are maintained at the Office of the General Counsel (026), VA
Central Office, Washington, DC 20420 and at the Offices of the
District Counsels, addresses for which may be obtained from the above-
mentioned General Counsel office address.
Categories of individuals covered by the system:
The following categories of individuals are covered by this system:
(1) Veterans; (2) nonveterans; (3) attorneys; (4) employees; and (5)
members of Congress who have made inquiries or sent correspondence to
the VA and regarding whom some action was taken by the Office of
General Counsel or an office of one or more District Counsels
regarding the inquiries.
Categories of records in the system:
Records (or information contained in records) may contain: (1) Name of
individual; (2) inquiries or correspondence sent to the VA by an
individual; (3) information pertinent to a legal opinion or response
given by the Office of General Counsel or the District Counsel; and
(4) the legal opinion or response.
Authority for maintenance of the system:
Title 38, United States Code, 210(c).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
3. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
4. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
5. Any information in this system from correspondence or inquiries
sent to the VA may be disclosed to State or Federal agencies at the
request of the correspondent or inquirer in order for those agencies
to help the correspondent with his or her problem. The information
disclosed may include the name and address of the correspondent or
inquirer and detail concerning the nature of the problem specified in
the correspondence.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
In the Office of the General Counsel and District Counsel offices, all
inquiries and correspondence are placed in individual folders on
storage shelves or place in file cabinets.
Retrievability:
Records are maintained in alphabetical order by last name of the
individual covered by the system.
Safeguards:
Records are maintained in a manned room during working hours. During
nonworking hours, there is a limited access to the building with
visitor control by security personnel, and the room where the records
are kept is locked. Access to the records is only authorized to VA
personnel on a ``need to know'' basis.
Retention and disposal:
In the Office of the General Counsel, correspondence records prior to
1975, relating to a veteran, which result in a legal opinion have been
placed on microfiche, and the paper records are currently stored in
the Washington National Records Center. Reference copies on microfiche
are available for use in the Law Library. In the future, as these
records are microfiched, no paper records will be retained. All other
system records concerning veterans are kept for two years in the
Office of General Counsel. Thereafter, these records are maintained
for 3 years by the VACO Record Management Section and then destroyed.
All other records that deal with matter of legal opinions and
precedent are maintained permanently. Records in District Counsel
Offices are maintained for a period of 2 years and thereafter
destroyed.
System manager(s) and address:
Asistant General Counsel (026), Office of General Counsel, VA Central
Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Assistant General Counsel (026) under his or her
name or other personal identifier or wants to determine the contents
of such records should submit a written request or apply in person to
the Assistant General Counsel (026).
Record access procedures:
An individual who seeks access to or wishes to contest records
maintained under his or her name or other personal identifier may
write or call or visit the Assistant General Counsel (026).
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
Individuals (veterans, nonveterans), attorneys, employees, members of
Congress, VA officials requesting legal opinions and VA records.
06VA026
System name: Claimant Private Relief Legislative Files-VA.
System location:
Records are maintained in the Office of General Counsel (026), VA
Central Office, Washington, DC 20420.
Categories of individuals covered by the system:
The following categories of individuals are covered by this system:
(1) Veterans; and (2) their beneficiaries and dependents, on behalf of
whom private relief bills are introduced, or proposed for
introduction, in Congress.
Categories of records in the system:
Records (or information contained in records) may include information
pertinent to private relief bills such as: (1) The bill for relief
(which contains name, other identifying information, personal data and
the claim for a particular type of legislative relief); (2) other
Federal agency reports; (3) VA reports pertaining to the private
relief bill; (4) Congressional committee reports and (5) the
Congressional Record.
Authority for maintenance of the system:
Title 38, United States Code, 210(c).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
3. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
4. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State of local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
5. Records pertinent to consideration of private relief bills such as
VA and other Federal agency reports may be disclosed to Congressional
members in their elected represented capacity and to other Federal
agencies upon their official request to enable them to aid or to
comment on whether the petitioning veteran should obtain the requested
relief and to facilitate the preparation and release of reports by
other Federal agencies regarding the matter.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Active records are maintained in individual file folders and
synopsized on file cards, both of which are kept in metal storage
cabinets.
Retrievability:
Records and file cards are indexed by last name and bill number of the
individuals covered by this system.
Safeguards:
Records and file cards are maintained in a manned room during working
hours. During nonworking hours, the file area is locked, and the
building is protected by the Federal Protective Service. Access to the
records is only authorized to VA personnel on a ``need to know''
basis.
Retention and disposal:
Index cards and record files which result in legislation are
maintained permanently in the Office of General Counsel. The other
record files and cards are maintained for a period of 10 years and
then destroyed.
System manager(s) and address:
Assistant General Counsel (026), Professional Staff Group VI, Office
of General Counsel, VA Central Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Assistant General Counsel (026) 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
the Assistant General Counsel (026).
Record access procedures:
An 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 Assistant General Counsel (026).
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
Courts, veterans, litigants and their attorneys, Federal agencies,
insurance carriers, witnesses, or other interested participants to the
proceedings and VA records.
07VA138
System name: Department of Medicine and Surgery Engineering
Employee Management Information Records-VA.
System location: Records are maintained at the Veterans Administration
Data Processing Centers Washington, DC, Hines, Illinois, Austin,
Texas, St. Paul, Minnesota, Los Angeles, California, and
Philadelphia, Pennsylvania, and at all VA health care facilities.
Address locations are listed in VA Appendix I at the end of this
document.
Categories of individuals covered by the system: Veterans Administration
Engineering employees with the Department of Medicine and Surgery.
Categories of records in the system: Personal identification
information; data on cost center, hourly wage rate, and work
location.
Authority for maintenance of the system: Title 38, United States Code,
Chapter 3, Subchapter II, Section 219.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. To provide statistical and other information in response to other
legitimate and reasonable requests as approved by appropriate VA
authorities, such as the release of information under the Freedom of
Information Act.
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
3. A record from this system of records may be disclosed as a `routine
use' to a Federal, State or local agency maintaining civil, criminal
or other relevant information, such as current licenses, if necessary
to obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other health, educational or welfare benefits.
4. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
5. 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.
6. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Punched cards.
Retrievability: Indexed by employee identification number.
Safeguards: Physical Security: Access to VA working and storage areas is
restricted to VA employees on a `need to know' basis. Generally, VA
file areas are locked after normal duty hours and are protected from
outside access by the Federal Protective Service. Strict control
measures are enforced to ensure that disclosure is limited to a
`need to know' basis.
Retention and disposal: Records are retained until termination of
employment. Destruction of records is accomplished by shredding or
incineration.
System manager(s) and address: Director Engineering Service (138), VA
Central Office, Washington, DC 20420.
Notification procedure: An individual seeking information concerning the
existence and contents of a record pertaining to himself should
submit a written request or apply in person to the nearest VA health
care facility. All inquiries must reasonably identify the system of
records involved. Inquiries should include the individual's full
name, employee identification number, approximate date(s) of
employment, and location of the health care facility where employed.
Record access procedures: Veterans, beneficiaries, service personnel or
duly authorized representatives seeking information regarding access
to and contesting of Department of Medicine and Surgery Engineering
Employee Management Information Records-VA records may contact the
Engineering Officer at the nearest VA health care facility.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: Employee and supervisory personnel.
08VA05
System name: Employee Medical File System Records (Title 38)--
VA.
System location:
For current employees, records are located in VA medical, personnel,
dispensary, health, safety or other designated offices at Central
Office and field facilities (see Appendix 1); with another agency
providing such services for the VA; or with private sector
contractors. For former employees, most records will be located in an
Employee Medical Folder (EMF) stored in Federal records centers
operated by the National Archives and Records Administration (NARA).
Paper record abstract information is stored in automated storage media
records that are maintained at the health care facilities.
Categories of individuals covered by the system:
The following categories of individuals are covered by this system:
current or former VA employees appointed under 38 U.S.C. Chapter 73 to
the occupations identified in 38 U.S.C. 4103, 4104(1), and 4104(3);
individuals in those occupations who are appointed under 38 U.S.C.
4114; and residents appointed under 38 U.S.C. 4114(b). This includes
employees such as non-physician facility Directors, physicians,
dentists, podiatrists, optometrists, nurses, nurse anesthetists,
physician assistants, expanded-function dental auxiliaries, certified
respiratory therapy technicians, registered respiratory therapists,
licensed physical therapists, and licensed practical or vocational
nurses. Current and former employees appointed under 38 U.S.C. Chapter
75 in the Veterans Canteen Service are also covered.
Categories of records in the system:
Records maintained in this system include: (1) Medical records, forms,
and reports completed or obtained when an individual applies for a
Federal job and is subsequently employed; (2) Medical records, forms,
and reports completed during employment as a condition of employment,
either by the VA or by another agency, State or local government
entity, or a private sector entity under contract to the VA; (3)
Records resulting from the testing of the employee for use of illegal
drugs under Executive Order 12564. Such records may be retained by the
VA (e.g., by the VA Medical Review Official) or by a contractor
laboratory. This includes records of negative results, confirmed or
unconfirmed positive test results, and lists of who has been tested,
who failed to report for testing, and related documents. Records
maintained by a VA dispensary are included in the system only when
they are the result of a condition of employment or related to an on-
the-job occurrence. (4) Files containing reports of on-the-job
injuries and medical records, forms, and reports generated as a result
of the filing of a claim for Workers' Compensation, whether the claim
is accepted or not. (The official compensation claim file, maintained
by the Department of Labor's Office of Workers' Compensation Program
(OWCP) is part of that agency's system of records and not covered by
this notice.) (5) All other medical records, forms, and reports
created on an employee during his or her period of employment,
including records retained on a short term/temporary basis (i.e.,
those designated to be retained only while the employee is with the
VA) and records designated for long-term retention (i.e., those
retained for the employee's duration of Federal service and for some
period of time thereafter).
Authority for maintenance of the system:
Executive Order 12564; Urgent Relief for the Homeless Supplemental
Appropriations Act of 1987, Pub. L. No. 100-71, Section 503, 101 Stat.
468 (1987); and Title 38, United States Code, Chapter 3, Section
210(c)(1,); Chapter 73, Section 4108 and Chapter 75, Section 4202.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Except for Routine Use 7, no other Routine Use for this system of
records applies to records included in Item (3) in the Categories of
Records in the System section of this notice. Drug test results may
not be released under any other routine use.
1. In the event that a system of records maintained by this agency to
carry out its function indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigation or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
2. To assess physical capability of employees and to provide data for
periodic reports of the health services program to the Civil Service
Commission.
3. Information may be disclosed from this system of records to a
Federal, State, or local agency to the extent necessary to comply with
laws governing reporting of communicable diseases.
4. 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.
5. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
5. To disclose information to the Department of Labor, Social Security
Administration, or a national, State, or local social security type
agency, when necessary to adjudicate a claim (filed by or on behalf of
the individual) under a retirement, insurance, or health benefit
program.
6. To disclose information to another Federal agency, to a court, or a
party in litigation before a court or in an administrative proceeding
being conducted by a Federal agency, either when the Government is a
party to a judicial proceeding or to comply with the issuance of a
subpoena.
7. To disclose the results of a drug test of a Title 38 employee
pursuant to an order of a court of competent jurisdiction where
required by the United States Government to defend against any
challenge against any adverse personnel action.
8. To disclose information to the Department of Justice, or in a
proceeding before a court, adjudicative body, or other administrative
body before which the VA is authorized to appear, when: (a) The VA, or
any component thereof; or (b) any VA employee in his or her official
capacity; or (c) any VA employee in his or her individual capacity
where the Department of Justice or the VA has agreed to represent the
employee; or (d) the United States, where the VA determines that
litigation is likely to affect the VA or any of its components, is a
party to litigation or has an interest in such litigation, and the use
of such records by the Department of Justice or the VA is deemed by
the VA to be relevant and necessary to the litigation, provided,
however, that in each case it has been determined that the disclosure
is compatible with the purpose for which the records were collected.
9. To disclose in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding.
10. To disclose pertinent information to the appropriate Federal,
State or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order when
the disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation.
11. To disclose information to the Office of Management and Budget
(OMB) at any stage in the legislative coordintion and clearance
process in connection with private relief legislation as set forth in
OMB Circular No. A-19.
12. To disclose information to officials of the Merit Systems
Protection Board including the Office of Special Counsel, the Federal
Labor Relations Authority and its general counsel, the Equal
Employment Opportunity Commission, arbitrators, and hearing examiners
to the extent necessary to carry out their authorized duties.
13. To disclose information to survey team members from the Joint
Commission on Accreditation of Healthcare Organizations (JCAHO) when
requested in connection with an accreditation review, but only to the
extent that the information is relevant and necessary to meet JCAHO
standards.
14. To disclose to health insurance carriers contracting with the
Office of Personnel Management to provide a health benefits plan under
the Federal Employee Health Benefits Program, information necessary to
verify eligibility for payment of a claim for health benefits or to
carry out the coordination of audit of benefit provisions of such
contracts.
15. To locate individuals for health research or survey response and
in the production of summary descriptive statistics and analytical
studies (e.g., epidemiological studies) in support of the function for
which the records are collected and maintained. While published
statistics and studies do not contain individual identifiers, in some
instances the selection of elements of data included in the study
might be structured in such a way as to make the data individually
identifiable by inference.
16. To disclose information to the Office of Federal Employees Group
Life Insurance that is relevant and necessary to verify election,
declination, or waiver of regular and/or optional life insurance
coverage or eligibility for payment of a claim for life insurance.
17. To disclose information, when an individual to whom a record
pertains is mentally incompetent or under other legal disability, to
any person who is responsible for the care of the individual, to the
extent necessary.
18. To disclose to the agency-appointed representative of an employee
all notices, determinations, decisions, or other written
communications issued to the employee, in connection with an
examination ordered by the agency under: (a) Medical evaluation
(formerly Fitness for Duty) examinations procedures, or (b) agency-
filed disability retirement procedures.
19. To disclose to a requesting agency, organization, or individual
the home address and other information concerning those individuals
who it is reasonably believed might have contracted an illness or been
exposed to or suffered from a health hazard while employed in the
Federal work force.
20. To disclose information to a Federal agency, in response to its
request or at the initiation of the VA, in connection with the
retention of an employee, the issuance of a security clearance, the
conducting of a suitability or security investigation of an
individual, the letting of a contract, or the issuance of a license,
grant, or other benefit by the other agency, or the lawful statutory,
administrative or investigative purpose of the agency to the extent
that the information is relevant and necessary to the other agency's
decision on the matter.
21. To disclose to any Federal, State, or local government agency, in
response to its request or at the initiation of the VA, information
relevant and necessary to the lawful, statutory, administrative, or
investigatory purpose as it relates to the conduct of job related
epidemiological research or the assurance of compliance with Federal,
State, or local government laws on health and safety in the work
environment.
22. To disclose to officials of labor organizations recognized under 5
U.S.C. Chapter 71, analyses using exposure or medical records and
employee exposure records, in accordance with the record access rules
of the OSHA, Department of Labor, and subject to the limitations of 29
CFR 1910.20(e)(2)(iii)(B).
23. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registrations necessary to practice an occupation,
profession or specialty, in order for the Agency to obtain information
relevant to an Agency decision concerning the hiring, retention or
termination of an employee or to inform a Federal Agency or licensing
boards or the appropriate nongovernment entities about the health care
practices of a terminated, resigned or retired health care employee
whose professional health care activity so significantly failed to
conform to generally accepted standards of professional medical
practice as to raise reasonable concern for the health and safety of
patients in the private sector or from another Federal Agency. These
records may also be disclosed as part of an ongoing computer matching
program to accomplish these purposes.
24. Information in this system of records may be disclosed to a State
or local government entity which has the legal authority to make
decisions concerning the issuance, retention or revocation of
licenses, certifications or registrations required to practice a
health care profession, when requested in writing by an investigator
or supervisory official of the licensing entity for the purpose of
making a decision concerning the issuance, retention or revocation of
the license, certification or registration of a named health care
professional.
25. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
26. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in paper folders, microfiche, magnetic discs,
magnetic tape, and on file cards, X-rays, or other medical reports and
forms. These records are stored in VA medical, personnel, dispensary,
health, safety or other designated offices at Central Office and field
facilities. Information in the Decentralized Hospital Computer Program
(DHCP) system is stored at health care facilities.
Retrievability:
Records are retrieved by the employee's name, date of birth, social
security number, or any combination of those identifiers.
Safeguards:
Records are stored in locked file cabinets or locked rooms. Generally,
file areas are locked after normal duty hours. Automated records are
protected by restricted access procedures and audit trails. Access to
Employee Medical File System records is strictly lilmited to VA or
contractor officials with a bona fide need for access to the records.
Strict control measures are enforced to ensure that access to and
disclosure from these records are limited to a ``need-to-know basis.''
In VA Central Office these records are maintained in staffed rooms
during working hours. During nonworking hours, there is limited access
to the building with visitor control by security personnel. Access to
the DHCP computer rooms within the health care facilities is generally
limited by appropriate locking devices and restricted to authorized VA
employees and vendor personnel. Automated data processing peripheral
devices are generally placed in secure areas (areas that are locked or
have limited access) or are otherwise protected. Information in the
DHCP system may be accessed by authorized VA employees. Access to file
information is controlled at two levels; the system recognizes
authorized employees by a series of individually unique passwords/
codes as a part of each data message, and the employees are limited to
only that information in the file which is needed in the performance
of their official duties. Drug testing records will be maintained in
accordance with the Urgent Relief for the Homeless Supplemental
Appropriations Act of 1987, Pub. L. No. 100-71, Section 503, 101 Stat.
468 (1987). Contractor laboratories are subject to the same
restrictions as VA employees.
Retention and disposal:
Records are retained in accordance with records retention standards
approved by the Archivist of the United States, the National Archives
and Records Administration, and published in Agency Records Control
Schedules. Records arising in connection with employee drug testing
under Executive Order 12564 are generally retained for up to 2 years.
Records are destroyed by shredding, burning, or by erasing the
magnetic media. Automated storage media is retained and disposed of in
accordance with disposition authorization approved by the Archivist of
the United States.
System manager(s) and address:
Director, Office of Personnel and Labor Relations (05), VA Central
Office, 810 Vermont Avenue NW, Washington, DC 20420.
Notification procedure:
Individuals wishing to inquire whether this sytem of records contains
records on them should follow the appropriate procedure listed below.
a. Current employees. Current employees should contact the local
facility at which they are employed. Individuals must furnish such
identifying information as required by VA for their records to be
located and identified.
b. Former employees. Former employees should contact the local
facility at which they were employed. Individuals submitting requests
must submit the following information for their records to be located
and identified: (1) Full name, (2) date of birth, (3) social security
number, (4) name and location of VA facility where last employed and
dates of employment, and (5) signature.
Record access procedures:
Individuals requesting access to and contesting the contents of
records must submit the following information for their records to be
located and identified: (1) Full name, (2) date of birth, (3) social
security number, (4) name and location of VA facility where last
employed and dates of employment, and (5) signature.
Contesting record procedures:
(See Record Access Procedures above).
Record source categories:
Records in this system are obtained from: The individual to whom the
records pertain, VA employee health unit staff, Federal and private
sector medical practitioners and treatment facilities, supervisors/
managers and other VA officials, testimony of witness, and other VA
records.
09VA05
System name: Employee Unfair Labor Practice Charges and
Complaints, Negotiated Agreement Grievances and Arbitrations-VA.
System location: VA station personnel offices, whose address locations
are listed in VA Appendix 1 at the end of this document.
Categories of individuals covered by the system: VA employees or labor
union representatives who have filed, in the name of VA employees,
unfair labor practice charges or complaints and negotiated agreement
grievances.
Categories of records in the system: Various material, considered
pertinent by parties to proceedings, needed for processing charges,
complaints, grievances and arbitrations.
Authority for maintenance of the system: Executive Order 11491 as
amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a system of records maintained by this agency to
carry out its function indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigation or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
2. Files may be released to arbitrators for processing arbitrations
and to authorized Department of Labor officers for processing unfair
labor practice complaints.
3. 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.
4. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
5. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
6. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
7. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents in files.
Retrievability: Alphabetically by name at some VA stations. Some
stations do not maintain records retrievable by name or other
personal identifier.
Safeguards: Access to files is restricted to authorized Va employees in
the Personnel Office and to operating officials.
Retention and disposal: Records are retained indefinitely.
System manager(s) and address: Officials maintaining the system-VA
Personnel Officers where records are maintained. (See VA Appendix 1
for local addresses.) Official responsible for policies and
procedures-Asistant Administrator for Personnel (05), VA Central
Office, Washington, DC 20420.
Notification procedure: VA station Personnel Officer. Individual should
provide full name, social security number and date and nature of
proceeding involved.
Record access procedures: Individuals or representatives designated in
writing may contact their servicing Personnel Office for gaining
access to their records and contesting the contents thereof.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: VA officials, employees, and labor
organization officials.
10VA31
System name: Employee Reporting System for Project
Administration and Control (Office of Data Management and
Telecommunications)VA.
System location: Records are located at VA Central Office and at the VA
Data Processing Centers (Address locations are listed in Appendix
1).
Categories of individuals covered by the system: The following
categories of individuals will be covered by this system: All Office
of Data Management and Telecommunications employees.
Categories of records in the system: Detailed record of Project
Assignments and related task assignments; Resource record for
reporting time, in hours, individual spends on administrative
overhead tasks.
Authority for maintenance of the system: Title 5, United States Code
301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. All of the information contained in this system of records is used
for official purposes of the Veterans Administration; all such uses of
the information are compatible with the purpose for which the
information was collected.
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
3. 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.
4. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are stored on paper documents, magnetic disc and tape.
Retrievability: Records are retrievable by a coded employee identifier.
Safeguards: Physical security requires that employees wear
identification badges. Special identification badges are required to
enter the computer site.
Retention and disposal: Once the information on the source (paper)
documents is stored on a magnetic disc or tape, and the information
is verified for accuracy, the source documents are destroyed.
Generally, source documents are destroyed within one week of
verification. Magnetic disc and tape records are updated weekly and
retained for various periods from 3 months up to 2 years after which
time they are destroyed.
System manager(s) and address: Chief, Project Management Division (313),
Office of Data Management and Telecommunications, VA Central Office,
Washington, DC 20420.
Notification procedures:An individual seeking information concerning the
existence and contents of a record pertaining to himself or herself
should submit a written request or apply in person to the Director
of Data Processing where either previously or currently employed. VA
Central Office personnel should submit a written request or apply in
person to their Service or Staff Office Director where previously or
currently employed. Inquiries should include the individual's full
name and TRIMS identification, if known, and approximate dates of
employment.
Record access procedures: Individuals or their authorized
representatives seeking information regarding access to and
contesting of their TRIMS Record may contact the Director of the
ODM&T Central Office, Service/Staff Office of VA Data Processing
Center where the individual is (was) employed.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: Project budget and project objective by
supervisor/individual, individual workload data by individual.
11VA51
System name: Investigation Reports of Persons Allegedly Involved
in Irregularities Concerning VA Laws, Regulations, Etc.--VA
(11VA51).
System location:
Inspector General, Office of Investigations (51), Washington, DC
20420.
Categories of individuals covered by the system:
The following categories of individuals will be covered by the system:
(1) Employees, (2) veterans and, (3) third parties such as
contractors, who conduct official business with the VA.
Categories of records in the system:
Records (or information contained in records) in this system include
reports of investigation of the Office of Inspector General. These
reports may include (1) a narrative summary or synopsis; (2) exhibits;
(3) internal documentation and memoranda, and (4) affidavits. The name
of the subject of an investigation, station at which an investigation
took place, Inspector General's investigation number, time period
investigation took place, and the Inspector General's recommended
action are maintained on a file card. A summary of the report of
investigation is also maintained.
Authority for maintenance of the system:
Title 38, U.S.C. 210(c)(1); title 5, U.S.C., Appendix 1, section 7(a).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 records on behalf
of and at the 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 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 with 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 to a State or local
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision on: The hiring, transfer or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance or continuance of a license,
grant or other benefit by the agency; provided, that if the
information pertains to a veteran, the name and address of the veteran
will not be disclosed unless the name and address is provided first by
the requesting State or local agency.
4. Any information in this system, except the name and address of a
veteran may be disclosed to a Federal, State or local agency
maintaining civil or criminal violation records, or other pertinent
information such as prior employment history, prior Federal employment
background investigations, and/or personal or educational background
in order for the VA to obtain information relevant to the hiring,
transfer or retention of an employee, the letting of a contract, the
granting of a security clearance, or the issuance of a grant or other
benefit. The name and address of a veteran may be disclosed to a
Federal agency under this routine use if this information has been
requested by the Federal agency in order to respond to the VA inquiry.
5. Any information in this system, except the name and address of a
veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto.
6. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
7. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
8. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
9. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information concerning a veteran-
claimant made under this routine use must comply with the provisions
of 38 CFR 1.511.
10. Any information in this system may be disclosed to the Office of
Special Counsel, upon its official request, when required for the
Special Counsel's review of the complainant's allegations of
prohibited personnel practices.
11. The name, address, and other identifying data, including title,
date and place of birth, Social Security number, and summary
information concerning an individual who, for fraudulent or deceitful
conduct either as an employee or while conducting or seeking to
conduct business with the Agency, has been convicted of violating
Federal or State law or has been debarred or suspended from doing
business with the VA, may be furnished to other Federal agencies to
assist such agencies in preventing and detecting possible fraud or
abuse by such individual in their operations and programs. This
routine use applies to all information in this System of Records which
can be retrieved by name or by some identifier assigned to an
individual, regardless of whether the information concerns the
individual in a personal or in an entrepreneurial capacity.
12. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
13. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
14. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in individual file folders and on file cards.
Retrievability:
File cards may be indexed by the last name of the subject(s) of an
investigation. File folders containing reports of investigation and
summaries of the reports are individually retrievable by means of a
cross indexing with the file cards.
Safeguards:
Access to the file folders and file cards (which are kept in cabinets)
is restricted to authorized personnel on a need-to-know basis. The
file room and cabinets are locked after duty hours, and the building
is protected from unauthorized access by a protective service.
Retention and disposal:
Investigation reports are maintained by the Office of Inspector
General until final action is taken. Once final action has been taken,
the report is to the VACO Records Management Section where it is
maintained for 5 years. It is then forwarded to the Federal Records
Center where it is maintained for 25 years and then destroyed by
shredding. File cards and summaries of all investigations are
maintained by the Office of Inspector General for 30 years and then
destroyed by shredding.
System manager(s) and address:
Assistant Inspector General for Investigations (51), VA Central
Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Assistant Inspector General for Investigations under
his or her name in this system or wishes to determine the contents of
such records should submit a written request or apply in person to the
Assistant Inspector General for Investigations (51). However, a
majority of records in this system are exempt from the notification
requirement under 5 U.S.C. 552a (j) and (k). To the extent that
records in this system of records are not subject to exemption, they
are subject to notification. A determination as to whether an
exemption applies shall be made at the time a request for notification
is received.
Record access procedures:
An individual who seeks access to or wishes to contest records
maintained under his or her name in this system may write, call or
visit the Assistant Inspector General for Investigations (51).
However, a majority of records in this system are exempt from the
record access and contesting requirements under 5 U.S.C. 552a (j) and
(k). To the extent that records in this system of records are not
subject to exemption, they are subject to access and contest. A
determination as to whether an exemption applies shall be made at the
time a request for access or contest is received.
Contesting record procedures:
(See Record access procedures above.)
Record source categories:
Information is obtained from third-party organizations such as schools
and financial institutions, VA employees, veterans and VA records.
Systems exempted from certain provisions of the act:
Under 5 U.S.C. 552a(j)(2), the head of any agency may exempt any
system of records within the agency from certain provisions of the
Privacy Act, if the agency or component that maintains the system
performs as its principal function any activities pertaining to the
enforcement of criminal laws. The Inspector General Act of 1978, Pub.
L. 95-452, mandates the Inspector General to recommend policies for,
and to conduct, supervise and coordinate activities in the Veterans
Administration and between the Veterans Administration and other
Federal, State and local governmental agencies with respect to all
matters relating to the prevention and detection of fraud programs and
operations administered or financed by the Veterans Administration and
to the identification and prosecution of participants in such fraud.
Under the Act, whenever the Inspector General has reasonable grounds
to believe there has been a violation of Federal criminal law, the
Inspector General must report the matter expeditiously to the Attorney
General.
This system of records has been created in major part to support the
criminal law-related activities assigned by the Inspector General to
the Office of Investigations. These activities constitute the
principal function of this staff.
In addition to principal functions pertaining to the enforcement of
criminal laws, the Inspector General may receive and investigate
complaints or information from various sources concerning the possible
existence of actvities constituting noncriminal violations of law,
rules or regulations, or mismanagement, gross waste of funds, abuses
of authority or substantial and specific danger to the public and
safety. This system of records also exists to support inquiries by the
Assistant Inspector General for Investigations into these noncriminal
violation types of activities.
Based upon the foregoing, the Administrator of Veterans Affairs has
exempted this system of records, to the extent that it encompasses
information pertaining to criminal law-related activities, from the
following provisions of the Privacy Act of 1974, as permitted by 5
U.S.C. 552a(j)(2):
5 U.S.C. 552a(c) (3) and (4);
5 U.S.C. 552a(d);
5 U.S.C. 552a(e) (1), (2) and (3);
5 U.S.C. 552a(e)(4) (G), (H) and (I);
5 U.S.C. 552a(e) (5) and (8);
5 U.S.C. 552a(f);
5 U.S.C. 552a(g).
The Administrator of Veterans Affairs has exempted this system of
records, to the extent that it does not encompass information
pertaining to criminal law-related activities under 5 U.S.C.
552a(j)(2), from the following provisions of the Privacy Act of 1974,
as permitted by 5 U.S.C. 552a(k)(2):
5 U.S.C. 552a(c)(3);
5 U.S.C. 552a(d);
5 U.S.C. 552a(e)(1);
5 U.S.C. 552a(e)(4) (G), (H) and (I);
5 U.S.C. 552a(f).
Reasons for exemptions: The exemption of information and material in
this system of records is necessary in order to accomplish the law
enforcement functions of the Office of Inspector General, to prevent
subjects of investigations from frustrating the investigatory process,
to prevent the disclosure of investigative techniques, to fulfill
commitments made to protect the confidentiality of sources, to
maintain access to sources of information and to avoid endangering
these sources and law enforcement personnel.
12VA01
System name: Individual Requests for Information from Appellate
Records--VA.
System location:
Board of Veterans Appeals, Department of Veterans Affairs, 810 Vermont
Avenue, NW, Washington, DC 20420.
Categories of individuals covered by the system:
Persons requesting information under the Freedom of Information Act
and the Privacy Act.
Categories of records in the system:
Requests for information, responses to requests, and loose-leaf log
book.
Authority for maintenance of the system:
5 U.S.C. 552, 552a; 38 CFR 1.556.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
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 NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folders and loose-leaf log book.
Retrievability:
By name.
Safeguards:
Files are under the control of the Freedom of Information Act Officer.
They are stored in a secured area. Access to the area is limited to
the officers and employees of the Board who have a need for the
records in the system in the performance of their duties.
Retention and disposal:
Records are retained in accordance with records retention standards
approved by the Archivist of the United States, the National Archives
and Records Administration, and published in Agency Records Control
Schedules. Records are destroyed by shredding or burning.
System manager(s) and address:
Privacy Act Officer/Freedom of Information Act Officer (01C1), Board
of Veterans Appeals, 810 Vermont Avenue, NW, Washington, DC 20420.
Notification procedure:
An individual desiring to know whether this system of records contains
a record pertaining to him or her, how he or she may gain access to
such a record, and how he or she may contest the content of such a
record may write to the following address: Privacy Act Officer/Freedom
of Information Act Officer (01C1), Board of Veterans Appeals, 810
Vermont Avenue, NW, Washington, DC 20420. The following information
should be furnished in order to identify the record: His or her name
and the Department of Veterans Affairs claim number, or other file
number, if applicable.
Record access procedures:
Individuals seeking information regarding access to information
contained in this system of records may write, call or visit the Board
of Veterans Appeals Privacy Act Officer/Freedom of Information Act
Officer whose address and telephone number are as follows: Privacy Act
Officer/Freedom of Information Act Officer (01C1), Board of Veterans
Appeals, 810 Vermont Avenue, NW, Washington, DC 20420, (202) 233-3365.
Contesting record procedures:
(See notification procedures above.)
Record source categories:
Data furnished by persons requesting information, records in the
custody of the Board, and data furnished by Board employees.
13VA047
System name: Individuals Submitting Invoices/Vouchers For
Payment-VA.
System location: VA Data Processing Center, Austin, Texas and the fiscal
offices of Central Office and other field stations where the fiscal
transactions are processed.
Categories of individuals covered by the system: Contractors, vendors,
non-salaried employees, consultants, attendings, fee basis
physicians and dentists, and patients.
Categories of records in the system: Vendor identification listings,
invoices and payment records.
Authority for maintenance of the system: Budget and Accounting Act of
1950 and General Accounting Office Title 8, Chapter 3.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
To the extent that records contained in the system include information
protected by 38 U.S.C. 4132, i.e., 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.
1. Transfer payment information necessary to complete payment of
claims and to furnish income data Form 1099 to the Treasury Department
in order to effect payment of claims to vendors and to furnish income
information.
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
3. A record from this system of records may be disclosed as a 'routine
use' to a Federal, State or local agency or to a non-governmental
organization maintaining civil, criminal or other relevant
information, such as current licenses, registration or certification,
if necessary to obtain information relevant to an agency decision
concerning the hiring or retention of an employee, the use of an
individual as a consultant, attending or to provide fee basis health
care, the issuance of a security clearance, the letting of a contract,
or the issuance of a license, grant or other benefits. These records
may also be disclosed as part of an ongoing computer matching program
to accomplish these purposes.
4. A record from this system of records may be disclosed to a Federal,
State or local agency, in response to its request, in connection with
the hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
5. Relevant information from this system of records, including the
nature and amount of financial obligation, may be disclosed as a
routine use, in order to assist the Veterans Administration in the
collection of unpaid financial obligations owed the VA, to a debtor's
employing agency or commanding officer so that the debtor-employee may
be counseled by his or her Federal employer or commanding officer.
This purpose is consistent with 5 U.S.C. 5514, 4 CFR 102.5, and
section 206 of Executive Order 11222 of May 8, 1965 (30 FR 6469).
6. Relevant information from this system of records, including
available identifying data regarding the debtor, such as name of
debtor, last known address of debtor, name of debtor's spouse, social
security account number of debtor, VA insurance number, VA loan
number, VA claim number, place of birth and date of birth of debtor,
name and address of debtor's employer or firm and dates of employment,
may be disclosed to other Federal agencies, State probate courts,
State drivers license bureaus, and State automobile title and license
bureaus as a routine use in order to obtain current address, locator
and credit report assistance in he collection of unpaid financial
obligations owed the U.S. This purpose is consistent with the Federal
Claims Collection Act of 1966 (Pub.L. 89-508, 31 U.S.C. 951-953) and 4
CFR parts 101-105.
7. 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.
8. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
9. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
10. Relevant information (excluding medical treatment information
related to drug or alcohol abuse, infection with the human
immunodeficiency virus or sickle cell anemia) may be disclosed to the
Department of Health and Human Services (HHS) for the purpose of
identifying improper duplicate payments made by Medicare fiscal
intermediaries where VA authorized and was responsible for payment for
medical services obtained at non-VA health care facilities. The
purpose of the review is for HHS to identify duplicate payments and
initiate recovery of identified overpayments and, where warranted,
initiate fraud investigations, or, to seek reimbursement from VA for
those services which were authorized by VA and for which no payment,
or partial payment, was made by VA. HHS will provide information to
identify the patient to include the patient name, address, Social
Security number, date of birth, and information related to the period
of medical treatment for which payment was made by Medicare to include
the name and address of the hospital, the admission and discharge
dates, the services for which payment was made, and the dates and
amounts of payment. Information disclosed from this system of records
will be limited to that information that is necessary to confirm or
disprove an inappropriate payment by Medicare. These records may also
be disclosed as part of an ongoing computer matching program to
accomplish these purposes.
11. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
12. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents, microfiche, magnetic tape.
Retrievability: Alphabetically by name and numerically by identification
number.
Safeguards: Access to the records is restricted to VA Finance employees.
These records are protected from outside access by Federal
Protective Service.
Retention and disposal: Governed by General Accounting Office
Regulations which require retention for records created prior to
July 2,1975: 10 years and 3 months after the period of the account;
records created on and after July 2, 1975: 6 years and 3 months
after the period of the account. Records are normally retired to
Federal Record Centers within 1 or 2 years after payment and audit.
System manager(s) and address: Director, Office of Budget and Finance
(Controller)(04), VA Central Office, Washington, DC 20420.
Notification procedure: Individuals seeking information concerning the
existence of a record pertaining to themselves may submit a written
request to the VA office to which the invoice/voucher was submitted.
All inquiries must reasonably identify the invoice/voucher involved.
Inquiries should include name and return address.
Record access procedures: Individuals or authorized representatives
seeking information regarding access to and contesting of records
may write, call or visit the VA office to which the invoice/voucher
was submitted.
Contesting record procedures: (see Record Access Procedures above)
Record source categories: These payment records are compiled from
documentation from the vendor, contractor, and employee; Dun and
Bradstreet (identifying numbers); and procurement and authorization
documentation generated by the Veterans Administration.
14VA135
System name: Individuals Serving on a Fee Basis or Without
Compensation (Consultants, Attendings, Others) Personnel Records-
VA.
System location: VA station Personnel Offices, whose address locations
are listed in VA Appendix 1 at the end of this document.
Categories of individuals covered by the system: Physicians, dentists
and nurses; student trainees; research personnel; other scientific
and technical personnel.
Categories of records in the system: Copies of application, appointment
letters, other documents and papers maintained in connection with
these appointments.
Authority for maintenance of the system: Title 38, United States Code,
Chapter 73.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. All of the information contained in this system of records is used
for official purposes of the Veterans Administration; all such uses of
the information are compatible with the purpose for which the
information was collected.
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant hereto, the relevant records
in the system of records may be referred, as a routine use, to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting such violation
or charged with enforcing or implementing the statute, or rule,
regulation or order issued pursuant thereto.
3. A record from this system of records may be disclosed as a `routine
use' to a Federal, State or local agency maintaining civil, criminal
or other relevant information, such as current licenses, if necessary
to obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other benefits.
4. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
5. 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.
6. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
7. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
8. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
9. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents in file system.
Retrievability: Alphabetically by name.
Safeguards: Physical Security: Access to files is restricted to
authorized Personnel Office and operating officials. Records are
maintained in locked files.
Retention and disposal: Records are maintained for a period of one year
from the expiration of appointment. They are then destroyed.
System manager(s) and address: Officials maintaining the system-
Personnel Officers (135) where this system is utilized. (See VA
Appendix 1 for local addresses.) Official responsible for policies
and procedures-Asistant Administrator for Personnel (05), VA Central
Office, Washington, DC 20420.
Notification procedure: VA station Personnel Officer. Individual should
provide full name, social security number, position and period of
service involved.
Record access procedures: Individuals or representatives designated in
writing may contact their servicing personnel office for gaining
access to their personnel record and contesting the contents
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: Application for employment, authorization
forms or letters and related documents.
16VA026
System name: Litigant, Tort Claimant, EEO Complaint and Third
Party Recovery Files-VA.
System location:
Litigant, tort claimant and third party recovery files are maintained
at the Office of General Counsel (026), VA Central Office, Washington,
D.C. 20420, and Offices of the District Counsels. Addresses for
District Counsel offices may be obtained by contacting the above-
mentioned Office of General Counsel address. Equal Employment
Opportunity (EEO) complaint files are maintained in the Office of
General Counsel only.
Categories of individuals covered by the system:
The following categories of individuals are covered by this system:
(1) Litigants; (2) claimants under the Federal Tort Claims Act, EEO
complainants; and (3) veterans involved in third party recovery cases
brought by or against the Government and affecting the VA.
Categories of records in the system:
Records (or information contained in records) may include: (1)
Pleadings; (2) opinions; (3) briefs; (4) decisions; and (5)
evidentiary and nonevidentiary matter relating to a case or
controversy in an administrative or litigation proceeding (e.g.,
witness statements, agency reports, EEO Counselor's reports,
recommending findings by the EEO Commission, and other supporting
material).
Authority for maintenance of the system:
Title 38, United States Code, 210(c), 29 CFR 1613.222 (EEO cases
commenced under 42 U.S.C. 2000e-16).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 or staff person requesting the record on behalf of and at the
request of that individual.
2. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
3. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
4. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency of
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
5. Pleadings, opinions, briefs, decisions and evidentiary and
nonevidentiary matters may be disclosed to a Federal agency upon its
official request to enable that agency to properly prepare a
particular case or controversy regarding an administrative claim filed
under the Federal Tort Claims Act or a debt collection proceeding
under the Federal Medical Care Recovery Act.
6. Pleadings, opinions, briefs, decisions and evidentiary and
nonevidentiary matter may be disclosed to a Federal agency to enable
the VA to obtain records necessary for the VA to properly prepare a
particular case or controversy under the Federal Tort Claims Act or a
proceeding under the Federal Medical Care Recovery Act.
7. Pleadings, opinions, briefs, decisions and evidentiary and
nonevidentiary matter may be disclosed to a Federal or a State court
to enable the VA to file pleadings, comply with rules and procedures
of the court, or to respond to a request from the court in any case or
controversy.
8. Pleadings, opinions, briefs, decisions and matters of evidentiary
and nonevidentiary matter may be disclosed to a Federal, State, local,
or foreign agency, insurance carriers, other individuals from whom the
VA is seeking reimbursement and other parties litigant or having an
interest in administrative, prelitigation, litigation and post-
litigation phases of a case or controversy, provided, that the name
and address of a veteran can only be disclosed under this routine use
if the release is for a VA debt collection proceeding, or if the name
and address has been provided to the VA by the party seeking the
information.
9. EEO complaint records, including the identities of the complainant
and the witnesses, the complaints, investigation reports, General
Counsel decisions, recommended findings by the EEOC, agency (VA)
comments and other supporting material, may be disclosed to
representatives of the complainant, and to Department of Justice and
to other Federal agencies in order to inform them of the matters in
the complaint and to apprise the parties if the identities of the
complainant and witnesses.
10. Any information in this system may be disclosed to the Department
of Justice (DOJ) including U.S. Attorneys upon its official request in
order for the VA to respond to pleadings, interrogatories, orders or
inquiries from the Department of Justice, and to supply the DOJ with
information, to enable the DOJ to represent the U.S. Government in any
phase of litigation or in any case or controversy involving the VA.
11. Any information in this system may be disclosed to a Federal grand
jury. A Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
12. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a state or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
13. Any information in this system may be disclosed in connection with
any proceeding for the collection of an amount owned to the United
States by virtue of a person's participation in any benefit program
administered by the Veterans Administration when in the judgment of
the Administrator, or an 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. 3301(b)(6).
14. The name and address of a veteran, and other information as is
reasonably necessary to identify such veteran, may be disclosed to a
consumer reporting agency for the purpose of locating the veteran, or,
obtaining a consumer report to determine the ability of the veteran to
repay an indebtedness to the United States arising by virtue of the
veteran's participation in a benefits program administered by the VA,
provided that the requirements of 38 U.S.C. 3301 (g)(2) have been met.
15. The name and address of a veteran, other information as is
reasonably necessary to identify such veteran, and any information
concerning the veteran's indebtedness to the United States by virtue
of the person's participation in a benefits program administered by
the VA may be disclosed to a consumer reporting agency for purposes of
assisting in the collection of such indebtedness, provided that the
provision of 38 U.S.C. 3301(g)(4) have been met.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Retrievability:
Records are maintained in alphabetical order by last name of an
individual covered by the system.
Safeguards:
Records are maintained in a manned room during working hours. During
nonworking hours, the file area is locked, and the building is
protected by the Federal Protective Service. Access to the records is
only authorized to VA personnel on a ``need to know'' basis.
Retention and disposal:
Upon completion of a case, except for precedent-setting cases (which
are maintained permanently), records are treated as follows:
In Central Office, litigation, tort claimant and third-party recovery
files are maintained in the Office of General Counsel for two years,
retired to the Washington National Federal Records Center for five
years and then destroyed. EEO complainant records are maintained in
the Office of General Counsel until the close of the complaint, sent
to the VACO Records Management Section for four years, then destroyed.
In District Counsel Offices, civil litigation and third-party recovery
files are maintained in the affected District Counsel Office for two
years, then destroyed. Tort claimant files are maintained in the
affected District Counsel Office for one year, retired to the
appropriate Federal Records Center for five years, then destroyed.
Criminal litigation prosecution files are maintained in the affected
District Counsel Office for three years, then destroyed.
System manager(s) and address:
Assistant General Counsel (026), Professional Staff Group VI, Office
of General Counsel, VA Central Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Assistant General Counsel (026), under his or her
name or other personal identifier or wants to determine the contents
of such records should submit a written request or apply in person to
the Assistant General Counsel (026).
Record access procedures:
An 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 Assistant General Counsel (026).
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
Courts, claimants, litigants, complainants and their representatives
or attorneys, other Federal agencies, insurance carriers, witnesses
and other interested participants to the proceedings and VA records.
17VA26
System name: Loan Guaranty Fee Personnel and Program Participant
Records--VA.
System location:
Records on nonsuspended fee personnel and program participants are
maintained at VA regional offices, medical and regional office
centers, VA offices and VA centers having loan guaranty activities.
Records of nonsupervised lenders and subsidiaries of supervised
lenders having authority to process VA loans automatically are
maintained in VA Central Office. National Control List of suspended
program participants and fee personnel are maintained at VA regional
offices, medical and regional office centers, VA offices and VA
centers having loan guaranty activities. A Master Control list is
maintained only at VA Central Office. Address locations are listed in
Appendix 1 at the end of this document.
Categories of individuals covered by the system:
The following categories of individuals will be covered by this
system: (1) Fee personnel who may be paid by the VA or by someone
other than the VA (i.e., appraisers, compliance inspectors, management
brokers, loan closing and fee attorneys who are not VA employees but
are paid for actual case work performed), and (2) program participants
(i.e., property management brokers and agents, real estate sales
brokers and agents, participating lenders and their employees, title
companies whose fees are paid by someone other than the VA, and
manufactured home dealers, manufacturers, and manufactured home park
or subdivision owners).
Categories of records in the system:
Records (or information contained in records) may include: (1)
Applications by individuals to become VA-approved fee basis
appraisers, compliance inspector, fee attorneys, or management
brokers. These applications include information concerning applicant's
name, address, business phone numbers, social security numbers or
taxpayer identification number, and professional qualifications; (2)
applications by non-supervised lenders for approval to close
guaranteed loans without the prior approval of VA (automatically); (3)
applications by lenders supervised by Federal or State agencies for
designation as supervised automatic lenders in order that they may
close loans without the prior approval (automatically) of the VA;
applications for automatic approval or designation (i.e., (2) and (3))
contain information concerning the corporate structure of the lender,
professional qualifications of the lender's officers or employees,
financial data such as profit and loss statements and balance sheets
to insure the firm's financial integrity; (4) identifying information
such as names, business names (if applicable), addresses, phone
numbers and professional resumes of corporate officials or employees;
(5) corporate structure information on prior approval lenders,
participating real estate sales brokers or agents, developers,
builders, investors, closing attorneys or other program participants
as necessary to carry out the functions of the Loan Guaranty Program;
(6) records of performance concerning appraisers, compliance
inspectors, management brokers, or fee attorneys on both firms and
individual employees; (7) records of performance including
disciplinary proceedings, concerning program participants; e.g.,
lenders, investors, real estate brokers, builders, fee appraisers,
compliance inspectors and developers both as to the firm and to
individual employees maintained on an as-needed basis to carry out the
functions of the Loan Guaranty program; (8) National Control Lists
which identify suspended real estate brokers and agents, lenders and
their employees, investors, manufactured home dealers and
manufacturers, and builders or developers; and (9) a master record of
the National Control List (i.e., Master Control List) which includes
information regarding parties previously suspended but currently
reinstated to participation in the Loan Guaranty program in addition
to all parties currently suspended.
Authority for maintenance of the system:
Title 38, United States Code, chapter 3, section 210(c)(1); title 38,
United States, Code, chapters 21 and 37.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system may be disclosed to a Federal, State
or local agency, upon its official request, to the extent the agency
has demonstrated that it is relevant and necessary to that agency's
decision on: The hiring, transfer or retention of an employee; the
issuance of a security clearance; the letting of a contract; or the
issuance or continuance of a license, grant or other benefit by that
agency.
3. Any information in this system may be disclosed to a Federal, State
or local agency maintaining civil or criminal violation records, or
other pertinent information such as prior employment history, prior
Federal employment background investigations, and personal or
educational background in order for the VA to obtain information from
that agency relevant to the hiring, transfer or retention of an
employee, the letting of a contract, the granting of a security
clearance, or the issuance of a grant or other benefit.
4. Any information in this system which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal, State, local or foreign agency
charged with the responsibility of investigating or prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation or order issued pursuant thereto.
5. Identifying information and the reasons for the suspension of
builders, developers, lenders, lender employees, real estate sales
brokers and agents, manufactured home dealers, manufacturers, or other
program participants suspended from participation in the Loan Guaranty
Program may be disclosed to the Department of Housing and Urban
Development (HUD), and the Federal Housing Administration (FHA),
United States Department of Agriculture (USDA), Farmers Home
Administration (FHA) or other Federal, State or local agencies to
enable that agency to consider imposing similar restrictions on these
suspended persons and/or firms.
6. Identifying information and the performance records of qualified
fee appraisers and compliance inspectors, including any information
regarding their termination, non-redesignation, temporary suspension
or resignation from participation in the Loan Guaranty Program,
including the records of any disciplinary proceedings, may be
disclosed to Federal, State or local, or non-government agencies,
businesses, and professional organizations, to permit these entities
to employ, continues to employ or contract for the services of
qualified fee personnel, monitor the performance of such personnel,
and take any appropriate disciplinary action.
7. Identifying information as well as other information such as
educational background and former business associations may be
disclosed to business and professional organizations in order for the
VA to obtain these organizations' recommendations concerning the
performance, character, professional activities and other
qualifications relating to participation in the VA Loan Guaranty
Program.
8. Identifying information and information concerning amounts paid to
contractors, fee personnel and other contractors, fee personnel and
other program participants may be released to the Department of the
Treasury, Internal Revenue Service, where required by law.
9. Any information in this system may be disclosed to a Federal Grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
10. Any information in this system may be disclosed to a State or
municipal Grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
11. Identifying information and the reasons for suspension of
individuals and/or firms suspended from the VA Loan Guaranty Program
may be disclosed to other participants in the Loan Guaranty Program in
order that they may decide whether or not to employ, or continue to
employ or contract with a suspended individual or firm.
12. Identifying information and information concerning the performance
of contractors, fee personnel and other program participants may be
released to consumer reporting agencies in order that the VA may
obtain information on their prior dealings with other Government
agencies and so that other Government agencies may have the benefit of
VA's experience with such parties.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records on fee personnel and program participants are kept on paper
documents and maintained in file folders. The National Control List of
suspended program participants is also maintained on magnetic disk at
Central Office.
Retrievability:
All records are indexed or cross-indexed by the name of the individual
or the firm.
Safeguards:
Access to VA working spaces and record file storage areas is
restricted to VA employees on a ``need to know'' basis. Generally, VA
file areas are locked after normal duty hours and are protected from
outside acess by the Federal Protective Service or other VA security
personnel. Sensitive files involving pending suspension or a legal
action are stored in separate locked files.
Retention and disposal:
File cards and paper documents on suspended fee personnel and program
participants are maintained until there has been a notification that
the suspension has been terminated and the party reinstated into the
VA Loan Guaranty Program, at which time these records are destroyed by
VA regional offices or centers. The Master Control List records are
retained indefinitely. Records on fee personnel and program
participants are retained for various periods extending up to two
years after all loans have been liquidated. Destruction of all the
above records is accomplished by either shredding or burning.
System manager(s) and address:
Director, Loan Guaranty Service (26), VA Central Office, Washington,
DC 20420.
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 record should
submit a written request or apply in person to the nearest Veterans
Administration regional office or center. Address locations are listed
in VA Appendix 1 at the end of this document. All inquiries must
reasonably identify the relationship of the individual with the VA
loan program. Inquiries should include the individual's name, address,
firm represented, if any, and capacity in which the individual
participates or participated in the VA loan program. However, some of
the records in this system are exempt from the notification
requirement under 5 U.S.C. 552a(k). To the extent that records in this
system of records are not subject to exemption, they are subject to
notification. A determination as to whether an exemption applies shall
be made at the time a request for notification is received.
Record access procedures:
An individual seeks access to or wishes to contest records maintained
under his or her name on this system may write, call or visit the
nearest Veterans Administration regional office or center. Address
locations are listed in VA Appendix 1 at the end of this document.
However, some of the records in this system are exempt from the record
access and contesting requirements under 5 U.S.C. 552a(k). To the
extent that records in this system of records are not subject to
exemption, they are subject to access and contest. A determination as
to whether an exemption applies shall be made at the time a request
for access or contest is received.
Contesting record procedures:
(See Records access procedures above.)
Record source categories:
The information and the records in this system are obtained from the
applicant, lenders, brokers and builder/sellers, credit and financial
reporting agencies, an applicant's credit sources, depository
institutions and employers, independent auditors and accountants,
hazard insurance companies, taxing authorities, title companies, fee
personnel, business and professional organizations, other VA records,
other Federal, State and local agencies, and other parties of interest
involving VA-guaranteed, insured, vendee or direct loans or specially
adapted housing.
Systems exempted from certain provisions of the act:
The Administrator of Veterans Affairs has exempted this system of
records from the following provisions of the Privacy Act of 1974, as
permitted by 5 U.S.C. 552a(k)(2) and (5).
5 U.S.C. 552a(c)(3)
5 U.S.C. 552a(d)
5 U.S.C. 552a(e)(1)
5 U.S.C. 552a(e)(4)(G), (H) and (I)
5 U.S.C. 552a(f)
Reasons for exemptions: The exemption of information and material in
this system of records is necessary in order to accomplish the law
enforcement functions of the Loan Guaranty Service to prevent subjects
of internal audit investigations for potential fraud and abuse in the
VA Loan Guaranty Program from frustrating the investigatory process,
to fulfill commitments made to protect the confidentiality of sources,
to maintain access to sources of information and to avoid endangering
these sources. This information is also being exempted to maintain the
confidentiality and integrity of material compiled solely for the
purpose of determining the suitability, eligibility or the
qualifications of prospective VA program participants.
18VA05
System name: Centralized Staffing System-VA
System location: Active records are located at the Veterans
Administration (VA) Central Office, 810 Vermont Avenue, NW,
Washington, DC 20420. Inactive records will be stored at the same
address. Information from these records is also maintained in
automated files at the VA Central Office. Duplicate copies of
certain manual and automated files are maintained only by the VA
Central Office. No other VA facility has access to the Centralized
Staffing System automated data.
Categories of individuals covered by the system: Employees in specified
occupations and at specified grade levels leading to centralized
managerial or executive positions.
Categories of records in the system: All categories of records may
include names of individuals, social security numbers, dates of
birth, inquiries or correspondence sent to the VA by individuals,
information pertinent to decisions or responses given by the
Administrator, Department Heads, Associate Deputy Administrators,
and Staff Office Directors, and copies of the decisions or responses
of the Administrator, Department Heads, Associate Deputy
Administrators, and Staff Office Directors. The records will also
include:
a. Records reflecting work experience, educational level, and
specialized training obtained outside of the Federal service.
b. Records reflecting Federal service and documenting work experience
and specialized education or training received while employed. Such
records contain information about: Past and present positions held
including grades, salaries, and duty station locaitons.
c. Records pertaining to annual performance evaluation and supervisory
assessment of performance in response to specific knowledge, skills,
abilities and other characteristics.
d. Records relating to incentive awards received while employed within
or outside of the agency.
e. Records reflecting ratings assigned by a promotion panel to
individuals participating in the system.
f. Records reflecting geographic mobility and mobility statements.
g. Records reflecting qualification determinations made on individuals
participating in the system.
Authority for maintenance of the system: Title 5, United States Code,
Sections 301 and 302.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a system of records maintained by this agency to
carry out its function indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigation or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
2. To provide statistical and other information in response to other
legitimate and reasonable requests as approved by appropriate VA
authorities, such as the release of information under the Freedom of
Information Act.
3. 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.
4. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents, magnetic tape and disks.
Retrievability: Folder files are filed by name, automated records are
indexed by social security number within station.
Safeguards:
1.Physical Security. The VA Central Office is protected from outside
access by the Federal Protective Service. All file areas are
restricted to authorized personnel on a need-to-know basis. Hard copy
records pertaining to employees, or other sensitive records are stored
in locked cabinets. Access to the VA Central Office computer rooms is
restricted to authorized operating personnel through electronic
locking devices. All other persons gaining access to the computer room
are escorted by an individual with authorized access.
2. System Security: Access to computer programs is controlled at three
levels: Programming, auditing, and operations. The CSS provides
automated recognition of authorized users and their respective access
restrictions through passwords. Passwords are changed periodically and
are restricted to authorized individuals on a need-to-know basis for
system access or security purposes. In addition to passwords, there
are other levels of security assigned to system personnel only.
These levels are strictly monitored by the Systms Manager. The VA
Central Office Systems Security Officer is assigned responsiblity for
privacy-security measures, including review of violation logs and
local control and distribution of passwords.
Retention and disposal: Folder files are destroyed immediately upon
separation from VA. Folders are retained two years if employee
withdraws from system and subsequently destroyed. Automated records
are stored on disks for a period of ten years. Automated records in
excess of ten years are then stored on remote disks separate from
active disks. Other records are retained and disposed of in
accordance with disposition authorization approved by the Achivist
of the United States.
System manager(s) and address: Director, Office of Personnel, (054), VA
Central Office, Washington, DC 20420.
Notification procedure:
Any individual who wishes to determine whether a record is being
maintained in this system under his or her name, or who has a routine
inquiry concerning the status of his or her application under this
system may contact the Director, Recruitment and Placement Service,
Office of Personnel and Labor Relations, VA Central Office,
Washington, DC 20420. Requests concerning the specific content of a
record must be in writing or in person. Employee should provide full
name, social security number, employing station and position title.
Record access procedures: Employee or representative designated in
writing may contact their servicing personnel office in person or in
writing for information on procedures for gaining access to his/her
record.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: Employee, Supervisory officials (appraisals),
Personnel and Accounting Pay System.
19VA53
System name: Missing Veterans File--VA (19VA53).
System location:
Inspector General, Office of Policy, Planning and Resources (53)
Washington, DC 20420.
Categories of individuals covered by the system:
The following categories of individuals will be covered by the system:
Veterans (not including dependents) who cannot be located after a
reasonable effort by the VA, but whose status must be determined in
order for dependents to receive benefits.
Categories of records in the system:
Records (or information contained in records) in this system may
include: (1) The standard missing veteran letter, issued monthly by
the Inspector General's office to all VA facilities, which contains
the name of a veteran who cannot be located by a Regional Office; (2)
correspondence between the Regional Office and the Inspector General
regarding Federal Bureau of Investigation (FBI) and U.S. Passport
Office information concerning the status (alive or dead) and location
of the veteran; (3) similar correspondence between the Inspector
General and the FBI and U.S. Passport Office. Information in these
records may include the veteran's name, birth date, claims folder
number, social security number and last known address. Identifying
information and a history of the case are maintained on a file card.
Authority for maintenance of the system:
Title 38, U.S.C. 210(c)(1).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 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 letting of a contract, or issuance or continuance of a
license, grant or other benefit given by that agency. However, in
accordance with an agreement with 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 to a State or local
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision on: The hiring, transfer or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance or continuance of a license,
grant or other benefit by that agency; provided, that if the
information pertains to a veteran, the name and address of the veteran
will not be disclosed unless the name and address is provided first by
the requesting State or local agency.
4. Any information in this system, except the name and address of a
veteran which is relevant to a suspected violation or reasonably
imminent violation of law whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
5. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
6. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
7. Identifying information of a missing veteran may be disclosed to
the FBI and U.S. Passport Office, upon their official request, as
necessary to obtain status (alive or dead) and location to assist in
the VA's decision concerning benefits for dependents.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records (or information from those records) are maintained in
individual file folders and on file cards.
Retrievability:
Records are indexed by the veteran's last name.
Safeguards:
Access to the records and file cards is restricted to authorized
personnel on a need-to-know basis. The file room and cabinets are
locked after duty hours and the building is protected from
unauthorized access by a protective Service.
Retention and disposal:
File folders are maintained by the Office of the Inspector General for
six months after the veteran is located or declared dead. Folders for
those veterans declared missing for seven or more years are maintained
for one year following such a declaration. The folders are then
forwarded to the VACO Records Management Section where they are
maintained for five years and then destroyed by shredding. File cards
are maintained by the Inspector General for 15 years.
System manager(s) and address:
Assistant Inspector General for Policy, Planning and Resources (53) VA
Central Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Assistant Inspector General for Policy, Planning and
Resources (53) under his or her name in the system or wishes to
determine the contents of such records should submit written request
or apply in person to the Assistant Inspector General for Policy,
Planning and Resources (53).
Record access procedures:
An individual who seeks access to or wishes to contest records
maintained under his or her name in his system may write, call or
visit the Assistant Inspector General for Policy, Planning and
Resources (53).
Contesting record procedures:
(See Records access procedures above.)
Record source categories:
Information is obtained from the Federal Bureau of Investigation, U.S.
Passport Office, and VA records.
20VA138
System name: Motor Vehicle Operator Accident Records-VA.
System location: Records are maintained at each VA Health Care Facility,
where the authorization to operate a Government-owned vehicle was
issued, or at the facility where an accident occurred. Address
locations are listed in VA Appendix 1 at the end of this document.
Categories of individuals covered by the system: VA employees authorized
to operate a Government-owned vehicle. Individuals involved in a
motor vehicle accident at a VA facility.
Categories of records in the system: Driving tests, road tests, accident
reports, physical fitness reports. Reports and records documenting
the facts, circumstances and evidence surrounding a motor vehicle
accident.
Authority for maintenance of the system: Title 38, United States Code,
Chapter 3, Section 210(c)(1); Title 38, United States Code, Chapter
57, Section 3311.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. To issue or remove a permit to operate a Governmental vehicle by
the General Service Administration to insure against the operation of
a GSA vehicle by a driver who is not qualified or who is a poor risk.
2. Transfer of required information to attorneys representing parties
involved in litigation of motor vehicle accidents to assist attorneys
in representing their clients.
3. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
4. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by the
requesting agency, to the extent that he information is relevant and
necessary to the requesting agency's decision on the matter.
5. A record from this system of records may be disclosed as a `routine
use' to a Federal, State or local agency maintaining civil, criminal
or other relevant information, such as current licenses, if necessary
to obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other health, educational or welfare benefits.
6. 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.
7. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: (a) Paper documents. (b) Photographs.
Retrievability: (a) The operator permits are filed alphabetically by
name of operator.
Safeguards: Physical Security: Access to VA working space and medical
record storage areas is restricted to VA employees on a `need to
know' basis. Generally, VA file areas are locked after normal duty
hours and are protected from outside access by the Federal
Protective Service. Employee file records and file records of public
figures or otherwise sensitive medical record files are stored in
separate locked files. Strict control measures are enforced to
ensure that disclosure is limited to a `need to know' basis.
Retention and disposal: (a) The operators permit file is disposed of
three (3) years after separation or three (3) years after
cancellation of authorization to operate, whichever is earlier. (b)
The accident files are disposed of two (2) years after last
activity. (c) Destruction of records is accomplished by burning or
shredding.
System manager(s) and address: Director, Engineering Service (138), VA
Central Office, Washington, DC 20420.
Notification procedure: Individuals seeking information concerning the
existence or content of a record pertaining to themselves must
submit a written request or apply in person to the VA facility where
the permit was issued or the accident occurred. All inquiries must
reasonably identify the portion of the record system desired, i.e.,
Driver permit, or accident report. Inquiries should include the
individual's full name, dates of employment or approximate date of
accident, vehicle license number, description of the vehicles
involved in the accident.
Record access procedures: Individuals or duly authorized representatives
seeking information regarding access to and contesting of these
records may write, call or visit the VA facility where the permit
was issued or accident occurred.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: 1. Employee, 2. Private citizens involved in
accidents, 3. Federal, State and local law enforcement agencies, and
4. Private insurance companies.
22VA136
System name: Patient and Employee Infectious Disease Records -
VA.
System location: Records are maintained at the Veterans Administration
Data Processing Center at Los Angeles, California; and at the VA
Hospital at Palo Alto, California. Address locations are listed in
the VA Appendix at the end of this document.
Categories of individuals covered by the system: Patients and employees
at Va Hospital at Palo Alto, California.
Categories of records in the system: Personal identification
information; particular and general infection sites; antibiotic
sensitivities.
Authority for maintenance of the system: Title 38, United States Code,
Chapter 3, Subchapter II, Section 210; and Chapter 17, Subchapter
II, Sections 610, 611, and 612.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. To provide statistical and other information in response to other
legitimate and reasonable requests as approved by appropriate VA
authorities, such as the release of information under the Freedom of
Information Act.
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
3. 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 invidivual.
4. A record containing the name(s) and address(es) of present or
former members of the armed services and/or their dependents may be
released from this system of records under certain circumstances: (1)
To any nonprofit organization if the release is directly connected
with the conduct of programs and the utilization of benefits under
Title 38, and (2) to any criminal or civil law enforcement
governmental agency or instrumentality charged under applicable law
with the protection of the public health or safety if a qualified
representative of such organization, agency or instrumentality has
made a written request that such name(s) or address(es) be provided
for a purpose authorized by law; provided, further, that the record(s)
will not be used for any purpose other than that stated in the request
and that the organization, agency or instrumentality is aware of the
penalty provision of 38 U.S.C. 3301(f).
5. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tape.
Retrievability: Indexed by name and social security number.
Safeguards: Physical Security: Access to VA working and storage areas is
restricted to VA employees on a `need to know' basis. Generally, VA
file areas are locked after normal duty hours and are protected from
outside access by the Federal Protective Service. Strict control
measures are enforced to ensure that disclosure is limited to a
`need to know' basis.
Retention and disposal: Records are retained indefinitely.
System manager(s) and address: Chief of Staff of Staff (11), VA
Hospital, 3801 Miranda Avenue, Palo Alto, California 94304.
Notification procedure: An individual seeking information concerning the
existence and contents of a record pertaining to himself should
submit a written request or apply in person to the nearest VA health
care facility (136). All inquiries must reasonably identify the
system of records involved. Inquiries should include the
individual's full name, social security number, date of birth, and
approximate date(s) of care or employment at Palo Alto.
Record access procedures: Veterans, beneficiaries, service personnel or
duly authorized representatives seeking information regarding access
to and contesting of Patient and Employee Infectious Disease
Records-VA, may contact the System Manager of this system.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: Patient Consolidated Medical Record portion of
the `Patient Medical Records-VA' and personnel medical screening
records created due to epidemic, etc.
23VA136
System name: Patient Fee Basis Medical and Pharmacy Records--VA.
System location:
Paper records are maintained at VA health care facilities and Federal
record centers. Information is stored also in automated storage media
records that are maintained at: The health care facilities (in most
cases, back-up computer tape information is stored also at off-site
locations); VA Central Office, Washington, DC; the VA Boston
Development Center, Braintree, MA; the VA Information Systems Centers;
the Regional Directors and Division Offices; and the VA Data
Processing Center located in Austin, Texas. Address locations for VA
facilities are listed in VA Appendix 1 at the end of this document.
Categories of individuals covered by the system:
1. Veterans who have applied for health care services under title 38,
United States Code, Chapter 17.
2. Beneficiaries of other Federal agencies.
3. Pensioned members of allied forces who are provided health care
services under Title 38, United States Code, Chaper 1.
4. Non-VA health care providers who provide fee basis services to
veterans.
Categories of records in the system
The records include information concerning patients who are authorized
to obtain medical care and services from non-VA health care
institutions and providers and the institutions and/or providers
(e.g., individuals, pharmacies, clinics or group practices, hospitals,
nursing homes, physicians, psychologists, podiatrists, optometrists,
nurses, and others) who furnish the authorized medical treatment,
services, medications, or supplies. The patient information may
include name, address social security and VA claim numbers, medical
conditions authorized for treatment, eligibility information related
to such treatment, the date authorization for the services was issued
and the period of validity, the amounts paid for travel benefits, the
amounts reimbursed for services paid for by the patient, and
information that pertains to the medical care. Information that is
maintained concerning the health care institutions and providers may
include name, address, social security or employer's taxpayer
identification numbers, services rendered, fees charged and amounts
paid for services rendered, and earnings for performing such services.
Purpose(s):
The records or information may be used for such purposes as reporting
health care provider earnings to the Internal Revenue Service;
producing various management and patient follow-up reports; responding
to patient and other inquiries; for statistical analysis; for resource
allocation and planning; to provide clinical and administrative
support to patient medical care and payments for medical care;
determining entitlement and eligibility for VA benefits; processing
and adjudicating benefit claims by VBA (Veterans Benefits
Administration) RO (Regional Office) staff; for audits, reviews and
investigations conducted by staff of the health care facility, the
Regional Directors and Division Offices, VA Central Office, and the VA
Office of Inspector General (OIG); law enforcement investigations;
and, quality assurance audits, reviews and investigations.
Authority for maintenance of the system:
Title 38, United States Code, chapter 1, section 111 and chapter 17,
sections 1703, 1710, 1712, 1720 and 1728 (formerly sections 603, 610,
612, 620 and 628, respectively).
Routine uses of records maintained in the system including categories of
users and the purposes of such uses:
To the extent that records contained in the system include information
protected by 38 U.S.C. 7332 (formerly section 4132), i.e., 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.
1. To provide statistical and other information in response to other
legitimate and reasonable requests as approved by appropriate VA
authorities, such as the release of information under the Freedom of
Information Act.
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule, or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation, or order issued pursuant thereto.
3. A record from this system of records may be disclosed as a 'routine
use' to a Federal, State, or local government agency, or to a non-
governmental organization maintaining civil, criminal or other
relevant information, such as current licenses, registration or
certification, if necessary to obtain information relevant to an
agency decision concerning the hiring or retention of an employee, the
use of an individual as a consultant, attending or to provide fee
basis health care, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other health,
educational or welfare benefits. Any information in this system also
may be disclosed to any of the above-listed governmental organizations
as part of a series of ongoing computer matches to determine if VA
health care practitioners and private practitioners used by the VA
hold current, unrestricted licenses, or are currently registered in a
State, and are board certified in their specialty, if any. These
computer matches are performed pursuant to the VA Inspector General's
authority under Pub. L. 95-452, section 4(a), to detect and prevent
fraud and abuse.
4. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
5. To the Treasury Department to facilitate payments to physicians,
clinics, and pharmacies for reimbursement of services rendered.
6. To the Treasury Department to facilitate payments to veterans for
reimbursements of travel expenses.
7. Disclosure may be made to a congressinal office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
8. Disclosure may be made to NARA (National Archives and Records
Administration), GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
9. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
10. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
11. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
12. Relevant identifying and medical treatment information (excluding
medical treatment information related to drug or alcohol abuse,
infection with the human immunodeficiency virus or sickle cell anemia)
may be disclosed to a Federal agency or non-VA health care provider or
institution when VA refers a patient for treatment or medical services
or authorizes a patient to obtain non-VA medical services and the
information is needed by the Federal agency or non-VA institution or
provider to perform the services or for VA to obtain sufficient
information in order to make payment for the services, to evaluate the
services rendered, or to determine the need for additional services.
13. Information maintained in this system concerning non-VA health
care institutions and providers, including name, address, social
security or employer's taxpayer identification numbers, may be
disclosed to the Treasury Department, Internal Revenue Service, to
report calendar year earnings of $600 or more for income tax reporting
purposes.
14. In order to prevent or identify duplicate payments by Medicare
intermediaries, relevant information (excluding medical treatment
information related to drug or alcohol abuse, infection with the human
immunodeficiency virus or sickle cell anemia) may be disclosed to the
Department of Health and Human Services (HHS) for the purpose of
identifying individuals who are authorized by VA to obtain non-VA
health care services at VA expense and those for whom payments have
been made. The information to be disclosed to HHS includes identifying
information (patient and provider names, addresses, social security
and taxpayer identification numbers, and date of birth of patient),
treatment information (dates and diagnostic, surgical, and services
provided codes) and payment information (payee, amounts and dates).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on paper documents at the health care
facilities. Paper payment vouchers are maintained at the health care
facility or VA Data Processing Center at Austin, Texas. Information on
automated storage media (e.g., microfilm, microfiche, magnetic tape
and magnetic disks and laser optical media) is stored at the health
care facilities (includes record information stored in the Integrated
Hospital System (IHS) at selected medical facilities and at other
facilities in the Decentralized Hospital Computer Program (DHCP)
system, and, in most cases, copies of back-up computer files
maintained at off-site locations), VA Central Office, the VA Boston
Development Center, the Regional Directors and Division Offices, the
Information Systems Centers and the Austin VA Data Processing Center.
Reports generated from these records are maintained on paper and
microfiche at the health care facilities, VA Central Office, the
Regional Directors and Division Offices, and the Data Processing
Center.
Retrievability:
Information is retrieved by the patient's name and/or social security
number and/or the name or social security or taxpayer identification
numbers of the non-VA health care institution or provider.
Safeguards:
1. Access to working spaces and record storage areas in VA health care
facilities is restricted to VA employees on a ``need-to-know'' basis.
Generally, file areas are locked after normal duty hours and the
health care facilities are protected from outside access by the
Federal Protective Service or other security personnel. Access to the
records is restricted to VA employees who have a need for the
information in the performance of their official duties. Employee
records or records of public figures or otherwise sensitive records
are generally stored in separate locked files. Strict control measures
are enforced to ensure that access to and disclosures from these
records are limited to a ``need-to-know'' basis.
2. Access to the DHCP and IHS computer rooms at health care facilities
is generally limited by appropriate locking devices and restricted to
authorized VA employees and vendor personnel. ADP peripheral devices
are generally placed in secure areas (areas that are locked or have
limited access) or are otherwise protected. Information in the DHCP
and IHS systems may be accessed by authorized VA employees. Access to
file information is controlled at two levels: the system recognizes
authorized employees by a series of individually unique passwords/
codes as a part of each data message, and the employees are limited to
only that information in the file which is needed in the performance
of their official duties. Information that is downloaded from the
Austin Data Processing Center and DHCP and IHS files and maintained on
personal computers is afforded similar storage and access protections
as the data that is maintained in the original files. Remote access to
file information by staff of the Information Systems Centers, the
Veterans Benefits Administration Regional Offices, and access by OIG
staff conducting an audit or investigation at the health care facility
or an OIG office location remote from the health care facility is
controlled in the same manner.
3. Access to the Austin VA Data Processing Center 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 persons gaining access to
computer rooms are escorted. Information stored in the computer may be
accessed by authorized VA employees at remote locations including VA
health care facilities, Information Systems Centers, VA Central
Office, Regional Directors and Division Offices, and OIG headquarters
and field staff. Access is controlled by individually unique
passwords/codes which must be changed periodically by the employee.
4. Access to records maintained at VA Central Office, the VA Boston
Development Center, the Information Systems Centers and the Regional
Directors and Division Offices is restricted to VA employees who have
a need for the information in the performance of their official
duties. Access to information stored on automated storage media is
controlled by individually unique passwords/codes. Information stored
on computers at the Information Systems Centers may be accessed by
authorized VA employees at remote locations including VA health care
facilities and Regional Directors and Division Offices. Access is
controlled by individually unique passwords/codes. Records are
maintained in manned rooms during nonworking hours. The facilities are
protected from outside access during working hours by the Federal
Protective Service or other security personnel.
5. Information downloaded from DHCP and IHS and VA Data Processing
Center files and maintained by the OIG headquarters and field offices
on automated storage media is secured in storage areas or facilities
to which only OIG staff have access. Paper documents are similarly
secured. Access to paper documents and information on automated
storage media is limited to OIG employees who have a need for the
information in the performance of their official duties. Access to
information stored on automated storage media is controlled by
individually unique passwords/codes.
Retention and disposal:
Paper documents at the health care facility related to authorizing the
fee basis care and the services authorized, billed and paid for are
maintained in the Patient Medical Records-VA (24VA136). These records
are retained at health care facilities for a minimum of three (3)
years after the last episode of care. After the third year of
inactivity the paper record is screened and vital documents are
removed and retained for an additional seventy-two (72) years at the
facility as a perpetual medical record. The remaining portion of the
record is transferred to the nearest Federal Record Center for
seventy-two (72) more years of storage. Automated storage media and
other paper documents that are included in this system of records and
not maintained in the Patient Medical Records-VA (24VA136) are
retained and disposed of in accordance with disposition authorization
approved by the Archivist of the United States.
System manager(s) and address:
Director, Medical Administration Service (161B), VA Central Office,
Washington, DC 20420.
Notification procedures:
An individual who wishes to determine whether a record is being
maintained in this system under the individual's name or other
personal identifier, or wants to determine the contents of such
record, should submit a written request or apply in person to the last
VA health care facility where care was authorized or rendered.
Addresses of VA health care facilities may be found in VA Appendix 1
at end of this document. All inquiries must reasonably identify the
portion of the fee basis record involved and the place and approximate
date that medical care was provided. Inquiries should include the
patient's full name, social security number and return address.
Record access procedures:
Individuals seeking information regarding access to and contesting of
VA fee basis records may write, call or visit the last VA facility
where medical care was authorized or provided.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories:
The patient, family members or accredited representative, and friends,
employers or other third parties when otherwise unobtainable from the
patient or family; military service departments; private medical
facilities and health care professionals; Patient Medical Records-VA
(24VA136); other Federal agencies; VA regional offices; VA automated
record systems including Individuals Submitting Invoices/Vouchers for
Payment-VA (13VA047), Veterans and Beneficiaries Identification and
Records Location Subsystem-VA (38VA23) and the Compensation, Pension,
Education and Rehabilitation Records-VA (58VA21/22); and, various
automated systems providing clinical and managerial support at VA
health care facilities.
24VA136
System name: Patient Medical Records--VA.
System location:
Paper records are maintained at VA health care facilities and Federal
record centers. Address locations for VA facilities are listed in VA
Appendix 1 at the end of this document. Paper record abstract
information is stored in automated storage media records that are
maintained at the health facilities (in most cases, back-up computer
tape information is stored at off-site locations); VA Central Office,
Washington, DC; VA Central Office files maintained at the National
Institutes of Health Computer Center, Bethesda, MD; the VA Boston
Development Center, Braintree, MA; the Information Systems Centers;
the Regional Directors and Division Offices; and the VA Data
Processing Center, Austin, TX. Active paper records are generally
maintained by the last health care facility where care was rendered.
In some cases, copies of paper records, or copies of parts of these
records, may be maintained at VA Central Office and/or Regional
Directors and Division Offices. The Regional Directors are located at:
Eastern Region, Baltimore, MD, with Regional Division Offices at
Albany, NY, Baltimore, MD, Bedford, MA, and Pittsburgh, PA; Central
Region, Ann Arbor, MI, with Regional Division Offices at Ann Arbor,
MI, Indianapolis, IN, Minnesota, MN, and St. Louis, MO; Southern
Region, Jackson, MS, with Regional Division Offices at Atlanta, GA,
Dallas, TX, Jackson, MS, and Tampa Bay, FL; and the Western Region,
San Francisco, CA, with Regional Division Offices at Palo Alto, CA,
Phoenix, AZ, Portland, OR, and Salt Lake City, UT.
Categories of individuals covered by the system:
1. Veterans who have applied for health care services under title 38,
United States Code, chapter 17, and in certain cases members of their
immediate families.
2. Spouse, surviving spouse, and children of certain veterans who have
applied for health care services under title 38, United States Code,
chapter 17.
3. Beneficiaries of other Federal agencies.
4. Individuals examined or treated under contract or resourse sharing
agreements.
5. Individuals examined or treated for research or donor purposes.
6. Individuals who have applied for title 38 benefits but who do not
meet the requirements under title 38 to receive such benefits.
7. Individuals who were provided medical care under emergency
conditions for humanitarian reasons.
8. Pensioned members of allied forces who are provided health care
services under Title 38, United States Code, Chapter I.
Categories of records in the system:
The patient medical record is a consolidated health record (CHR) which
may include an administrative record folder (e.g., medical benefit
application and eligibility information including information obtained
from Veterans Benefits Administration automated records such as the
Veterans and Beneficiaries Identification and Records Location
Subsystem-VA (38VA23) and the Compensation, Pension, Education and
Rehabilitation Records-VA (58VA21/22), correspondence about the
individual), medical record folder (a cumulative account of
sociological, diagnostic, counseling, rehabilitation, drug and
alcohol, dietetic, medical, surgical, dental, psychological, and/or
psychiatric information compiled by VA professional staff and non-VA
health care providers), and subsidiary record information (e.g., tumor
registry, dental, prosthetic, pharmacy, nuclear medicine, dietetic,
social work, clinical laboratory, radiology, patient scheduling
information, information related to funds that are deposited at the
health care facility for safekeeping). The consolidated health record
may include identifying information (e.g., name, address, date of
birth, VA claim number, social security number), military service
information (e.g., dates, branch and character of service, service
number, medical information), family information (e.g., next of kind
and person to notify in emergency address information, name, social
security number and date of birth for veteran's spouse and dependents,
family medical history information), employment information (e.g.,
occupation, employer name and address), financial information (e.g.,
family income, assets, expenses, debts, amount and source of income
for veteran, spouse and dependents), third-party health plan contract
information (e.g., health insurance carrier name and address, policy
number, amounts billed and paid), and information pertaining to the
individual's medical, surgical, psychiatric, dental, and/or
psychological examination, evaluation, and/or treatment (e.g.,
information related to the chief complaint and history of present
illness and information related to physical, diagnostic, therapeutic,
and special examinations, clinical laboratory, pathology and x-ray
findings, operations, medical history, medications prescribed and
dispensed, treatment plan and progress, consultations, photographs
taken for identification and medical treatment, education and research
purposes, facility locations where treatment is provided, observations
and clinical impressions of health care providers (and identity of
providers) to include, as appropriate, the present state of the
patient's health, an assessment of the patient's emotional,
behavioral, and social status, as well as an assessment of the
patient's rehabilitation potential and nursing care needs). Patient
medical record abstract information is maintained in auxiliary paper
and automated records (e.g., Patient Treatment File (PTF) (data from
inpatient episodes of care), Agent Orange Registry (veterans examined
for Agent Orange exposure), Former Prisoner of War Tracking System
(former POW's who have received a medical evaluation), outpatient
visit file (OPC) (data relating to outpatient visits of patients and
collaterals), Annual Patient Census File (data on a cross-section of
patients in VA health care facilities, cardiac pacemaker registry
(patients implanted with a cardiac pacemaker), Hospital Based Home
Care Program (patients provided medical services at home), Spinal Cord
Injury (SCI) registry (SCI patients who have been examined or
treated), AIDS (Acquired Immunodeficiency Syndrome) registry (patients
examined or treated for AIDS or AIDS Related Complex)).
A perpetual medical record is established and maintained at the health
care facility when a consolidated health record is transferred to a
Federal record center for storage. The perpetual medical record
consists of the application(s) for medical benefits, hospital
summary(ies), operation report(s), and tissue examination(s) for all
episodes of care, and if applicable, autopsy report and certain
Freedom of Information and Privacy Acts related records. Records
related to ionizing radiation and agent orange claimants include
ionizing radiation registry and agent orange registry code sheets,
progress notes, laboratory reports, and follow-up letters.
Purpose(s):
The paper and automated records may be used for such purposes as:
Producing various management and patient follow-up reports; responding
to patient and other inquiries; for epidemiological research and other
health care related studies; statistical analysis, resource allocation
and planning; providing clinical and administrative support to patient
medical care; determining entitlement and eligibility for VA benefits;
processing and adjudicating benefit claims by VBA (Veterans Benefits
Administration) RO (Regional Office) staff; for audits, reviews and
investigations conducted by staff of the health care facility, the
Regional Directors and Division Offices, VA Central Office, and the VA
OIG (Office of Inspector General); law enforcement investigations;
quality assurance audits, reviews and investigations; personnel
management and evaluation; employee ratings and performance
evaluations, and employee disciplinary or other adverse action,
including discharge; advising health care professional licensing or
monitoring bodies or similar entities of activities of VA and former
VA health care personnel; accreditation of a facility by an entity
such as the Joint Commission on Accreditation of Healthcare
Organizations; and, notifying medical schools of medical students'
performance.
Authority for maintenance of the system:
Title 38, United States Code, chapter 3, section 210(c)(1) and chapter
73, section 4115.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
To the extent that records contained in the system include information
protected by 38 U.S.C. 4132, i.e., 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.
1. Disclosure of medical record data as deemed necessary and proper to
Federal, State and local government agencies and national health
organizations in order to assist in the development of programs that
will be beneficial to claimants and to protect their rights under law
and assure that they are receiving all benefits to which they are
entitled.
2. Disclosure of medical care furnished and the period of care, as
deemed necessary and proper to accredited service organization
representatives and other approved agents, attorneys, and insurance
companies to aid claimants in the preparation, presentation and
prosecution of claims under laws administered by the VA, State or
local agencies.
3. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
4. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
5. A record from this system of records may be disclosed as a `routine
use' to a Federal, State or local agency maintaining civil, criminal
or other relevant information, such as current licenses, if necessary
to obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other health, educational or welfare benefit.
6. Disclosure of information from this system of records amy be made
by appropriate VA personnel to the extent necessary and on a need-to-
know basis consistent with good medical-ethical practices to the next
of kin and/or the person(s) with whom the patient has a meaningful
relationship.
7. In response to an inquiry about a named individual from a member of
the general public, disclosure of information may be made from this
system of records to establish the patient's presence (and location
when needed for visitation purposes) in a medical facility, to report
the patient's general condition while hospitalized (e.g.,
satisfactory, seriously ill), or to report the amount of monthly VA
monetary benefits being received by the patient.
8. Relevant information from this system of records may be disclosed
as a routine use: In the course of presenting evidence to a court,
magistrate or administrative tribunal, in matters of guardianship,
inquests and commitments; to private attorneys representing veterans
rated incompetent in conjunction with issuance of Certificaes of
Incompetency; and to probation and parole officers in connection with
Court required duties.
9. Relevant information from this system of records, including the
nature and amount of a financial obligation, may be disclosed as a
routine use, in order to assist the Veterans Administration in the
collection of unpaid financial obligations owed the VA, to a debtor's
employing agency or commanding officer so that the debtor-employee may
be counseled by his or her Federal employer or commanding officer.
This purpose is consistent with 5 U.S.C. 5514, 4 CFR 102.5, and
section 206 of Executive Order 11222 of May 8, 1965 (30 FR 6469).
10. Release of information to a guardian ad litem in relation to his
or her representation of a claimant in any legal proceeding.
11. 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.
12. A record containing the name(s) and address(es) of present or
former members of the armed services and/or their dependents may be
released from this system of records under certain circumstances: (1)
To any nonprofit organization if the release is directly connected
with the conduct of programs and the utilization of benefits under
Title 38, and (2) to any criminal or civil law enforcement
governmental agency or instrumentality charged under applicable law
with the protection of the public health or safety if a qualified
representative of such organization, agency or instrumentality has
made a written request that such name(s) or address(es) be provided
for a purpose authorized by law; provided, further, that the record(s)
will not be used for any purpose other than that stated in the request
and that organization, agency or instrumentality is aware of the
penalty provision of 38 U.S.C. 3301(f).
13. For the purpose of justifying emergency leave, disclosure to the
Red Cross of the nature of the patient's illness, probable prognosis,
estimated life expectancy and need for the presence of the related
service member.
14. Any relevant information may be disclosed to attorney's, insurance
companies, employers, third parties liable or potentially liable under
health plan contracts, and to courts, boards, or commissions; such
disclosuresmay be made only to the extent necessary to aid the
Veterans Administration in preparation, presentation, and prosecution
of claims authorized under Federal, State, or local laws, and
regulations promulgated thereunder.
15. Disclosure of medical record data, excluding name and address,
(unless name and address is furnished by the requester) for research
purposes determined to be necessary and proper, to epidemiological and
other research facilities approved by the Chief Medical Director.
16. In order to conduct Federal research necessary to accomplish a
statutory purpose of an agency, at the written request of the head of
the agency, or designee of the head of that agency, the name(s) and
address(s) of present or former personnel of the Armed Services and/or
their dependents may be disclosed (a) to a Federal department or
agency or (b) directly to a contractor of a Federal department or
agency. When a disclosure of this information is to be made directly
to the contractor, the VA may impose applicable conditions on the
department, agency and/or contractor to insure the appropriateness of
the disclosure to the contractor.
17. Any relevant information may be disclosed to the Department of
Justice and United States Attorneys in defense or prosecution of
litigation involving the United States, and to Federal agencies upon
their request in connection with review of administrative tort claims
filed under the Federal Tort Claims Act, 28 U.S.C. 2672.
18. Disclosure of information from the record of an individual may be
made by the examining VA physician to a non-VA physician, when that
non-VA physician has referred the individual to the VA for medical
care.
19. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
20. Any medical data concerning a nonjudicially declared incompetent
patient may be disclosed by appropriate VA personnel to a third party
upon the written authorization of the patient's next of kin in order
for the patient, or, consistent with the best interest of the patient,
a member of the patient's family, to receive a benefit to which the
patient or family member is entitled, or, to arrange for the patient's
discharge from a VA medical facility. Sufficient data to make an
informed determination will be made available to such next of kin by
appropriate VA personnel. If the patient's next of kin are not
reasonably accessible, disclosure of medical data for these purposes
may be made by the Chief of Staff, Director, or designee of the VA
medical facility where the records are maintained.
21. Any information in this system of records, including personal
information obtained from other Federal agencies through computer
matching programs, may be disclosed for the purposes identified below
to any third party, except consumer reporting agencies, in connection
with any proceeding for the collection of an amount owed to the United
States by virtue of a person's participation in any benefit program
administered by the Veterans Administration. Information may be
disclosed under this routine use only to the extent that it is
reasonably necessary for the following purposes: (a) To assist the VA
in collection of title 38 overpayments, overdue indebtedness, and/or
costs of services provided individuals not entitled to such services;
and (b) to initiate civil or criminal legal actions for collecting
amounts owed to the United States and/or for prosecuting individuals
who willfully or fraudulently obtain title 38 benefits without
entitlement. This disclosure is consistent with 38 U.S.C. 3301(b)(6).
22. The name and address of a veteran, other information as is
reasonably necessary to identify such veteran, including personal
information obtained from other Federal agencies through computer
matching programs, and any information concerning the veteran's
indebtedness to the United States by virtue of the person's
participation in a benefits program administered by the VA may be
disclosed to a consumer reporting agency for purposes of assisting in
the collection of such indebtedness, provided that the provisions of
38 U.S.C. 3301(g)(4) have been met.
23. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
24. Any information in this system may be disclosed to as State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
25. The individual's name, address, social security number and amount
(excluding interest) of any indebtedness in an amount of 600 dollars
or more which is waived under 38 U.S.C. 3102, compromised under 4 CFR
Part 103, otherwise forgiven, or for which the applicable statute of
limitations for enforcing collection has expired, may be disclosed to
the Treasury Department, Internal Revenue Service, as a report of
income under 26 U.S.C. 61(a)(12).
26. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
27. In the case of any record which is maintained in connection with
the performance of any program or activity relating to infection with
the Human Immunodeficiency Virus (HIV), information may be disclosed
to a Federal, State, or local public health authority that is charged
under Federal or State law with the protection of the public health,
and to which Federal or State law requires disclosure of such record,
if a qualified representative of such authority has made a written
request that such record be provided as required pursuant to such law
for a purpose authorized by such law. The person to whom information
is disclosed should be advised that they may not redisclose or use
such information for a purpose other than that for which the
disclosure was made (38 U.S.C. 4132(b)(2)(C). The disclosure of
patient name and address under this routine use must comply with the
provisions of 38 U.S.C. 3301(f)(2).
28. Information indicating that a patient or subject is infected with
the Human Immunodeficiency Virus (HIV) may be disclosed by a physician
or professional counselor to the spouse of the patient or subject or
to an individual whom the patient or subject has, during the process
of professional counseling or of testing to determine whether the
patient or subject is infected with the virus, identified as being a
sexual partner of the patient or subject. Disclosures may be made only
if the physician or counselor, after making reasonable efforts to
counsel and encourage the patient or subject to provide the
information to the spouse or sexual partner and that the disclosure is
necessary to protect the health of the spouse or sexual partner. Such
disclosures should, to the extent feasible, be made by the patient's
or subject's treating physician or professional counselor. Before any
patient or subject gives consent to being tested for the HIV, as part
of pre-testing counseling, the patient or subject must be informed
fully about these notification procedures.
29. The name of a veteran, or other beneficiary, other information as
is reasonably necessary to identify such individual, and any
information concerning the individual's indebtedness by virtue of a
person's participation in a medical care and treatment program
administered by VA, may be disclosed to the Treasury Department,
Internal Revenue Service, for the collection of indebtedness arising
from such program by the withholding of all or a portion of the
person's Federal income dtax refund. These records may be disclosed as
part of a computer matching program to accomplish these purposes.
30. Relevant information (excluding medical treatment information
related to drug or alcohol abuse, infection with the human
immunodeficiency virus or sickle cell anemia) may be disclosed to the
Department of Health and Human Services (HHS) for the purpose of
identifying improper duplicate payments made by Medicare fiscal
intermediaries where VA authorized and was responsible for payment for
medical services obtained at non-VA health care facilities. The
purpose of the review is for HHS to identify duplicate payments and
initiate recovery of identified overpayments and, where warranted,
initiate fraud investigations, or, to seek reimbursement from VA for
those services which were authorized by VA and for which no payment,
or partial payment, was made by VA. The information to be disclosed to
HHS for those patients authorized by VA to obtain medical services
from non-VA health care facilities includes patient identifying
information to include name, address, Social Security number, and date
of birth, and dates of admission and discharge, diagnostic, surgical
and procedures codes, and state and county of residence and zip code.
These records may also be disclosed as part of an ongoing computer
matching program to accomplish these purposes.
31. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
32. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
33. Relevant medical record treatment information (excluding medical
treatment information related to drug or alcohol abuse, infection with
the human immunodeficiency virus or sickle cell anemia) may be
disclosed to a State veterans home for the purpose of medical
treatment and/or follow-up at the State home when VA makes payment of
a per diem rate to the State home for the patient receiving care at
such home and the patient receives VA medical care.
34. Relevant medical record treatment informtion (excluding medical
treatment information related to drug or alcohol abuse, infection with
the human immunodeficiency virus or sickle cell anemia) may be
disclosed to (1) a Federal agency or non-VA health care provider or
institution when VA refers a patient for hospital or nursing home care
or medical services or authorizes a patient to obtain non-VA medical
services and the information is needed by the Federal agency or non-VA
institution on provider to perform the services; or (2) a Federal
agency or to a non-VA hospital (Federal, State and local public or
private) or other medical installation having hospital facilities,
organ banks, blood banks, or similar institutions, medical schools or
clinids, or other groups or individuals that have contracted or agreed
to provide medical services or share the use of medical resources
under the provisions of 38 U.S.C. 213, 4117, 5011, or 5053, when
treatment is rendered by VA under the terms of such contract or
agreement or the issuance of an authorization and the information is
needed for purposes of medical treatment and/or follow-up, determining
entitlement to a benefit, or, for VA to effect recovery of the costs
of the medical care.
35. For program review purposes and the seeking of accreditation and/
or certification, record information may be disclosed to survey teams
of the Joint Commission on Accreditation of Healthcare Organizations,
College of American Pathologists, American Association of Blood Banks,
and similar national accreditation agencies or boards with who VA has
a contract or agreement to conduct such reviews, but only to the
extent that the information is necessary and relevant to the review.
36. Relevant medical record information (excluding medical treatment
information related to drug or alcohol abuse, infection with the human
immunodeficiency virus or sickle cell anemia) concerning a patient
being considered for outplacement by VA may be disclosed to a non-VA
nursing home facility that is considering the patient for admission
when information concerning the individual's medical care is needed
for the purpose of preadmission screening under 42 CFR 483.20(f) for
the purpose of identifying patients who are mentally ill or mentally
retarded so they can be evaluated for appropriate placement.
37. Information from a named patients's VA medical record which
relates to the performance of a health care student or provider may be
disclosed to a medical or nursing school or other health care related
training institution on other facility with which there is an
affiliation, sharing agreement, contract, or similar arrangement when
the student or provider is enrolled at or employed by the school or
training institution or other facility and the information is needed
for personnel management, rating and/or evaluation purposes.
38. Relevant patient medical record information may be disclosed 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 to perform the services of the contract or
agreement.
39. Identifying information, including social security number,
concerning veterans, spouse(s) of veterans, and the dependents of
veterans, may be disclosed to other Federal agencies for purposes of
conducting computer matches to obtain information to determine or
verify eligibility of certain veterans who are receiving VA medical
care under Title 38, U.S.C..
40. The name and social security number of a veteran, spouse and
dependent, and other identifying information as is reasonably
necessary may be disclosed to the Social Security Administration,
Department of Health and Human Services, for the purpose of conducting
a computer match to obtain information to validate the social security
numbers maintained in VA records.
41. The patient name and relevant medical record treatment information
concerning an adverse drug reaction of a patient may be disclosed to
the Food and Drug Administration, Department of Health and Human
Services for purposes of quality of care management including
detection, treatment, monitoring, reporting, analysis and follow-up
actions relating to adverse drug reactions
42. Patient identifying information may be disclosed from this system
of records to Federal agencies such as the Department of Defense,
Office of Personnel Management and Department of Health and Human
Services and VA and government-wide third-party insurers responsible
for payment of the cost of medical care for the identified patients in
order for VA to seek recovery of the medical care costs. These records
may also be disclosed as part of a computer matching program to
accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Records (or information contained in records) are maintained on paper
documents in the consolidated health record at the last health care
facility where care was rendered and at Federal record centers.
Subsidiary record information is maintained at the various respective
services at the health care facility (e.g., Pharmacy, Fiscal,
Dietetic, Clinical Laboratory, Radiology, Social Work, Psychology) and
by individuals, organizations, and/or agencies with who VA has a
contract or agreement to perform such services as VA may deem
practicable. Information on automated storage media (e.g., microfilm,
microfiche, magnetic tape and magnetic disks and laser optical media)
is stored at the health care facilities (includes record information
stored in the Integrated Hospital System (IHS) at selected medical
facilities and at other facilities in the Decentralized Hospital
Computer Program (DHCP) system, and, in most cases, copies of back-up
computer files maintained at off-site locations), VA Central Office,
the National Institutes of Health, the VA Boston Development Center,
the Information Systems Centers, the Regional Directors Offices, and
the VA Data Processing Center at Austin, Texas.
Retrievability:
Patient medical record folders are indexed by name and social security
number and maintained in terminal digit order. Automated records are
indexed by name and social security number.
Safeguards:
1. Access to working spaces and patient medical record storage areas
in VA health care facilities is restricted to VA employees on a
``need-to-know'' basis. Generally, file areas are locked after normal
duty hours and the health care facilities are protected from outside
access by the Federal Protective Service or other security personnel.
Access to pastient medical records is restricted to VA employees who
have a need for the information in the performance of their official
duties. Employee patient medical records and records of public figures
or otherwise sensitive patient medical records are generally stored in
separate locked files. Strict control measures are enforced to ensure
that access to and disclosures from these patient medical records are
limited to a ``need-to-know'' basis.
2. Access to the DHCP and IHS computer rooms within the health care
facilities is generally limited by appropriate locking devices and
restricted to authorized VA employees and vendor personnel. ADP
peripheral devices are generally placed in secure areas (areas that
are locked or have limited access) or are otherwise protected.
Information in the DHCP and IHS systems may be accessed by authorized
VA employees. Access to file information is controlled at two levels:
The system recognizes authorized employees by a series of individually
unique passwords/codes as a part of each data message, and the
employees are limited to only that information in the file which is
needed in the performance of their official duties. Information that
is downloaded from PTF, OPC, DHCP and IHS files and maintained on
personal computers is afforded similar storage and access protections
as the data that is maintained in the original files. Remote access by
VBA RO staff for benefit determination and processing purposes and
access by OIG staff conducting an audit or investigation at the health
care facility or an OIG office location remote from the health care
facility is controlled in the same manner.
3. Access to the VA Data Processing Center 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 persons gaining access to computer rooms are escorted.
Information stored in the computer may be accessed by authorized VA
employees at remote locations including VA health care facilities. VA
Central Office, Regional Directors and Division Offices, and OIG
headquarters and field staff. Access is controlled by individually
unique passwords/codes which must be changed periodically by the
employee.
4. Access to records maintained at VA Central Office, the VA Boston
Development Center, the Information Systems Center and the Regional
Directors Offices is restricted to VA employees who have a need forthe
information in the performance of their official duties. Access to
information stored on automated storage media is controlled by
individually unique passwords/codes. Information stored on computers
at the Information Systems Centers may be accessed by authorized VA
employees at remote locations including VA health care facilities and
Regional Directors and Division Offices. Access is controlled by
individually unique passwords/codes. Records are maintained in manned
rooms during working hours. The facilities are protected from outside
access during nonworking hours by the Federal Protective Service or
other security personnel.
5. Access to PTF information stored by VA Central Office at the
National Institutes of Health Computer Center is limited to quality
assurance program staff at VA Central Office and the Regional
Directors and Division Offices. VA Central Office staff may access the
nationwide data and staff of the Regional Directors Offices may access
data for their Region. Access to file information is controlled by
individually inique passwords/codes.
6. Information downloaded from OPC, PTF, DHCP and IHS files and
maintained by the OIG Headquarters and Field Offices on automated
storage media is secured in storage areas or facilities to which only
OIG staff have access. Paper documents are similarly secured. Access
to paper documents and information on automated storage media is
limited to OIG employees who have a need for the information in the
performance of their official duties. Access to information stored on
automated storage media is controlled by individually unique
passwords/codes.
Retention and disposal:
Consolidated health records are retained at health care facilities for
a minimum of 3 years after the last episode of care. After the third
year of inactivity the paper record is transferred to the nearest
Federal record center for 72 more years of storage. Information stored
on electronic storage media is retained and disposed of in accordance
with disposition authorization approved by the Archivist of the United
States.
System manager(s) and address: Director, Medical Administration Service
(161B), VA Central Office, Washington, DC 20420.
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 record, should
submit a written request or apply in person to the last VA health care
facility where care was rendered. Addresses of VA health care
facilities may be found in VA Appendix 1 at the end of this document.
All inquiries must reasonably identify the portion of the medical
record involved and the place and approximate date that medical care
was provided. Inquiries should include the patient's full name, social
security number and return address.
Record access procedures:
Individuals seeking information regarding access to and contesting of
VA medical records may write, call or visit the last VA facility where
medical care was provided.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories:
The patient, family members or accredited representative, and friends,
employers or other third parties when otherwise unobtainable from the
patient or family; military service departments; health insurance
carriers; private medical facilities and health care professionals;
State and local agencies; other Federal agencies; VA regional offices,
Veterans Benefits Administration automated record systems (including
Veterans and Beneficiaries Identification and Records Location
Subsystem-VA (38VA23) and the Compensation, Pension, Education and
Rehabilitation Records-VA (58VA21/22); and, various automated systems
providing clinical and managerial support at VA health care
facilities.
27VA047
System name: Personnel and Accounting Pay System-VA.
System location: VA Data Processing Center, Austin, Texas; the field
stations where the employee is on duty.
Categories of individuals covered by the system: All VA employees
(including Consultants and Attendings).
Categories of records in the system:
PAID Master Records, Record of Salary Payments, Time and Attendance
Report File, Earnings and Leave Statement, Individual Retirement
Record, Payroll Folder Files, Personnel Action Records and Basic
Authorizations, Training and Incentive Awards Record, Carpool and
Ridesharing Program Records (i.e., name, address, office location at
the facility).
Authority for maintenance of the system:
Statutory provisions, Executive Order 12191 (45 FR 7997 (Feb. 6,
1980)) and other Executive Orders of the President, and rules and
regulations of certain Federal regulatory departments and agencies.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. To produce and maintain the personnel and payroll records,
including reports and statistical data, of VA employees for use by
Federal, State and local agencies and organizations authorized by law
or regulation to have access to such information.
2. Transfer payroll information to complete payroll checks, bond
deductions and withholding taxes to the Treasury Department in order
to effect delivery of payroll checks and saving bonds to VA employees.
3. Transfer payroll information to the Social Security Administration
in order to credit quarterly posting for social security.
4. Transfer withholding tax information to State and/or city
governments to effect payment of taxes to city and/or State
governments and to create W-2's.
5. Transfer retirement record information to the Office of Personnel
Management (OPM) in order to provide a hisotry of service and
retirement deductions.
6. Transfer employee Payroll Folder File, Record of Salary Payments,
and Time and Attendance Reports to the National Archives and Records
Administration in order to provide a history of all salaries,
deductions and time and leave.
7. Transfer unemployment compensation information to State agencies to
compile unemployment compensation data.
8. Transfer personnel data to the Office of Personnel Management (OPM)
in order to provide the OPM with a readily accessible major data
source for meeting work force information needs of OPM, national
planning agencies, the Congress, the White House and the public.
9. The Department of Veterans Affairs, on its own initiative, may
disclose any information in this system, except veterans' names and
addresses, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal, or regulatory in
nature and whether arising by general or program statute or by
regulation, rule, or order issued pursuant thereto, to any Federal,
foreign, State, or local government agency charged with the
responsibility of investigative or prosecuting such violations, or
charged with enforcing or implementing the statute, rule, regulation,
or order issued pursuant thereto.
10. A record from this system of records may be disclosed as a
``routine use'' to a Federal, State or local agency, or to a non-
governmental organization maintaining civil, criminal or other
relevant information, such as current licenses, registration or
certification, if necessary to obtain information relevant to an
agency decision concerning the hiring or retention of an employee, the
use of an individual as a consultant, attending or to provide fee
basis health care, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other
benefits.These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
11. A record from this system of records may be disclosed to a
Federal, State or local agency, in response to its request, in
connection with the hiring or retention of an employee, the issuance
of a security clearance, the reporting of an investigation of an
employee, the letting of a contract or the issuance of a license,
grant, or other benefit by the requesting agency, to the extent that
the information is relevant and necessary to the requesting agency's
decision on the matter.
12. Relevant information from this system of records, including the
nature and amount of a financial obligation, may be disclosed as a
routine use, in order assist VA in the collection of unpaid financial
obligations owed to VA, to a debtor's employing agency or commanding
officer so that the debtor-employee may be counseled by his or her
Federal employer or commanding officer. This purpose is consistent
with the Federal Claims Collection Act (31 U.S.C. chapter 37,
subchapters I and II) 4 CFR parts 101-105, and 38 CFR 1.900-1.954.
13. To provide State and local taxing authorities employee names, home
addresses, social security numbers, gross compensation paid for a
given period, taxes withheld for the benefit of the recipient
jurisdiction or other jurisdictions, according to the provisions of
State and/or local law.
14. Relevant information from this system of records, including
available identifying data regarding the debtor, such as name of
debtor, last known address of debtor, name of debtor's spouse, social
security account number of debtor, VA insurance number, VA loan
number, VA claims number, place and date of birth of debtor, name and
address of debtor's employer or firm, and dates of employment, may be
disclosed to other Federal agencies, State probate courts, State
drivers' license bureaus, and State automobile title and license
bureaus as a routine use in order to obtain current address, locator
and credit report assistance in the collection of unpaid financial
obligations owed to the U.S. This purpose is consist with the Federal
Claims Collection Act (31 U.S.C. chapter 37, subchapters I and II) 4
CFR parts 101-105, and 38 CFR 1.900-1.954.
15. 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.
16. Information and records in this system may be disclosed to the
National Archives and Records Administration and the General Services
Administration in records management inspections conducted under the
authority of 44 U.S.C. 2904 and 2906 and the implementing regulations.
17. The name and general geographic location where an employee resides
(not specific home address) may be disclosed by the facility Employee
Transportation Coordinator to other employees in order to promote the
car/vanpooling and ridesharing program established in accordance with
Executive Order 12191 and to enable the VA to verify membership in car
and vanpools.
18. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
19. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena.
20. The name of the employee, social security number, beginning and
ending pay period dates, the number of hours worked during a given pay
period, the gross salary and duty station information may be disclosed
to the Department of Labor (DOL) Inspector General's office (IG) in
order for the DOL IG to conduct a computer match of these records with
various state unemployment benefit files. The purpose of this computer
matching program will be to determine if Federal employees have been
properly drawing state unemployment benefit payments. These payments
are ultimately reimbursed to the state by the Federal Government.
21. Relevant information from this system of records concerning full
time VA physicians and dentists, including name, social security
number, and date of birth, may be disclosed to Federal, State and
local agencies, and to independent insurance carriers (processors or
medical claims), for the purpose of conducting computer matches to
determine if their outside professional income is accurately reported
and obtained only from santioned professional activities.
22. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
23. Any information in this system of records may be disclosed to any
State, local, or foreign civil or criminal law enforcement
governmental agency or instrumentality charged under applicable law
with the protection of the public health or safety for the purpose of
protecting public health or safety if qualified representative of such
agency or instrumentality has made a written request that such
information be provided in order to meet a statutory reporting
requirement.
24. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
25. Any informationin this system may be disclosed to the Department
of Treasury, Internal Revenue Service (IRS), where required by law or
regulation to report withholding information and to effect payment of
taxes withheld to IRS and to create W-2's.
26. Relevant information from this system of records, including social
security number, date of birth, home address, and the amount of
contributions, interfund transfers, or other financial informaiton may
be disclosed to the Federal Retirement Thrift Investment Board in
order to effect employee participation in the Thrift Savings Plan.g
27. Relevant information from this system of records concerning
residents and interns employed at VA Medical Centers, including names,
social security numbers, occupational titles, and dates of service,
may be disclosed to the Health Care Financing Administration (HCFA) as
part of an ongoing computer matching program. The purpose of this
computer matching program is to help assure that no intern or resident
is counted as more than one full-time equivalent in accordance with
program regulations governing Medicare education costs.
28. Relevant information from this system of records concerning the
departure of a former VA employee, who is the subject of a garnishment
pursuant to a legal process as defined in 5 U.S.C. 552a, as well as
the name and address of the designated agent for the new employing
agency or the name and address of any new private employer, may be
disclosed to the garnishing party (garnisher).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents, microfiche, magnetic media.
Retrievability: VA personnel records are filed by name. Automated data
processing records are indexed by social security number within
station.
Safeguards: Physical Security: Access to Payroll Folder Files is
restricted to fiscal officers and employees of the Payroll Section.
Access to Official Personnel Folder Files is restricted to personnel
officers and employees authorized access under Federal Personnel
Manual and VA Manual, MP-5, Personnel Policy. Personnel and Fiscal
offices are locked after working hours and are protected from
outside access by the Federal Protective Service and other security
officers. Access to data by means of on-line (query) data base or
down-loading with a Decentralizing Hospital Computer Program (DHCP)
is restricted to authorized employees by means of unique user
identification and passwords. User identifications and passwords
will be seven (7) characters in length. These codes are to be mailed
in a sealed envelope to an employee's business address and will be
opened only by the addressed employee. No user identification or
password will be given to an employee except those authorized access
under Federal Personnel Manual and VA Manual, MP-5, Personnel
Policy.
Retention and disposal: Payroll Folder File - Retired to the National
Personnel Records Center three years after close of calendar year
following transfer or separation of employee and after audit
clearance of related pay records - disposed of 56 years after date
of last entry on card. Official Personnel Service Folder File -
Retired to the National Personnel Records Center 30 days after
separation - disposed of 75 years after birth of employee.
System manager(s) and address:
Deputy Assistant Secretary for Financial Management (047), DVA Central
Office, Washington, DC 20420.
Notification procedure: Individuals seeking information concerning the
existence of a record pertaining to themselves must submit a written
request to the VA station of employment. Addresses of stations may
be found in VA Appendix 1 at the end of this document. Inquiries
should include the employee's full name, social security number,
office and return address.
Record access procedures: Employees or representatives designated in
writing seeking information regarding access to and contesting of VA
records may write, call or visit the VA office of employment.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: Personnel records information received from
employees, VA officials, other Government and State Agencies.
28VA119
System name: Personnel Registration under Controlled Substance
Act-VA.
System location: Records are maintained at each of the Veterans
Administration health care facilities. Address locations are listed
in VA Appendix 1 at the end of this document.
Categories of individuals covered by the system: Health practitioners
authorized to prescribe drugs under the Controlled Substance Act.
Categories of records in the system: Registration Card Record containing
the information necessary for verification of employee control under
the Controlled Substance Act. The employee's name, social security
number, signature and his Drug Enforcement Agency control number,
assigned by either the State or the Veterans Administration,
depending on local policy as required by the Act.
Authority for maintenance of the system: Title 38, United States Code,
Chapter 3, Section 210(c)(1), Pub. L. 91-513, Controlled Substance
Act of 1970.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued thereto.
2. A record from this system of records may be disclosed as a `routine
use' to a Federal, State or local agency maintaining civil, criminal
or other relevant information, such as current licenses, if necessary
to obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other health, educational or welfare benefits.
3. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
4. 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.
5. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
6. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
7. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
8. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents.
Retrievability: All registration records under the Controlled Substance
Act are indexed by employee's name, social security number or Drug
Enforcement Agency's Control Number.
Safeguards: Physical Security: Access to VA working space and medical
record storage areas is restricted to VA employees on a `need to
know' basis. Generally, VA file areas are locked after normal duty
hours and are protected from outside access by the Federal
Protective Service. Employee file records and file records of public
figures or otherwise sensitive medical record files are stored in
separate locked files. Strict control measures are enforced to
ensure that disclosure is limited to a `need to know' basis.
Retention and disposal: This record is retained in Pharmacy while the
individual is employed at a Veterans Administration health care
facility. When the employee terminates his position in a particular
VA health care facility his record is combined with his personnel
folder and transferred to the next facility or forwarded to the
Civilian Personnel Records Center, St. Louis, for retention.
System manager(s) and address: Director Pharmacy Service (119), VA
Central Office, Washington, DC 20420.
Notification procedure: Individuals seeking information concerning the
existence and content of a record pertaining to themselves must
submit a written request or apply in person to the VA health care
facility, where record is maintained. All inquiries must reasonably
identify the record involved and the approximate date it was
maintained. Inquiries should include employee's name, social
security number, and Drug Enforcement Agency's Control Number.
Record access procedures: Employees or duly authorized representatives
seeking information regarding access to and contesting of VA records
may write, call, or visit the Veterans Administration facility where
employee's record was maintained.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: (1) The employee. (2) Drug Enforcement Agency
or VA health care facility.
29VA11
System name: Physician, Dentist and Supervisory Nurse
Professional Standards Board Action File-VA.
System location: Department of Medicine and Surgery (11B), Veterans
Administration Central Office, Washington, DC 20420.
Categories of individuals covered by the system: Physicians, dentists,
supervisory nurses and physician's assistants, appointed under 38
USC, chapter 73, currently or formerly employed at a VA health care
facility.
Categories of records in the system: Personnel forms and correspondence
pertaining to promotions, reassignments, transfers, proficiency
ratings physical examinations, etc., all of which are duplicated in
the employee's official personnel folder. This system also contains
board action folders for former employees who cannot be re-employed
without approval of the Chief Medical Director.
Authority for maintenance of the system: Title 38, United States Code,
Chapter 73, Section 4108.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
3. A record from this system of records may be disclosed as a `routine
use' to a Federal, State or local agency maintaining civil, criminal
or other relevant information, such as current licenses, if necessary
to obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other health, educational or welfare benefits.
4. All of the information contained in this system of records is used
for official purposes of the Veterans Administration; all such uses of
the information are compatible with the purpose for which the
information was collected.
5. 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.
6. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
7. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty, in order for the Agency to obtain information
relevant to an Agency decision concerning the hiring, retention or
termination of an employee or to inform a Federal Agency or licensing
boards or the appropriate nongovernment entities about the health care
practices of a terminated, resigned or retired health care employee
whose professional health care activity so significantly failed to
conform to generally accepted standards of professional medical
practice as to raise reasonable concern for the health and safety of
patients in the private sector or from another Federal Agency. These
records may also be disclosed as part of an ongoing computer matching
program to accomplish these purposes.
9. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
9. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank or to a State or local
government licensing board which maintains records concerning the
issuance, retention or revocation of licenses, certifications, or
registrations necessary to practice an occupation, profession or
specialty when under the following circumstances, through a peer
review process that is undertaken pursuant to VA policy, negligence,
professional incompetence, responsibility for improper care, and/or
professional misconduct has been assigned to a physician or licensed
or certified health care practitioner: (1) On any payment in
settlement (or partial settlement) of, or in satisfaction of a
judgment in, a medical malpractice action or claim; or, (2) on any
final decision that adversely affects the clinical privileges of a
physician or practitioner for a period of more than 30 days. These
records may also be disclosed as part of a computer matching program
to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents.
Retrievability: Alphabetically by name.
Safeguards: Physical Security: Access to VA working space and medical
record storage areas is restricted to VA employees on a `need to
know' basis. Generally, VA file areas are locked after normal duty
hours and are protected from outside access by the Federal
Protective Service. Employee file records and file records of public
figures or otherwise sensitive medical record files are stored in
separate locked files. Strict control measures are enforced to
ensure that disclosure is limited to a `need to know' basis.
Retention and disposal: Disposed of three years after date of last
service with the VA. Board action folders of former employees who
cannot be re-employed without approval of the Chief Medical Director
are reviewed periodically. Those folders no longer requiring
approval of the Chief Medical Director are interfiled with the
regular board actions folders. Destruction of records accomplished
by either shredding or burning.
System manager(s) and address: Chairman Special Boards, Department of
Medicine and Surgery (11B), Veterans Administration Central Office,
Washington, DC 20420.
Notification procedure: Physicians, dentists and supervisory nurses
seeking information concerning the existence and content of a board
action folder pertaining to themselves must submit a written request
or apply in person to the system manager.
Record access procedures: Physicians, dentists and supervisory nurses
seeking information regarding access to and contesting of VA Board
Action Folders may write, call or visit the system manager.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: VA health care facilities official personnel
folders.
32VA00
System name: Veteran, Employee and Citizen Health Care Facility
Investigation Records-VA.
System location: Records are maintained at each of the VA health care
facilities. Address locations are listed in VA Appendix 1 at the end
of this document.
Categories of individuals covered by the system: 1. Veterans, employees
and private citizens who have been injured as a result of accident
or assault. 2. Veterans who have died as a result of violence or
accident, such as, suicide, homicide, reaction to anesthesia or
drugs, assault, transfusion accident, blood incompatibility, error
in treatment, neglect of patient, fire, firearms, explosion, etc. 3.
Employees and private citizens who have died as a result of violence
or accident. 4. Veterans who have left the health care facility
without authorization. 5. Veterans, employees and private citizens
who have alleged the loss of personal property, funds or valuables.
6. Veterans and private citizens who have alleged abuse by members
of the health care facility staff. 7. Employees who have alleged
discrimination, abuse or threats of violence by other employees,
veterans and private citizens. 8. Veterans, employees and visitors
who have assaulted other individuals. 9. Veterans, employees or
private citizens who have been involved in the sale of illegal drugs
or alcohol within the health care facility. 10. Veterans, employees
and private citizens who have been accused of stealing from other
individuals or from the VA health care facility. 11. Employees who
have been accused of improper and unethical conduct. 12. Veterans,
employees and private citizens who have willfully or accidentally
destroyed or damaged Federal property.
Categories of records in the system: Copies of reports of
investigations, findings, and follow-up concerning employees,
patients and private citizens, injuries, property damage, accidents,
thefts, assaults, discrimination, complaints, elopments, unethical
conduct, etc.
Authority for maintenance of the system: Title 38, United States Code,
Chapter 3, Section 210(c)(1), and Title 38, United States Code,
Chapter 57, Section 3311.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Transfer of required information to private insurance companies to
determine whether payments of benefits are appropriate and determine
liability.
2. Transfer of required information to local and State unemployment
agencies to determine whether payments of benefits are appropriate.
3. Transfer of required information to the Office of Workers
Compensation Program to determine whether payments of benefits are
appropriate.
4. Transfer of required information to attorneys representing
employees, veterans or private citizens accused of unethical conduct
to assist attorneys in representing their clients.
5. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
6. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
7. A record from this system of records may be disclosed as a `routine
use' to a Federal, State or local agency maintaining civil, criminal
or other relevant information, such as current licenses, if necessary
to obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other health, educational or welfare benefit.
8. Relevant information from this system of records, including the
nature and amount of a financial obligation, may be disclosed as a
routine use, in order to assist the Veterans Administration in the
collection of unpaid financial obligations owed the VA, to a debtor's
employing agency or commanding officer so that the debtor-employee may
be counseled by his or her Federal employer or commanding officer.
This purpose is consistent with 5 U.S.C. 55l4, 4 CFR 102.5, and
section 206 of Executive Order 11222 of May 8, 1965 (30 FR 6469).
9. 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.
10. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
11. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
12. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
13. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents and Photographs.
Retrievability: Alphabetically by name.
Safeguards: Physical Security: Access to VA working space and medical
record storage areas are restricted to VA employees on a `need to
know' basis. Generally, VA file areas are locked after normal duty
hours and are protected from outside access by the Federal
Protective Service. Employee file records and file records of public
figures or otherwise sensitive medical record files are stored in
separate locked files. Strict control measures are enforced to
ensure that disclosure is limited to a `need to know' basis.
Retention and disposal: Disposed of two years after case is closed.
System manager(s) and address: Medical Inspector, Office of the Medical
Inspector (10A6), VA Central Office, Washington, DC 20420.
Notification procedure: Individuals seeking information concerning the
existence and content of a record pertaining to themselves must
submit a written request or apply in person to the appropriate VA
health care facility. All inquiries must reasonably identify the
incident involved and date of the incident. Inquiries should include
the individual's full name and return address.
Record access procedures: Veterans, employees and private citizens or
duly authorized representatives seeking information regarding access
to and contesting of VA records may write, call or visit the
appropriate VA health care facility.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: 1. Veterans. 2. Employees of a VA health care
facility. 3. Other VA health care facilities, private physicians and
dentists, or private hospitals and clinics. 4. Private citizens
involved in the incident. 5. Federal, State, local and foreign law
enforcement agencies. 6. Private insurance companies.
33VA112
System name: Veteran, Fabricator and Employee Prosthetic
Records-VA.
System location: Records are maintained at the Veterans Administration
Data Processing Center at Austin, Texas and at the Veterans
Administration Marketing Center at Hines, Illinois. Address
locations are listed in VA Appendix 1 at the end of this document.
Categories of individuals covered by the system: Qualified individual
fabricators of prosthetic and orthotic appliances; employees of the
Veterans Administration Prosthetics Center, New York, NY; veterans
wearing certain prostheses.
Categories of records in the system: Identification number, employer,
certification and qualification, and education of fabricator;
identification information, prosthetic shop identification, and
hourly pay rate for Prosthetic Center employees; age, period of
military service, eligibility rating, station of jurisdiction,
disability and type of appliance issues, and identification
information for veterans included in system.
Authority for maintenance of the system: Title 38, United States Code,
Chapter 3, Subchapter II, Section 219.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule regulation or order issued pursuant thereto.
2. To furnish statistical information to other health care providers,
both Federal and non-federal to aid in furthering the improvement of
health care, research and education.
3. To provide statistical and other information in response to
legitimate and reasonable requests as approved by appropriate VA
authorities, such as the release of information under the Freedom of
Information Act.
4. 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.
5. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tape and disk.
Retrievability: Indexed by name and social security number for
fabricator; by employee identification number for VA Prosthetics
Center employees; and by social security number and claim number for
veterans included in system.
Safeguards: Physical Security: Access to VA working and storage areas is
restricted to VA employees on a ``need to know'' basis. Generally,
VA file areas are locked after normal duty hours and are protected
from outside access by the Federal Protective Service. Strict
control measures are enforced to ensure that disclosure is limited
to a ``need to know'' basis.
Retention and disposal: Records are retained until special release by
the VA Prosthetics Center, New York, NY.
System manager(s) and address: Deputy Director (Prosthetics Division)
Surgical Service (112), Veterans Administration Central Office,
Washington, DC 20420.
Notification procedure: Individuals seeking information concerning the
existence and content of a record pertaining to themselves must
submit a written request or apply in person to a VA health care
facility where care was rendered. All inquiries must reasonably
identify the system of records involved and the approximate date
that medical care was provided. Inquiries should include the
individual's full name, and identifying characteristics.
Record access procedures: Individuals seeking information regarding
access to and contesting of a Veteran, Fabricator and Employee
Prosthetic Records-VA record may write, call or visit the VA
facility where medical care was provided.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: The Research Center for Prosthetics,
individual fabricators and employees, VA Prosthetics Center
personnel, and veterans' records.
34VA11
System name: Veteran, Patient, Employee, and Volunteer Research
and Development Project Records--VA.
System location:
Records are maintained at each VA health care facility where the
research project was conducted and at VA Central Office. Address
locations are listed in VA Appendix 1 at the end of this document. In
addition, records are maintained at contractor and field work sites as
studies are developed, data collected and reports written. A list of
locations where individually identifiable data are currently located
is available from the System Manager.
Categories of individuals covered by the system:
The following categories of individuals will be covered by this
system: (1) Veterans; (2) patients; (3) employees, or, (4) volunteers
who have indicated their willingness to be a participant in medical
research projects being performed by the VA, by a VA contractor or by
another Federal agency in conjunction with the VA; and (5) research
and development investigators.
Categories of records in the system:
Records, or information contained in records, vary according to the
specific medical research involved and may include: (1) Research on
biomedical, prosthetic and health care services; (2) research
stressing spinal cord injuries and diseases and other disabilities
that tend to result in paralysis of the lower extremities; and (3)
morbidity and mortality studies on former prisoners of war. Central
Office records contain (4) a merit review of the project; (5) a review
and evaluation of the research and development investigators and of
the participants in the program. The review and evaluation information
concerning the research and development investigators may include
personal and educational background information as well as specific
information concerning the type of research conducted.
Authority for maintenance of the system:
Title 38, United States Code, Chapter 73, Section 4101(a).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Transfer of statistical and other data to Federal, State, and local
government agencies and national health organizations to assist in the
development of programs
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute or
rule, regulation or order issued pursuant thereto.
3. 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.
4. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
5. Disclosure of medical record data, excluding name and address
(unless name and address is furnished by the requester) for research
purposes determined to be necessary and proper, to epidemiological and
other research facilities approved by the Chief Medical Director.
6. In order to conduct Federal research necessary to accomplish a
statutory purpose of an agency, at the written request of the head of
the agency, or designee of the head of that agency, the name(s) and
address(es) of present or former personnel of the Armed Services and/
or their dependents may be disclosed (a) to a Federal department or
agency or (b) directly to a contractor of a Federal department or
agency. When a disclosure of this information is to be made directly
to the contractor, the VA may impose applicable conditions on the
department, agency and/or contractor to insure the appropriateness of
the disclosure to the contractor.
7. Upon request for research project data, the following information
will be released to the general public including governmental and non-
governmental agencies and commercial organizations: Project title and
number, name and educational degree of principal investigator,
Veterans Administration medical center location, type (initial,
progress, or final) and date of last report, name and educational
degree of associate investigators and project summary. In addition,
upon specific request, keywords and indexing codes will be included
for each project.
8. Upon request for information regarding VA employees conducting
research, the following information will be released to the general
public including governmental agencies and commercial organizations:
Name and educational degree of investigator, Veterans Administration
title, academic affiliation and title, hospital service, primary and
secondary specialty areas and subspecialty.
9. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
10. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
11. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice of an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
12. Information concerning individuals who have submitted research
program proposals for funding, including the investigator's name,
social security number, research qualifications and the investigator's
research proposal, may be disclosed to qualified reviewers for their
opinion and evaluation of the applicants and their proposals as part
of the application review process.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: (a) Paper documents. (b) Microscope slides. (c) Magnetic tape,
disk. (d) Photographs. (e) Microfilm.
Retrievability:
Records are retrieved by individual identifiers and indexed by a
specific project site or location, project number, or under the name
of the research or development investigator.
Safeguards:
Physical Security: Access to VA working space and medical record
storage areas is restricted to VA employees on a ``need to know''
basis. Generally, VA file areas arelocked after normal duty hours and
protected from outside access by the Federal Protective Service.
Employee file records and file records of public figures or otherwise
sensitive medical record files are stored in separate locked files.
Strict control measures are enforced to ensure that disclosure is
limited to a ``need to know'' basis. Access to a contractor's records
and their system of computers used with the particular project are
available to authorized personnel only. Records on investigators
stored on automated storage media are accessible by authorized VACO
personnel via terminals which are dedicated to this research and
development information system.
Retention and disposal:
The project records are held five (5) years after completion of the
research project and/or publication of a final report unless they
become part of the patient's individual medical history file in which
case the record would remain 15 years after the last activity of care.
At the end of a study, records maintained by a contractor are returned
to the VA for appropriate disposition.
System manager(s) and address: Assistant Chief Medical Director for
Research and Development (15), VA Central Office, Washington, DC
20420.
Notification procedure: 1. Interested persons should write to: Assistant
Chief Medical Director for Research and Development (15), Veterans
Administration Central Office, Washington, DC 20420. 2. All
inquiries must reasonably identify the project and site location;
date of project and team leader.
Record access procedures: Interested persons desiring access to and
contesting of research records should write to the address in
Notification Procedure above.
Contesting record procedures: See Notification Procedure above.
Record source categories:
(a) Patients and patient records, (b) employees and volunteers, (c)
other Federal agencies, (d) National Institutes of Health, (e) Centers
for Disease Control (Atlanta), (f) individual veterans, (g) other VA
systems of records and, (h) research and development investigators.
36VA00
System name: Veterans and Armed Forces Personnel United States
Government Life Insurance Records-VA.
System location:
Active records are located at the VA Regional Office and Insurance
Centers in Philadelphia, Pennsylvania, and St. Paul, Minnesota.
Inactive records are stored at various servicing Federal Archives and
Records Centers and at the VA Records Processing Center in St. Louis,
Missouri. Information from these files is also maintained in automated
files at the VA Benefit Delivery Center in Philadelphia, Pennsylvania.
Information from the automated files in Philadelphia is available to
all VA Regional Offices, except Manila, Philippines, through the ITS
(Insurance Terminal System) which provides direct access to the
records via video display terminals. Duplicate copies of certain
manual and automated files are maintained at other locations in
accordance with Federal and VA policy on security and vital records.
Address locations of VA facilities are listed in VA Appendix 1 at the
end of this document.
Categories of individuals covered by the system:
Veterans (not including dependents) who have been issued life
insurance under one of the following: Title 38, United States Code,
Chapter 19, Government Life Insurance programs; U.S. Government Life
Insurance and National Service Life Insurance (includes Reopened
Insurance under section 725, Service Disabled Veterans Insurance under
section 722, and Veterans Special Life Insurance under section 723).
Categories of records in the system:
Life insurance records (or information contained in records) may
include: (1) Applications for insurance (applications may contain the
name and address of the veteran applicant, date of birth, social
security number, military service number and dates of service, VA file
number, plan of insurance, disability rating, medical information
regarding disability, method of payment, amount of insurance
requested); (2) beneficiary and option designation information (e.g.,
names and addresses of principal and contingent beneficiaries, share
to each and option of payment, designated estates and trustee); (3)
insurance contract information (e.g., authorization of allotment
payment, authorization for deduction from VA benefit payments;
authorization for deduction from employee payroll; paid dividend
information); (4) cash value and policy loan and lien information; (5)
a listing of lapsed actions; (6) records of premium payments; (7)
reinstatement information; (8) premium status and retired status of
policy; (9) total disability life insurance applications (these
applications include medical history of insured); (10) court-martial
orders; (11) copies of personal papers of insured (e.g., birth
certificate, marriage license, naturalization papers); (12)
correspondence to and from the veteran; and (13) employment
information.
Authority for maintenance of the system:
Title 38, United States Code, Chapter 5, section 501, and Chapter 19.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 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 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 with 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 to a State or local
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision on: The hiring, transfer or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance or continuance of a license,
grant or other benefit by that agency; provided, that if the
information pertains to a veteran, the name and/or address of the
veteran will not be disclosed unless the name and address is provided
first by the requesting State or local agency.
4. Any information in this system may be disclosed to a Federal, State
or local agency maintaining civil or criminal violation records, or
other pertinent information such as prior employment history, prior
Federal employment background investigations, and personal or
educational background at the request of the veteran in order for the
VA to obtain information relevant to the hiring, transfer or retention
of an employee, the letting of a contract, the granting of a security
clearance, or the issuance of a grant or other benefit.
5. Any information in this system may be disclosed to a Federal
agency, except for the name and address of a veteran, in order for the
VA to obtain information relevant to the issuance of a benefit under
title 38 U.S.C. The name and address of a veteran may be disclosed to
a Federal agency under this routine use if they are required by the
Federal agency to respond to the VA inquiry.
6. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
7. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
8. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or other issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
9. Except for beneficiary and option designations, any information in
this system including the name and address of a veteran may be
disclosed to any nonprofit organization if the release is directly
connected with the conduct of programs and the utilization of benefits
under title 38 (such disclosures include computerized lists of names
and addresses).
10. Except for medical information and beneficiary and option
designations, insurance contract information (e.g., name, address,
status of the account, dividends paid, cash value, and policy loans)
may be disclosed at the request of a veteran to an attorney acting
under a declaration of representation, a VA-approved claims agent, an
insurance agency, a trust officer, or to employees or members of an
accredited service organization, or the to Red Cross so that these
individuals or organizations can aid veterans in the preparation,
presentation, prosecution of claims under the laws administered by the
VA. The name and address of a veteran will not, however, be disclosed
to these individuals under this routine use if the veteran has
requested the assistance of an accredited service organization, claims
agent, trust officer, the Red Cross or an attorney.
11. The name and address of an insured veteran and the amount of
payment may be disclosed to the Treasury Department, upon its official
request, in order for the Treasury Department to make payment of
dividends, policy loans, cash surrenders, maturing endowments and
insurance refunds.
12. The name and address of an insured veteran, date and amount of
payments made to the VA including specific status of each policy
(e.g., premiums paid in, dividends paid out, cash and loan values) may
be disclosed to the Internal Revenue Service (IRS), upon its official
request, in order for the IRS to collect tax liens by withholding
insurance payments to satisfy unpaid taxes. This purpose is consistent
with title 26, United States Code, section 7602.
13. Any information in this system may be disclosed to the Department
of Justice, upon its official request, in defense or prosecution of
litigation involving the United States Government.
14. The name and address of an insured veteran, the discharge date
from the military, and medical information concerning grounds for
total disability of an insured veteran may be disclosed to the Office
of Serviceman's Group Life Insurance (OSGLI) at the request of the
veteran in order to aid OSGLI in the verification of a discharge date,
the issuance and maintenance of insurance policies to veterans and
retired reservists participating in the Veterans Group Life Insurance
and Serviceman's Group Life Insurance Program and to pay death
benefits on these claims.
15. The name, address and other identifying information such as a
social security number or a military service number may be disclosed
to the Department of Defense (Army, Air Force, Navy, Marine Corps);
the Department of Transportation (Coast Guard); the U.S. Public Health
Service, Commissioned Officers Corps; and the Department of Commerce,
NOAA (National Oceanic and Atmospheric Administration); upon their
official request, for use in order for these departments to establish
and maintain allotments from active and retired service pay for VA
insurance premiums and loan repayments.
16. The face amount and cash and/or loan value of an insurance policy,
verification of an existing insurance policy, and the name and address
of an insured veteran may be disclosed at the request of the veteran
to a Federal, State or local agency, in order for these agencies to
assist veterans applying for Medicaid, Medicare, nursing home
admittance or welfare benefits to the extent that the information is
relevant and necessary to the agency's decision regarding these
benefits.
17. The name and address of a veteran and military service information
(e.g., dates of service, branch of service) may be disclosed to the
Armed Forces Institute of Pathology (AFIP), upon its official request,
in order for the AFIP to conduct research for specified official
purposes.
18. The name(s) and address(es) of a veteran 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
necessary to accomplish a statutory purpose of that agency.
19. Any information in this system including the nature and amount of
a financial obligation, may be disclosed to a debtor's employing
agency or commanding officer, upon its official request, in order to
assist the VA in the collection of unpaid financial obligations owed
the VA so that the debtor-employee may be counseled by his or her
Federal employer or commanding officer. This purpose is consistent
with 5 U.S.C. 5514, 4 CFR 102.5, and section 206 of Executive Order
11222 of May 8, 1965 (30 FR 6469).
20. Any information in this system, including available identifying
data regarding the debtor, such as the name of the debtor, last known
address of the debtor, name of the debtor's spouse, social security
account number of the debtor, VA insurance number, VA loan number, VA
file number, place of birth and date of birth of the debtor, name and
address of the debtor's employer or firm and dates of employment, may
be disclosed to other Federal agencies, State probate courts, State
drivers license bureaus, and State automobile title and license
bureaus in order to obtain current address, locator and credit report
assistance in the collection of unpaid financial obligations owed the
United States. This purpose is consistent with the Federal Claims
Collection Act of 1966 (Pub. L. No. 89-508, 31 United States Codes
3701-3718) and 4 CFR Parts 101-105 and with 38 U.S.C. 3701(b)(6).
21. Any information concerning the veteran's indebtedness to the
United States by virtue of a person's participation in a benefits
program administered by the VA, 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 an amount owed to the United States by virtue of a
person's participation in any benefit program administered by the VA.
Purposes of these disclosures may be to (a) assist VA in collection of
title 38 benefit overpayments, overdue indebtedness, and or costs of
services provided individuals not entitled to such services, and (b)
initiate legal actions for prosecuting individuals who willfully or
fraudulently obtain title 38 benefits without entitlement. This
disclosure is consistent with 38 U.S.C. 3701(b)(6).
22. The name and address of a veteran, other information as is
reasonably necessary to identify such veteran, including personal
information obtained from other Federal agencies through computer
matching programs, and any information concerning the veteran's
indebtedness to the United States by virtue of the person's
participation in a benefits program administered by VA may be
disclosed to a consumer reporting agency for purposes of assisting in
the collection of such indebtedness, provided that the provisions of
38 U.S.C. 3701(g)(4) have been met.
23. Any information in this system such as notice of renewal,
reinstatement, premium due, lapse actions, miscellaneous insurance
instructions, disposition of dividends, policy loans and transfer of
records may be disclosed to VA Federal fiduciaries of incompetent
veterans in order to advise the fiduciaries of current actions to be
taken in connection with ownership of U.S. Government life insurance
policies and to enable them to properly perform their duties as
fiduciaries.
24. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
25. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
26. Identifying information, except for the name and address of a
veteran, may be disclosed to a Federal, State, County or Municipal
agency for the purpose of conducting computer matches to obtain
information to validate the entitlement of a veteran who is receiving
or has received veterans insurance benefits under Title 38, United
States Code. The name and address of a veteran may also be disclosed
to a Federal agency under this routine use if they are required by the
Federal agency to respond to the VA inquiry.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored on magnetic tape, microfilm, microfiche, disks, and
paper documents including computer lists and punched cards.
Retrievability:
All manual and automated insurance records are retrievable by the
insurance file number, using name, social security number, VA file
number, and date of birth as additional identifying information.
Safeguards:
1. Physical security. a. All VA facilities are protected by the
Federal Protective Service or other security personnel. All file areas
are restricted to authorized personnel on a need-to-know basis. Areas
containing paper records are protected by a sprinkler system. Paper
records pertaining to employees and public figures, or otherwise
sensitive files, are stored in locked files. Microfilm records are
stored in a locked, fireproof, humidity-controlled vault. Automated
records which are not in use at the Benefit Delivery Center are stored
in secured, locked vault areas.
b. Access to VA Benefits Delivery Center is restricted to Center
employees, custodial personnel, and Federal Protective Service or
other security personnel. Access to computer rooms is restricted to
authorized operational personnel through electronic locking devices.
All other persons gaining access to computer rooms are escorted by an
individual with authorized access.
c. At Regional Offices and at Regional Office and Insurance Centers,
the video display terminals are protected by password access.
Electronic keyboard locks are activated on security errors. A security
officer at each facility is assigned responsibility for privacy-
security measures, including review of violations logs and local
control and distribution of passwords.
2. System Security. a. At the Benefits Delivery Center, identification
of magnetic tapes and disks containing data is rigidly enforced using
manual and automated labeling techniques. Access to computer programs
is controlled at three levels: Programming, auditing, and operations.
b. The ITS (Insurance Terminal System) uses the VA data
telecommunications terminal system known as the Benefits Delivery
Network (BDN) which provides computerized access control for security
purposes. This system provides automated recognition of authorized
users and their respective access levels and restrictions through
passwords. Passwords are changed periodically and are restricted to
authorized individuals on a need-to-know basis for system access or
security purposes.
Retention and disposal:
Records are retained and disposed of in accordance with disposition
authorization approved by the Archivist of the United States. The
primary record, the insurance folder, is retained at the VA Regional
Office and Insurance Center until it has been inactive for 36 months;
at which time it is retired to a servicing Federal Archives and
Records Center for 50 years retention and destroyed.
System manager(s) and address:
Director (00), VA Regional Office and Insurance Center, 5000
Wissahickon Avenue, Philadelphia, Pennsylvania 19101.
Notification procedure:
Any individual who wishes to determine whether a record is being
maintained in this system under his or her name or other personal
identifier, or who has a routine inquiry concerning the status of his
or her insurance under this system may contact the nearest VA Regional
Office. Requests concerning the specific content of a record must be
in writing or in person to the VA Regional Office and Insurance Center
at Philadelphia, Pennsylvania, or St. Paul, Minnesota, where the
insurance folder is maintained. The inquirer should provide full name
of the veteran, insurance file number, and date of birth. If insurance
file number is not available, the social security number, service
number, VA claim number, and/or location of insurance records. Address
locations of VA facilities are listed in VA Appendix 1 at the end of
this document.
Record access procedures:
Individuals desiring access to, and contesting of, VA records should
write to the VA Regional Office and Insurance Center at Philadelphia,
Pennsylvania, or St. Paul, Minnesota.
Contesting record procedures:
(See Records access procedures above.)
Record source categories:
The veteran or someone acting on the behalf of the veteran; other
Federal agencies, State and local agencies, VA records; VA and private
physicians, VA and private medical facilities, accredited service
organization representatives, VA-claims agents, and the Red Cross, VA
Federal fiduciaries; financial institutions, beneficiaries; the Retail
Credit Corporation, commercial insurance companies, undertakers and
the general public.
37VA27
System name: VA Supervised Fiduciary and Beneficiary Records--
VA.
System location:
Records are maintained at VA regional offices. These records are
generally maintained by the regional office activity having
jurisdiction over the area in which the VA beneficiary resides and at
the Philadelphia Data Processing Center. Address locations of VA field
stations and the Data Processing Center are listed in VA Appendix 1.
Categories of individuals covered by the system:
The following categories of individuals are covered by this system:
(1) A VA beneficiary (i.e., a veteran or a non-veteran adult who
receives VA monetary benefits, lacks the mental capacity to manage his
or her own financial affairs regarding disbursement of funds without
limitation and is either rated incompetent by the VA or adjudged to be
under a legal disability by a court of competent jurisdiction; or a
child who has not reached majority under State law who receives VA
monetary benefits); (2) a VA-supervised fidicuary (i.e., (a) a VA
Federal fiduciary: A person or entity appointed by the VA to serve as
payee of VA monetary benefits for an incompetent VA beneficiary (to
include legal custodians, spouse payees, superintendents of Indian
reservations and custodians-in-fact); and (b) a person or legal entity
appointed by a State or foreign court to supervise the person and/or
estate of a VA beneficiary adjudged to be under a legal disability
(the statutory title of a court-appointed fiduciary may vary from
State-to-State)); (3) a chief officer of a hospital treatment,
domiciliary, institutional or nursing home care facility wherein a
veteran, rated incompetent by the VA, is receiving care and who has
contracted to use the veteran's VA funds in a specified manner; and
(4) a supervised direct-payee beneficiary (i.e., an incompetent adult
who receives VA monetary benefits directly while under the immediate
supervision of the VA).
Categories of records in the system:
The PGF (Principal Guardianship Folder) is the major record in this
system. The PGF may include: (1) Field examination reports (i.e., VA
Forms 27-4716a or 27-3190, Field Examination Request and Report, which
contains a VA beneficiary's name, address, social security number, VA
file number and an assessment of the VA beneficiary's ability to
handle VA and non-VA funds, ability to function with his or her
family, economic and social adjustment data, and information regarding
activities, name and address of a VA-supervised fiduciary); (2)
correspondence from and to the VA beneficiary, a VA-supervised
fiduciary, and other interested third parties; (3) medical records
(i.e., medical and social work service reports generated in VA, State,
local and private medical treatment facilities and private physicians'
offices indicating the medical history of the VA beneficiary including
diagnosis, treatment and nature of physical or mental disability); (4)
financial records (e.g., accountings of a VA beneficiary's expenses,
amount of monthly benefits received, amounts claimed for commissions
by the VA-supervised fiduciary, certificates of balance from financial
institutions, and withdrawal agreements between the VA, financial
institutions and the VA-supervised fiduciary); (5) court documents
(e.g., petitions, court orders, and depositions); and (6) contractual
agreements to serve as a VA Federal fiduciary. Prior to the formal
establishment of a PGF or where there is no local PGF at the field
station, the above listed records or information may be maintained in
files denominated ``veterans' files'' and/or ``correspondence files.''
Authority for maintenance of the system:
Title 38, United States Code, Chapter 3, section 210(c); title 38,
United States Code, Chapter 55.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
3. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
4. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
5. The name and address of a veteran may be disclosed to any nonprofit
organization if the release is directly connected with the conduct of
programs and the utilization of benefits under title 38 (such
disclosures include computerized lists of names and addresses).
6. Any information in this system, including name, address, social
security number, VA file number, medical records, financial records
and field examination reports of a VA beneficiary, and the name,
address and information regarding the activities of a VA-supervised
fiduciary or beneficiary may be disclosed at the request of the VA
beneficiary or fiduciary to a Federal, State or local agency in order
for the VA to obtain information relevant to a VA decision concerning
the payment and usage of funds payable by the VA on behalf of a
beneficiary, or to enable the VA to assist a beneficiary or VA-
supervised fiduciary in obtaining the maximum amount of benefits for
the VA beneficiary from a Federal, State, or local agency.
7. The name and address of a VA beneficiary, VA rating of
incompetency, and the field examination report may be disclosed to a
Federal agency, upon its official request, in order for that agency to
make decisions on such matters as competency and dependency in
connection with eligibility for that agency's benefits. This
information may also be disclosed to a State or local agency if the
information pertains to a VA beneficiary who is not a veteran, or if
the name and address of the veteran is provided beforehand.
8. Any information in this system, including medical records,
financial records, field examination reports, correspondence and court
documents may be disclosed in the course of presenting evidence to a
court, magistrate or administrative tribunal in matters of
guardianship, inquests and commitments; and to probation and parole
officers in connection with court required duties.
9. Any information in this system may be disclosed to a VA or court-
appointed fiduciary in order for that fiduciary to perform his or her
duties, provided this information will only be released when the
disclosure is for the benefit of the beneficiary. Any information in
this system may also be disclosed to a proposed fiduciary in order for
the VA to consider a fiduciary for a beneficiary.
10. Any information in this system including medical records,
correspondence records, financial records, field examination reports
and court documents may be disclosed to an attorney employed by the
beneficiary, or to a spouse, relative, next friend or to a guardian ad
litem representing the interests of the beneficiary, provided the name
and address of the beneficiary is given beforehand and the disclosure
is for the benefit of the beneficiary.
11. Any information in this system may be disclosed to the Department
of Justice and to U.S. Attorneys in defense or prosecution of
litigation involving the United States and to Federal agencies upon
their official request in connection with review of administrative
tort claims filed under the Federal Tort Claims Act, 28 U.S.C. 2672.
12. Any information in this system including available identifying
information regarding the debtor, such as the name of the debtor, last
known address of the debtor, name of the debtor's spouse, social
security account number, VA insurance number, VA file number, place of
birth and date of birth of debtor, name and address of debtor's
employer or firm and dates of employment, may be disclosed to other
Federal agencies, State probate courts, State drivers license bureaus,
State automobile title and license bureaus and the General Accounting
Office in order to obtain current address, locator and credit report
assistance in the collection of unpaid financial obligations owed the
United States. The purpose is consistent with the Federal Claims
Collection Act of 1966 and 38 U.S.C. 3301(b)(6).
13. Any information in this system relating to the adjudication of
incompetency of a VA beneficiary either by a court of competent
jurisdiction or by the VA may be disclosed to a lender or prospective
lender participating in the VA Loan Guaranty Program who is extending
credit or proposing to extend credit on behalf of a veteran in order
for the VA to protect incompetent veterans from entering into unsound
financial transactions which might deplete the resources of the
veteran and to protect the interests of the Government giving credit
assistance to a veteran.
14. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
15. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The PGF, veterans files and correspondence files are maintained on
paper documents in case folders, automated storage media (e.g.,
magnetic tape, computer lists and punch cards) and on file cards.
Information on VA-supervised fiduciaries and beneficiaries is
maintained on paper documents in the PGF and on file cards.
Retrievability:
Paper documents and automated storage media are indexed by name and
file number of the VA beneficiary. File cards containing information
on VA-supervised fiduciaries are indexed by name of fiduciary.
Safeguards:
The individual case folders, computer lists and file cards are
generally kept in steel file cabinets when not in use. The cabinets
are located in areas which are locked after work hours. Access to
these records is restricted to authorized VA personnel on a ``need to
know'' basis. Magnetic tape, when not in use, is maintained under lock
and key in areas accessed only by authorized VA personnel on a ``need
to know'' basis.
Retention and disposal:
Paper documents, computer lists, punch cards and file cards are
destroyed anywhere from 60 days after receipt to 2 years after VA
supervision has ceased, depending on the type of record or document.
The PGF is destroyed 2 years after the case becomes inactive.
Information contained on magnetic tape is automatically purged 2 years
after the case becomes inactive. A record is determined inactive when
it comes under the provisions of the Veterans Services Division
General Operations Manual, M27-1, part 3, section 1, chapter 8,
paragraphs 8.23-8.42.
System manager(s) and address:
Director, Veterans Assistance Service (27), VA Central Office,
Washington, DC 20420.
Notification procedure:
Any 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 records should
submit a written request or apply in person to the nearest VA regional
office or center. Addresses for VA regional offices and centers may be
found in VA Appendix 1. All inquiries must reasonably identify the
system of records involved, e.g., guardianship file. Inquiries should
include the individual's full name, VA file number and return address.
If the VA file number is not available, then as much of the following
information as possible should be forwarded: Full name, branch of
service, dates of service, service numbers, social security number,
and date of birth.
Record access procedures:
Individuals seeking information regarding access to and contesting of
VA records in this system may write, call or visit the nearest VA
regional office.
Contesting record procedures:
(See Record access procedures above.)
Record source categories:
The VA beneficiary, the VA beneficiary's dependents, VA-supervised
fiduciaries, field examiners, estate analysts, third parties, other
Federal, State and local agencies, and VA records.
38VA23
System name: Veterans and Beneficiaries Identification and
Records Location Subsystem--VA.
System location:
Records are maintained at the VA Data Processing Center, 1615 East
Woodward Street, Austin, TX, 78722; VA Central Office, 810 Vermont
Avenue, NW, Washington, DC 20420; VA Records Processing Center, PO Box
5020, St. Louis, MO 63115 and at Neosho, MO.
Categories of individuals covered by the system:
The following categories of individuals will be covered by the system:
(1) Veterans who applied for VA benefits (e.g., compensation,
pension,, rehabilitation and education, U.S. Government life
insurance, National Service life insurance, and medical and dental
care); (2) veterans discharged from military service since March 1973;
(3) veterans because of whose military service benefits have been
sought by others (e.g., beneficiaries (spouse, children or parents)
who have applied for or who are receiving or have received VA benefits
(i.e., insurance awards, education, burial benefits)); (4) Medal of
Honor recipients; and (5) service members who have established
accounts from which future applications for VA educational benefits
under title 38, United States Code, Chapter 32 may be used.
Categories of records in the system:
The record, or information contained in the record may include (1)
identifying information, (2) military discharge information, (3) date
of death, (4) VA claims and insurance file numbers, (5) records
location and (6) cross-references to beneficiaries of a veteran and to
other names used by the veteran. Identifying information may include
the following concerning the veteran: Full name, social security
number, service number, date of birth, entry and release from active
duty, character of service, and branch of service. Military discharge
information may include sex, total amount of active service, the
dollar amount of readjustment or severance pay, number of nonpaydays,
pay grade, narrative reason for separation and information on whether
the veteran was discharged with a disability, served during the
Vietnam Conflict, reenlisted in the military service, or received a
Purple Heart award.
Authority for maintenance of the system:
Title 38, United States Code, Chapter 3, section 210(c)(1)
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 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 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 with 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 to a State or local
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision on: The hiring, transfer or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance or continuance of a license,
grant or other benefit by that agency; provided, that if the
information pertains to a veteran, the name of the veteran will not be
disclosed unless the name is provided first by the requesting State or
local agency.
4. Any information in this system, except for the name of a veteran,
may be disclosed to a Federal agency in order for the VA to obtain
information relevant to the issuance of a benefit under title 38,
United States Code. The name of a veteran may be disclosed to a
Federal agency under this routine use if the name is required by the
Federal agency to respond to the VA inquiry.
5. Any information in this system, except for the name of a veteran,
which is relevant to a suspected violation or reasonably imminent
violation of law, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to a Federal,
State, local or foreign agency charged with the responsibility of
investigating or prosecuting such violation, or charged with enforcing
or implementing the statute, rule, regulation or order issued pursuant
thereto.
6. The name of a veteran, which is relevant to a suspected violation
or reasonably imminent violation of law, whether civil, criminal or
regulatory in nature and whether arising by general or program statute
or by regulation, rule or order issued pursuant thereto, may be
disclosed to a Federal agency charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, regulation, rule or order issued pursuant
thereto, in response to its official request.
7. The name of a veteran, which is relevant to a suspected violation,
or reasonably imminent violation of law concerning public health or
safety, whether civil, criminal or regulatory in nature and whether
arising by general or program statute or by regulation, rule or order
issued pursuant thereto, may be disclosed to any foreign, State or
local governmental agency or instrumentality charged under applicable
law with the protection of the public health or safety if a qualified
representative of such organization, agency or instrumentality has
made a written request that the name be provided for a purpose
authorized by law.
8. Any information, including the name of a veteran, may be disclosed
to any nonprofit organization if the release is directly connected
with the conduct of programs and the utilization of benefits under
title 38 U.S.C. (such disclosures include computerized lists of
names).
9. The file number and folder location may be disclosed to the
Railroad Retirement Board (RRB) pursuant to its standing request. This
information is used by the RRB to obtain information from VA
compensation, pension, or education records in accordance with the
Railroad Retirement Act of 1937, section 228.1(i).
10. Any information in this system may be disclosed to components of
the Armed Forces such as the National Personnel Record Center (NPRC)
and the U.S. Army Reserve Components Personnel and Administration
Center (RCPAC) in accordance with its standing request. This
information is used to aid in rebuilding lost military service records
and to upgrade the character of discharge or to correct or complete
military records.
11. Identifying information, the claims file number and folder
location may be disclosed to the National Research Council, National
Academy of Sciences, in accordance with its standing request. This
information is used in medical studies for the VA or another Federal
agency as approved by the Chief Medical Director.
12. Identifying information, the claims file number and folder
location may be disclosed to the U.S. Treasury upon its official
request. This information is used to obtain the necessary information
to return U.S. savings bonds to veterans which are currently in the
safekeeping of the U.S. Treasury.
13. A veteran's claims or insurance file number and folder location
may be disclosed to accredited service organization representatives,
VA-approved claims agents and attorneys acting under a declaration of
representation so that these individuals can aid veterans in the
preparation, presentation, and prosecution of claims under the laws
administered by the VA.
14. Identifying information, the claims file number and folder
location may be disclosed to research facilities provided the name of
the veteran is furnished by the requestor. The purpose of this
disclosure is for such research facilities to obtain information
necessary to assist in the medical studies of the veterans. These
studies must be approved by the VA Chief Medical Director.
15. Identifying information, the claims file number and folder
location may be disclosed to the Federal Parent Locator Service (PLS)
of the Department of Health and Human Services upon its official
request in accordance with Pub. L. 93-647, which requires disclosure
of this information in order to locate missing parents.
16. The claims file number and the folder location may be disclosed to
a third party requestor who is seeking the current address of the
veteran, in order to refer the requestor to the VA regional office
where the veteran's folder is located and to assist the regional
office in conducting a blind mailing in accordance with 38 CFR
1.518(c). The file number and folder location may be disclosed to a
third party requestor who is seeking the current address of or
information about a veteran, in order to (1) refer the requestor to
the VA regional office or insurance center where the veteran's folder
is located to assist such office or center in conducting a blind
mailing in accordance with 38 CFR 1.1518(c) or (2) aid in the
efficient Agency records maintenance functions of associating and
collating correspondence with existing records.
17. Identifying information, except for the name of a veteran, may be
disclosed to a Federal, State, County or Municipal agency for the
purpose of conducting computer matches to obtain information to
validate the entitlementof a veteran who is receiving or has received
veterans insurance benefits under Title 38, United States Code. The
name of a veteran may also be disclosed to a Federal agency under this
routine use if they are required by the Federal agency to respond to
the VA inquiry.
18. The name and address of a prospective, present, or former
accredited representative, claims agent or attorney and any
information concerning such individual relating to a suspension,
revocation, or potential suspension or revocation of that individual's
privilege of remote access to Veterans Benefits Administration
automated claim records, may be disclosed to any recognized service
organization with which the accredited representative is affiliated,
and to any entity employing the individual to represent veterans on
claims for veterans benefits.
19. The name and address of a former accredited representative, claim
agent or attorney, and any information concerning such individual,
except a veterans' name and home address, which is relevant to a
revocation of remote access privileges to Veterans Benefits
Administration automated claim records may be disclosed to an
appropriate governmental licensing organization where VA determines
that the individual's conduct which resulted in revocation merits
reporting.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The basic file is on automated storage media (e.g., magnetic tapes and
disks), with backup copies of the information on magnetic tape. Such
information may be accessed through a data telecommunication terminal
system designated the Benefits Delivery Network (BDN). BDN terminal
locations include VA Central Office, regional offices, VBA Debt
Management Center, some VA health care facilities, Department of
Defense Finance and Accounting Service Centers and the U.S. Coast
Guard Pay and Personnel Center. An adjunct file (at the Records
Processing Center in St. Louis, MO) contains microfilm and paper
documents of former manual Central Index claims numbers registers,
partial files of pensioners with service prior to 1930, personnel with
service between 1940 and 1948 with VA insurance, and partial lists of
other Armed Forces personnel indexed by service number. A duplicate of
the microfilm is also located at VA Central Office.
Remote on-line access is also made available to authorize
representatives of claimants and to attorneys of record for claimants.
A VA claimant must execute a prior written consent or a power of
attorney authorizing access to his or her claims records before VA
will allow the representative or attorney to have access to the
claimant's automated claims records. Access by representatives and
attorneys of record is to be used solely for the purpose of assisting
an individual claimant whose records are accessed in a claim for
benefits administered by VA.
Retrievability:
Information is retrievable by the use of name only, name and one or
more numbers (service, social security, VA claims file and VA
insurance file), name and one or more criteria (e.g., dates of birth,
death and service), number only, or initials or first five letters of
the last name with incorrect file number.
Safeguards:
Access to the basic file in the Austin DPC (Data Processing Center) is
restricted to authorized VA employees and vendors. Accredited service
organization representatives, VA-approved claims agents and attorneys
acting under a declaration of representation so that these individuals
can aid veterans in the preparation, presentation, and prosecution of
claims under the laws administered by VA are provided read-only
access.
Access to BDN data telecommunications network is by authorization
controlled by the site security officer who is responsible for
authorizing access to the BDN by a claimant's representative or
attorney approved for access in accordance with VA regulations. The
site security officer is responsible for ensuring that the hardware,
software and security practices of a representative or attorney
satisfy VA security requirements before granting access. The security
requirements applicable to access to automated claims files by VA
employees also apply to access to automated claims files by claimants'
representatives or attorneys. The security officer is assigned
responsibility for privacy-security measures, especially for review of
violation logs, information logs and control of password distribution,
including password distribution for claimants' representatives.
Access to the computer room where the basic file is maintained within
the DPC is further restricted to authorized VA employees and vendor
personnel on a ``need to know'' basis and is protected from
unauthorized access by an alarm system, the Federal Protective
Service, and VA security personnel. As to access to Target terminals,
see Safeguards, Compensation, Pension, Education, and Rehabilitation
Records--58VA21/22. Authorized terminals with access to the VBA
Benefits Delivery Network are located only at VA regional officers, VA
medical facilities, VA Central Office, VBA Debt Management Center,
National Cemetery System facilities, Railroad Retirement Board through
the Chicago Regional Office, the National Personnel Records Center,
the U.S. Army Reserve Components Personnel and Administration Center
at St. Louis, MO, and at remote sites nationwide. The adjunct file is
accessible for official use only by personnel assigned to Systems
Development Service (20M4), VA Central Office, Washington, DC, and the
Administrative Division at VA Records Processing Center, St. Louis,
MO.
Retention and disposal:
Records are maintained on magnetic tape, disks, microfilm or paper
documents and are retained and disposed of in accordance with
disposition authorization approved by the Archivist of the United
States.
System manager(s) and address:
Director, VBA Systems Development Service (20M4, VA Central Office,
810 Vermont Avenue, NW, Washington, DC 20420.
Notification procedure:
Any 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 record should
submit a written request or apply in person to the nearest VA regional
office or center. Addresses for these offices may be found in VA
Appendix 1. Inquiries should include the individual's full name and VA
claims file number. If the VA claims file number is not available,
then as much of the following information concerning the service
person as possible should be furnished: Social security number,
service number, branch of service, dates of service, date of birth or
date of death.
Record access procedures:
Individuals seeking information regarding access to and contesting of
VA records in this system may write, call or visit the nearest VA
regional office.
Contesting record procedures:
(See Record access procedures above.)
Record source categories:
Information contained in the records is obtained from veterans'
military separation documents, veterans, VA records, the Railroad
Retirement Board and other Federal agencies.
39VA047
System name: Veterans and Dependents Inactive Award Account
Records-VA.
System location: VA regional offices and centers, finance division.
Categories of individuals covered by the system: Veterans and/or
dependents.
Categories of records in the system: A record of all payments made to or
on behalf of an individual veteran and/or dependents.
Authority for maintenance of the system: Title 38, United States Code,
Chapers 11, 13, 15, 19, 23, 31, 34, 35 & 36.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed as a
``routine use to a Federal, State or local agency maintaining civil,
criminal or other relevant information, such as current licenses, if
necessary to obtain information relevant to an agency decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the letting of a contract, or the issuance of a
license, grant or other benefits.
3. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
4. To clarify disputed accounts, overpayment cases, furnishing
abstract of payments, data on months of education entitlement used,
and verification of payments made.
5. Relevant information from this system of records, including the
nature and amount of a financial obligation, may be disclosed as a
routine use, in order to assist the Veterans Administration in the
collection of unpaid financial obligations owed the VA, to a debtor's
employing agency or commanding officer so that the debtor-employee may
be counseled by his or her Federal employer or commanding officer.
This purpose is consistent with 5 U.S.C. 5514, 4 CFR 102.5, and
section 206 of Executive Order 11222 of May 8, 1965 (30 FR 6469).
6. Relevant information from this system of records, including
available identifying data regarding the debtor, such as name of
debtor, last known address of debtor, name of debtor's spouse, social
security account number of debtor, VA insurance number, VA loan
number, VA claim number, place of birth and date of birth of debtor,
name and address of debtor's employer or firm and dates of employment,
may be disclosed to other Federal agencies, State probate courts,
State drivers license bureaus, and State automobile title and license
bureaus as a routine use in order to obtain current address, locator
and credit report assistance in the collection of unpaid financial
obligations owed the U.S. This purpose is consistent with the Federal
Claims Collection Act of 1966 (Pub.L. 89-508, 31 U.S.C. 951-953) and 4
CFR parts 101-105.
7. 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.
8. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections condutced under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Microfilm.
Retrievability: Name and claim number.
Safeguards: Access to microfilm files is restricted to VA employees. The
records are protected from outside access by the Federal Protective
Service.
Retention and disposal: Microfilm records are retained indefinitely.
System manager(s) and address: Controller (047), Veterans Administration
Central Office, Washington, DC 20420.
Notification procedure: Individuals seeking information concerning
existence of a record pertaining to themselves must submit a written
request or apply in person to the nearest VA regional office or
center. Addresses for VA regional offices and centers may be found
in VA Appendix 1 at the end of this document.
Individuals must reasonably identify the benefit payment or system of
records involved, i.e., Education, Compensation and Pension,
Insurance. Inquiries should include the individual's full name, VA
file number and return address.
Record access procedures: Veterans, beneficiaries or duly authorized
representatives seeking information regarding access to and
contesting of VA records may write, call or visit the nearest VA
regional office or center.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories: VA Benefit Payment Records.
40VA42
System name: Veterans and Dependents (Living and Deceased)
National Cemetery System, Correspondence and Inquiry File-VA.
System location: VA Central Office and the National Cemetery wHere
veteran or his dependent is interred. Address locations are listed
in VA Appendix 1 at the end of this document.
Categories of individuals covered by the system: Veterans and their
dependents both living and deceased.
Categories of records in the system: Military service data, inquiries as
to burial location, details on issuance of headstone or marker; data
on gravesite reservation and other miscellaneous inquiries relating
to the burial of the deceased.
Authority for maintenance of the system: Pub. L. 93-43 dated June 18,
1973 ``National Cemeteries Act of 1973.''
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. A record from this system of records may be disclosed as a
``routine use'' to a foreign government allied with the U.S. during
war, or a Federal, State or local agency maintaining civil, criminal
or other pertinent information or military service data, if necessary
to obtain information relevant to an agency decision concerning
eligibility for burial or a reservation in a National Cemetery or the
issuance of a Government headstone to mark a grave.
2. A record from this system of records may be disclosed to a Federal
agency in response to its request in connection with the granting of a
benefit to a veteran (including active duty personnel) or a dependent
by the requesting agency, to the extent that the information is
relevant and necessary to the requesting agency's decision on the
matter.
3. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
4. 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.
5. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents.
Retrievability: Alphabetically by name.
Safeguards: Released only to the person concerned or the next-of-kin
upon receipt of proper identification.
Retention and disposal: Retire to Federal Records Center after 2 years,
destroy 25 years thereafter.
System manager(s) and address: Director (42), National Cemetery System,
VA Central Office, Washington, DC 20420.
Notification procedure: (See System Manager above.)
Record access procedures: (See System Manager above.)
Contesting record procedures: (See System Manager above.)
Record source categories: Family members of the deceased, official
military records and VA claim files.
41VA41
System name: Veterans and Dependents National Cemetery Gravesite
Reservation Records-VA.
System location: Veterans Administration Central Office and the National
Cemetery where reservation is made. Address locations are listed in
VA Appendix 1 at the end of this document.
Categories of individuals covered by the system: Veterans and their
dependents.
Categories of records in the system: Military service data, name and
address of individual; data on gravesite reservation.
Authority for maintenance of the system: Pub. L. 93-43 dated June 18,
1973 ``National Cemeteries Act of 1973''.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. A record from this system of records may be disclosed as a
``routine use'' to a foreign government allied with the U.S. during
war, or a Federal, State or local agency maintaining civil, criminal
or other pertinent information or military service data, if necessary
to obtain information relevant to an agency decision concerning
eligibility for burial or a reservation in a National Cemetery or the
issuance of a Government headstone to mark a grave.
2. A record from this system of records may be disclosed to a Federal
agency in response to its request in connection with the granting of a
benefit to a veteran (including active duty personnel) or a dependent
by the requesting agency, to the extent that the information is
relevant and necessary to the requesting agency's decision on the
matter.
3. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potenial violation of
law, whether civil, criminal or regulatory in nature, and whether
arising by general staute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
4. 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.
5. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents and magnetic tape.
Retrievability: Alphabetically by name and reservation survey date.
Safeguards: Released only to the person concerned or the next-of-kin
upon receipt of proper.
Retention and disposal: Paper records are destroyed after interment;
automated record is erased after reservation is used or cancelled.
System manager(s) and address: Director (41), National Cemetery System,
Veterans Administration Central Office, Washington, DC 20420.
Notification procedure: Same as System Manager.
Record access procedures: Same as System Manager.
Contesting record procedures: (See System Manager above.)
Record source categories: Reservee involved and official military
records.
42VA41
System name:Veterans and Dependents National Cemetery Interment
Records-VA.
System location: VA Central Office, and the National Cemetery where
veteran or his dependent is interred. Address locations are listed
in VA Appendix 1 at the end of this document.
Categories of individuals covered by the system: Deceased veterans and
their dependents.
Categories of records in the system: Military service data, name and
address of next-of-kin, burial location and cemetery burial services
data.
Authority for maintenance of the system: Pub. L. 93-43 dated June 18,
1973 ``National Cemeteries Act of 1973''.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. A record from this system of records may be disclosed as a
``routine use'' to a foreign government allied with the U.S. during
war, or a Federal, State or local agency maintaining civil, criminal
or other pertinent information or military service data, if necessary
to obtain information relevant to an agency decision concerning
eligibility for burial or a reservation in a National Cemetery or the
issuance of a government headstone to mark a grave.
2. A record from this system of records may be disclosed to a Federal
agency in response to its request in connection with the granting of a
benefit to a veteran (including active duty personnel) or a dependent
by the requesting agency, to the extent that the information is
relevant and necessary to the requesting agency's decision on the
matter.
3. To reply to inquiries, written and verbal, from family members and
friends.
4. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
5. 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.
6. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents and microfilm.
Retrievability: Alphabetically by name.
Safeguards: Released only to the person concerned or the next-of-kin
upon receipt of proper identification.
Retention and disposal: Retained permanently.
System manager(s) and address: Director (41), National Cemetery System,
VA Central Office, Washington, DC 20420.
Notification procedure: (See System Manager above.)
Record access procedures: (See System Manager above.)
Contesting record procedures: (See System Manager above.)
Record source categories: The veteran, family members of the deceased,
official military records, and VA claims records.
43VA71
System name: Veterans, Dependents of Veterans, and VA
Beneficiary Survey Records--VA.
System location: Tape and disk records are maintained at the VA Data
Processing Center (DPC), 1615 Woodward Street, Austin, Texas 78772;
at VA Central Office, 810 Vermont Avenue, NW, Washington, DC 20420;
or with private contractors acting as agents of the VA. Paper
records are stored at the Washington National Records Center (WNRC)
or with private contractors acting as agents of the VA.
Categories of individuals covered by the system: The following
categories of individuals are covered by this system: (1) Veterans,
(2) dependents of veterans, and (3) other VA beneficiaries.
Categories of records in the system: Records (or information contained
in records) in this system may include: (1) Name, (2) social
security number, (3) date of birth, (4) basic demographic data, (5)
data on satisfaction with specific VA benefits or services, and (6)
employment and earnings data.
Authority for maintenance of the system:Title 38, United States Code,
Chapter 3, Sections 210 and 219.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are stored on magnetic tape and/or paper documents.
Retrievability: Records may be retrieved by name, social security
number, date of birth, other potentially unique identifier, or a
combination of identifiers which are unique when used in
combination.
Safeguards: Access to the tape copies at the VADPC is restricted to
authorized VA employees. Access to the computer room where the tapes
are maintained within the DPC is further restricted to authorized VA
employees on a ``need-to-know`` basis and is protected from
unauthorized access by an alarm system, the Federal Protective
Service, and VA security personnel. Access to the duplicate tapes at
Central Office, when such tapes exist, is restricted to authorized
VA employees on a ``need-to-know`` basis. The tapes are maintained
in a locked drawer and protected from outside access by the Federal
Protective Service and VA security personnel.
The paper records are maintained in a locked room at the WNR and are
protected from outside access by the Federal Protective Service. Both
peper and tape records maintained by contractors are held in equally
secured conditions.
Retention and disposal:
Paper records (questionnaires) are sent to storage in the WNRC; or
held by contractors and are retained for 10 years, subject to review
at 3 years intervals, and then destroyed by burning or shredding. The
magnetic tapes retained by the Office of Information Management and
Statistics, the VADPC, or contractors, are subject to review at 3 year
intervals; final disposition is by erasure of the magnetic tape.
System manager(s) and address: Director, Statistical Policy and Research
Service (71), VA Central Office, Washington, DC 20420.
Notification procedures: An individual who wishes to determine whether a
record is being maintained by the Director, Statistical Policy and
Research Service (71), under his or her name or other personal
identifier or wants to determine the contents of such records should
submit a written request or apply in person to the Director,
Statistical Policy and Research Service (71). The individual seeking
this information would have to prove his or her identity and must
present the following information: The name of the survey in
question and approximate date of the survey, social security and/or
VA claim number, full name and birth date.
Record access procedure: Individuals (or authorized representatives)
desiring access to, and contesting of, VA records may write to the
Director, Statistical Policy and Research Service (71), VA Central
Office, 810 Vermont Avenue, NW, Washington, DC 20420.
Contesting record procedures: See Records access procedures above.
Record source categories: Information in the record is obtained from
survey questionnaires provided by veterans, dependents, or VA
beneficiaries in the survey sample and from veterans, dependents, or
VA beneficiaries on particular VA benefit rolls.
44VA01
System name: Veterans Appellate Records System--VA.
System location:
Board of Veterans Appeals, Department of Veterans Affairs, 810 Vermont
Avenue, NW, Washington, DC, 20420, and its contractor, Promisel &
Korn, Inc., 7201 Wisconsin Avenue, Suite 480, Bethesda, MD 20814.
Categories of individuals covered by the system:
Veterans and other appellants and their representatives, Members of
Congress, witnesses, Board Members, Board staff attorneys, and Board
staff paralegals.
Categories of records in the system:
Brieffaces (VA Forms 1-4030), copies of Board Veterans Appeals
decisions, copies of correspondence concerning appeals, verbatim
recordings of hearings, computerized VA records folder and briefface
locator tracking system, microfiche decision locator table, decision
index, and employee productivity information.
Authority for maintenance of the system:
38 U.S.C. 4001(a), 4004; 5 U.S.C. 552
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Disclosure to law enforcement personnel and security guards in
order to alert them to the presence of dangerous persons.
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
3. A record from this system of records may be disclosed to a veteran
claimant or a third party claimant (e.g., a veteran's survivors of
dependents) to the extent necessary for the development of that
claimant's claim for VA benefits.
4. 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.
5. Disclosure may be made to NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
Note: Any record maintained in this system of records which may
include information relating to drug abuse, alcoholism or alcohol
abuse, infection with the human immunodeficiency virus or sickle cell
anemia will be disclosed pursuant to an applicable routine use for the
system only when permitted by 38 U.S.C. 4132 and 42 U.S.C. 290dd-3 and
290ee-3.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in filing folders, filing cabinets, microfiche,
computer disks, and computer tape.
Retrievability:
By veteran's name, VA file number, or BVA archive citation number.
Safeguards:
Files are under custody of designated employees with access limited to
employees of Board of Veterans Appeals and its contractor who have a
need to know the contents of the system of records in order to perform
their duties. Personal identifiers are removed for all archived BVA
decisions and other records in this system before they are made
available to the public by VA. Files kept by the contractor are in a
locked safe in locked rooms in a secured building.
Retention and disposal:
Records are retained in accordance with records retention standards
approved by the Archivist of the United States, the National Archives
and Records Administration, and published in Agency Records Control
Schedules. Records are destroyed by shredding, burning, or by erasing
the magnetic media. Automated storage media is retained and disposed
of in accordance with disposition authorization approved by the
Archivist of the United States.
System manager(s) and address:
Chairman (01), Board of Veterans Appeals, 810 Vermont Avenue, NW,
Washington, DC 20420.
Notification procedure:
An individual desiring to know whether this system of records contains
a record pertaining to him or her, how he or she may gain access to
such a record, and how he or she may contest the content of such a
record may write to the following address: Privacy Act Officer (01C1),
Board of Veterans Appeals, 810 Vermont Avenue, NW, Washington, DC
20420. The following information, or as much as is available, should
be furnished in order to identify the record: Name of veteran, name of
appellant other than the veteran (if any), and Department of Veterans
Affairs file number. For information about hearing transcripts or tape
recordings, also furnish the date, or the approximate date, of the
hearing.
Record access procedure:
Individuals seeking information regarding access to information
contained in this system of records may write, call or visit the Board
of Veterans Appeals Freedom of Information Act Officer whose address
and telephone number are as follows: Freedom of Information Act
Officer (01C1), Board of Veterans Appeals, 810 Vermont Avenue, NW,
Washington, DC 20420, (202) 233-3365.
Contesting record procedures:
(See notification procedures above.)
Record source categories:
VA Claims, insurance, loan guaranty, vocational rehabilitation,
education, hospital records, and outpatient clinic records folders and
associated folders; Board of Veterans Appeals records; data presented
by appellants and their representatives at hearings and in briefs and
correspondence; and data furnished by Board of Veterans Appeals
employees.
45VA23
System name: Veterans Assistance Discharge System (VADS)-VA.
System location:
Records are maintained at the VA Data Processing Center, 1615 East
Woodward Street, Austin, Texas 78772.
Categories of individuals covered by the system:
Individuals (veterans only) released from active military service from
March, 1973, for whom separation documents (i.e., DD Form 214, 215)
were received in the Data Processing Center, Austin, Texas.
Categories of records in the system:
The record, or information contained in the record may include
identifying information and military discharge information.
Identifying information may include the following concerning the
veteran: Full name, social security number, service number, dates of
birth. Military discharge information generally includes the primary
military occupational specialty number, entry and release from active
duty, character of service, branch of service, and mailing address at
the time of discharge, amount of education (e.g., high school graduate
or equivalent or not high school graduate or equivalent), sex, total
amount of active service, the dollar amount of readjustment or
severance pay, number of nonpaydays, pay grade, narrative reason for
separation and whether the veteran was discharged with a disability,
served in the Vietnam Conflict, reenlisted in the military service or
received a military decoration such as a Purple Heart.
Authority for maintenance of the system:
Title 38, United States Code, Chapter 3, section 210(c).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 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 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 with 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 to a State or local
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision on: The hiring, transfer or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance or continuance of a license,
grant or other benefit by that agency; provided, that if the
information pertains to a veteran, the name and address of the veteran
will not be disclosed unless the name and address is provided first by
the requesting State or local agency.
4. Any information in this system may be disclosed to a Federal
agency, except for the name and address of a veteran, in order for the
VA to obtain information relevant to the issuance of a benefit under
title 38 U.S.C. The name and address of a veteran may be disclosed to
a Federal agency under this routine use if they are required by the
Federal agency to respond to the VA inquiry.
5. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
6. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
7. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
8. Any information, including name and address of a veteran, may be
disclosed to any nonprofit organization if the release is directly
connected with the conduct of programs and the utilization of benefits
under title 38 U.S.C. (such disclosures include computerized lists of
names and addresses).
9. A listing of names and addresses of educationally disadvantaged
veterans residing in a specific geographic area may be disclosed to
VA-approved nonprofit educational facilities in order to aid these
facilities in VA outreach programs by permitting direct contact with
the educationally disadvantaged veteran.
10. Identifying information may be disclosed at the request of the
veteran to accredited service organization representatives, VA-
approved claims agents and attorneys acting under a declaration of
representation so that these individuals can aid veterans in the
preparation, presentation, and prosecution of claims under the laws
administered by the VA. The name and address of a veteran will not,
however, be disclosed to these individuals if the veteran has not
requested the assistance of an accredited service organization, claims
agent or an attorney.
11. The names and addresses and military discharge information (e.g.,
job-related information regarding veterans with a certain primary
occupational specialty number) may be disclosed upon official request
to the Departments of Justice, Labor and to the Department of Health
and Human Services, Operation MEDIHC (Military Experience Directed
Into Health Careers) State coordinators. These disclosures help
veterans who were trained in health and other skills while in the
military to learn of career opportunities.
12. Any information in this system of records may be disclosed to the
Department of Defense Manpower Data Center, upon its official request,
for statistical compilation of information contained on the separation
documents issued by the Department of Defense. Veterans' addresses
which are contained in this system of records may be disclosed to the
Department of Defense Manpower Data Center, upon its official request,
for military recruiting command needs. Department of Defense civilian
personnel offices' mobilization studies and mobilization information,
debt collection, and Individual Ready Reserve (IRR) Units' locator
services.
13. The name, address, date of birth and other identifying data,
including social security numbers, of a male veteran covered by this
system may be released to the Selective Service System for the purpose
of identifying men who served on active military duty, but failed to
register with the Selective Service System upon separation or
discharge from the service; providing the current addresses of
veterans; correcting or supplementing the data which the Selective
Service System receives from Department of Defense separation points;
and ensuring the proper classification of veteraans for induction
purposes in the event of a return to the draft. These records may also
be disclosed as part of an ongoing computer matching program to
accomplish these purposes .
14. Identifying information from this system of records, including
name, mailing address, service discharge date, social security number,
date of birth, service branch, gender, disability status, pay grade,
educational level, date of enlistment and the amount of Servicemen's
Group Life Insurance coverage carried at the time of discharge may be
disclosed to the Office of Servicemen's Group Life Insurance for the
purposes of soliciting applications for life insurance coverage under
the Veteran's Group Life Insurance program.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic tape.
Retrievability:
Records are retrievable by use of the social security number and the
first five letters of the last name.
Safeguards:
Access to the basic file in the Austin DPC (Data Processing Center) is
restricted to authorized VA employees and vendors. Access to the
computer room where the magnetic tape is located within the DPC is
further restricted to specifically authorized employees and is
protected by an alarm system, the Federal Protective Service, and
other VA security personnel.
Retention and disposal:
Records are retained and disposed of in accordance with disposition
authorization approved by the Archivist of the United States.
System manager(s) and address:
Director, Administrative Service (23C), VA Central Office, Washington,
DC 20420.
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 record, should
submit a written request or apply in person to the Director,
Administrative Service (23), VA Central Office, 810 Vermont Avenue NW,
Washington, DC 20420. Inquiries should include the individual's full
name and social security number.
Record access procedures:
Interested persons seeking information regarding access to and
contesting of VA records may write, call or visit the Director,
Administrative Service (23), VA Central Office, 810 Vermont Avenue,
NW, Washington, DC 20420.
Contesting record procedures:
See Record access procedures above.
Record source categories:
The Department of Defense which provides copies to VA of DD Form 214,
Certificate of Release or Discharge from Active Duty, DD Form 215,
Correction to DD Form 214, U.S. Public Health Service which provides
copies to the VA of PHS-1867, Statement of Service--Verification of
Status of Commissioned Officers of the U.S. PHS, and the National
Oceanic and Atmospheric Administration which provides the VA with
copies of ESSA Form 56-16, report of separation, discharge.
46VA00
System name: Veterans, Beneficiaries and Attorneys United States
Government Insurance Award Records-VA.
System location:
Active records are located at the VA Regional Office and Insurance
Centers in Philadelphia, Pennsylvania, and St. Paul, Minnesota.
Inactive records are stored at various servicing Federal Archives and
Records Centers and at the VA Records Processing Center in St. Louis,
Missouri. Some pre-1968 records pertaining to beneficiaries of
deceased veterans may be maintained in regional offices. Information
from these files is also maintained in automated files at the VA Data
Processing Centers in Philadelphia, Pennsylvania, and St. Paul,
Minnesota. Information from the automated files in Philadelphia is
available to all VA Regional Offices, except Manila, Philippines,
through the ITS (Insurance Terminal System) which provides direct
access to the records via video display terminals. Duplicate copies of
certain manual and automated files are maintained at other locations
in accordance with Federal and VA policy on security and vital
records. Address locations of VA facilities are listed in VA Appendix
1 at the end of this document.
Categories of individuals covered by the system:
The following categories of individuals are covered by this system:
(1) Veterans (not including dependents) drawing VA disability
insurance payments; (2) beneficiaries of VA insurance drawing
insurance proceeds; (3) attorneys drawing fees for aiding settlement
of VA insurance cases; and (4) veterans (not including dependents)
drawing proceeds on matured VA insurance contracts (e.g., endowment
policies).
Categories of records in the system:
The life insurance records (or information contained in records) may
include: (1) The name and address of the veteran and beneficiary; (2)
VA file number; (3) social security number; (4) type of VA insurance;
(5) payment amounts; (6) payment vouchers; (7) claims records for
disability payments; (8) claim records for death claim payment; (9)
beneficiary signature cards; (10) returned check information; (11)
records of sums held as credit for veterans for disability payment;
(12) records of unpaid insurance proceeds; (13) indebtedness to be
withheld from insurance proceeds; (14) records of checks withheld from
delivery to certain foreign countries; (15) index of payees; (16)
correspondence to and from the payee; and (17) employment information.
Authority for maintenance of the system:
Title 38, United States Code, Chapter 3, Section 210(c); Title 38,
United States Code, Chapter 19.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 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 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 with 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 to a State or local
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision on: The hiring, transfer or
retention of an employee, the issuance or continuance of a license,
grant or other benefit by that agency: Provided, that if the
information pertains to a veteran, the name and address of the veteran
will not be disclosed unless the name and address is provided first by
the requesting State or local agency.
4. Any information in this system may be disclosed to a Federal
agency, except for the name and address of a veteran, in order for the
VA to obtain information relevant to the issuance of a benefit under
title 38 U.S.C. The name and address of a veteran may be disclosed to
a Federal agency under this routine use if they are required by the
Federal agency to respond to the VA inquiry.
5. The name and address of a veteran, beneficiary or an attorney and
the amount of payment may be disclosed to the Treasury Department, in
order for the Treasury Department to issue checks to the veteran,
beneficiary or attorneys and estates of deceased veterans and
beneficiaries.
6. Any information in this system, including the nature and amount of
a financial obligation, may be disclosed as a routine use in order to
assist the Veterans Administration in the collection of unpaid
financial obligations owed the VA, to a debtor's employing agency or
commanding officer so that the debtor-employee may be counseled by his
or her Federal employer or commanding officer. This purpose is
consistent with 5 U.S.C. 5514, 4 CFR 102.5, and section 206 of
Executive Order 11222 of May 8, 1965 (30 FR 6469) and 38 U.S.C.
3301(b)(6).
7. Any information in this system, including available identifying
data regarding the debtor, such as name of debtor, last known address
of debtor, name of debtor's spouse, social security account number of
debtor, VA insurance number, VA loan number, VA file number, place of
birth and date of birth of debtor, name and address of debtor's
employer or firm and dates of employment, may be disclosed to other
Federal agencies, State probate courts, State drivers license bureaus,
and State automobile title and license bureaus as a routine use in
order to obtain current address, locator and credit report assistance
in the collection of unpaid financial obligations owed the United
States. This purpose is consistent with the Federal Claims Collection
Act of 1966 (Pub. L. 89-508, 31 United States Code, 951-953) and 4 CFR
parts 101-105 and 38 U.S.C. 3301(b)(6).
8. Any information concerning the veteran's indebtedness to the United
States by virtue of a person's participation in a benefits program
administered by the VA, 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 an amount owed to
the United States by virtue of a person's participation in any benefit
program administered by the Veterans Administration. Purposes of these
disclosures may be to (a) assist the VA in collection of title 38
benefit overpayments, overdue indebtedness, and or costs of services
provided individuals not entitled to such services, and (b) initiate
legal actions for prosecuting individuals who willfully or
fraudulently obtain title 38 benefits without entitlement. This
disclosure is consistent with 38 U.S.C. 3301(b)(6).
9. The name and address of a veteran, other information as is
reasonably necessary to identify such veteran, including personal
information obtained from other Federal agencies through computer
matching programs, and any information concerning the veteran's
indebtedness to the United States by virtue of the person's
participation in a benefits program administered by the VA may be
disclosed to a consumer reporting agency for purposes of assisting in
the collection of such indebtedness, provided that the provisions of
38 U.S.C. 3301(g)(4) have been met.
10. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
11. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
12. Identifying information, except for the name and address of a
veteran, may be disclosed to a Federal, State, County or Municipal
agency for the purpose of conducting computer matches to obtain
information to validate the entitlement of a veteran who is receiving
or has received veterans insurance benefits under Title 38, United
States Code. The name and address of a veteran may also be disclosed
to a Federal agency under this routine use if they are required by the
Federal agency to respond to the VA inquiry.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored on magnetic tape, microfilm, disks, index cards,
and paper documents in file folders.
Retrievability:
All insurance awards records are retrievable by the insurance file
number. The index cards are filed in alphabetical order.
Safeguards:
1. Physical Security: a. All VA facilities are protected outside
access by the Federal Protective Service or other security personnel.
All file areas are restricted to authorized personnel on a need-to-
know basis. Areas containing paper records are protected by a
sprinkler system. Paper records pertaining to employees and public
figures, or otherwise sensitive files, are stored in locked files.
Microfilm records are stored in a locked fireproof, humidity-
controlled vault. Automated records which are not in use at the data
processing centers are stored in secured, locked vault areas.
b. Access to VA data processing centers is restricted to center
employees, custodial personnel, and Federal Protective Service or
other security personnel. Access to computer rooms is restricted to
authorized operational personnel through electronic locking devices.
All other persons gaining access to computer rooms are escorted by an
individual with authorized access.
c. At Regional Offices and the Regional Office and Insurance Centers
the video display terminals on the ITS (Insurance Terminal System) are
protected by key locks, magnetic access card readers, and audible
alarms. Electronic keyboard locks are activated on security errors. A
security officer at each facility is assigned responsibility for
privacy-security measures, including review of violations logs and
local control and distribution of passwords and magnetic access cards.
2. System Security. a. At the data processing centers, identification
of magnetic tapes and disks containing data is rigidly enforced using
manual and automated labeling techniques. Access to computer programs
is controlled at three levels: Programming, auditing, and operations.
b. The ITS (Insurance Terminal System) uses the VA data
telecommunications terminal system known as the Target System which
provides computerized access control for security purposes. This
system provides automated recognition of authorized users and their
respective access levels/restrictions through passwords and magnetic
access cards. Passwords are changed periodically and are restricted to
authorized individuals on a need-to-know basis for system access or
security purposes.
Retention and disposal:
Records are retained and disposed of in accordance with disposition
authorization approved by the Archivist of the United States. The
primary record, the insurance folder, is retained at the VA Regional
Office and Insurance Center until it has been inactive for 36 months;
at which time it is retired to a servicing Federal Archives and
Records Center for 50 years retention and destroyed.
System manager(s) and address:
Director (00), VA Regional Office and Insurance Center, 5000
Wissahickon Avenue, Philadelphia, Pennsylvania 19101.
Notification procedure:
Any individual who wishes to determine whether a record is being
maintained in this system under his or her name or other personal
identifier, or who has a routine inquiry concerning the status of his
or her insurance under this system may contact the nearest VA Regional
Office. Requests concerning the specific content of a record must be
in writing or in person to the VA Regional Office and Insurance Center
at Philadelphia, Pennsylvania, or St. Paul, Minnesota, where the
insurance folder is maintained. The inquirer should provide full name
of the veteran, insurance file number, and date of birth. If insurance
file number is not available, the social security number, service
number, VA claim number, and/or location of insurance records will aid
VA personnel in locating official insurance records. Address locations
of VA facilities are listed in VA Appendix 1 at the end of this
document.
Record access procedures:
Individuals desiring access to and contesting of VA records should
write to the VA Regional Office and Insurance Center at Philadelphia,
Pennsylvania or St. Paul, Minnesota.
Contesting record procedures:
See Record access procedures above.
Record source categories:
Information in the records is obtained from veterans, beneficiaries,
attorneys, financial institutions and executors of estates,
undertakers, other Federal agencies, VA medical facilities and
civilian hospitals, and VA records.
48VA40B
System name: Veterans (Deceased) Headstone or Marker Records -
VA.
System location: Veterans Administration Central Office, Washington, DC
20420.
Categories of individuals covered by the system: Deceased veterans.
Categories of records in the system: Military Service data, applicant's
name and address, place of burial, data on headstone or marker, and
consignee's name, address and phone number.
Authority for maintenance of the system: Pub. L. 93-43 dated June 18,
1973 ``National Cemeteries Act of 1973.''
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. For use in connection with the issuance of a government headstone
or marker in a National Cemetery or a private cemetery.
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
3. A record from this system of records may be disclosed as a
``routine use'' to a foreign government allied with the U.S. during
war, or a Federal, State or local agency maintaining civil, criminal
or other pertinent information or military service data, if necessary
to obtain information relevant to an agency decision concerning
eligibility for burial or a reservation in a national cemetery or the
issuance of a government headstone to mark a grave.
4. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the granting of
a benefit to a veteran (including active duty personnel) or a
dependent by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
5. 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.
6. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper documents.
Retrievability: Alphabetically by name.
Safeguards: Released only to the person concerned (consignee) or family
members upon receipt of proper identification.
Retention and disposal: Retained indefinitely.
System manager(s) and address: Director (40B), National Cemetery System,
Veterans Administration Central Office, Washington, DC 20420.
Notification procedure: Same as System Manager.
Record access procedures: Same as System Manager.
Contesting record procedures: See System Manager above.
Record source categories: Family members of the deceased, official
military records and VA claims records.
53VA00
System name: Veterans Mortgage Life Insurance-VA.
System location:
Records (i.e., applications, VA special grant cards, correspondence,
records of premium and interest payments and records on death cases)
are maintained at the VA Regional Office and Insurance Center, St.
Paul Minnesota, and the Benefits Delivery Center, Hines, Illinois,
Address locations of VA facilities are listed at VA Apendix 1 at the
end of this document.
Categories of individuals covered by the system:
Veterans (not including dependents) who have been granted a specially
adapted housing grant under title 38, United States Code, Chapter 21.
Categories of records in the system:
Records (or information contained in records) include: (1)
Applications for veterans mortgage life insurance (applications
contain the following information: Veteran's name, address, social
security number, VA file number, date of birth, address of mortgaged
property, name and address of mortgagor, mortgage account number, rate
of interest, original amount of mortgage, and current amount of
mortgage, monthly payment amount, mortgage payment period); (2) VA
Special Grant Cards (cards contain name, address, dates of military
service, branch of service, method of separation, whether veteran has
VMLI (Veterans Mortgage Life Insurance), name and address of lender,
legal description and property address and improvements to such
properties, date applied for disability compensation, date initial
application submitted, and grant information, amount of grant approved
or whether the grant was canceled); (3) payment premium records; (4)
interest payment records; and (5) correspondence to and from the
veteran.
Authority for maintenance of the system:
Title 38, United States Code, Chapter 3, section 210(c)(1); Title 38,
United States Code, Chapter 21.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
3. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
4. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulations, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
5. The name and other identifying information and the amount of
monthly premium payments to be deducted from VA benefits or to be paid
by the veteran for a veteran's mortgage life insurance policy may be
disclosed at the request of the veteran to the Bankers Life Insurance
Company of Nebraska, Lincoln, Nebraska, in order to assist Bankers
Life Insurance Company in ascertaining and crediting the correct
monthly payments for an insured veteran.
6. Except for medical information, insurance contract information
(e.g., name, address, and status of the account), any information in
this system may be disclosed at the request of a veteran to an
attorney acting under a declaration of representation, a VA-approved
claims agent, an insurance agent, a trust officer, or to employees or
members of an accredited service organization, or to the Red Cross so
that these individuals or organizations can aid veterans in the
preparation, presentation, or prosecution of claims under the laws
administered by the VA. The name and address of a veteran will not,
however, be disclosed to these individuals under this routine use if
the veteran has not requested the assistance of an accredited service
organization, claims agent, trust officer, the Red Cross or an
attorney.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored on automated computer files and on paper documents
in manual account folders.
Retrievability:
All mortgage life insurance records are maintained by VA file number,
date of birth and name as additional identifying data.
Safeguards:
All manual records at the VA Regional Office and Insurance Center are
maintained in steel file cabinets, and access to the files is limited
to authorized personnel only. Information in these records is
restricted to those authorized persons on a ``need to know'' basis.
information on electronic media is protected by ``password''and other
system safeguards.
Retention and disposal:
Inactive mortgage life insurance records are placed in a closed file
for seven years after the insured'death or until his/her 77th
birthday, whichever comes first. Annually, those closed files are
reviewed and destroyed as applicable. A record is considered inactive
when one of the following occurs: Mortgage paid in full, insured's
70th birthday, termination of the veteran's ownership of the property
securing the loan, payment of premiums discontinued by veteran, entire
contract or agreement discontinued, or failure to timely submit
required statement.
System manager(s) and address:
Director (00), VA Regional Office and Insurance Center, 5000
Wissahickon Avenue, Philadelphia, Pennsylvania 19101.
Notification procedure:
Any 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 record should
submit a written request to the VA Regional Office and Insurance
Center, St. Paul, Minnesota. The address for the VA Regional Office
and Insurance Center may be found at Appendix 1. The inquirer should
provide the veteran's name, VA file number and social security number
and reasonably identify the benefit or system of records involved,
i.e., Veterans Mortgage Life Insurance Records. If this information is
not available, information concerning the lending institution,
mortgage number of name and address of veteran involved should be
furnished.
Record access procedures:
Individuals desiring access to, and contesting of VA records should
write to the VA Regional Office and Insurance Center, St. Paul,
Minnesota.
Contesting record procedures:
See Record access procedures above.
Record source categories:
Records are obtained from the veteran, lending institutions holding a
veteran's mortgage, VA Loan Guaranty records, VA records, contractors
remodeling or enlarging or adding construction to existing homes,
relatives and other interested persons.
54VA136
System name: Veteran's Spouse or Dependent Civilian Health and
Medical Care Records-VA.
System location:
Paper and computer records are maintained at the CHAMPVA (Civilian
Health and Medical Program of the Department of Veterans Affairs)
Center, VA Medical Center, 4500 Cherry Creek Drive South, Denver, CO
80222.
Categories of individuals covered by the system:
Eligible beneficiaries and all individuals who seek health care under
Title 38, United States Code, section 613, including:
1. The spouse or child of a veteran who has a total disability,
permanent in nature, resulting from a service-connected disability;
2. The surviving spouse or child of a veteran who died as a result of
a service-connected disability, or who at the time of death had a
total disability, permanent in nature, resulting from a service-
connected disability;
3. The surviving spouse or child of a person who died in the active
military, naval, or air service in the line of duty and not due to
such person's own misconduct; and who are not eligible for medical
care under CHAMPUS (Civilian Health and Medical Program of the
Uniformed Services) or Medicare.
4. The veteran sponsor of the spouse or child.
Categories of records in the system:
Records maintain in the system include medical benefit application and
eligibility information concerning the spouse and/or dependent(s) and
the veteran sponsor, correspondence concerning the individuals, and
documents pertaining to claims for medical services and information
related to claims processing and third party liability recovery
actions taken by the VA and/or the OCHAMPUS which may include the
name, address, and other identifying information concerning health
care providers, amounts claimed and paid for the health care services,
medical records, and treatment and payment dates. The record may
include veteran, spouse and/or dependent identifying information
(e.g., name, address, social security number, VA claims file number,
date of birth) and military service information concerning the veteran
sponsor (e.g., dates, branch and character of service, medical
information).
Authority for maintenance of the system:
Title 38, United States Code, Chapter 3, section 210(c)(1), and
Chapter 17, section 613.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Disclosure of eligibility of entitlement to medical benefits to
authorized health care providers under the law in order to assist the
provider in obtaining reimbursement for the services rendered.
2. Transfer of statistical and other data to Federal, State, and local
government agencies and national health organizations to assist in the
development of programs that will be beneficial to health care
recipients, to protect their rights under law, and to assure that they
are receiving all health benefits to which they are entitled.
3. In the event that a system of records maintained by this agency to
carry out is functions indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
4. A record from this system of records may be disclosed to a Federal
agency, in the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant or other benefit by the requesting
agency, to the extent that the information is relevant and necessary
to the requesting agency's decision on the matter.
5. A record from this system of records may be disclosed as a
``routine use'' to a Federal, State or local agency maintaining civil,
criminal or other relevant information, such as current licenses, if
necessary to obtain information relevant to an agency decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the letting of a contract, or the issuance of a
license, grant or other health, educational or welfare benefit.
6. Relevant information from this system of records, including the
nature and amount of a financial obligation, may be disclosed as a
routine use, in order to assist the Veterans Administration in the
collection of unpaid financial obligations owed the VA, to a debtor's
employing agency or commanding officer so that the debtor-employee may
be counseled by his or her Federal employer or commanding officer.
This purpose is consistent with 5 U.S.C. 5514, 4 CFR 102.5, and
section 206 of Executive Order 11222 of May 8, 1965 (30 FR 6469).
7. 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.
8. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
9. Any relevant information may be disclosed to attorneys, insurance
companies, employers, and to courts, boards, or commissions; such
disclosures may be made only to the extent necessary to aid the
Veterans Administration in preparation, presentation, and prosecution
of claims authorized under Federal, State, or local laws, and
regulations promulgated thereunder.
10. Any information in this system may be disclosed to the United
States Department of Justice or United States Attorneys in order for
the foregoing parties to prosecute or defend litigation involving or
pertaining to the United States.
11. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
12. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
13. Any information concerning the claimant's indebtedness to the
United States by virtue of a person's participation in a benefits
program administered by the VA, 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 may be to assist the VA in collection of costs of services
provided individuals not entitled to such services and to initiate
legal actions for prosecuting individuals who willfully or
fraudulently obtain Title 38 benefits without entitlement. This
disclosure is consistent with 38 U.S.C. 3301(b)(6).
14. Any relevant information may be disclosed to the Department of
Defense, Office of Civilian Health and Medical Program of the
Uniformed Services (OCHAMPUS) and OCHAMPUS fiscal intermediaries, and
the Defense Eligibility Enrollment Reporting System (DEERS) to the
extent necessary to determine eligibility for CHAMPVA or CHAMPUS
benefits, to develop and process CHAMPVA or CHAMPUS claims, and to
develop cost recovery actions for claims involving individuals not
eligible for the services or claims involving potential third party
liability.
15. The name and address of a veteran or dependent, and other
information as is reasonably necessary to identify such individual,
may be disclosed to a consumer reporting agency for the purpose of
locating the individual or obtaining a consumer report to determine
the ability of the individual to repay an indebtedness to the United
States arising by virtue of the individual's participation in a
benefits program administered by the VA, provided that the
requirements of 38 U.S.C. 3301(g)(2) have been met.
16. The name and address of a veteran or dependent, other information
as is reasonably necessary to identify such individual, including
personal information obtained from other Federal agencies through
computer matching programs, and any information concerning the
individual's indebtedness to the United States by virtue of the
person's participation in a benefits program administered by the VA
may be disclosed to a consumer reporting agency for purposes of
assisting in the collection of such indebtedness, provided that the
provision of 38 U.S.C. 3301(g)(4) have been met.
17. In response to an inquiry about a named individual from a member
of the general public, disclosure of information may be made from this
system of records to report the amount of VA monetary benefits being
received by the individual. This disclosure is consistent with 38
U.S.C. 3301(c)(1).
18. The name and address of a veteran or dependent 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
necessary to accomplish a statutory purpose of that agency.
19. Any information in this system relevant to a claim of a veteran or
dependent, such as the name, address, the basis and nature of a claim,
amount of benefit payment information, medical information and
military service and active duty separation information may be
disclosed at the request of the claimant to accredited service
organizations, VA approved claims agents and attorneys acting under a
declaration of representation so that these individuals can aid
claimants in the preparation, presentation and prosecution of claims
under the laws administered by the VA. The name and address of a
claimant will not, however, be disclosed to these individuals under
this routine use if the claimant has not requested the assistance of
an accredited service organization, claims agent or an attorney.
20. Any information in this system including medical information, the
basis and nature of claim, the amount of benefits and personal
information may be disclosed to a VA Federal fiduciary or a guardian
ad litem in relation to his or her representation of a claimant only
to the extent necessary to fulfill the duties of the VA Federal
fiduciary or the guardian ad litem.
21. The individual's name, address, social security number and the
amount (excluding interest) of any indebtedness which is waived under
38 U.S.C. 3102, compromised under 4 CFR part 103, otherwise forgiven,
or for which the applicable statute of limitations for enforcing
collection has expired, may be disclosed to the Treasury Department,
Internal Revenue Service, as a report of income under 26 U.S.C.
61(a)(12).
22. The name of a veteran or dependent, other information as is
reasonably necessary to identify such individual, and any other
information concerning the individual's indebtedness by virtue of a
person's participation in a benefits program administered by the VA,
may be disclosed to the Treasury Department, Internal Revenue Service,
for the collection of Title 38, U.S.C. benefit overpayments, overdue
indebtedness, and/or costs of services provided to an individual not
entitled to such services, by the withholding of all or a portion of
the person's Federal income tax refund.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Records are stored in paper folders, magnetic discs, magnetic tape,
and as digitized image.
Retrievability:
Paper records are retrieved by name or VA claims file number or social
security number of the veteran sponsor. Computer and digitized image
records are retrieved by name or social security number of the the
veteran sponsor, spouse, and/or dependent, or VA claims file number of
the veteran sponsor, or by claims processing control number.
Safeguards:
Records are stored in locked file cabinets or locked rooms. Generally,
file areas are locked after normal duty hours and the premises are
protected from outside access by Federal Protective Service or other
security personnel as well as electronic intrusion alarm systems.
Access to working spaces and record storage areas is restricted to VA
employees on a ``need-to-know'' basis. Access to the computer room is
generally limited by appropriate locking devices and restricted to
authorized VA employees and vendor personnel. ADP peripheral devices
are generally placed in secure areas (areas that are locked or have
limited access) or are otherwise protected. Information in the
computer system may be accessed by authorized VA employees by a series
of individually unique passwords/codes.
Retention and disposal:
Records are maintained during the period of time the spouse or
dependent is eligible for CHAMPVA and destroyed 90 days after the
eligibility is terminated.
System manager(s) and address: Director, Medical Administration Service,
(136), VA Central Office, Washington, DC 20420.
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 record, should
submit a written request or apply in person to the Director, CHAMPVA
Center, 4500 Cherry Creek Drive, Box 64, Denver, Colorado 80222.
Inquiries should include the veteran sponsor's full name and social
security and VA claims file numbers, and the spouse or dependent's
name, social security number and return address.
Record access procedures:
An individual who seeks acess to records maintained under his or her
name in this system may write or visit the Director, CHAMPVA Center.
Contesting record procedures: (See Record Access Procedures above.)
Record source categories:
The veteran sponsor, spouse and/or dependent, military service
departments, private medical facilities and health care professionals,
Department of Defense, Office of Civilian Health and Medical Program
of the Uniform Services and CHAMPUS fiscal intermediaries, DoD Defense
Eligibility Enrollment Reporting System (DEERS), other Federal
agencies, VA regional offices, and Department of Veterans Benefits
automated record systems.
55VA26
System name: Loan Guaranty Home, Condominium and Manufactured
Home Loan Applicant Records, Specially Adapted Housing Applicant
Records, and Vendee Loan Applicant Records--VA.
System location:
Records are maintained at the VA Central Office, the regional offices,
medical and regional office centers, VA offices and VA data processing
centers. These records generally will be maintained by the regional
office, medical and regional office center or VA office having
jurisdiction over the geographic area in which the property securing a
VA guaranteed, insured or direct loan or on which a specially adapted
housing grant has been issued is located and at the Servicing Data
Processing Centers at Hines, Illinois; Austin, Texas; and St. Paul,
Minnesota. Records may be temporarily transferred between fields
stations or to VA Central Office for necessary appeals, reviews, or
quality control reviews. Address locations are listed in VA Appendix
I. Records provided to the Department of Housing and Urban Development
(HUD) for inclusion on its Credit Alert Interactive Voice Response
System (CAIVRS) are located at a data processing center under contract
to HUD at Reston, Virginia.
Categories of individuals covered by the system:
The following categories of individuals will be covered by this
system: (1) Disabled veterans who have applied for and received
specially adapted housing assistance under title 38, United States
Code, chapter 21; (2) veterans, their spouses or unmarried surviving
spouses who have applied for and received VA housing credit assistance
under title 38, United States Code, chapter 37; (3) person(s) applying
to purchase VA owned properties (vendee loans); (4) transferee owners
of properties encumbered by a VA-guaranteed, insured, direct or vendee
loan (e.g., individuals who have assumed a VA-guaranteed loan and
those who have purchased property directly from the VA); and (5)
individuals other than those identified above who may have applied for
loan guaranty benefits.
Categories of records in the system:
Records (or information contained in records) may include the
following: (1) Military service information from a veteran's discharge
certificate (DD Form 214, 215) which specifies name, service number,
date of birth, rank, period of service, length of service, branch of
service, pay grade, and other information relating to a veteran's
military service (e.g., character of service, assigned separation
reason code, whether a veteran is out of the service); (2) medical
records containing specific information regarding a veteran's physical
disability (e.g., blindness, paraplegic condition, loss of limbs)
which is used to determine eligibility and need for specially adapted
housing. Adjudication records relating to: (a) Medical determinations
by the VA that a veteran is eligible and needs specially adapted
housing; or (b) VA determinations on whether a veteran who has
received an other than honorable discharge should be eligible for VA
credit assistance benefits; (3) applications for certificates of
eligibility (these applications generally contain information from a
veteran's military service records except for character of discharge);
(4) applications for FHA veterans' low-downpayment loans (these
applications generally contain information from a veteran's military
service records including whether or not a veteran is in the service);
(5) applications for a guaranteed or direct loan, applications for
release of liability, applications for substitutions of VA entitlement
and applications for specially adapted housing (these applications
generally contain information relating to employment, income, credit,
personal data; e.g., social security number, marital status, number
and identity of dependents; assets and liabilities at financial
institutions, profitability data concerning business of self-employed
individuals, information relating to an individual veteran's loan
account and payment history on a VA-guaranteed, direct, or vendee loan
on an acquired property, medical information when specially adapted
housing is sought, and information regarding whether a veteran owes a
debt to the United States) and may be accompanied by other supporting
documents which contain the above information; (6) applications for
the purchase of a VA acquired property (e.g., vendee loans--these
applications generally contain personal and business information on a
prospective purchaser such as social security number, credit, income,
employment history, payment history, business references, personal
information and other financial obligations and may be accompanied by
other supporting documents which contain the above information); (7)
loan instruments including deeds, notes, installment sales contracts,
and mortgages; (8) property management information; e.g., condition
and value of property, inspection reports, certificates of reasonable
value, correspondence and other information regarding the condition of
the property (occupied, vandalized), and a legal description of the
property; (9) information regarding VA loan servicing activities
regarding default, repossession and foreclosure procedures,
assumability of loans, payment of taxes and insurance, filing of
judgments (liens) with State or local authorities and other related
matters in connection with active and/or foreclosed loans; and (10)
information regarding the status of a loan (i.e., approved, pending or
rejected by the VA).
Authority for maintenance of the system:
Title 38, United States Code, chapter 3, section 210(c)(1); title 38,
United States Code, chapters 21 and 37.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
3. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
4. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local government agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
5. Any information in this system, such as the name and address of a
veteran or the veteran's spouse, and the property address may be
disclosed to credit reporting agencies, companies extending credit,
depository institutions, utility companies, investors, insurance
companies, governmental agencies, lenders, and employers to enable
such parties to provide the VA with information regarding income,
credit, assets and liabilities information on applicants, mortgagors,
or obligors and to provide the VA with information regarding the
status of obligations, payment records, employment histories, assets
for closing fees and other assets and liabilities.
6. Information on the application for a guaranteed or direct loan, and
on the certificate of reasonable value and information verifying an
applicant's employment and/or amount of deposit in a financial
institution, may be disclosed to a prospective mortgagee proposing to
make a guaranteed loan on the veteran applicant's behalf.
7. Information regarding the status (i.e., approved, pending, or
rejected) or an application for VA loan benefits or for a loan account
and the reasons for rejection may be disclosed to a prospective
lender. When the VA has rejected a loan application, the information
disclosed may include information from another VA record such as a
debt which the veteran owes to the United States or information from a
claims file relating to a veteran's ability to discharge an
obligation.
8. Only the fact that the loan has been approved, rejected, or is
pending may be disclosed to a seller, a spouse of a seller, or the
spouse of the veteran-applicant who is an actual party in interest to
the guaranteed, insured or direct loan transaction in order to inform
such party of the status of the loan application. However, a statement
of the reason for rejection of the loan may also be provided to the
spouse of the veteran-applicant, if the spouse is a joint applicant
for the loan or would be jointly liable on the loan.
9. Any information on the application for a VA-acquired property
(vendee loan) concerning a prospective purchaser may be disclosed to a
broker aiding in the sale of a VA-acquired property in order that the
broker may assist the prospective purchaser in completing his or her
application. Such information may include an explanation of specific
loan document discrepancies or specific information on income or
credit.
10. Information on the status (i.e., the payment record), of a
guaranteed, insured, direct, or VA-acquired property (vendee) loan
account(s) may be disclosed to persons or organizations extending
credit or providing services or other benefits to the obligor, or
persons or organizations considering the extension of credit, services
or other benefits to the potential obligor provided the name, address,
or other information necessary to identify the obligor is given
beforehand by the requester.
11. The name and address of an obligor (e.g., an individual who has
obtained a VA-guaranteed loan or purchased a VA property), and the
account number (insurance, tax number) may be disclosed to hazard
insurance companies and real estate taxing authorities to obtain
billings and to authorize payments of such obligations as they become
due from the direct and vendee (portfolio) loan escrow accounts.
12. Information as to the acceptability or nonacceptability of a
prospective purchaser preparing to assume liability to VA under a
mortgage contract or of a prospective purchaser preparing to
substitute loan guaranty entitlement for the party presently obligated
may be disclosed to parties presently liable on a VA loan, loan
guaranty or loan insurance agreement. In addition, the acceptability
or nonacceptability of a transferee owner may be disclosed to parties
presently liable on a VA loan, loan guaranty or loan insurance
agreement, for the purpose of releasing the original veteran borrower,
or a veteran who substituted loan guaranty entitlement for the
original veteran borrower, from liability. The reason(s) for
nonacceptability of the prospective loan assumer or transferee or of a
purchaser/transferee (e.g. poor credit history, insufficient income
and/or debts owed the U.S.) may also be disclosed to parties presently
liable on a VA loan, loan guaranty or loan insurance agreement in
order to inform the parties presently liable of the reasons for the
nonacceptability.
13. Information on the default status of a delinquent loan account
(e.g., amount of payments in arrears, number of months in arrears,
what efforts the VA has taken to service the loan, condition of the
property, repayment schedule, and total amount of debt) may be
disclosed to prior owners remaining contingently liable for
indebtedness to permit prior owners to take necessary action(s) to
protect their interest where loan liquidation is indicated and to
prevent a possible debt to the Government which may be placed against
the prior owner.
14. Any information in this system such as current obligor, prior
obligors, debt outstanding, current credit reports containing an
obligor's name and address and date(s) and cause of the default, and
loan account information (e.g., loan account number, property
condition, legal description, date loan issued, amount of loan and
amount in arrears) may be disclosed to the U.S. Department of Justice
or United States Attorneys in order for the Department of Justice of
U.S. Attorneys to liquidate a defaulted loan by judicial process, and
take title on the foreclosed property in accordance with State law.
Any information in this system may also be disclosed to the Department
of Justice or U.S. Attorneys in order for the foregoing parties to
prosecute or defend 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.
15. Loan account information (e.g., loan account number, property
condition, legal description of property, date loan issued, amount of
loan and amount in arrears), current credit reports containing name
and address of an obligor and the cause and date(s) of default may be
disclosed to the General Accounting Office (GAO) to enable the GAO to
pursue necessary collection activities and obtain a judgment against
the obligor(s).
16. Any information in a direct or vendee loan account record may be
disclosed to active investors purchasing or considering the purchase
of VA direct or vendee loans from VA or from a previous investor. Such
information will be furnished to active prospective investors to
provide a basis for their submitting an offer to purchase loans and to
actual investors in order that they may establish loan accounts on
purchased loans. Such information may also be disclosed to financial
advisors to assist VA in developing strategies for marketing these
loans, and to investment bankers, bond rating agencies, other
government agencies, private mortgage insurance companies, bonding
companies, master servicers, and others involved in the marketing or
sale of vendee loans, including legal counsel, accountants and
auditors for such entities.
17. Any information in this system, including the nature and amount of
a financial obligation, may be disclosed to a debtor's Federal
employing agency or commanding officer so that the debtor-employee may
be counseled by his or her Federal employer or commanding officer and
to assist in the collection of unpaid financial obligations owed the
U.S. This purpose is consistent with 5 U.S.C 5514, 4 CFR 102.5, and
section 206 of Executive Order 11222 of May 8, 1965 (30 FR 6469).
18. Any information in this system may be disclosed to a guardian ad
litem in relation to the guardian's representation of a veteran in any
legal or administrative proceeding so long as the disclosure is for
the benefit of the veteran.
19. Any information in this system such as available identifying
information regarding the debtor(s), name of debtor(s) spouse, social
security account number of debtor(s), VA insurance number(s), VA loan
number(s), VA claim number(s), place(s) of birth and date(s) of birth
of debtor(s), name(s) and address(es) of debtor(s) employer(s), and
dates of employment may be disclosed to other Federal agencies, State
probate courts, State drivers license bureaus, and State automobile
title and license bureaus in order for the VA to obtain current name,
address, locator and credit report assistance in the collection of
unpaid financial obligations owed to the United States. This purpose
is consistent with the Federal Claims Collection Act of 1966 (Pub. L.
89-508, 31 U.S.C. 951-953 and 4 CFR parts 101-105), and the disclosure
is authorized by 38 U.S.C. 3301(b)(6).
20. Any information in this system, such as a loan applicant's or a
defaulted obligor's (i.e., a defaulted obligor is an individual that
has not performed one or more of the required obligations under the
terms of the loan instruments) name and address, property address,
balance of debt, amount of debt owed per month, loan account number,
credit reports and reasons for notice to quit, may be disclosed to fee
attorneys, fee appraisers, management brokers, process servers,
subordinate lienholders, title companies, and abstractors for the
purposes of loan approval or loan termination of direct or vendee
loans by judicial or nonjudicial means, to obtain possession of VA
property in cases of default or Foreclosure to issue and post Demands
for Possession or Notices to Quit, to file judgments (liens) in
accordance with State and local law and to carry out all other
necessary VA program responsibilities. VA fee attorneys may disclose
record information contained therein to title insurance companies and
title agents, for Trustee's sale advertisements, and to subordinate
lienholders. This disclosure authority by VA fee attorneys is
consistent with 38 U.S.C. 3301 (e) and (h).
21. An obligor's social security number and other information
regarding the filing of judgments (liens) may be disclosed to
appropriate State and local authorities in order to conform to State
and local law requirements and to assist the VA and State and local
authorities in identifying VA judgment debtors on State and local
judgment records. This disclosure is consistent with 38 U.S.C.
3301(b)(6).
22. Any information in this system relating to the adjudication of
incompetency of a veteran either by a court of competent jurisdiction
or by the VA may be disclosed to a lender or prospective lender
extending credit or proposing to extend credit on behalf of a veteran
in order for the VA to protect incompetent veterans from entering into
unsound financial transactions which might deplete the resources of
the veteran and to protect the interests of the Government giving
credit assistance to a veteran.
23. Any information in this system may be disclosed to a Federal Grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
24. Any information in this system may be disclosed to a State or
municipal court or a party in litigation; or to a State or municipal
grand jury, a State or municipal administrative agency functioning in
a quasi-jurdicial capacity or a party to a proceeding being conducted
by such agency, in order for the VA to respond to and comply with the
issuance of a State or municipal subpoena; provided, that any
disclosure of claimant information made under this routine use must
comply with the provisions of 38 CFR 1.511.
25. Any information concerning the veteran's indebtedness to the
United States by virtue of a person's participation in a benefits
program administered by the VA, 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 may be (a) to assist the VA in collection of title 38
benefit overpayments, overdue indebtedness, and/or costs of services
provided individuals not entitled to such services, and (b) to
initiate legal actions for prosecuting individuals who willfully or
fraudulently obtained title 38 benefits without entitlement. This
disclosure is consistent with 38 U.S.C. 3301(b)(6).
26. The name and address of an obligor, 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 such person's
delinquency or default on a loan made or guaranteed by the VA may be
disclosed to a consumer reporting agency for purposes of reporting
delinquencies, defaults and indebtedness and assisting in the
collection of such indebtness, provided that the provisions of 38
U.S.C. 3301(g)(4) have been met.
27. Any information in this system, except for the name and address of
a veteran, may be disclosed to a Federal agency in order for the VA to
obtain information relevant to the making, insuring, or guaranteeing
of a loan under chapter 37 of title 38 U.S.C. The name and address of
a veteran may be disclosed to a Federal agency under this routine use
if they are required by the Federal agency to respond to the VA
inquiry.
28. The name of a veteran, or other beneficiary, other information as
is reasonably necessary to identify such individual, and any other
information concerning the individual's indebtedness by virtue of a
person's participation in a benefits program administered by the VA,
may be disclosed to the Treasury Department, Internal Revenue Service,
for the collection of Title 38, U.S.C. benefit overpayments, overdue
indebtedness, and/or costs of services provided to an individual not
entitled to such services, by the withholding of all or a portion of
the person's Federal income tax refund.
29. Any information in the system may be disclosed to the Department
of the Treasury, Internal Revenue Service, where required by law,
including the borrower's name, address, social security or taxpayer
identification number, amount of interest paid, and informaiton
relating to any abandonment or foreclosure of a property.
30. Any information on a property which has been acquired by VA such
as loan number, property address, property survey, title limitations/
policy, termite inspections, existing warranties, repairs made by VA
and items still requiring repair, and dues payable to and services
provided by homeowner or condominum associations may be disclosed to
prospective purchasers and their representatives in order to assist VA
in the timely disposal of its acquired preperties. Such information
may include the name of the purchaser and purchaser's sales agent,
price and terms of the successful offeror's, along with the reason(s)
for selecting such offer over any other competing offer.
31. Any information in the system may be disclosed to the lender or
holder of a VA guaranteed loan, or their attorneys, in support of a
decision by VA to reject a claim under guaranty, demand reimbursement
for a claim previously paid, or in the course of settlement
negotiations. When a demand for reimbursement will be made against a
party other than the lender or holder, such as the real estate broker,
fee appraiser or seller of the property, the information may be
disclosed to the party and its attorneys.
32. The social security number and loan account number of all persons
with VA-guaranteed and portfolio loans which fall under one of the
following categories: (a) The accounts are not current; (b) there has
been a foreclosure; or (c) the Department has paid a claim, may be
provided to the Department of Housing and Urban Development for
inclusion in its Credit Alert Interactive Voice Response System
(CAIVRS). Information included in this system 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. These
records may also be disclosed as part of an ongoing computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
VA-guaranteed, insured, direct and vendee loan records are maintained
in individual folders on paper documents and on automated storage
media (i.e, microfilm, microfiche, magnetic tape and magnetic disks.)
Retrievability:
All VA loan applications and loan records are indexed by name and VA
loan file number in the local VA office having jurisdiction over the
geographic area in which the property is located. Automated records
are indexed for statistical purposes by a file number, field station
and county code number and lender identification number. However, an
individual loan record in automated format may only be retrieved by
name or loan number. Records in CAIVRS may only be retrieved by social
security number.
Safeguards:
Access to VA working spaces and record file storage areas is
restricted to VA employees on a ``need to know'' basis. Generally, VA
file areas are locked after normal duty hours and are protected from
outside access by the Federal Protective Service or other VA security
personnel. Loan and property security instruments are stored in
separate fire resistant locked files. VA employee loan file records
and other files which, in the opinion of VA, are, or may become,
sensitive are stored in separate locked files.
Information in the system may be accessed from authorized terminals in
the VA telecommunications network. Terminal locations include VA
Central Office and regional offices. Access to terminals is by
authorization controlled by the site security officer. The security
officer is assigned responsibility for privacy-security measures,
especially for review of violations logs, information logs and control
of password and badge readers and audible alarms. Electronic keyboard
locks are activated on security errors. Also, beginning in 1986,
sensitive files were established using the social security numbers of
the VA Veterans Benefits Administration employees and other prominent
individuals to prevent indiscriminate access to their automated
records.
At the data processing centers, identification of magnetic tape and
disks 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.
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 persons gaining access to computer rooms are escorted.
Access to the data processing center where HUD maintains CAIVRS is
generally restricted to center employees, authorized HUD employees and
authorized subcontractors. Access to computer rooms is restricted to
authorized operational personnel through electronic locking devices.
All other persons gaining access to computer rooms are escorted.
Files in CAIVRS use social security numbers as identifiers. Access to
information in 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 touchtone telephone by authorized agency and lender
employees on a ``need to know'' basis.
Retention and disposal:
Records in individualized case folder concerning active VA guaranteed
or insured loans are retained at the VA servicing facility for up to
three years and forwarded to the Federal Archives and Records Center
(FARC) where they are retained up to thirty-three years and then
destroyed. Active direct loan case folders are retained at the VA
servicing facility until the case becomes inactive, e.g., existing
loan balance is paid in full.
Inactive guaranteed and direct loan folders are forwarded to the FARC
annually, retained for five years and then destroyed. Vendee loan
records being maintained in case folders are kept at the VA servicing
facility until five years after the case becomes inactive and are then
destroyed. Specially adapted housing (SAH) records are maintained
either at VA Central Office (VACO) and/or the VA servicing facility.
Once SAH records are closed, SAH records at VACO are maintained for
one year and then sent to the FARC where they are retained for thirty
years and then destroyed. Closed SAH records maintained at regional
offices are maintained for ten years and then destroyed. Generally,
automated records (e.g., computer lists, discs, and microfiche) are
maintained for up to five years and then destroyed. Destruction of
records is accomplished by shredding, burning, and/or erasure.
File information for CAIVRS is provided to HUD by VA on magnetic tape.
After information from the tape has been read into the computer the
tape is returned to VA for updating. HUD does not keep separate copies
of the tape.
System manager(s) and address:
Director, Loan Guaranty Service (26), VA Central Office, Washington,
DC 20420.
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 record should
submit a written request or apply in person to the nearest Veterans
Administration regional office or center. Addresses for VA regional
offices and centers may be found in VA Appendix 1 at the end of this
document. All inquiries must reasonably identify the benefit or system
of records involved, i.e.; Loan Guaranty. Inquiries should include the
individual's full name, VA file number or loan number. If the VA file
or loan number is not available, then as much of the following
information as possible should be forwarded: Address of the property
secured by a VA-guaranteed, insured or portfolio loan, owner or former
owners of the property, name of lender and lender's loan number,
branch of service, service number or social security number. Some of
the records in this system are exempt from the notification
requirement under 5 U.S.C. 552a(k). To the extent that records in this
system of records are not subject to exemption, they are subject to
notification. A determination as to whether an exemption applies shall
be made at the time a request for notification is received.
Record access procedures:
An individual who seeks access to or wishes to contest records
maintained under his or her name in this system may write, call or
visit the nearest Veterans Administration regional office or center.
Address locations are listed in VA Appendix 1 at the end of this
document. However, some of the records in this system are exempt from
the record access and contesting requirements under 5 U.S.C. 552a(k).
To the extent that records in this system of records are not subject
to exemption, they are subject to access and contest. A determination
as to whether an exemption applies shall be made at the time a request
for access or contest is received.
Contesting record procedures:
(See Record access procedures above.)
Record source categories:
The VA records in this system are obtained from the applicant,
lenders, brokers and builder/sellers, an applicant's credit sources,
depository institutions and employers, hazard insurance companies,
taxing authorities, title companies, fee personnel, other VA records,
other Federal, State and local agencies, and other parties of interest
involving VA-guaranteed, insured, vendee or direct loans or specially
adapted housing.
Systems exempted from certain provisions of the act:
The Administrator of Veterans Affairs has exempted this system of
records from the following provisions of the Privacy Act of 1974, as
permitted by 5 U.S.C. 552a(k)(2).
5 U.S.C. 552a(c)(3)
5 U.S.C. 552a(d)
5 U.S.C. 552a(e)(1)
5 U.S.C. 552a(e)(4)(G), (H) and (I)
5 U.S.C. 552a(f)
Reasons for exemptions: The exemption of information and material in
this system fo records is necessary in order to accomplish the law
enforcement functions of the Loan Guaranty Service to prevent subjects
of internal audit investigations for potential fraud and abuse in the
VA Loan Guaranty Program from frustrating the investigatory process,
to fulfill commitments made to protect the confidentiality of sources,
to maintain access to sources of information and to avoid endangering
these sources.
56VA119
System name: Automated Medication Processing Records--VA,
56VA119.
System location:
Computerized records will be maintained at the following computer site
locations: Boston VAMC, New York VAMC, San Juan VAMC, Washington VAMC,
Richmond VAMC, Atlanta VAMC, Birmingham VAMC, Lexington VAMC, Tampa
VAMC, Hines Medical Computer Support Center, Austin Data Processing
Center (DPC), Omaha VAMC, Salt Lake City VAMC, Los Angeles DPC, San
Francisco VAMC and Seattle VAMC. Appendix 3 list the names and
addresses of the facilities that will have direct, on-line access to
the computerized records. (Generally, each computer site serves the VA
Facilities in its VA medical district.) The first facilities are
scheduled to have access starting in July 1981. All are scheduled to
have access by January 1985. Until the above locations become
operational, the Los Angeles DPC will serve the Brentwood, Loma Linda,
Long Beach, Sepulveda, and Wadsworth VAMC's, as well as the Los
Angeles and Santa Barbara Outpatient Clinics (OPCs); the St. Paul DPC
will serve the Minneapolis VAMC and St. Paul OPC; and the Hines DPC
will serve the Chicago West Side VAMC.
Categories of individuals covered by the system:
The following categories of individuals will be covered by the System:
(1) Inpatient and outpatient veterans, excluding dependents, receiving
medication from pharmacies; (2) health care providers (e.g.,
physicians, podiatrists, and dentists) prescribing medication; and (3)
pharmacy personnel dispensing medications.
Categories of records in the system:
Records may include (1) veteran identification information such as
name, social security number, address, sex, and age; (2) veteran
medication profile information such as medication name, patient
identification, medication quantity, prescriber, prescriber's Drug
Enforcement Agency (DEA) number, medication dosage and medication
administration instructions; (3) prescriber identification information
such as name, DEA number, address, type of VA appointment, speciality,
and phone number; (4) pharmacy dispensing information such as
dispensing pharmacist identification, to whom dispensed, place of
dispensing and the name and quantity of the medication dispensed; (5)
daily pharmacist productivity information such as pharmacist
identification, date, facility number, pharmacy identification,
various work categories, and the associated work time in each
category; and (6) medication receiving information such as pharmacist
identification, date, facility number, pharmacy identification,
manufacturers' name and address, medication name, quantity and lot
number, and cost.
Authority for maintenance of the system:
Title 38, United States Code, Sections 610, 611, 612, and 4101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
3. The name and address of a veteran which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and wheter arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with the enforcing or implementing the statute, regulation,
rule or order issued pursuant thereto, in response to its official
request.
4. The name and address of a veteran which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local government agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
5. Any information in this system including the name and address of a
veteran may be disclosed to any nonprofit organization if the release
is directly connected with the conduct of programs and the utilization
of benefits under title 38 (such disclosures include computerized
lists of names and addresses).
6. Any information in this system may be disclosed in response to a
request from a health care provider in direct connection with
treatment for a veteran provided the name of the individual to whom
the record pertains is given and the information will be treated as
confidential, as is customary in civilian professional medical
practice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic tape and disk.
Retrievability:
Records are retrievable by either the Patient's Social Security
Number, or Prescriber's Identification Number, or Pharmacist
Identification Code. Such numbers are obtained from other agency
records containing the name of these individuals.
Safeguards:
Access to the VA Data Processing Centers is generally restricted to
authorized Federal employees and authorized representatives of
vendors. Access to the computer rooms within the DPC's and VA Medical
Centers is further restricted to especially authorized Federal
employees and vendor personnel. Protection is provided by alarm
systems as well as guard service.
Information in the system may be accessed from remote terminals via a
telecommunications network maintained by the VA on dedicated lines.
The system recognizes authorized users by a health care facility
identifier transmitted as a part of each data message.
The areas housing the telecommunications terminals are secured by
double locked doors. During those periods when pharmacy personnel are
present in the areas housing the terminal (viewing screen and printer)
devices, only the Professional Staff Officer-of-the-Day and the VAMC
Security Officer (at certain facilities) will possess keys or
combination for gaining access through the double door security.
Access to terminal devices areas is restricted to Federal employees on
a ``need to know'' basis.
Retention and disposal:
Records are maintained on-line on disk for thirteen (13) months after
the last recorded activity. They are then put onto tape in a
recallable off-line history status for thirty-six (36) months at the
computer site locations. Disposal is accomplished by erasure at the
computer location sites.
System manager(s) and address: Director, Pharmacy Service (119), VA
Central Office, 810 Vermont Avenue, NW, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record in this system
is being maintained by the VA Medical Care Facility where the care was
rendered under his or her personal identifier or wishes to determine
the contents of such records should submit a written request or apply
in person and submit their full name, social security or other
identifying number, approximate date(s) of medical care, and the
location of the Health Care Facility involved, to the Director,
Veterans Administration Medical Care Facility (119) where the care was
rendered.
Record access procedures: An individual who seeks access to or wishes to
contest records maintained under his or her personal indentifier may
write, call or visit the Director, Veterans Administration Medical
Care Facility (119) where the care was rendered.
Contesting record procedures:
(See Records access procedures above.)
Record source categories:
Patient's medical prescription (part of the Patient Consolidated
Medical Record portion of the VA Medical Records System), medication
dispensing records, medication refill/renewal requests, pharmacy
inventory receiving/dispensing documents, VA Medical Care facility
staff lists, and VA fee basis staff lists.
57VA125
System name: Voluntary Service Records-VA.
System location: Records are maintained at each of the VA health care
facilities and data processing centers. Active records are retained
at the facility where the individual has volunteered to assist the
administrative and professional personnel and at the data processing
centers. Address locations are listed in VA Appendix 1, ``Addresses
of Veterans Administration Facilities'' published September 7, 1976
(41 FR 37718).
Categories of individuals covered by the system: Non-affiliated
volunteers and members of voluntary service organizations; welfare,
service, veterans, fraternal, religious, civic, industrial, labor,
and social groups or clubs which voluntarily offer the services of
their organizations to patients through VA Voluntary Service under
Title 38, United States Code, Section 213.
Categories of records in the system: Administrative records containing
personal information about the individual making application to
become a volunteer in a VA health care facility. Information
relating to the individual medical history, membership in service
organization, qualifications, restrictions and preferences of duty
and availability to schedule time of service.
Authority for maintenance of the system: Title 38, United States Code,
Section 213.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
2. To confirm volunteer service, duty schedule, and assignments to the
Bureau of Unemployment, service organizations, insurance firms, office
of personnel of the individual's full-time employment; to assist in
the development of the Veterans Administration history of the
volunteer and his/her assignments; and, to confirm voluntary hours for
on-the-job accidents, and for recognition awards.
3. 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.
4. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: (a) Paper documents; (b) X-ray; (c) punch cards; (d) magnetic
tapes; (e) magnetic disk packs.
Retrievability: (a) All volunteer applications are filed by name and
social security number or pseudo SSN and cross-referenced under
organization they represent; (b) Medical histories and X-rays by
name and social security number or pseudo SSN.
Safeguards: Physical Security: Access to VA working space and medical
record storage areas and data processing centers is restricted to VA
employees on a ``need to know'' basis. Generally, VA file areas are
locked after normal duty hours and are protected from outside access
by the Federal Protective Service. Employee file records of public
figures or otherwise sensitive medical record files are stored in
separate locked files. Access to the ARS network equipment is
restricted since it is in the communications center of the facility.
Strict control measures are enforced to ensure that disclosure is
limited to a ``need to know'' basis.
Retention and disposal: The individual volunteer's record of service is
maintained by the Veterans Administration health care facility and
data processing centers as long as he or she is living and actively
participating in the VAVS program, or until he or she irrevocably
removes himself or herself from further participation in the VAVS
program, or is removed from the VAVS program for cause.
System manager(s) and address: Director, Voluntary Service, (125),
Veterans Administration, VA Central Office, Washington, DC 20420.
Notification procedure: Individuals seeking information concerning the
existence and content of a volunteer's service record pertaining to
themselves must submit a written request or apply in person to the
VA health care facility where their voluntary service was
accomplished. All inquiries must reasonably identify the portion of
the volunteer`s service folder and approximate the dates of service
to the facility. Inquiries should include the volunteer's name,
social security number or pseudo SSN, organization represented, date
of birth, last address while serving as a volunteer to the VA.
Record access procedures: Volunteers, dependents, survivors or duly
authorized representatives seeking information regarding access to
and contesting of VA Voluntary Service records may contact the
Chief, Voluntary Service, Veterans Administration health care
facility where individual was a voluntary worker.
Contesting record procedures: See Record access procedures above.
Record source categories: 1. The volunteer, his/her family. 2. Civic and
service organization. 3. Private physician. 4. VA health care
facility.
58VA21/22
System name: Compensation, Pension, Education and Rehabilitation
Records-VA.
System location:
Records are maintained at the VA regional offices, the VA Records
Processing Center, St. Louis, Missouri and the Data Processing Center
at Hines, Illinois, with subsidiary accounts receivable records
located at the Data Processing Center at St. Paul, Minnesota. Active
records are generally maintained by the regional offices having
jurisdiction over the domicile of the claimant. Address locations are
listed in the VA Appendix I. The automated individual employee
productivity records are temporarily maintained at the VA data
processing facility serving the office in which the employee is
located. The paper record is maintained at the VA regional office
having jurisdiction over the employee who processed the claim. Records
provided to the Department of Housing and Urban Development (HUD) for
inclusion on its Credit Alert Interactive Voice Response System
(CAIVRS) are located at a data processing center under contract to HUD
at Reston, Virginia.
Categories of individuals covered by the system:
The following categories of individuals will be covered by this
system.
1. Veterans who have applied for compensation for service-connected
disability under 38 U.S.C. Chapter 11.
2. Veterans who have applied for nonservice-connected disability under
38 U.S.C. chapter 23.
3. Veterans entitled to burial benefits under 38 U.S.C. chapter 15.
4. Surviving spouses and children who have claimed pension based on
service-connected death of a veteran under 38 U.S.C. chapter 15.
5. Surviving spouses and children who have claimed pension based on
service-connected death of a veteran under 38 U.S.C. chapter 11.
6. Surviving spouses and children who have claimed dependency and
indemnity compensation for service-connected death of a veteran under
38 U.S.C. chapter 13.
7. Parents who have applied for death compensation based on service-
connected death of a veteran under 38 U.S.C. chapter 11.
8. Parents who have applied for dependency and indemnity compensation
for service-connected death of a veteran under 38 U.S.C. chapter 13.
9. Veterans who have applied for VA educational benefits under 38
U.S.C. chapters 31, 32, and 34.
10. Spouses, surviving spouses and children of veterans who have
applied for VA educational benefits under 38 U.S.C. chapter 35.
11. Service members who have applied for educational benefits under 38
U.S.C. chapters 34 and 35.
12. Service members who have contributed money from their military pay
to the Post-Vietnam Era Veterans Education Account under 38 U.S.C.
chapter 32.
13. Individuals who have applied for title 38 benefits but who do not
meet the requirements under 38 U.S.C. to receive such benefits.
14. Veterans, service members, spouses, surviving spouses and
dependent children who have applied for benefits under the Educational
Assistance Test program under sections 901 and 903 of Pub. L. 96-342.
15. Veterans who apply for training and employers who apply for
approval of their programs under the provisions of the Emergency
Veterans' Job Training Act of 1983, Pub. L. 98-77.
16. Veterans, service members and eligible reservists who apply for
benefits under 38 U.S.C. chapter 30.
17. Eligible members of the Selected Reserve who apply for benefits
under 10 U.S.C. chapter 106.
18. Any VA employee who generates or finalizes adjudicative actions
using the TARGET computer processing.
19. Veterans who apply for training and employers who apply for
approval of their programs under the provisions of the Service Members
Occupational Conversion and Training Act of 1992, Pub. L. 102-484.
Categories of records in the system:
The record, or information contained in the record, may include
identifying information (e.g., name, address, social security number);
military service and active duty separation information (e.g., name,
service number, date of birth, rank, sex, total amount of active
service, branch of service, character of service, pay grade, assigned
separation reason, whether veteran was discharged with a disability,
served in Vietnam Conflict, reenlisted, received a Purple Heart of
other military decoration); payment information (e.g., veteran payee
name, address, dollar amount of readjustment service pay, amount of
disability or pension payments number of nonpaydays, any amount of
indebtedness (accounts receivable) arising from title 38 U.S.C.
benefits and which are owed to the VA); medical information (e.g.,
medical and dental treatment in the Armed Forces including type of
service-connected disability, medical facilities or by VA health care
personnel or received from private hospitals and health care personnel
relating to a claim for VA disability benefits or medical or dental
treatment); personal information (e.g., martial status, name and
address of dependents, occupation, amount of education of a veteran or
a dependent, dependent's relationship to veteran); education benefit
information (e.g., information arising from utilization or training
benefits such as a veteran trainee's induction, reentrance or
dismissal from a program or progress and attendance in an education or
training program); applications for compensation, pension, education
and rehabilitation benefits and training which may contain identifying
information, military service and active duty separation information,
payment information, medical and dental information, personal and
education benefit information relating to a veteran or beneficiary's
incarceration in a penal institution (e.g., name of incarcerated
veteran or beneficiary, claims file number, name and address of penal
institution, date of commitment, type of offense, scheduled release
date, veteran's date of birth, beneficiary relationship to veteran and
whether veteran or beneficiary is in a work release or half way house
program, on parole or has been released from incarceration).
The VA employee's Target Access Card number, the number and kind of
actions generated and/or finalized by each such employee, the
compilation of cases returned for each employee.
Authority for maintenance of the system:
Title 38, United States Code, section 210(c) and Chapters 11, 13, 15,
31, 34, 35, and 36.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 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 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 with 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 written information in this system may be disclosed to a State
or local agency, upon official request, to the extent that it is
relevant and necessary to that agency's decision on: The hiring,
retention or transfer of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance or continuance
of a license, grant or other benefit by that agency; provided, that if
the information pertains to a veteran, the name and address of the
veteran will not be disclosed unless the name and address is provided
first by the requesting State or local agency.
4. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
5. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigation or prosecuting such violation or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
6. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided for a purpose authorized by law.
7. The name, address, entitlement code (e.g., compensation or
pension), period(s) of service, sex, and date(s) of discharge may be
disclosed to any nonprofit organization if the release is directly
connected with the conduct of programs and the utilization of benefits
under title 38 U.S.C. Disclosures may be in the form of a computerized
list.
8. Any information in this system, except for the name and address of
a veteran, may be disclosed to a Federal agency in order for the VA to
obtain information relevant to the issuance of a benefit under title
38 U.S.C. The name and address of a veteran may be disclosed to a
Federal agency under this routine use if they are required by the
Federal agency to respond to the VA inquiry.
9. Any information in this system may be disclosed in connection with
any proceeding for the collection of an amount owed to the United
States by virtue of a person's participation in any benefit program
administered by the Veterans Administration when in the judgment of
the Administrator, 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. 3301(b)(6).
10. The name and address of a veteran, and other information as is
reasonably necessary to identify such veteran, may be disclosed to a
consumer reporting agency for the purpose of locating the veteran, or,
obtaining a consumer report to determine the ability of the veteran to
repay an indebtedness to the United States arising by virtue of the
veteran's participation in a benefits program administered by the VA,
provided that the requirements of 38 U.S.C. 3301(g)(2) have been met.
11. The name and address of a veteran, other information as is
reasonably necessary to identify such veteran, including personal
information obtained from other Federal agencies through computer
matching programs, and any information concerning the veteran's
indebtedness to the United States by virtue of the person's
participation in a benefits program administered by the VA may be
disclosed to a consumer reporting agency for purposes of assisting in
the collection of such indebtedness, provided that the provision of 38
U.S.C. 3301(g)(4) have been met.
12. Any information in this system, including available identifying
information regarding the debtor, such as name of debtor, last known
address or debtor, VA insurance number, VA loan number, VA claim
number, place of birth, date of birth of debtor, name and address of
debtor's employer or firm and dates of employment may be disclosed,
under this routine use, except to consumer reporting agencies, to a
third party in order to obtain current name, address, locator, and
credit report in connection with any proceeding for the collection of
an amount owed to the United States by virtue of a person's
participation in any VA benefit program when in the judgment of the
Administrator such disclosure is deemed necessary and proper. This
purpose is consistent with the Federal Claims Collection Act of 1966
(Pub. L. 89-508, 37 U.S.C. 951-953 and 4 CFR parts 101-105 and 38
U.S.C. 3301(b)(6).
13. Any information in this system, including the nature and amount of
a financial obligation, may be disclosed to a debtor's employing
agency or commanding officer so that the debtor-employee may be
counseled by his or her Federal employer or commanding officer and to
assist in the collection of unpaid financial obligations owed the VA.
This purpose is consistent with 5 U.S.C. 5514, 4 CFR 102.5, and
section 206 of Executive Order 11222 of May 8, 1965 (30 FR 6469).
14. Payment information may be disclosed to the Department of the
Treasury, in accordance with its official request, to permit delivery
of benefit checks to veteran-payees.
15. Military service and active duty separation information, and
identifying information may be disclosed to a State unemployment
compensation agency to the extent required to determine eligibility
for its benefits, provided the name and address of the individual to
whom the record pertains are provided by the State agency. The purpose
for this disclosure is consistent with 5 U.S.C. 8523.
16. Medical information may be disclosed in response to a request from
the superintendent of a State hospital for psychotic patients, a
commissioner or head of a State department of mental hygiene, or a
head of a State, county or city health department or any fee basis
physician or sharing institution in direct connection with authorized
treatment for a veteran provided the name of the individual to whom
the record pertains is given and the information will be treated as
confidential, as is customary in civilian professional medical
practice.
17. The name, address, VA file number, effective date of compensation
or pension, current and historical benefit pay amounts for
compensation or pension, service information, date of birth,
competency payment status, incarceration status, and social security
number of veterans and their surviving spouses may be disclosed to the
following agencies upon their official request: Department of Defense,
Defense Manpower Data Center; Marine Corps; Department of
Transportation (Coast Guard); PHS (Public Health Service), NOAA
(National Oceanic and Atmospheric Administration), Commissioned
Officer Corps in order for these departments and agencies and VA to
reconcile the amount and/or waiver of service, department and retired
pay. These records may also be disclosed as a part of an ongoing
computer matching program to accomplish these purposes. This purpose
is consistent with 10 U.S.c. 684, 38 U.S.C. 3101, 38 U.S.C. 3104 and
38 U.S.C. 3301.
18. The amount of pension, compensation, dependency and indemnity
compensation, educational assistance allowance, retirement pay and
subsistence allowance of any veteran identified to the VA may be
disclosed to any person who applies for such information.
19. Identifying, personal, payment and medical information may be
disclosed to a Federal, State, or local government agency at the
request of a veteran in order to assist the veteran and insure that
all of the title 38 U.S.C. or other benefits to which the veteran is
entitled are received. This information may also be disclosed without
a request from the veteran, to a Federal agency, upon its official
request or to a State or local agency provided the name and address of
the veteran is given beforehand by the State or local agency in order
to assist the veteran in obtaining a non-title 38 U.S.C. benefit to
which the veteran is entitled.
20. Any information in this system which directly affects payment or
potential payment of benefits to contesting claimants, including
parties claiming an apportioned share of benefits, may be coequally
disclosed to each affected claimant upon request from that claimant in
conjunction with the claim for benefits sought or received.
21. Any information in this system such as identifying information,
nature of a claim, amount of benefit payments, percentage of
disability, income and medical expense information maintained by VA
which is used to determine the amount payable to recipients of VA
income dependent benefits and personal information, may be disclosed
to the Social Security Administration, Bureau of Supplemental Security
Income, upon its official request, in order for that agency to
determine eligibility regarding amounts of social security benefits,
or to verify other information with respect thereto. These records may
also be disclosed as part of an ongoing computer matching program to
accomplish this purpose.
22. Identifying information in this system may be disclosed at the
request of a veteran to a third party having information relevant to a
claim, such as an employer or school, in order to obtain information
from the third party to the extent necessary to develop a veteran's
claim for VA benefits.
23. Medical data (excluding the name and address of a veteran unless
the name and address are furnished by the requestor) may be disclosed
to epidemiological and other research facilities approved by the Chief
Medical Director to obtain data from those facilities necessary to
assist in medical studies on veterans for the Veterans Administration
or for any research purposes determined to be necessary and proper by
the Chief Medical Director.
24. The name(s) and address(es) of a veteran 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
necessary to accomplish a statutory purpose of that agency.
25. Any information in this system relevant to a veteran's claim such
as the name, address, the basis and nature of a claim, amount of
benefit payment information, medical information and military service
and active duty separation information may be disclosed at the request
of the veteran to accredited service organizations, VA-approved claims
agents and attorneys acting under a declaration of representation so
that these individuals can aid veterans in the preparation,
presentation and prosecution of claims under the laws administered by
the VA. The name and address of a veteran will not, however, be
disclosed to these individuals under this routine use if the veteran
has not requested the assistance of an accredited service
organization, claims agent or an attorney.
26. Identifying and payment information may be disclosed, upon the
request of a Federal agency, to a State or local government agency, to
determine a beneficiary's eligibility under programs provided for
under Federal legislation and for which the requesting Federal agency
has responsibility. These records may also be disclosed as a part of
an ongoing computer matching program to accomplish these purposes.
This purpose is consistent with 38 U.S.C. 3301.
27. Any information in this system such as the amount of benefit or
disability payments and medical information 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 veterans rated
incompetent in conjunction with issuance of Certificates of
Incompetency, and to probation and parole officers in connection with
court-required duties.
28. Any information in this system including medical information, the
basis and nature of claim, the amount of benefits and personal
information may be disclosed to a VA Federal fiduciary or a guardian
ad litem in relation to his or her representation of a veteran only to
the extent necessary to fulfill the duties of the VA Federal fiduciary
or the guardian ad litem.
29. Any relevant information (including changes in disability ratings)
may be disclosed to the Department of Justice and United States
Attorneys in the defense or prosecution of litigation involving the
United States, and to 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.
30. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
31. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
32. Any information in this system including the name, social security
number, date of birth, delimiting date and remaining entitlement of VA
educational benefits, may be disclosed to the ED (Department of
Education), upon its official request, or contractor thereof, for
specific use by the ED to validate information regarding entitlement
to VA benefits which is submitted by applicants who request
educational assistance grants from the ED. Such information will not
be used for any other purpose by the ED or contractor thereof.
33. VA educational forms and letters which contain identifying
information about a veteran may be disclosed at the request of the
veteran to a VA-approved education or training establishment to assist
the veteran in the completion of claims forms or for the VA to obtain
further information from the educational or training establishments as
may be necessary for the VA to properly process the veteran trainee's
claim or to monitor the trainee's progress.
34. Identifying and payment information may be disclosed to a VA-
approved educational or training establishment at the request of the
veteran in order for the VA to obtain sufficient information necessary
to pay the veteran or the educational or training establishment the
correct monetary amounts in an expeditious manner. However, this
information will not be provided under this routine use to an
educational or training establishment when the request is clearly an
attempt by that establishment to seek assistance in collection
attempts against the veteran.
35. Identifying information and information regarding the induction,
reentrance and dismissal of a disabled veteran from a vocational
rehabilitation program may be disclosed at the request of the veteran
to a VA-approved vocational rehabilitation training establishment to
insure that the trainee receives the maximum benefit from training.
36. Identifying information and information regarding the extent and
nature of a veteran's disabilities with respect to any limitations to
be imposed on the veteran's vocational programs may be disclosed at
the request of the veteran to a VA-approved vocational rehabilitation
training establishment to insure that the trainee receives the maximum
benefit from training.
37. Information regarding the type and amount of training/education
received, and the name and address of a veteran, may be disclosed at
the request of a veteran to local and State agencies and to
prospective employers in order to assist the veteran in obtaining
employment or further training.
38. The name, claims file number and any other information relating to
a veteran's or beneficiary's incarceration in a penal institution and
information regarding a dependent's right to a special apportionment
of the incarcerated individual's VA benefit payment may be disclosed
to those dependents who may be eligible for entitlement to such
apportionment in accordance with 38 U.S.C. 504, 1682, 1780, and 3113.
39. The name, claims file number and any other information relating to
a veteran or beneficiary who may be incarcerated in a penal
institution may, pursuant to an arrangement, be disclosed to penal
institutions or to correctional authorities in order to verify
information concerning the veteran's or beneficiary's incarceration
status. The disclosure of this information is necessary to determine
that individual's continuing eligibility as authorized under 38 U.S.C.
504, 1682, 1780 and 3113.
40. Names and addresses, and other identifying data including the
Social Security number, of surviving spouses, children and parents of
deceased veterans may be released from this system of records to the
Department of Defense (DOD) upon its official request in order for DOD
to identify individuals eligible for health care benefits administered
by the DOD, or to collect or verify information necessary for DOD
facility planning, personnel studies, capitalization budgeting and
post exchange, commissary and housing studies.
41. Identifying infomation including names and addresses, entitlement
code, payee social security number, file number, payee number,
regional office number, income for VA pension-determination purposes
and pension net award may be released to the Department of Agriculture
upon its official request for the purpose of a matching program
designated USDA/OIG-6 for verification by the Department of
Agriculture of applicants' eligibility for food stamps to reduce
unauthorized payments in the food stamp program, and to collect debts
owed to the United States Government. This anti-fraud matching program
is being performed pursuant to the Department of Agriculture's
Inspector General authority under Pub. L. 95-452, section 4(a), to
detect and prevent fraud and abuse.
42. Any information concerning the veteran's indebtedness to the
United States by virtue of a person's participation in a benefits
program administered by the VA, 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 may be to (a) assist the VA in collection of title 38
benefit overpayments overdue indebtedness, and/or costs of services
provided individuals not entitled to such services, and (b) initiate
legal actions for prosecuting individuals who willfully or
fraudulently obtain title 38 benefits without entitlement. This
disclosure is consistent with 38 U.S.C. 3301(b)(6).
43. Identifying information, except for the name and address of a
veteran, may be disclosed to a State agency for the purpose of
conducting a computer match to determine if income and employment data
are being properly reported to the VA and to detect the unwarranted
payment of benefits under title 38 U.S.C.
44. Identifying, disability, and award (type, amount and reasons for
award) information may be released to the DOL (Department of Labor) in
order for the DOL to conduct a computer matching program against the
`Office of Workers' Compensation Programs Federal Employees
Compensation File, DOL/ESA-13,` published in 46 FR 12357 on February
13, 1981. This match will permit the DOL to verify a person's
eligibility for DOL payments as well as to detect situations where
recipients may be erroneously receiving concurrent multiple payments
from the DOL and the VA, to identify areas where legislative and
regulatory amendments directed toward preventing overpayments are
needed, and to collect debts owned to the United States Government.
This matching program is performed pursuant to the DOL Inspector
General's authority under Pub. L. 95-452, section 4(a) to detect and
prevent fraud and abuse. This disclosure is consistent with 38 U.S.C.
3301(b)(3).
45. The beneficiary's name, address, social security number and the
amount (excluding interest) of any indebtedness waived uner 38 U.S.C.
3102, or compromised under 4 CFR part 103 may be disclosed to the
Treasury Department, Internal Revenue Service, as a report of income
under 26 U.S.C. 61(a)(12).
46. Identifying information, including social security number,
concerning veterans and the dependents of veterans, except for the
name and address, may be disclosed to a Federal, State, County or
Municipal agency for the purpose of conducting computer matches to
obtain information to validate the entitlement of a veteran or a
dependent of a disabled or deceased veteran, who is receiving or has
received veterans benefits under Title 38, United States Code. The
name and address of veterans may also be disclosed to a Federal agency
under this routine use if required by the Federal agency in order to
provide information.
47. Identifying information, including the initials and abbreviated
surname, the social security number, the date of birth and coding
indicating the category of the individual's records, the degree of
disability, the benefit program under which benefits program under
which benefits are being paid and the computed amount of VA benefits
for a calendar year may be released to the Department of the Treasury,
Internal Revenue Service (IRS) in order for IRS to conduct a computer
matching program against the Internal Revenue Service's Forms 1040,
Schedule R, Credit for the Elderly and the Permanently and Totally
Disabled. This match will permit IRS to determine the eligibility for
and the proper amount of Elderly and Disabled Credits claimed on IRS
Form 1040, Schedule R. This matching program is performed pursuant to
the provisions of Internal Revenue Code Section 7602. This disclosure
is consistent with 38 U.S.C. 3301(b)(3).
48. Identifying information, such as name, social security number, VA
claim number, date and place of birth, etc., in this system may be
disclosed to an employer or school having information relevant to a
claim in order to obtain information from the employer or school to
the extent necessary to determine that eligibility for VA compensation
or pension benefits continues to exist or to verify that there has
been an overpayment of VA compensation or pension benefits. Any
information in this system also may be disclosed to any of the above-
entitled individuals or entities as part of ongoing computer matching
programs to accomplish these purposes.
49. The name of a veteran, or other beneficiary, other information as
is reasonably necessary to identify such individual, and any other
information concerning the individual's indebtedness by virtue of a
person's participation in a benefits program administered by the VA,
may be disclosed to the Treasury Department, Internal Revenue Service,
for the collection of Title 38, U.S.C. benefit overpayments, overdue
indebtedness, and/or costs of services provided to an individual not
entitled to such services, by the withholding of all or a portion of
the person's Federal income tax refund.
50. Veterans' addresses which are contained in this system of records
may be disclosed to the Department of Defense Manpower Data Center,
upon its official request, for military recruiting command needs,
Department of Defense civilian personnel offices' mobilization studies
and mobilization information, debt collection, and Individual Ready
Reserve (IRR) Units' locator services.
51. The name, address, VA file number, date of birth, date of death,
social security number, and service information may be disclosed to
the Defense Manpower Data Center. The Department of Defense will use
this information to identify retired veterans and dependent members of
their families who have entitlement to Department of Defense benefits
but who are not identified in the Department of Defense Enrollment
Eligibility Reporting System (DEERS) program and to assist in
determining eligibility for Civilian Health and Medical Program of the
Uniformed Services (CHAMPUS) benefits. This purpose is consistent with
38 U.S.C. 3301. These records may also be disclosed as part of an
ongoing computer matching program to accomplish this purpose.
52. The name, address, VA file number, social security number, sex of
veteran, date(s) of birth of the veteran and dependents, current
benefit pay amounts for compensation or pension, pay stlatus, check
amount, aid and attendance status, veteran and spouse annual income
amounts and type and combined degree of disability will be disclosed
to the Department of Health and Human Services. The Social Security
Administration will use the data in the administration of the
supplemental security income (SSI) payment system as prescribed by
Pub. L. 92-603. These records may also be disclosed as part of an
ongoing computer matching program to accomplish these purposes. This
purpose is consistent with 38 U.S.C. 3301.
53. The names and current addresses of VA beneficiaries who are
identified by finance centers of individual uniformed services of the
Department of Defense and the Department of Transportation (Coast
Guard) as responsible for the payment of Survivor Benefit Plan (SBP)
premium payments to be released from this system of records to them
upon their official written request for such information for their use
in attempting to recover amounts owed for SBP premium payments.
54. This routine use authorizes VA to compile lists of the social
security numbers and loan account numbers of all persons with VA-
guaranteed and portfolio loans in default, or VA loans on which there
has been a foreclosure and the Department paid a claim and provide
these records to the Department of Housing and Urban Development for
inclusion in its Credit Alert Interactive Voice Response System
(CAIVRS). Information included in this system 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. These
records may also be disclosed as part of an ongoing computer matching
program to accomplish these purposes.
55. Identifying information including social security number,
abbreviated surname, first and middle initial, date of birth, sex and
claim number, and excluding the full name and address, may be
disclosed to the Social Security Administration for the purpose of
conducting a computer match to obtain information to validate the
social security number maintained in VA records.
56. Any information contained in the files of veterans whose claims
were referred to VA Central Office for an advisory opinion concerning
their claims that their disabilities were incurred secondary to
occupational radiation exposure may be disclosed to the Department of
the Navy. The information to be furnished to the Navy would include
the medical opinions, dose estimates, advisory opinions, and rating
decisions including veterans' names, addresses, VA claim numbers,
Social Security numbers and medical information. The requested
information may be disclosed to the Department of the Navy upon
receipt of their official written request for such information for
their use in the review and assessment of their occupational radiation
exposure controls and training.
57. A veteran's claims file number and folder location may be
disclosed to a court of proper jurisdiction which has issued a
garnishment order for that veteran under 42 U.S.C. 659 through 662.
59. The name and address of a prospective, present, or former
accredited representative, claims agent or attorney and any
information concerning such individual which is relevant to a refusal
to grant access privileges to automated veterans claims records, or a
potential or past suspension or termination of such access privileges
may be disclosed to the entity employing the individual to represent
veterans on claims for veterans benefits.
60. The name and address of a former accredited representative, claim
agent or attorney, and any information concerning such individual,
except a veteran's name and home address, which is relevant to a
revocation of such access privileges may be disclosed to an
appropriate governmental licensing organization where VA determines
that the individual's conduct which resulted in revocation merits
reporting.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records (or information contained in records) are maintained on paper
documents in claims file folders (e.g., ``C'' file folders,
educational file folders and vocational rehabilitation folders) and on
automated storage media (e.g., microfilm, microfiche, magnetic tape
and disks). Such information may be accessed through a data
telecommunication terminal system designated the Benefits Delivery
Network (BDN). BDN terminal locations include VA Central Office,
regional offices, some VA health care facilities, Department of
Defense Finance and Accounting Service Centers and the U.S. Coast
Guard Pay and Personnel Center.
Remote on-line access is also made available to authorized
representatives of claimants and to attorneys of record for claimants.
A VA claimant must execute a prior written consent or a power of
attorney authorizing access to his or her claims records before VA
will allow the representative or attorney to have access to the
claimant's automated claims records. Access by representatives and
attorneys of record is to be used solely for the purpose of assisting
an individual claimant whose records are accessed in a claim for
benefits administered by VA.
Information relating to receivable accounts owed to VA, designated the
Centralized Accounts Receivable System (CARS), is maintained on
magnetic tape, microfiche and microfilm. CARS is accessed through a
data telecommunications terminal system at St. Paul, Minnesota.
Retrievability:
Claims file folders are indexed by name of the veteran and VA file
number. Automated records are indexed by name, VA file number, payee
name and type of benefit. Automated Records of employee productivity
cannot be accessed. At the conclusion of a monthly reporting period,
the generated listing is indexed by employee TAC number. Records in
CAIVRS may only be retrieved by social security number.
Safeguards:
1. Physical Security: (a) Access to working spaces and claims folder
file storage areas in VA regional offices and centers is restricted to
VA employees on a need-to-know basis. Generally, file areas are locked
after normal duty hours and the offices and centers are protected from
outside access by the Federal Protective Service or other security
personnel. Employee claims file records and claims file records of
public figures are stored in separate locked files. Strict control
measures are enforced to ensure that access to and disclosure from
these claims file records are limited to a need-to-know basis.
(b) Access to BDN data telecommunications network is by authorization
controlled by the site security officer who is responsible for
authorizing access to the BDN by a claimant's representative or
attorney approved for access in accordance with VA regulations. The
site security officer is responsible for ensuring that the hardware,
software and security practices of a representative or attorney
satisfy VA security requirements before granting access. The security
requirements applicable to access to automated claims files by VA
employees also apply to access to automated claims files by claimants'
representatives or attorneys. The security officer is assigned
responsibility for privacy-security measures, especially for review of
violation logs, information logs and control of password distribution,
including password distribution for claimants' representatives.
(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 persons provided access to computer rooms are escorted.
(d) Employee production records are identified by the confidential BDN
access number, not name, and are protected by management/supervisory
personnel from unauthorized disclosure in the same manner as other
confidential records maintained by supervisors.
2. BDN System Security: (a) Usage of the BDN system is protected by
the usage of ``logan'' identification passwords and authorized
function passwords. The passwords are changed periodically. These same
protections apply to remote access users.
(b) At the data processing centers, identification of magnetic tapes
and disks 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.
Access to the data processing centers where HUD maintains CAIVRS is
generally restricted to center employees and authorized
subcontractors. Access to computer rooms is restricted to center
employees and authorized operational personnel through electronic
locking devices. All other persons granted access to computer rooms
are escorted.
Files 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.
Retention and disposal:
Individual claims file folders and the compensation, pension,
rehabilitation and education claims records contained therein are
retained at the servicing regional office for the life of the veteran.
At the death of the veteran, these records are sent to the Federal
Records Center (FRC), maintained by the FRC for 75 years and
thereafter destroyed. Rehabilitation and education counseling records
are maintained until the exhaustion of a veteran's maximum entitlement
or upon the exceeding of a veteran's delimiting date of eligibility
(generally, ten or twelve years from discharge or release from active
duty), whichever occurs first, and then destroyed. Automated storage
media containing temporary working information are retained until a
claim is processed to determination. All other automated storage media
are retained and disposed of in accordance with disposition
authorization approved by the Archivist of the United States. Employee
productivity records are maintained for two years after which they are
destroyed by shredding or burning. File information for CAIVRS is
provided to HUD by VA on magnetic tape. After information from the
tapes has been read into the computer the tapes are returned to VA for
updating. HUD does not keep separate copies of the tapes.
System manager(s) and address:
Director: Compensation and Pension Service (21), Director, Vocational
Rehabilitation and Counseling Service (22), VA Central Office,
Washington, DC 20420.
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 record, should
submit a written request or apply in person to the nearest VA regional
office or center. Address locations are listed in VA Appendix 1 at the
end of this document. VA employees withing to inquire whether the
system of records contains employee productivity information about
themselves should contact their supervisor at the regional office of
employment.
Record access procedures:
Individuals seeking information regarding access to and contesting of
VA records may write, call or visit the nearest Veterans
Administration regional office. Address locations are listed in VA
Appendix 1.
Contesting record procedures:
(See Record access procedures above.)
Record source categories:
The veteran, dependents and other beneficiaries of the veteran,
accredited service organizations, VA-supervised fiduciaries (i.e., VA
Federal fiduciaries, court-appointed fiduciaries), military service
departments, VA medical facilities and physicians, private medical
facilities and physicians, education and rehabilitation training
establishments, State and local agencies, other Federal agencies,
State, local and county courts and clerks, Federal, State and local
penal institutions and correctional facilities, other third parties
and other VA records.
60VA23
System name: Repatriated American Prisoners of War-VA.
System location:Records are maintained at the VA regional offices, VA
Central Office, all health care facilities and the Data Processing
Center at Austin, Texas. Address locations are listed in VA Appendix
1 at end of this document.
Categories of individuals covered by the system: Individuals who are
repatriated prisoners of war, including but not limited to those of
World War II; Korean Conflict; Vietnam Era; Pueblo Crisis; the
members of the group known as Civilian Employees, Pacific Naval Air
Bases, who actively participated in the defense of Wake Island and
were determined to be eligible for veterans' benefits under Pub. L.
95-202; and those determined by the VA to have been held as
prisoners of war during peacetime.
Categories of records in the system: Personal identification information
related to the POW experience and identifying data, e.g., name,
Social Security number, file number, service number, date of birth,
date of death (if applicable), period of service, branch of service,
entitlement code, aid and attendance or household status, number of
service-connected disabilities, number of days internal as a POW,
place of internment and hospital discharge data.
Authority for maintenance of the system: Section 102, Pub. L. 96-22,
June 13,1979; 38 U.S.C. 612; Pub. L. 97-37, August 14, 1981; 38
U.S.C. 101. 221. 312. 610 and 612; and 38 U.S.C. 210(c)(1).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 member
when the member or staff person requests the record on behalf of and
at the request of that individual.
2. Any information in this system relevant to a veteran's claim such
as the name, military service information and the number of days
interned as a POW may be disclosed at the request of the veteran to
accredited service organizations, VA-approved claims agents and
attorneys acting under a declaration of representation so that these
individuals can aid veterans in the preparation, presentation and
prosecution of claims under the laws administered by the VA. The name
of a veteran will not, however, be disclosed to these individuals
under this routine use if the veteran has not requested the assistance
of an accredited service organization, claims agent or an attorney.
3. Any information in this system may be disclosed to the Office of
the Secretary of Defense, International Security Affairs (POW/MIA),
upon their official request, in order to aid the Department in
verifying the status of individuals who were prisoners of war or
missing in action and/or in determining their most recent location.
4. Any information in this system may be disclosed to NARA (National
Archives and Records Administration), upon their official request, in
order that NARA may produce extracts to perform statistical analysis;
reconstruct military personnel records information; and respond to
inquiries from the general public.
5. Any information in this system (excluding the name of a veteran
unless the name is furnished by the requestor) may be disclosed to
epidemiological and other research facilities approved by the Chief
Medical Director to obtain data from those facilities necessary to
assist in medical studies on veterans for the Veterans Administration
or for any research purposes determined to be necessary and proper by
the Chief Medical Director.
6. The name(s) of a veteran may be disclosed to another Federal agency
or to a contractor of that agency at the written request of the head
of that agency for the purpose of conducting government research
necessary to accomplish a statutory purpose of that agency.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained on magnetic tape and microfiche.
Retrievabilty:The magnetic tape is indexed by the veteran's service, VA
file or Social Security number. The microfiche is indexed by the
veteran's name with secondary verification by the veteran's service,
VA file or Social Security number.
Safeguards:
1. Access to the basic file in the Austin DPC (Data Processing Center)
is restricted to authorized VA employees and vendors. Access to the
computer room where the magnetic tape is located within the DPC is
further restricted to specifically authorized employees and is
protected by an alarm system, the Federal Protective Service, and
other VA security personnel.
2. Access to microfiche listing and readers is restricted to
authorized VA employees on a ``need to know`` basis. The microfiche is
stored in protected drawers and protected from outside use by the
Federal Protective Service.
Retention and disposal: Records are maintained on magnetic tape and
microfiche and are retained and disposed of in accordance with
disposition and authorization approved by the Archivist of the
United States.
System manager(s) sand address: Director, Administrative Service (23),
VA Central Office, 810 Vermont Avenue, NW, Washington, DC 20420.
Notification procedure: Any 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 record should submit a written request or apply in person to
the nearest VA regional office or medical center. Addresses for
these offices may be found in VA Appendix 1 at the end of this
document. Inquiries should include as much of the following
information as possible: The veteran's full name, VA file number,
service number and Social Security number.
Record access procedures: Individuals seeking information regarding
access to and contesting of VA records in this system may write,
call or visit the nearest VA regional office of medical center.
Contesting record procedures: See Record access procedures above.
Record source categories: The Department of Defense, National Archives
and Records Administration, and VA records such as the Patient
Treatment File, the Veterans and Beneficiary Indentification and
Records Locator Subsystem, and Veterans, Dependents and
Beneficiaries Compensation Pension records.
63VA05
System name: Grievance Records, 63VA05.
System location: These records are located in personnel or designated
offices in the Veterans Administration (VA) in which the grievances
were filed.
Categories of individuals covered by the system: Current or former VA
employees who have submitted grievances with the agency in
accordance with part 771 of OPM Regulations (5 CFR part 771); VA
Personnel Manual MP-5, Part I, Chapter 771, and Part II, Chapter 8;
or a negotiated procedure.
Categories of records in the system: The system contains records
relating to grievances filed by agency employees under Part 771 of
OPM Regulations and VA Personnel Manual MP-5, Part I, Chapter 771,
and Part II, Chapter 8. These case files contain all documents
related to the grievance, including statements of witnesses, reports
of interviews and hearings, examiner's findings and recommendations,
a copy of the original and final decision, and related
correspondence and exhibits. This system includes files and records
of internal grievance and arbitration systems that may be
established through negotiations with recognized labor
organizations.
Authority for maintenance of the system: 5 U.S.C. 1302, 3301, 3302, E.O.
10577, 3 CFR 1954-1958 Comp. p218, E.O. 10987, 3 CFR 1959-1963 Comp.
p519, 38 U.S.C. 4108 and 4115, agency employees, for personal relief
in a matter of concern or dissatisfaction which is subject to the
control of agency management.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: These records and
information in these records may be used:
1. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order,
where the disclosing agency becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation.
2. To disclose information to any source from which additional
information is requested in the course of processing a grievance, to
the extent necessary to identify the individual, inform the source of
the purpose(s) of the request and identify the type of information
requested.
3. To disclose information to a Federal agency, in response to its
request, in connection with the hiring or retention of an employee,
the issuance of a security clearance, the conducting of a security or
suitability investigation of an individual, the classifying of jobs,
the letting of a contract, or the issuance of a license, grant, or
other benefit by the requesting agency, to the extent that the
information is relevant and necessary to requesting the agency's
decision on the matter.
4. To provide information to a congressional office from the record of
an individual in response to an inquiry from that congressional office
made at the request of that individual.
5. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
6. By the National Archives and Records Administration (General
Services Administration) in records management inspections conducted
under authority of 44 U.S.C. 2904 and 2906.
7. By the agency maintaining the records or the OPM in the production
of summary descriptive statistics and analytical studies in support of
the function for which the records are collected and maintained, or
for related work force studies. While published statistics and studies
do not contain individual identifiers, in some instances, the
selection of elements of data included in the study may be structured
in such a way as to make the data individually identifiable by
inference.
8. To disclose information 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 performance
of their authorized duties.
9. To disclose in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding.
10. To provide information to officials of labor organizations
reorganized under the Civil Service Reform Act when relevant and
necessary to their duties of exclusive representation concerning
personnel policies, practices, and matters affecting work conditions.
13. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
12. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
13. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank or to a State or local
government licensing board which maintains records concerning the
issuance, retention or revocation of licenses, certifications, or
registrations necessary to practice an occupation, profession or
specialty when under the following circumstances, through a peer
review process that is undertaken pursuant to VA policy, negligence,
professional incompetence, responsibility for improper care, and/or
professional misconduct has been assigned to a physician or licensed
or certified health care practitioner: (1) On any payment in
settlement (or partial settlement) of, or in satisfaction of a
judgment in, a medica1 malpractice action or claim; or, (2) on any
final decision that adversely affects the clinical privileges of a
physician or practitioner for a period of more than 30 days. These
records may also be disclosed as part of a computer matching program
to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained in file folders.
Retrievability: These records are retrieved by the names of the
individuals on whom they are maintained.
Safeguards: These records are maintained in lockable metal filing
cabinets to which only authorized personnel have access.
Retention and disposal: These records are disposed of three years after
closing of the case. Disposal is by shredding or burning.
System manager(s) and address: Officials maintaining the system--
Personnel Officer at station where employed (see Appendix 1 for
local addresses). Official responsible for policies and procedures--
Assistant Administrator for Personnel (05), VA Central Office, 810
Vermont Avenue, NW, Washington, DC 20420.
Record access procedures: It is required that individuals submitting
grievances be provided a copy of the record under the grievance
process. They may, however, contact the agency personnel or
designated office where the action was processed regarding the
existence of such records on them. They must furnish the following
information for their records to be located and identified:
a. Name.
b. Date of birth.
c. Approximate date of closing of the case and kind of action taken.
d. Organizational component involved.
Contesting record procedures: It is required that individuals submitting
grievances be provided a copy of the record under the grievance
process. However, after the action has been closed, an individual
may request access to the official copy of the grievance file by
contacting the agency personnel or designated office where the
action was processed.
Individuals must provide the following information for their records
to be located and identified:
a. Name.
b. Date of birth.
c. Approximate date of closing of the case and kind of action taken.
d. Organizational component involved.
Individuals requesting access must also follow the VA's Privacy Act
regulations regarding access to records and verification of identity
(38 CFR 1.577).
Contesting record procedures: Review of requests from individuals
seeking amendment of their records which have been the subject of a
judicial or quasi-judicial action will be limited in scope. Review
of amendment requests of these records will be restricted to
determining if the record accurately documents the action of the
agency ruling on the case, and will not include a review of the
merits of the action, determination, or finding.
Individuals wishing to request amendment to their records to correct
factual errors should contact the agency personnel or designated
office where the grievance was processed. Individuals must furnish the
following information for their records to be located and identified:
a. Name.
b. Date of birth.
c. Approximate date of closing of the case and kind of action taken.
d. Organizational component involved.
Individuals requesting amendment must also follow the VA Privacy Act
regulations regarding amendment to records and verification of
identity (38 CFR 1.577).
Record source categories: Information in this system of records is
provided:
a. By the individual on whom the record is maintained.
b. By testimony of witnesses.
c. By agency officials.
d. From related correspondence from organizations or persons.
64VA116
System name: Vietnam Veterans Readjustment Counseling Program--
Va.
System location: (a) Counseling Folder: Maintained at each individual
center (called Vet Centers) and at VA medical centers providing
readjustment counseling throughout the country. The locations of all
Vet Centers and VA medical centers providing readjustment counseling
are listed in VA Appendix 2 . Certain information extracted from the
counseling folder is maintained at the St. Paul, Minnesota, VA Data
Processing Center (DPC).
(b) Client Information File: Certain information extracted from the
counseling folder is maintained at the St. Paul, Minnesota, VA Data
Processing Center (DPC).
Categories of individuals covered by the system: Individuals who
request Vietnam veterans readjustment counseling, and/or receive
readjustment counseling, including veterans, family members, or
other counselees who are eligible.
Categories of records in the system: (a) Counseling Folder: All written
notes, forms, applications, and documentation deemed necessary to
provide continuity of care by the counselors and/or program
officials. This would include all information collected for the
computerized data base.
(b) Client Information File: Unique veteran identification number,
team or medical center number, marital status, birth date, service
dates, branch of service, whether served in Vietnam, service
connection, types of problems, severity of problems, actions to be
taken, source of action, status of action, number of contacts that
day, and other statistical information about services provided that
veteran.
Authority for maintenance of the system:
Title 38, United States Code, Section 612A.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
None.
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 magnetic tapes.
Retrievability: (a) Counseling Folder: Filed or indexed alphabetically
by last name or unique Client Number.
(b) Client Information File: Indexed by Vet Center or Station Number
in conjunction with unique Client 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. Access to readjustment counseling records at VA medical
centers will be restricted to the Outreach counseling staff on a
need-to-know basis.
(b) Client Information File: The file area at the DPC is locked after
duty hours and the building is protected from unauthorized access by
the Federal Protective Service.
Retention and disposal: (a) Counseling Folder: The records will be
retained at the Outreach Center or medical center of origin and VA
Central Office for approximately three years after the date of last
activity and/or after termination of the Outreach program, whichever
is later. Destruction will be by shredding.
(b) Client Information File: Maintained for the duration of the
program. Destruction will be by erasing the tapes.
System manager(s) and address:
Director, Readjustment Counseling Service (147), VA Central Office,
Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Veterans Readjustment Program under his or her name
or other person 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 Readjustment counselor at the VA
medical center with whom he or she had contact, or (2) Director,
Readjustment Counseling Service (147), VA Centrak Office, 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.
65VA122
System name: Community Placement Program-VA, 65VA122.
System location:
Records are maintained at each VA health care facility; the VA Data
Processing Center (DPC), 1615 East Woodward Street, Austin, Texas
78772; and at VA Central Office, 810 Vermont Avenue, NW, Washington,
DC 20420. Addresses for the VA health care system are listed in VA
Appendix I at the end of this document.
Categories of individuals covered by the system:
Individuals who operate a Community Placement facility approved for
placement of VA beneficiaries; VA beneficiaries in Community Placement
facilities.
Categories of records in the system:
The record, or information contained in the record, may include
personal identification information with data on the Community
Placement facility, name of operator, address, phone number, name of
veterans receiving care in these homes, a statement as to whether the
veterans' medical conditions have been rated as service-connected or
nonservice-connected, the veterans' social security numbers and the
names, addresses and phone numbers of the veterans' next-of-kin;
overall data regarding diagnoses of veterans in the facility, date the
facility was last approved for participation, statement regarding
whether or not the home is required to be licensed by the state and/or
local government, copies of correspondence exchange between the VA and
the persons interested in applying for participation in the Community
Placement Program.
Authority for maintenance of the system:
Title 38, U.S.C. 210(c), 610 and 4101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 of staff person requests the record on behalf
of and at the 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 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 with 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 to a State or local
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision on the hiring, transfer or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance or continuance of a license,
grant or other benefit by that agency; provided that, if the
information requested pertains to a veteran, the name and/or address
of the veteran will not be disclosed unless the name and/or address is
provided first by the requesting State or local agency.
4. Any information in this system may be disclosed to a Federal, State
or local governmental agency maintaining civil or criminal violation
records, or other pertinent information such as prior employment
history, prior Federal employment background investigations, and
personal or educational background at the request of the veteran in
order for the VA to obtain information releveant to the hiring,
transfer or retention of an employee, the letting of a contract, the
granting of a security clearance, or the issuance of a grant or other
benefit.
5. Any information in this system, except for the name and address of
a veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign governmental agency charged with
the responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
6. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
7. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and address
be provided or a purpose authorized by law.
8. Any information in this system including the name and address of a
veteran may be disclosed to any nonprofit organization if the release
is directly connected with the conduct of programs and the utilization
of benefits under Title 38 U.S.C. (such disclosures include
computerized lists of names and addresses.)
9. Any information in this system may be disclosed to a Federal
agency, except for the name and address of a veteran, in order for the
VA to obtain information relevant to the issuance of a benefit under
Title 38 U.S.C. The name and address of a veteran may be disclosed to
a Federal agency under this routine use if they are required by the
Federal agency to respond to the VA inquiry.
10. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
11. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic tapes which are stored at the
Austin DPC, and paper documents (printouts) are maintained at VA
Central Office and the health care facilities.
Retrievability:
Information can be retrieved by the use of veteran's name, social
security number and by facility operator's name and location.
Safeguards:
Access to the basic file in the Austin DPC is restricted to authorized
VA employees and vendors. Access to the computer room where the basic
file is maintained within the DPC is further restricted to authorized
VA employees and vendor personnel on a ``need to know'' basis and is
protected from unauthorized access by an alarm system, the Federal
Protective Service and VA security personnel. Access to paper
documents at Central Office and VA health care facilities is
restricted to authorized VA employees.
Retention and disposal:
Working magnetic tapes at the DPC are disposed of as soon as the
purpose for which they were established has been served. Paper
documents are to be retained and disposed of in accordance with
authorization approved by the Archivist of the United States.
System manager(s) and address:
Director, Social Work Service (141A10), VA Central Office, Washington,
DC 20420.
Notification procedure:
Any individual who wishes to determine whether a record is being
maintained in this system under his/her or other personal identifier,
or wants to determine the contents of such record should submit a
written request or apply in person to the Chief, Social Work Service
(122) at the appropriate VA health care facility. Addresses for these
offices may be found in VA Appendix I at the end of this document.
Inquiries should include the individual's full name and identification
number (social security number).
Record access procedures:
Individuals seeking information regarding access to and contesting of
VA records in this system may write, call or visit the nearest
appropriate health care facility.
Contesting record procedures:
(See Record Access Procedures above).
Record source categories:
Information contained in the records is obtained from individuals
requesting participation in the Community Placement Program; the
patient, family members or accredited representative, and friends,
employers or other third parties when otherwise unobtainable from the
patient or his family; various automated clinical and managerial
systems providing support at selected VA health care facilities; and
the patient Consolidated Medical Records sections of the VA Medical
Records System.
66VA53
System name: Inspector General Complaint Center Records--VA
(66VA53).
System location:
Veterans Administration, Office of Assistant Inspector General for
Policy, Planning and Resources (53), Washington, DC 20420.
Categories of individuals covered by the system:
The following categories of individuals will be covered by the system:
Subjects of complaints and complainants. Subjects and complainants may
be employees or third parties (e.g., occasionally, a veteran,
beneficiary or private citizen). Complainants are individuals who have
reported the possible existence of an activity constituting a
violation of law, rules or regulations, or mismanagement, gross waste
of funds, abuse of authority or a substantial and specific danger to
the public health and safety.
Categories of records in the system:
Records (or information continued in records) in this system may
include: (1) The name, home and work address and phone number of the
complainant; (2) name of the subject of the complaint; and (3) the
location and nature of the alleged wrongdoing. The records may also
include: (1) Documentation and evidence from the complainant, and (2)
correspondence between the Assistant Inspector General for Policy,
Planning and Resources (53) and other components of the Office of the
Inspector General, agency departments, and the complainant.
Authority for maintenance of the system:
Title 38, United States Code, Section 210(c)(1); and Title 5, United
States Code, Appendix 1, Section 7 (a) and (b) (The Inspector General
Act of 1978, Pub. L. 95-452).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system, except the name and address of a
veteran, which is relevant to a suspected violation or reasonably
imminent violation of law, whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed to
a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
3. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official request.
4. The name and address of a veteran, which is relevant to a suspected
violation or reasonably imminent violation of law concerning public
health or safety, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule
or order issued pursuant thereto, may be disclosed to any foreign,
State or local governmental agency or instrumentality charged under
applicable law with the protection of the public health or safety if a
qualified representative of such organization, agency or
instrumentality has made a written request that such name and/or
address is provided for a purpose authorized by law.
5. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
6. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such an agency, in order for the VA to respond to
and comply with the issuance of a State or municipal subpoena;
Provided, That any disclosure of claimant information made under this
routine use must comply with the provisions of 38 CFR 1.511.
7. Any information in this system may be disclosed to the Office of
Special Counsel, upon its official request, when required for the
Special Counsel's review of the complainant's allegations of
prohibited personnel practices.
8. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
9. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
10. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in numbered individual file folders, on
computer disks, tapes and printouts.
Retrievability:
The file folders are numbered and are individually retrievable by
means of the case numbers or indexed in the computer by the names of
the complainants and subjects of the complaints.
Safeguards:
Access to the file folders and computerized information is restricted
to authorized personnel on a need-to-know basis. The file room and
cabinets are locked after duty hours and the building is protected by
building guards and the Federal Protective Service. Computerized case
tracking information will be maintained in a private library
accessible only to authorized users. Access to the computerized
information will be limited to VA employees on a ``need-to-know''
basis by means of passwords and authorized user identification codes.
Computer system documentation will be maintained in a secure
environment in the Office of Inspector General, VA Central Office.
Physical access to printouts and data terminals will be limited to
authorized personnel in Office of Inspector General.
Retention and disposal:
Records will be maintained and disposed of in accordance with a
records disposition authority approved by the Archivist of the United
States.
System manager(s) and address:
Assistant Inspector General for Policy, Planning and Resources (53),
Veterans Administration Central Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Assistant Inspector General for Policy, Planning and
Resources, under his or her name in this system or wishes to determine
the contents of such records should submit a written request to the
Assistant Inspector General for Policy, Planning and Resources (53).
However, a majority of records in this system are exempt from the
notification requirements under 5 U.S.C. 552a (j) and (k). To the
extent that records in this system or records are not subject to
exemption, they are subject to notification. A determination as to
whether an exemption applies shall be made at the time a request for
notification is received.
Record access procedures:
An individual who seeks access to or wishes to contest records
maintained under his or her name in this system may write or call the
Assistant Inspector General for Policy, Planning and Resources (53).
However, a majority of records in this system are exempt from the
records access and contesting requirements under 5 U.S.C. 552a (j) and
(k). To the extent that records in this system of records are not
subject to exemption, they are subject to access and contest. A
determination as to whether an exemption applies shall be made at the
time a request for access or contest is received.
Contesting record procedures:
(See records access procedures above.)
Record source categories:
Information is obtained from employees, third parties (e.g., on
occasion a veteran, beneficiary or third party), the General
Accounting Office, Veterans Administration records, congressional and
federal offices.
Systems exempted from certain provisions of the act:
Under 5 U.S.C. 552a(j)(2), the head of any agency may exempt any
system of records within the agency from certain provisions of the
Privacy Act if the agency or component that maintains the system
performs as its principal function any activities pertaining to the
enforcement of criminal laws. The Inspector General Act of 1978, Pub.
L. 95-452, mandates the Inspector General to recommend policies for
and to conduct, supervise and coordinate activities in the Veterans
Administration and between the Veterans Administration and other
Federal, State and local governmental agencies with respect to: (1)
The prevention and detection of fraud in programs and operations
administered or financed by the Veterans Administration and (2) the
identification and prosecution of participants in such fraud. Under
the Act, whenever the Inspector General has reasonable grounds to
believe there has been a violation of Federal criminal law, the
Inspector General must report the matter expeditiously to the Attorney
General.
This system of records has been created in major part to support the
criminal law-related activities assigned by the Inspector General to
the Assistant Inspector General for Investigations. These activities
constitute a principal function of the Inspector General's Complaint
Center staff.
In addition to principal functions pertaining to the enforcement of
criminal laws, the Inspector General may receive and investigate
complaints and allegations from various sources concerning the
possible existence of activities constituting noncriminal violations
of law, rules or regulations; mismanagement; gross waste of funds;
abuses of authority or substantial and specific danger to the public
health and safety. This system of records also exists to support
inquiries by the Assistant Inspectors General for Auditing and for
Policy, Planning and Resources into these noncriminal violations.
Based upon the foregoing, the Administrator of Veterans Affairs has
exempted this system of records, to the extent that it encompasses
information pertaining to criminal law-related activities, from the
following provisions of the Privacy Act of 1974, as permitted by 5
U.S.C. 552a(j)(2):
5 U.S.C. 552a(c) (3) and (4)
5 U.S.C. 552a(d)
5 U.S.C. 552a(e) (1), (2) and (3)
5 U.S.C. 552a(e)(4) (G), and (H) and (I)
5 U.S.C. 552a(e) (5) and (8)
5 U.S.C. 552a(f)
5 U.S.C. 552a(g)
The Administrator of Veterans Affairs has also exempted this system of
records to the extent that it does not encompass information
pertaining to criminal law-related activities under 5 U.S.C.
552a(j)(2) from the following provisions of the Privacy Act of 1974,
as permitted by 5 U.S.C. 552a(k)(2):
5 U.S.C. 552a(c)(3)
5 U.S.C. 552a(d)
5 U.S.C. 552a(e)(1)
5 U.S.C. 552a(e)(4) (G), (H) and (I)
5 U.S.C. 552a(f)
Reasons for exemptions: The exemption of information and material in
this system of records is necessary in order to accomplish the law
enforcement functions of the Office of Inspector General; e.g., to
prevent subjects of investigations from frustrating the investigatory
process by discovering the scope and progress of an investigation, to
prevent the disclosure of investigative techniques, to fulfill
commitments made to protect the confidentiality of sources, to
maintain access to sources of information and to avoid endangering
these sources and law enforcment personnel.
67VA30
System name: PROS/KEYS User Permissions Data Base-VA.
System location:
Hard copy records are maintained in the Office of Information Systems
and Telecommunications, Directorate for Operations Management, ADP
Support Staff, Interactive Support Division (32C), VA Central Office,
Washington, DC 20420. Magnetic records are maintained by the Veterans
Administration Data Processing Center, 1615 East Woodward Street,
Austin, Texas 78772.
Categories of individuals covered by the system:
Veterans Administration employees and authorized vendors who have
requested and been granted access to the resources of the VA Data
Processing Center, Austin, Texas.
Categories of records in the system:
Records (or information contained in the records) may include: (1)
Names of individuals who have requested and and been granted access to
the resources of the VA Data Processing Center, Austin, Texas; (2) the
individuals' job title and Veterans Administration employee number or
Social Security numbers; (3) the individual's office address and phone
number; (4) information relating to data file and computer system
access permissions.
Authority for maintenance of the system:
Title 38, United States Code, 210(c).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order,
where the disclosing agency becomes aware of an indication of a
violation or potention violation of civil or criminal law or
regulation.
2. To disclose information to a Federal agency, in response to its
request, in connection with the hiring or retention of an employee,
the issuance of a security clearance, the conducting of a security or
suitability investigation of an individual, the classifying of jobs,
the letting of a contract, or the issuance of a license, grant, or
other benefit by the requesting agency, to the extent that the
information is relevant and necessary to requesting the agency's
decision on the matter.
3. To provide information to a congressional office from the record of
an individual in response to an inquiry from that congressional office
made at the request of that individual.
4. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
5. By the National Archives and Records Administration in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
6. To disclose information 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 performance
of their authorized duties.
7. To disclose in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding.
8. Any information in this system may be disclosed to a Federal grand
jury, Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
9. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such an agency, in order for the VA to respond to
and comply with the issuance of a State or municipal subpoena;
provided, that any disclosure of informaiton made under this routine
use must comply with the provisions of 38 CFR 1.511.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
The Office of Information Systems and Telecommunications, Directorate
for Operations Management, ADP Support Staff, Interactive Support
Division (32C), VA, VA Central Office, Washington, DC 20420 retains
original signed copies of requests for system and data file
permissions. These documents are retained in a locked filing cabinet
with a one hour burn rating. Data files supporting the automated
system are stored in a secured area located at the Veterans
Administration Data Processing Center, 1615 East Woodward Street,
Austin, Texas 78772. Data files are stored on magnetic disk and, for
archival purposes, on magnetic tape.
Retrievability:
Paper records are maintained in alphabetical order by the last name of
the requester. Access to the automated system is via computer
terminal. Standard security precautions are used to prohibit access to
only authorized personnel.
Safeguards:
Paper records are maintained in a manned room during working hours.
During non-working hours, there is limited access to the building with
visitor control by security personnel; the room where the paper
records are kept is locked, and the filing cabinets is secured with a
built-in combination lock. Access to the records is on a need-to-know
basis only. The automated system is protected by a generalized system
security facility and by specific security techniques used within the
application that accesses the data file. Access to the system is
controlled by both the Interactive Support Division (32C) and the
Austin Data Processing Center staff responsible for remote user
support (200/40).
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.
System manager(s) and address:
Office of the Director (30), Office of Information Systems and
Telecommunications, VA Central Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Office of Information Systems and Telecommunications
under his or her name or other personal identifier or who wants to
determine the contents of such records should submit a written request
or apply in person to the Office of the Director (30).
Record access procedures:
An individual who seeks access or wishes to contest records maintained
under his or her name or other personal identifier may write or call
or visit the Office of the Director.
Contesting record procedures:
See Record Access Procedures above.
Record source categories:
Individuals who have applied for and been granted access permissions
to the resources of the Austin Data Processing Center.
68VA05
System name: VA Employee Counseling Services Program Records.
System location:
These records are located at VA facilities (See Appendix 1) and at
other Federal, State, or local government or private sector agencies
or institutions which have agreements with the VA to provide
counseling to VA employees or family members with alcohol, drug or
emotional or personal health problems.
Categories of individuals covered by the system:
Categories of individuals who may be covered by the system include
current or former VA employees or immediate family members of VA
employees who have been counseled or otherwise treated regarding
alcohol or drug abuse or for personal or emotional health problems.
Categories of records in the system:
The records (or information contained in records) may include records
and documents related to employee visits to counselors, diagnosis,
recommended treatment, prognosis, results of treatment, and other
notes or records of discussions held by a program counselor with the
employee, employee's family members or supervisors. Records in this
system may also contain documentation of treatment at a Federal,
State, local government, private agencies, or institutions which have
agreements with the VA to provide counseling to VA employees or family
members with alcohol, drug or personal or emotional health problems.
Authority for maintenance of the system:
5 U.S.C. 7901, 21 U.S.C. 1101, 42 U.S.C. 4541 and 4561 and 44 U.S.C.
3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Any information in this system may be disclosed to approved third
parties for the purpose of conducting scientific research, management
audits, financial audits, or program evaluations; however, such third
parties may not identify, directly or indirectly, any individual
patient or subject in any report of such research, audit or
evaluation, or otherwise disclose patient or subject identities in any
manner.
2. Any information in this system may be disclosed to the Department
of Justice, or, when appropriate, to other Federal agencies, in order
for the VA or another Federal agency to defend any claims against the
United States arising from the treatment or counseling of an employee
or family member with alcohol, drug, emotional or personal health
problems.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
These records are maintained on paper documents in file folders.
Retrievability:
These records are retrieved by the names of the individuals on whom
they are maintained.
Safeguards:
These records are maintained in locked file cabinets with access
limited to the program Counselor or Coordinator.
Retention and disposal:
Records are maintained for three years after the employee's last
contact with the Counselor, or for three years after the employee's
separation or transfer, whichever comes first. Records are destroyed
by shredding or burning.
System manager(s) and address:
Assistant Deputy Administrator for Personnel & Labor Relations (05),
810 Vermont Avenue, NW, Washington, DC 20420.
Notification procedure:
VA employees or family members wishing to inquire whether this system
of records contains information about them should contact the VA
Employee Alcoholism and Drug Abuse or Counseling Services Program
Counselor or Coordinator who arranged for counseling or treatment.
Individuals must furnish their name and date of birth for their
records to be located and identified.
Record access procedures:
VA employees or family members wishing to request access to records
pertaining to them should contact the VA Employee Alcoholism and Drug
Abuse or Counseling Services Program Counselor or Coordinator who
arranged for counseling or treatment. Individuals must furnish their
name and date of birth for their records to be located and identified.
An individual must also follow the VA's Privacy Act regulations and
procedures regarding verification of identity and amendment of
records.
Contesting record procedures:
VA employees or family members wishing to request amendment to these
records should contact the Program Counselor or Coordinator who
arranged for counseling or treatment. Individuals must furnish their
name and date of birth for their records to be located and identified.
An individual must also follow the VA's Privacy Act regulations and
procedures regarding verification of identity and amendment of
records.
Record source categories:
Information in this system of records comes from the individual to
whom it applies, the supervisor of the employee, if the employee was
referred by a supervisor for counseling, the Program Counselors or
Coordinators who recorded counseling sessions, and therapists or
institutions providing treatment.
69VA114
System name: Ionizing Radiation Registry-VA.
System location:
Records are maintained at the VA Data Processing Center, Austin, Texas
78772 and VA Central Office, Washington, DC 20402.
Categories of individuals covered by the system:
Veterans who may have been exposed to ionizing radiation while on
active military duty, either at the testing of a nuclear device
between 1945 and 1962, or during the American occupation of Hiroshima
or Nagasaki, Japan, between September 11, 1945, and July 1, 1946, and
who (1) apply for hospital or nursing home care under Title 38 United
States Code, Chapter 17; (2) file a claim for compensation under Title
38 United States Code, Chapter 11; or (3) dies and is survived by a
spouse, child, or parent who files a claim for dependency and
indemnity compensation under Title 38 United States Code, Chapter 13.
Categories of records in the system:
Records (or information contained in the records) in the system may
include identifying information (e.g., name, address, telephone
number, social security number, military service number, VA claim
number, date of birth); information related to medical examination or
treatment (e.g., location of VA medical facility where examination was
performed or treatment provided, treatment dates, medical conditions
treated or noted on examination, information describing any birth
defects in the natural children of the veteran); information
concerning VA claims for compensation on the basis of a disability
which may be associated with the exposure to ionizing radiation; and,
information related to the estimate of the dose of radiation to which
the veteran was exposed while on active military duty. The system
includes copies of computer files from the military departments that
include exposure measurements for military personnel.
Authority for maintenance of the system:
Sec. 232 of Pub. L. 99-576.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Disclosure of VA records as deemed necessary and proper to
accredited service organizations, agents, and attorneys recognized
under a power of attorney or declaration of representation to assist
in the preparation, presentation, and prosecution of claims.
3. A record containing the name(s) and address(es) of present or
former members of the armed services and/or their dependents may be
released from this system of records under certain circumstances: (1)
To any nonprofit organization if the release is directly connected
with the conduct of programs and the utilization of benefits under
Title 38, and (2) to any criminal or civil law enforcement
governmental agency or instrumentality charged under applicable law
with the protection of the public health or safety if a qualified
representative of such organization, agency or instrumentality has
made a written request that such name(s) or address(es) be provided
for a purpose authorized by law; provided, further, that the record(s)
will not be used for any purpose other than that stated in the request
and that the organization, agency or instrumentality is aware of the
penalty provision of 38 U.S.C. 3301(f).
4. Disclosure of information, excluding name and address, (unless name
and address is furnished by the requester) for research purposes
determined to be necessary and proper, to epidemiological and other
research facilities approved by the Chief Medical Director.
5. In order to conduct Federal research necessary to accomplish a
statutory purpose of an agency, at the written request of the head of
the agency, or designee of the head of that agency, the name(s) and
address(es) of present or former personnel of the Armed Services and/
or their dependents may be disclosed (a) to a Federal department or
agency or (b) directly to a contractor of a Federal department or
agency. When a disclosure of this information is to be made directly
to the contractor, the VA may impose applicable conditions on the
department, agency, and/or contractor to insure the appropriateness of
the disclosure to the contractor.
6. Disclosure may be made to the NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
7. Any information in this system may be disclosed to a Federal grand
jury, a Federal court or a party in litigation, or a Federal agency or
party to an administrative proceeding being conducted by a Federal
agency, in order for the VA to respond to and comply with the issuance
of a Federal subpoena.
8. Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure or claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records (or information contained in records) are maintained on paper
documents, microfilm, microfiche, magnetic tape and magnetic disks.
Retrievability:
Records are indexed by name and social security number.
Safeguards:
Access to records in the VA Central Office is only authorized to VA
personnel on a `` need-to-know'' basis. Records are maintained in
manned rooms during working hours. During nonworking hours, there is
limited access to the building with visitor control by security
personnel. Information in the computer file at the Austin VA Data
Processing Center may be accessed and updated by authorized VA Central
Office personnel via modem. Access is limited to authorized employees
by individually unique access code which are changed periodically.
Access to the VA Data Processing Center 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 persons gaining access to computer rooms are escorted.
Retention and disposal:
Records will be maintained and disposed of in accordance with records
disposition authority approved by the Archivist of the United States.
System manager(s) and address:
Director, Environmental Agents Service(146A), VA Central Office,
Washington, DC 20420.
Notification procedures:
An individual who wishes to determine whether a record is being
maintained in this system under his or her name or other personnel
identifier, or wants to determine the contents of such record, should
submit a written request or apply in person to the Director, Radiology
Service (114). Inquiries should include the veteran's name, social
security number and return address.
Record access procedures:
An individual who seeks access to records maintained under his or her
name in this system may write or visit the Director, Radiology Service
(114).
Contesting record procedures:
See Record Access Procedures above.
Record source categories:
VA patient medical records, various automated record systems providing
clinical and managerial support to VA health care facilities, the
veteran, family members, and records from the Department of Veterans
Benefits, Department of Defense, Defense Nuclear Agency of the
Department of Defense, Department of the Army, Department of the Air
Force, Department of the Navy, and other Federal agencies.
71VA53
System name: Office of Inspector General Management Information
System, 71VA53.
System location:
Office of Inspector General (53D), Management Information Staff,
Veterans Administration, 810 Vermont Avenue, NW, Washington, DC 20420,
and the Computer Sciences Corporation Infonet Timesharing System,
Beltsville, Maryland.
Categories of individuals covered by the system:
The following category of individuals will be covered by the system:
All personnel assigned to Office of Inspector General including
auditors, investigators and administrative support staff.
Categories of records in the system:
Records (or information contained in records) may include: (1)
Individual's name; (2) social security number; (3) date of birth; (4)
service computation date; (5) career status; (6) assigned station; (7)
job series; (8) education; (9) grade; (10) evaluation due date; (11)
assignments; (12) travel; (13) experience; (14) training; and (15)
audit and investigation case tracking data (e.g., case number,
budgeted and actual staff days, target and completion dates, findings
and results).
Authority for maintenance of the system:
Title 38, U.S.C., Section 210 and Pub. L. 95-452, sections 4, 5, and
6.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Active records are stored on magnetic disk, with backup active records
and inactive records maintained on magnetic tape. Records are also
stored on computer printouts.
Retrievability:
Records are retrieved by social security number or name.
Safeguards:
Records will be maintained in a private library accessible only to
authorized users. Access to records will be limited to VA employees on
a ``need-to-know'' basis by control of passwords and authorized user
identification codes. Computer system documentation will be maintained
in a secure environment in the Office of Inspector General, Va Central
Office. Physical access to printouts and data terminals will be
limited to authorized personnel in both Office of Inspector General,
VA Central Office and field offices.
Retention and disposal:
Records will be maintained and disposed of in accordance with records
disposition authority approved by the Archivist of the United States.
System manager(s) and address:
Chief, Management Information Staff (53D), Office of Inspector
General, VA Central Office, 810 Vermont Avenue, NW, Washington, DC
20420.
Notification procedure:
Individuals seeking information concerning the existence of records or
the contents of records on him or her must furnish a written request
or apply in person to the Assistant Inspector General for Policy,
Planning and Resources, VA Central Office, 810 Vermont Avenue, NW,
Washington, DC 20420.
Record access procedures:
(See Notification procedure).
Contesting record procedures:
(See Notification procedure).
Record source categories:
Official personnel folder; other personnel documents; activity
supervisors; individual applications and forms; audit, investigation,
and report standard forms.
73VA14
System name: Health Professional Scholarship Program--VA.
System location:
Active records will be maintained at the Office of Academic Affairs
(O/AA), Department of Medicine and Surgery, Veterans Administration
Central Office (VACO), 810 Vermont Avenue, NW, Washington, DC 20420,
and the Data Processing Center, Veterans Administration, 1615 East
Woodward Street, Austin, TX 78772. Complete records will be maintained
only at the VACO address.
Categories of individuals covered by the system:
Individuals who apply for and are awarded scholarships under the
provisions of the Veterans Administration Health Professional
Scholarship Program in the fields of medicine, osteopathy and nursing.
Categories of records in the system:
Records (or information contained in records) in this system may
include: Personal identification information related to the
application material, to award processes, to employment, and to
obligated service, such as (1) name, (2) address, (3) telephone
number, (4) social security number, (5) award amounts, (6) obligated
service incurred; and payment information such as name and address of
the educational institution or any amount of indebtedness (accounts
receivable) arising from the scholarship and owed to the VA.
Authority for maintenance of the system:
Title 38, U.S.C. 210(c), 4141-4146 and 4118.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 request of that individual.
2. Any information in this system may be disclosed to a Federal, State
or local agency, upon its official request, to the extent that it is
relevant and necessary to that agency's decision on: The hiring,
transfer or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance or continuance
of a license, grant or other benefit by that agency.
3. Any information in this system may be disclosed to a Federal, State
or local agency maintaining civil or criminal violation records, or
other pertinent information such as prior employment history, prior
Federal employment background investigations, and personal or
educational background in order for the VA to obtain information
relevant to the hiring, transfer or retention of an employee, the
letting of a contract, the granting of a security clearance, or the
issuance of a grant or other benefit.
4. Any information in this system may be disclosed to a Federal agency
in order to determine if an applicant has an obligation for service
under another Federal program, thus rendering the applicant ineligible
for a VA scholarship. (38 U.S.C. 4142(a)(4)).
5. Any information in this system pertaining to individuals eligible
for scholarships may be disclosed to educational institutions in order
to assist in the administration of this program.
6. Award payment information may be disclosed to the Treasury
Department to permit delivery of scholarship-related checks to
students and to educational institutions.
7. Any information in this system, including available identifying
information regarding the debtor, such as name, place of birth, and
date of birth of the debtor may be disclosed under this routine use to
Federal, State or consumer reporting agencies in order to obtain
current name, address, locator and credit report in connection with
any proceeding for the collection of an amount owed to the United
States by virtue of an individual's participation in the VA Health
Professional Scholarship Program.
8. Any information in this system may be disclosed to the Department
of Justice (DOJ), including U.S. Attorneys, in order for the VA to
respond to pleadings, interrogatories, orders or inquiries from the
DOJ, and to supply the DOJ with information in any phase of litigation
or in any case or controversy involving the VA.
9. Any information in this system may be disclosed to educational
institutions, previous employers or individuals providing references
to verify the authenticity of the application.
10. Records from this system of records may be disclosed to a Federal
Agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty , in order for the Agency to obtain
information relevant to an Agency decision concerning the hiring,
retention or termination of an employee or to inform a Federal Agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients in the private sector or from another Federal
Agency. These records may also be disclosed as part of an ongoing
computer matching program to accomplish these purposes.
11. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
12. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic tape and computer printouts at the
VA Data Processing Center, and in file folders, computer printouts and
word processor software at VACO.
Retrievability:
Records are retrievable by use of the award number, social security
number and the name of the individual.
Safeguards:
Access to the basic file in the Austin Data Processing Center (DPC) is
restricted to authorized VA employees and vendors. Access to the
computer room where the magnetic tape is located within the DPC is
further restricted to specifically authorized employees and is
protected by an alarm system, the Federal Protective Service and other
VA security personnel. Records at VA Central Office will be kept in
locked files and made available only to authorized personnel on a
need-to-know basis. During non-working hours the file is locked and
the building is protected by the Federal Protective Service.
Retention and disposal:
Records will be maintained and disposed of in accordance with records
disposition authority approved by the Archivist of the United States.
System manager(s) and address:
Assistant Chief Medical Director for Academic Affairs (14), Department
of Medicine and Surgery, VA Central Office, 810 Vermont Avenue, NW,
Washington, DC 20420.
Notification procedure:
Any 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 records should
submit a written request or apply in person to the Assistant Chief
Medical Director for Academic Affairs (14), Department of Medicine and
Surgery, VA Central Office, 810 Vermont Avenue, NW, Washington, DC
20420.
Record access procedures:
Individuals seeking information regarding access to and contesting of
VA records in this system may write, call or visit the Assistant Chief
Medical Director for Academic Affairs (14), Department of Medicine and
Surgery, VA Central Office, 810 Vermont Avenue, NW, Washington, DC
20420.
Contesting record procedures:
See Records access procedures above.
Record source categories:
Information contained in the records is obtained from the individual,
references given in application material, educational institutions, VA
medical facilities, the VA DPC, other Federal agencies, State agencies
and consumer reporting agencies.
75VA001B
System name: Secretary's Official Correspondence Records
(75VA001B).
System location:
Records are maintained in the Office of the Secretary, Executive
Secretariat (001B), VA Central Office, Washington, DC 20420 with
copies located in various other offices throughout Department of
Veterans Affairs (VA) Central Office and field stations. (Address
locations are listed in VA Appendix 1 at the end of this document).
The Office of Administration, Safety and Office Support Services (03)
keeps records on magnetic media.
Categories of individuals covered by the system:
Individual citizens (veteran and nonveteran), VA employees,
organizations, agencies of Federal, state and local governments, and
public officials who have sent correspondence to VA.
Categories of records in the system:
Records (or information contained in records) may include: (1) Names
of individuals (e.g. private citizens, veterans, public officials,
organizations); (2) writers' Social Security number and/or veterans'
claim number (3) inquiries or correspondence sent to the Secretary of
Veterans Affairs by individuals; (4) information pertinent to
decisions or responses given by the Secretary, administration heads or
staff office directors; and (5) copies of the decisions or responses
of the Secretary ,administration heads or staff office directors.
Authority for maintenance of the system:
Title 38, United States Code, 210(c).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. The records 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 request of that individual.
2. Any information in this system from correspondence or inquiries
sent to the Secretary of Veterans Affairs may be disclosed to Federal
or state agencies at the request of the correspondent or inquirer in
order for those agencies to help the correspondent with his or her
problem. The information disclosed may include the name and address of
the correspondent or inquirer and details concerning the nature of the
problem specified in the correspondence.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records of inquiries and correspondence are maintained on paper
documents in individual file folders in the Office of the Secretary.
Data filessupporting the automated system are stored in a secured
area on magnetic disk and tape.
Retrievability:
Records are maintained in alphabetical order by last name of the
individual correspondent. When appropriate, records are also filed
alphabetically by name of member of Congress representing the
correspondent. Access to the automated system is via terminals located
in the secured area referred in SAFEGUARDS. Standard security
precautions are used to prohibit access to only authorized personnel.
Safeguards:
Records are maintained in a manned room during working hours. During
nonworking hours, there is limited access to the building with visitor
control by security personnel, and the room where the records are kept
is locked. Access to the records is only authorized to VA personnel on
a ``need-to-know'' basis.
Retention and disposal:
In the Office of the Secretary, records retrieved by last name of
members of Congress are retained in the Secretary's Office for one
current year then retired to inactive storage in VA and Federal
Archives and Records Center for ten years. All other records in this
system are retained in VA for five years then retired to the
Washington National Records Center where they are retained for 20
years. Thereafter, they are offered to National Archives for
accessioning. After five years automated files are maintained
indefinitely on a history file in the correspondence tracking system.
System manager(s) and address:
Office of the Secretary, Executive Secretariat (001B), VA Central
Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Office of the Secretary (001B) under his or her name
or other personal identifier or wants to determine the contents of
such records should submit a written request or apply in person to
Executive Secretariat (001B).
Record access procedures:
An individual who seeks access to or wishes to contest records
maintained under his or her name or other personal identifier may
write or call or visit the Executive Secretariat.
Contesting record procedures:
(See Records Access Procedures above.)
Record source categories:
Individuals (veterans, nonveterans,) attorneys, employees, members of
Congress, local and state officials and various private and public
organizations.
76VA05
System name: General Personnel Records (Title 38)-VA.
System location:
Active records are maintained at the Veterans Administration (VA)
Central Office, 810 Vermont Avenue, NW., Washington, DC 20420, VA
field facilities, and the VA Data Processing Center, 1615 East
Woodward Street, Austin, Texas 78772. The inactive records are retired
to the National Personnel Records Center, 111 Winnebago Street, St.
Louis, Missouri 63118.
Categories of individuals covered by the system:
Current and former employees appointed under 38 U.S.C. Chapter 73 to
the occupations identified in 38 U.S.C. 4103, 4104(1), and 4104(3);
individuals in those occupations who are appointed under 38 U.S.C.
4114; and residents appointed under 38 U.S.C. 4114(b). This includes
employees such as non-physician facility Directors, physicians,
dentists, podiatrists, optometrists, nurses, nurse anesthetists,
physician assistants, expanded-function dental auxiliaries, certified
respiratory therapy technicians, registered respiratory therapists,
licensed physical therapists, and licensed practical or vocational
nurses. Current and former employees appointed under 38 U.S.C. Chapter
75 in the Veterans Canteen Service are also covered.
Categories of records in the system:
Records in this system are official personnel files reflecting work
experience, licensure, credentials, educational level achieved, and
specialized education or training occurring outside of Federal
service; records reflecting Federal service and documenting work
experience, education, training, and/or award received while employed,
and all other information relating to qualifications; records
containing information about past and present positions held, grades,
salaries, duty station locations, and notices of all personnel actions
such as appointments, transfers, reassignments, details, promotions,
demotions, reductions-in-force, resignations, separations,
suspensions, approval of disability retirement applications,
retirements, and removals; records regarding career development and
counseling(s); recruitment and employment files; promotion, upward
mobility, and conversion files; suitability files; computer printouts
from an automated personnel system; records reflecting enrollment or
declination of enrollment in the Federal Employees' Group Life
Insurance Program and Federal Employees' Health Benefits programs as
well as forms showing designation of beneficiary; records documenting
findings and recommendations of reviewing Boards; certifications of
outside professional activities; records relating to Government-
sponsored training or participation in VA or other programs designed
to broaden an employee's work experience and/or for purposes of
advancement; performance appraisals or proficiency reports, supporting
documentation, written recommendations for performance-based actions,
statements made by the employee regarding an appraisal/proficiency
report given, and any recommendations made based on them; records are
documents on the processing of adverse actions and actions based on
inaptitude, inefficiency, misconduct or disqualification during
probation, any notice of proposed action, materials relied on by the
VA to support the reasons in the notice, replies by the employee,
statements of witnesses, hearing notices, reports, and decisions made.
Authority for maintenance of the system:
38 U.S.C. Chapter 3, Section 210(c)(1), Chapters 73 and 75.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. To disclose information to the Office of Personnel Management for
the Central Personnel Data File.
2. To disclose information to Government training facilities (Federal,
State, and local) and to non-Government training facilities (private
vendors of training course or programs, private schools, etc.) for
training purposes.
3. To disclose information to educational institutions on appointment
of a recent graduate to a position in the Federal service, and to
provide colleges and university officials with information about their
students working under programs necessary to a student's obtaining
credit for the experience gained.
4. To disclose information to: The Department of Labor, Social
Security Administration, Department of Defense, Federal agencies that
have special civilian employee retirement programs; or a national,
state, county, municipal, or other publicly recognized charitable or
income security administration agency (e.g., state unemployment
compensation agencies), where necessary to adjudicate a claim under
the retirement, insurance or health benefits programs of the Office of
Personnel Management or an agency cited above, or to an agency to
conduct an analytical study or audit of benefits being paid under such
programs.
5. To disclose to the Office of Federal Employees' Group Life
Insurance, information necessary to verify election, declination, or
waiver of regular and/or optional life insurance coverage or
eligibility for payment of a claim for life insurance.
6. To disclose to health insurance carriers contracting with the
Office of Personnel Management to provide a health benefits plan under
the Federal Employees Health Benefits Program, information necessary
to identify enrollment in a plan, to verify eligibility for payment of
a claim for health benefits, or to carry out the coordination or audit
of benefit provisions of such contracts.
7. To disclose information to a Federal, State, or local agency for
determination of an individual's entitlement to benefits in connection
with Federal Housing Administration programs.
8. To consider and select employees for incentive awards and other
honors and to publicize those granted. This may include disclosure to
other public and private organizations, including news media, which
grant or publicize employee awards or honors.
9. To consider employees for recognition through administrative and
quality step increases and to publicize those granted. This may
include disclosure to other public and private organizations,
including new media, which grant or publicize employee recognition.
10. To disclose information to officials of labor organizations
recognized under 5 U.S.C. Chapter 71 when relevant and necessary to
their duties of exclusive representation concerning personnel
policies, practices, and matter affecting working conditions.
11. To disclose pertinent information to the appropriate Federal
(including offices of Inspector General), State, or local agency
responsible for investigating, prosecuting, enforcing, or implementing
a statute, rule, regulation, or order, where the VA becomes aware of
an indication of a violation or potential violation of civil or
criminal law or regulation.
12. To disclose information to any source when necessary to obtain
information relevant to a conflict-of-interest investigation or
determination.
13. To disclose information to any source from which additional
information is requested (to the extent necessary to identify the
individual, inform the source of the purposes(s) of the request, and
to identify the type of information requested), when necessary to
obtain information relevant to an Agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the conducting of a security or suitability investigation
of an individual, the letting of a contract, or the issuance of a
license, grant, or other benefits.
14. To disclose to an agency in the executive, legislative, or
judicial branch, or the District of Columbia's Government in response
to its request, or at the initiation of the VA information in
connection with the hiring of an employee, the issuance of a security
clearance, the conducting of a security or suitability investigation
of an individual, the letting of a contract, the issuance of a
license, grant, or other benefits by the requesting agency, or the
lawful statutory, administrative, or investigative purpose of the
agency to the extent that the information is relevant and necessary to
the requesting agency's decision.
15. To disclose information to private sector (i.e., non-Federal,
State, or local governments) agencies, organizations, boards, bureaus,
or commission (e.g., the Joint Commission on Accreditation of
Healthcare Organizations). Such disclosures may be made only when: (1)
The records are properly constituted in accordance with VA
requirements; (2) the records are accurate, relevant, timely, and
complete; and, (3) the disclosure is in the best interests of the
Government (e.g., to obtain accreditation or other approval rating).
When cooperation with the private sector entity, through the exchange
of individual records, directly benefits the VA's completion of its
mission, enhances personnel management functions, or increases the
public confidence in the VA's or the Federal Government's role in the
community, then the Government's best interests are served. Further,
only such information that is clearly relevant and necessary for
accomplishing the intended uses of the information as certified by the
receiving private sector entity is to be furnished.
16. To disclose information to the Office of Management and Budget at
any stage in the legislative coordination and clearance process in
connection with private relief legislation as set forth in OMB
Circular No. A-19.
17. To provide information to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of the individual.
18. To disclose information to another Federal agency, to a court, or
a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency, either when the
Government is a party to a judicial proceeding or in order to comply
with the issuance of a subpoena. Information is also made available
pursuant to a court order directing production of personnel records.
19. To disclose, in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding.
20. To disclose information to the National Archives and Records
Administration (NARA) for records management inspections conducted
under authority of 44 U.S.C. 2904 and 2906.
21. To disclose to persons engaged in research and survey projects
information necessary to locate individulas for personnel research or
survey response, and to produce summary descriptive statistics and
analytical studies in support of the function for which the records
are collected and maintained, or for related work force studies. While
published statistics and studies do not contain individual
identifiers, in some instances, the selection of elements of data
included in the study may be structured in such a way as to make the
data individually identifiable by inference.
22. To provide an official of another Federal agency information
needed in the performance of official duties related to reconciling or
reconstructing data files in support of the functions for which the
records were collected and maintained.
23. When an individual to whom a record pertains is mentally
incompetent or under other legal disability, information in the
individual's record may be disclosed to any person who is responsible
for the care of the individual to the extend necessary to ensure
payment of benefits to which the individual is entitled.
24. To disclose to the VA-appointed representative of an employee all
notices, determinations, decisions, or other written communications
issued to the employee in connection with an examination ordered by
the VA under medical evaluation (formerly fitness-for-duty)
examination procedures or Agency-filed disability retirement
procedures.
25. To disclose to a requesting agency, organization, or individual
the home address and other relevant information on those individuals
who, it is reasonably believed, might have contacted an illness, been
exposed to, or suffered from a health hazard while employed in the
Federal work force.
26. To disclose to the Department of Defense specific civil service
employment information required under law on individuals identified as
members of the Ready Reserve, to ensure continuous mobilization
readiness of Ready Reserve units and members.
27. To disclose information to the Department of Defense, National
Oceanic and Atmospheric Administration, U.S. Public Health Service,
and the U.S. Coast Guard needed to effect any adjustments in retired
or retained pay required by the dual compensation provisions of
section 5532 of Title 5, United States Code.
28. To disclose information to officials of the Merit Systems
Protection Board, including the Office of the Special Counsel, when
requested 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
may be authorized by law.
29. To disclose information to the Equal Employment Opportunity
Commission when requested in connection with investigations of alleged
or possible discrimination practices, examination of Federal
affirmative employment programs, compliance with the Uniform
Guidelines on Employee Selection Procedures, or other functions vested
in the Commission by the President's Reorganization Plan No. 1 of
1978.
30. To disclose information to the Federal Labor Relations Authority
(including its General Counsel) when requested in connection with
investigation and resolution of allegations of unfair labor practices,
in connection with the resolution of exceptions to arbitrator awards
when a question of material fact is raised and matters before the
Federal Service Impasses Panel.
31. To disclose to prospective non-Federal employers, the following
information about a specifically identified current or former
employee: Tenure of employment; civil service status; length of
service in the VA and the Government; and when separated, the date and
nature of action as shown on the Notification of Personnel Action--
Standard Form 50 (or authorized exception).
32. Records from this system of records may be disclosed to a State or
local government licensing board and/or to the Federation of State
Medical Boards or a similar non-government entity which maintains
records concerning individual's employment histories or concerning the
issuance, retention or revocation of licenses or registrations
necessary to practice an occupation, profession or specialty, in order
for the Agency to obtain information determined relevant to an Agency
decision concerning the hiring, retention or termination of an
employee or to inform licensing boards or the appropriate non-
government entities about the health care practices of a terminated,
resigned or retired health care employee whose professional health
care activity so significantly failed to conform to generally accepted
standards of professional medical practice as to raise reasonable
concern for the health and safety of private sector patients.
33. To disclose information to a State or local government entity
which has the legal authority to make decisions concerning the
issuance, retention or revocation of licenses, certifications or
registrations required to practice a health care profession, when
requested in writing by an investigator or supervisory official of the
licensing entity for the purpose of making a decision concerning the
issuance, retention or revocation of the license, certification or
registration of a named health care professional.
34. To disclose relevant information to the Department of Justice and
United States Attorneys in defense or prosecution of litigation
involving the United States, and to Federal agencies upon their
request in connection with review of administrative tort claims filed
under the Federal Tort Claims Act, 28 U.S.C. 2672.
35. To disclose information including the name, social security
number, date of birth, sex, annual salary, service computation date of
basic active service date, separation or retirement date, veteran's
preference, retirement status, occupational series, position occupied,
work schedule (full-time, part-time, or intermittent), Agency
identifier, geographic location (duty station location), standard
metropolitan statistical area, special program identifier, and
submitting office number of all Federal employees to agencies
participating in the ``Federal Employee Receiving Government
Assistance'' Matching Program conducted by the President's Council on
Integrity and Efficiency to help eliminate fraud and abuse in the
benefit program administered by agencies within the Federal Government
and to collect debts and overpayments owed to the Federal Government.
36. To disclose to requesting States (and, upon specific VA approval,
by those States to local governments) information including the name,
social security number, date of birth, sex, annual salary, separation
or retirement date, retirement status, occupational series, position
occupied, work schedule (full-time, part-time, intermittent), Agency
identifier, geographic location (duty station location), standard
metropolitan statistical area, special identifier, and submitting
office number of Federal employees for use in computer matching to
help eliminate fraud and abuse in the benefit programs administered by
the States and to collect debts and over-payments owed to those
governments and their components.
37. To disclose hiring, performance, or other personnel-related
information to any facility with which there is, or there is proposed
to be, an affiliation, sharing agreement, contract, or similar
arrangement, for purposes of establishing, maintaining, or expanding
any such relationship.
38. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
39. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper documents, microfilm, magnetic tape, disk.
Retrievability:
Both paper and automated records are retrieved by name, birth date,
social security number, or identification number of the individual on
whom they are maintained.
Safeguards:
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. VA file areas are locked after normal duty hours and are
protected from outside access by the Federal Protective Service.
Access to the VA Data Processing Center is restricted to authorized VA
employees and authorized representatives of vendors. Access to the
computer rooms within the data processing center is further restricted
to especially authorized VA personnel and vendor personnel. Access to
computerized records is limited through use of access codes and entry
logs. Additional protection is provided by electronic locking devices,
alarm systems, and guard service.
Exchange of data from the system between the data processing center
and the VA health care facilities is by use of the VADATS
telecommunications network. Access to the VADATS network equipment is
restricted since it is in the communications center of each facility.
Strict control measures are enforced to ensure that disclosure is
limited to a ``need to know'' basis.
Retention and disposal:
Records are maintained and disposed of in accordance with the records
disposition authorities found in General Records Schedule 1 and VA
Records Control Schedule 10-1, except where otherwise required to be
retained for a longer period of time.
System manager(s) and address:
Director, Office of Personnel and Labor Relations (05), Veterans
Administration, 810 Vermont Avenue, NW, Washington, DC 20420.
Notification procedure:
Individuals wishing to inquire whether this system of records
containing information about them should contact the local VA facility
at which they are or were employed. It is necessary that the following
information be furnished in order that the appropriation records may
be located and identified: Full name(s); date of birth; social
security number; and signature. To facilitate records identification,
former employees must also provide the name of their last duty
station, if different than last employing facility, and approximate
dates of employment.
Record access procedures:
(See Notification Procedure.)
Contesting record procedures:
Current employees wishing to request amendment of their records should
contact the Personnel Officer of their current installation. Former
employees should contact the Director, Office of Personnel and Labor
Relations. (See System Manager(s) and Address.) Individuals must
furnish the following information for their records to be located and
identified: Full name(s); date of birth; social security number; and
signature. To facilitate records identification, former employees must
also provide the name of their last employing facility and approximate
dates of employment.
Record source categories:
Information in this system of records is provided by the individual
employee; examining physicians; educational institutions; VA officials
and other individuals or entities, e.g., job references and supporting
statements; testimony of witnesses; and correspondence from
organizations or persons, e.g., licensing boards.
77VA11
System name: Health Care Provider Records--VA.
System location:
Records are maintained at each of the VA health care facilities.
Address locations for VA facilities are listed in VA Appendix 1 at the
end of this document. In addition, information from these records or
copies of records may be maintained at the Department of Veterans
Affairs, 810 Vermont Avenue, NW, Washington, DC 20420 and/or Regional
Directors' Offices. The Regional Directors and Division Offices are
located at: Eastern Region, Baltimore, MD, with Regional Division
Offices at Albany, NY, Baltimore, MD, Bedford, MA, and Pittsburgh, PA;
Central Region, Ann Arbor, MI, with Regional Division Offices at Ann
Arbor, MI, Indianapolis, IN, Minneapolis, MN, and St. Louis, MO;
Southern Region, Jackson, MS, with Regional Division Offices at
Atlanta, GA, Dallas, TX, Jackson, MS, and Tampa Bay, FL; and the
Western Region, San Francisco, CA, with Regional Division Offices at
Palo Alto, CA, Phoenix, AZ, Portland, OR, and Salt Lake City, UT.
Categories of individuals covered by the system:
The records include information concerning health care providers
employed by VA and individuals who make application to VA and are
considered for employment as health care providers. These individuals
may include audiologists, dentists, dietitians, expanded-function
dental auxiliaries, licensed practical or vocational nurses, nuclear
medicine technologists, nurse anesthetists, nurse practitioners,
nurses, occupational therapists, optometrists, clinical pharmacists,
licensed physical therapists, physician assistants, physicians,
podiatrists, psychologists, registered respiratory therapists,
certified respiratory therapy technicians, diagnostic and therapeutic
radiology technologists, social workers, and speech pathologists.
Categories of records in the system:
The record may include information related to:
(1) The credentialing (the review and verification of an individual's
qualifications for employment which includes licensure, registration
or certification, professional education and training, employment
history, experience, appraisals of past performance, health status,
etc.) of applicants who are considered for employment;
(2) The privileging (the process of reviewing and granting or denying
a provider's request for clinical privileges to provide medical or
other patient care services, within well defined limits, which are
based on an individual's prefessional license, registration or
certification, experience, training, competence, health status,
ability, and clinical judgment) of health care provider applicants who
are considered for employment and VA health care providers who are
permitted by law and by the medical facility to provide patient care
independently and individuals whose duties and responsibilities are
determined to be beyond the normal scope of activities for their
profession;
(3) The periodic reappraisal of health care providers' professional
credentials and the reevaluation of the clinical competence of
providers who have been granted clinical privileges; and/or
(4) Accessing and reporting to the National Practitioner Data Bank.
The record will include the individual's name, address, date of birth,
social security number, name of medical or professional school
attended and year of graduation and may include information related
to: The individual's license, registration or certification by a State
licensing board and/or national certifying body (e.g., number,
expiration date, name and address of issuing office, status including
any actions taken by the issuing office or any disciplinary board to
include previous or current restrictions, suspensions, limitations, or
revocations); citizenship; hours and awards; professional society
membership; professional performance, experience, and judgment (e.g.,
documents reflecting work experience, appraisals of the applicant and
the applicant's past and current performance and potential);
educational qualifications (e.g., name and address of institution,
level achieved, transcript, information related to continuing
education); Drug Enforcement Administration certification (e.g.,
current status, any revocations, suspensions, limitations,
restrictions); information about mental and physical status;
evaluation of clinical and/or technical skills; involvement in any
administrative, professional or judicial proceedings, whether
involving VA or not, in which professional malpractice on the
individual's part is or was alleged; any actions, whether involving VA
or not, which result in the limitation, reduction, revocation, or
acceptance of surrender or restriction of the individual's clinical
privileges; and, clinical performance information that is collected
and used to support a determination of an individual's request for
clinical privileges. Some information that is included in the record
may be duplicated in an official personnel folder.
Purposes(s):
The information may be used for such purposes as: Verifying the
individual's credentials and qualifications for employment and/or
clinical privileges; advising prospective health care entity
employers, health care professional licensing or monitoring bodies,
the National Practitioner Data Bank, or similar entities of activities
of VA and former VA health care personnel; accreditation of a facility
by an entity such as the Joint Commission on Accreditation of
Healthcare Organizations; audits, reviews and investigations conducted
by staff of the health care facility, the Regional Directors and
Division Offices, VA Central Office, and the VA Office of Inspector
General; law enforcement investigations; quality assurance audits,
reviews and investigations; personnel management and evaluations;
employee ratings and performance evaluations; and, employee
disciplinary or other adverse action, including discharge.
Authority for maintenance of the system:
38 U.S.C. 210(c) and chapter 73.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a record maintained by VA to carry out its
functions indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by
general statute or particular program statute, or by regulation, rule
or order issued pursuant thereto, the relevant records in the system
of records may be referred, as a routine use, to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, or rule,
regulation or order issued pursuent thereto.
2. A record from this system of records may be disclosed to any source
from which additional information is requested (to the extent
necessary to identify the individual, inform the source of the
purpose(s) of the request, and to identify the type of information
requested), when necessary to obtain information relevent to a
Department decision concerning the hiring or retention of an employee,
the issuance or reappraisal of clinical privileges, the issuance of a
security clearance, the conducting of a security or suitability
investigation of an individual, the letting of a contract, or the
issuance of a license, grant, or other benefits.
3. A record from this system of records may be disclosed to an agency
in the executive, legislative, or judicial branch, or the District of
Columbia's Government in response to its request, or at the initiation
of VA, information in connection with the hiring of an employee, the
issuance of a security clearance, the conducting of a security or
suitability investigation of an individual, the letting of a contract,
the issuance of a license, grant, or other benefits by the requesting
agency, or the lawful statutory, administrative, or investigative
purpose of the agency to the extent that the information is relevant
and necessary to the requesting agency's decision.
4. Disclosure may be made to a congressional office from the record or
an individual in response to an inquiry from the congressional office
made at the request of that individual.
5. Disclosure may be made to NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
6. Records from this system of records may be disclosed to a Federal
agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or specialty, in order for the Department to obtain
information relevant to a Department decision concerning the hiring,
retention or termination of an employee or to inform a Federal agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned, or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients receiving medical care in the private sector or
from another Federal agency. These records may also be disclosed as
part of an ongoing computer matching program to accomplish these
purposes.
7. Information may be disclosed to private sector (i.e., non-Federal,
State, or local governments) agencies, organizations, boards, bureaus,
or commissions (e.g., the Joint Commission on accreditation of
Healthcare Organizations). Such disclosures may be made only when: (1)
The records are properly constituted in accordance with VA
requirements; (2) the records are accurate, relevant, timely, and
complete; and (3) the disclosure is in the best interests of the
Government (e.g., to obtain accreditation or other approval rating).
When cooperation with the private sector entity, through the exchange
of individual records, directly benefits VA's completion of its
mission, enhances personnel management functions, or increases the
public confidence in the VA's or the Federal Government's role in the
community, then the Government's best interests are served. Further,
only such information that is clearly relevant and necessary for
accomplishing the intended uses of the information as certified by the
receiving private sector entity is to be furnished.
8. Informatin may be disclosed to a State or local government entity
or national certifying body which has the authority to make decisions
concerning the issuance, retention or revocation of licenses,
certifications or registrations required to practice a health care
profession, when requested in writing by an investigator or
supervisory official of the licensing entity or national certifying
body for the purpose of making a decision concerning the issuance,
retention or revocation of the license, certification or registration
of a named health care professional.
9. Information may be disclosed to the Department of justice and
United states Attorneys in defense or prosecution of litigation
involving the United States, and to Federal agencies upon their
request in connection with review of administrative tort claims filed
under the Federal Tort Claims Act, 28 U.S.C. 2672.
10. Hiring, performance, or other personnel related information may be
disclosed to any facility with which there is, or there is proposed to
be, an affiliation, sharing agreement, contract, or similar
arrangement, for purposes of establishing, maintaining, or expanding
any such relationship.
11. Information concerning a health care provider's professional
qualifications and clinical privileges may be disclosed to a VA
patient, or the representative or guardian of a patient who due to
physical or mental incapacity lacks sufficient understanding and/or
legal capacity to make decisions concerning his/her medical care, who
is receiving or contemplating receiving medical or other patient care
services from the provider when the information is needed by the
patient or the patient's representative or guardian in order to make a
decision related to the initiation of treatment, continuation or
discontinuation of treatment, or receiving a specific treatment that
is proposed or planned by the provider. Disclosure will be limited to
information concerning the health care provider's professional
qualifications (professional education, training and current
licensure/certification status), professional employment history, and
current clinical privileges.
12. Any information in this system which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal, State, local or foreign agency
charged with the responsibility of investigating or prosecuting such
violation, or charged with enforcing or implementing the statute,
regulation, rule or order issued pursuant thereto.
13. Information may be disclosed to officials of labor organizations
recognized under 5 U.S.C. chapter 71 when relevant and necessary to
their duties of exclusive representation concerning personnel
policies, practices, and matters affecting working conditions.
14. Disclosure may be made to the VA-appointed representative of an
employee of all notices, determinations, decisions, or other written
communications issued to the employee in connection with an
examination ordered by VA under medical evaluation (formerly fitness-
for-duty) examination procedures or Department-filed disability
retirement procedures.
15. Information may be disclosed to officials of the Merit Systems
Protection Board, including the Office of the Special Counsel, when
requested 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
may be authorized by law.
16. Information may be disclosed to the Equal Employment Opportunity
Commission when requested in connection with investigations of alleged
or possible discrimination practices, examination of Federal
affirmative employment programs, compliance with the Uniform
Guidelines of Employee Selection Procedures, or other functions vested
in the Commission by the President's Reorganization Plan No. 1 of
1978.
17. Information may be disclosed to the Federal Labor Relations
Authority (including its General Counsel) when requested in connection
with investigation and resolution of allegations of unfair labor
practices, in connection with the resolution of exceptions to
arbitrator awards when a question of material fact is raised and
matters before the Federal Service Impasses Panel.
18. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of physicians, dentists and other health
care practitioners, and other times as deemed necessary by VA, in
order for VA to obtain information relevant to a Department decision
concerning the hiring, privileging/reprivileging, retention or
termination of the applicant or employee.
19. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
20. In response to a request about a specifically identified current
or former employee from a prospective Federal or non-Federal health
care entity employer, the following information may be disclosed: (a)
Relevant information concerning the individual's professional
employment history including the clinical privileges held by the
individual; (b) relevant information concerning a final decision which
results in a voluntary or involuntary limitation, reduction or loss of
clinical privileges; and (c) relevant information concerning any
payment which is made in settlement (or partial settlement) of, or in
satisfaction of a judgment in, a medical malpractice action or claim
and, when through a peer review process that is undertaken pursuant to
VA policy, negligence, professional incompetence, responsibility for
improper care, and/or professional misconduct has been assigned to the
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on paper documents and information included in
the record may be stored on microfilm, magnetic tape or disk.
Retrievability:
Records are retrieved by the names and social security numbers of the
individuals on whom they are maintained.
Safeguards:
1. Access to VA working and storage areas in VA health care facilities
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. Generally, VA file
areas are locked after normal duty hours and the health care
facilities are protected from outside access by the Federal Protective
Service or other security personnel.
2. Access to the DHCP (Decentralized Hospital Computer Program)
computer room within the health care facilities is generally limited
by appropriate locking devices and restricted to authorized VA
employees and vendor personnel. ADP peripheral devices are generally
placed in secure areas (areas that are locked or have limited access)
or are otherwise protected. Information in the DHCP system may be
accessed by authorized VA employees. Access to file information is
controlled at two levels; the system recognizes authorized employees
by a series of individually unique passwords/codes as a part of each
data message, and the employees are limited to only that information
in the file which is needed in the performance of their official
duties.
3. Access to records in VA Central Office and the Regional Directors
and Division Offices is only authorized to VA personnel on a ``need-
to-know'' basis. Records are maintained in manned rooms during working
hours. During nonworking hours, there is limited access to the
building with visitor control by security personnel.
Retention and disposal:
Records are maintained at the employing VA facility. If the individual
transfers to another VA facility location, the record is transferred
to the new employing location. Records are retired to a Federal
records center 3 years after the individual separates from VA
employment (in some cases, records may be maintained at the facility
for a longer period of time) and are destroyed 30 years after
separation from employment. Records for applicants who are not
selected for VA employment are destroyed 2 years after non-selection
or when no longer needed for reference, whichever is sooner.
Information stored on electronic storage media is maintained and
disposed of in accordance with records disposition 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; Deputy Chief Medical
Director (DCMD) (11), Department of Veterans Affairs, 810 Vermont
Avenue, NW, Washington, DC 20420. Officials maintaining the system;
Chief of Staff at the health care facility where the individuals made
application for employment, or are or were employed, and the DCMD (11)
for individuals who made application for employment to, or are or were
employed at, VA Central Office.
Notification procedure:
Individuals who wish to determine whether this system of records
contains information about them should contact the VA facility
location at which they made application for employment, or are or were
employed. Inquiries should include the employee's full name, social
security number, date of application for employment or dates of
employment, 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 VA facility
location where they made application for employment, or are or were
employed.
Contesting records procedures:
(See Record Access Procedures above.)
Record source categories:
Information in this system of records is provided by the applicant/
employee, or obtained from State licensing boards, Federation of State
Medical Boards, National Council of State Boards of Nursing, National
Practitioner Data Bank, professional societies, national certifying
bodies, current or previous employers and other health care
facilitiers and staff, references, educational institutions, medical
schools, VA staff, and VA patient medical records.
78VA331
System name: Integrated Data Communications Utility Network
Management Data Base.
System location:
Hard copy and magnetic media records will be maintained by the IDCU
Network Service Center, 205 East King Street, Martinsburg, West
Virginia 25401.
Categories of individuals covered by the system:
Individuals who have been authorized to access the IDCU or the network
management resources of the IDCU.
Categories of records in the system:
Records (or information contained in the records) may include: (1)
Names of individuals who have been granted permission to access the
Integrated Data Communications Utility (IDCU) or its network
management resources; (2) the individual's job title and Department of
Veterans Affairs identification number or Social Security Number; (3)
the individual's office address and phone number; (4) a unique IDCU
identifier which identifies the specific individual; and (5) user
profile information relating the individual's access authorizations
and restrictions when using the IDCU or its network management
resources.
Authority for maintenance of the system:
National Security Decision Directive 145, National Policy on
Telecommunications and Automated Information Systems Security; and the
Department of Defense Standard 5200.28, Department of Defense Trusted
Computer System Evaluation Criteria and Title 38, United States Code,
210(c).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. By IDCU management and security personnel to verify that an
individual is authorized to access the IDCU or IDCU network management
resources.
2. By IDCU management and security personnel to maintain an audit
trail or successful and unsuccessful attempts to access the IDCU and
IDCU network management resources.
3. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order,
where the disclosing agency becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation.
4. To provide information 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.
5. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
6. By the National Archives and Records Administration in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
7. To disclose information 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 performance
of their authorized duties.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records and records on magnetic media will be maintained in the
IDCU Network Service Center in Martinsburg, West Virginia.
Retrievability:
Paper records will be indexed in alphabetical order by the last name
of the individual who has requested authority to access the IDCU.
Access to the automated system is via computer terminal. Security
precautions are used to limit access to authorized personnel only on a
need-to-know basis.
Safeguards:
Safeguards include both physical and system security measures. These
measures will meet or exceed those required to provide an adequate
level of protection for host systems to meet level C2 security as
defined by the Department of Defense Trusted Computer System
Evaluation Criteria (DOD 5200.28-STD). The IDCU Service Center will
operate and enforce the safeguards 24 hours a day, seven days a week.
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.
System manager(s) and address:
Director, Wide Area Network Service (331), VA Central Office,
Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Director, Wide Area Network Service under his or her
name or other personal identifier or who want to determine the
contents of such records should submit a written request or apply in
person to the Office of the Director, Wide Area Network Service.
Record 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 Office of the Director, Wide Area Network Service.
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
(1) Individuals who have applied for access permissions to the IDCU or
its network management resources; and (2) organizational lists of
individual names that have been submitted to obtain access permissions
to the IDCU and IDCU network management resources.
79VA162
System name: Decentralized Hospital Computer Program (DNCP)
Medical Management Records-VA.
System location:
Records are maintained at each VA health care facility (in most cases,
back-up computer tape information is stored at off-site locations).
Address locations for VA facilities are listed in VA Appendix 1. In
addition, information from these records or copies of records may be
maintained at the Department of Veterans Affairs, 810 Vermont Avenue,
NW, Washington, DC, VA Data Processing Centers, VA Information System
Centers, Regional Directors Offices, and Regional Medical Education
Centers.
Categories of individuals covered by the system:
The records include information concerning current and former
employees, applicants for employment, trainees, contractors, contract
personnel, students, consultants and attendings, patients, volunteers,
maintenance personnel, as well as individuals working collaboratively
with VA.
Categories of records in the system:
The record may include information entered into DHCP (and the
Integrated Hospital Systems (IHS) at selected medical facilities)
related to:
(1) Workload such as orders entered, verified, and edited (e.g.,
engineering workorders, doctors' orders for patient care including
nursing care, the scheduling and delivery of medications,
consultations, radiology, laboratory and other diagnostic and
therapeutic examinations); items checked out and items in use (e.g.,
library books, keys, x-rays, patient medical records, equipment,
supplies, reference materials); workplans entered and their executed
tracked (e.g., construction projects, engineering workorders and
equipment maintenance and repairs assigned to employees and status,
duty schedules, work assignments, work assignments, work
requirements); reports of contact with individuals or groups;
employees (including volunteers) work performance information (e.g.,
duties and responsibilities assigned and completed, amount of supplies
used, time used, quantity and quality of output, productivity reports,
schedules of patients assigned and treatment to be provided);
(2) Administrative procedures, duties, and assignments of certain
personnel; and
(3) Computer access authorizations, computer applications available
and used, frequency and time of use; identification of the person
responsible for, currently assigned, or otherwise engaged in various
categories of patient care or support of health care delivery; vehicle
registration (motor vehicles and bicycles) and parking space
assignments; community and special project participants/attendees
(e.g., sports events, concerts, National Wheelchair Games); employee
work-related accidents.
The record may include identifying information (e.g., name, date of
birth, age, sex, social security number, taxpayer identification
number); address information (e.g., home and/or mailing address, home
telephone number, emergency contact information (name, address,
telephone number, relationship)); information related to training
(e.g., security, safety, inservice), education and continuing
education (e.g., name and address of schools and dates of attendance,
courses attended and scheduled to attend, type of degree, certificate,
etc., grades); information related to military service and status;
qualifications for employment (e.g., license, degree, registration or
certification, experience); vehicle information (e.g., type make/
model, license and registration number) evaluation of clinical and/or
technical skills; services or products purchased (e.g., vendor name
and address, details about and/or evaluation of service or product,
price/fee/cost, dates purchased and delivered, employee workload and
productivity data), employee work related injuries (cause, severity,
type of injury, body part affected).
Purpose(s):
The records and information may be used for statistical analysis, to
produce various management, workload tracking and follow-up reports,
to track and evaluate the ordering and delivery of equipment, services
and patient care, the planning, distribution and utilization of
resources, the possession and/or use of equipment or supplies, the
performance of vendors, equipment, and employees, and to provide
clinical and administrative support to patient medical care. The data
may be used also for such purposes as assisting in the scheduling of
tours and duties and job assignments of employees, the scheduling of
patient treatment services including nursing care, clinic
appointments, surgery, diagnostic and therapeutic procedures, the
repair and maintenance of equipment, and for follow-up to determine
that the actions were accomplished and to evaluate the results, the
registration of vehicles and the assignment and utilization of parking
spaces, to plan, schedule, and maintain rosters of patients, employees
and others attending or participating in sports, recreational or other
events (e.g., National Wheelchair Games, concerts, picnics), for
audits, reviews and investigations conducted by staff of the health
care facility, the Regional Directors Offices, VA Central Office, and
the VA Office of Inspector General (OIG), for quality assurance
audits, reviews and investigations, for law enforcement
investigations, and personnel management and evaluation and employee
ratings and performance evaluations.
Authority for maintenance of the system:
Title 38, United States Code, section 4101(a).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a record maintained by VA to carry out its
functions indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by
general statute or particular program statute, or by regulation, rule
or order issued pursuant thereto, the relevant records in the system
of records may be referred, as a routine use, to the appropriate
agency whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, or rule,
regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed to any source
from which additional information is requested (to the extent
necessary to identify the individual, inform the source of the
purpose(s) of the request, and to identify the type of information
requested), when necessary to obtain information relevant to a
Department decision concerning the hiring or retention of an employee,
the issuance of a security clearance, the conducting of a security or
suitability investigation of an individual, the letting of a contract,
or the issuance of a license, grant, or other benefits.
3. A record from this system of records may be disclosed to an agency
in the executive, legislative, or judicial branch, or the District of
Columbia's Government in response to its request, or at the initiation
of VA, information in connection with the hiring of an employee, the
issuance of a security clearance, the conducting of a security or
suitability investigation of an individual, the letting of a contract,
the issuance of a license, grant, or other benefits by the requesting
agency, or the lawful statutory, administrative, or investigative
purpose of the agency to the extent that the information is relevant
and necessary to the requesting agency's decision.
4. 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.
5. Disclosure may be made to NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
6. Records from this system of records may be disclosed to the
Department of Justice and United States Attorneys in defense or
prosecution of litigation involving the United States, and to Federal
agencies upon their request in connection with review of
administrative tort claims filed under the Federal Tort Claims Act, 28
U.S.C. 2672.
7. Hiring, performance, or other personnel related information may be
disclosed to any facility with which there is, or there is proposed to
be an affiliation, sharing agreement, contract, or similar
arrangement, for purposes of establishing, maintaining, or expanding
any such relationship.
8. Records from this system of records may be disclosed to a Federal
agency or to a State or local government licensing board and/or to the
Federation of State Medical Boards or a similar nongovernment entity
which maintains records concerning individuals' employment histories
or concerning the issuance, retention or revocation of licenses,
certifications, or registration necessary to practice an occupation,
profession or speciality, in order for the Department to obtain
information relevant to a Department decision concerning the hiring,
retention or termination of an employee or to inform a Federal agency
or licensing boards or the appropriate nongovernment entities about
the health care practices of a terminated, resigned or retired health
care employee whose professional health care activity so significantly
failed to conform to generally accepted standards of professional
medical practice as to raise reasonable concern for the health and
safety of patients receiving medical care in the private sector or
from another Federal agency. These records may also be disclosed as
part of an ongoing computer matching program to accomplish these
purposes.
9. For program review purposes and the seeking of accreditation and/or
certification, record information may be disclosed to survey teams of
the Joint Commission on Accreditation of Healthcare Organizations,
College of American Pathologists, American Association of Blood Banks,
and similar national accreditation agencies or boards with whom VA has
a contract or agreement to conduct such reviews, but only to the
extent that the information is necessary and relevant to the review.
10. Information may be disclosed to a State or local government entity
or national certifying body which has the authority to make decisions
concerning the issuance, retention or revocation of licenses,
certifications or registrations required to practice a health care
profession, when requested in writing by an investigator or
supervisory official of the licensing entity or national certifying
body for the purpose of making a decision concerning the issuance,
retention or revocation of the license, certification or registration
of a named health care professional.
11. Any information in this system which is relevant to a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature and whether arising by general or
program statute or by regulation, rule or order issued pursuant
thereto, may be disclosed to a Federal, State, local or foreign agency
charged with the responsibility of investigating or prosecuting such
violation, or charged with enforcing or implementing the statute,
regulation, rule or order issued pursuant thereto.
12. Information may be disclosed to officials of labor organizations
recognized under 5 U.S.C. chapter 71 when relevant and necessary to
their duties of exclusive representation concerning personnel
policies, practices, and matters affecting working conditions.
13. Disclosure may be made to the VA-appointed representative of an
employee all notices, determinations, decisions, or other written
communications issued to the employee in connection with an
examination ordered by VA under medical evaluation (formerly fitness-
for-duty) examination procedures or Department-filed disability
retirement procedures.
14. Information may be disclosed to officials of the Merit Systems
Protection Board, including the Office of the Special Counsel, when
requested 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
may be authorized by law.
15. Information may be disclosed to the Equal Employment Opportunity
Commission when requested in connection with investigations of alleged
or possible discrimination practices, examination of Federal
affirmative employment programs, compliance with the Uniform
Guidelines of Employee Selection Procedures, or other functions vested
in the Commission by the President's Reorganization Plan No. 1 of
1978.
16. Information may be disclosed to the Federal Labor Relations
Authority (including its General Counsel) when requested in connection
with investigation and resolution of allegations of unfair labor
practices, in connection with the resolution of exceptions to
arbitrator awards when a question of material fact is raised and
matters before the Federal Service Impasses Panel.
17. Information may be disclosed to consider and select employees for
incentive awards and other honors and to publicize those granted. This
may include disclosure to other public and private organizations,
including news media, which grant or publicize employee awards or
honors.
18. Information may be disclosed to consider employees for recognition
through administrative and quality step increases and to publicize
those granted. This may include disclosure to other public and private
organizations, including news media, which grant or publicize employee
recognition.
19. Identifying information in this system, including name, address,
social security number and other information as is reasonably
necessary to identify such individual, may be disclosed to the
National Practitioner Data Bank at the time of hiring and/or clinical
privileging/reprivileging of health care practitioners, and other
times as deemed necessary by VA, in order for VA to obtain information
relevant to a Department decision concerning the hiring, privileging/
reprivileging, retention or termination of the applicant or employee.
20. Relevant information from this system of records may be disclosed
to the National Practitioner Data Bank and/or State Licensing Board in
the State(s) in which a practitioner is licensed, in which the VA
facility is located, and/or in which an act or omission occurred upon
which a medical malpractice claim was based when VA reports
information concerning: (1) Any payment for the benefit of a
physician, dentist, or other licensed health care practitioner which
was made as the result of a settlement or judgment of a claim of
medical malpractice if an appropriate determination is made in
accordance with agency policy that payment was related to substandard
care, professional incompetence or professional misconduct on the part
of the individual; (2) a final decision which relates to possible
incompetence or improper professional conduct that adversely affects
the clinical privileges of a physician or dentist for a period longer
than 30 days; or, (3) the acceptance of the surrender of clinical
privileges or any restriction of such privileges by a physician or
dentist either while under investigation by the health care entity
relating to possible incompetence or improper professional conduct, or
in return for not conducting such an investigation or proceeding.
These records may also be disclosed as part of a computer matching
program to accomplish these purposes.
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. Information on automated storage media includes
record information stored in the IHS and DHCP systems. In most cases,
copies of back-up computer files are maintained at off-site locations.
Retrievability:
Records are retrieved by the names and social security number of 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. 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 DHCP and IHS computer rooms at health care facilities is
generally limited by appropriate locking devices and restricted to
authorized VA employees and vendor personnel. ADP peripheral devices
are placed in secure areas (areas that are locked or have limited
access) or are otherwise protected. Information in the DHCP and IHS
systems may be accessed by authorized VA employees. Access to file
information is controlled at two levels; the systems recognize
authorized employees by series of individually unique passwords/codes
as a part of each data message, and the employees are limited to only
that information in the file which is needed in the performance of
their official duties. Information that is downloaded from DHCP and
IHS files and maintained on personal computers is afforded similar
storage and access protections as the data that is maintained in the
original files. Access to information stored on automated storage
media at other VA locations is controlled by individually unique
passwords/codes. Access by Office of Inspector General (OIG) staff
conducting an audit or investigation at the health care facility or an
OIG office location remote from the health care facility is controlled
in the same manner.
3. Information downloaded from DHCP and IHS files and maintained by
the OIG headquarters and Field Offices on automated storage media is
secured in storage areas for facilities to which only OIG staff have
access. Paper documents are similarly secured. Access to paper
documents and information on automated storage media is limited to OIG
employees who have a need for the information in the performance of
their official duties. Access to information stored on automated
storate media is controlled by individually unique passwords/codes.
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, Medical
Information Resources Management Office (162), Department of Veterans
Affairs, 810 Vermont Avenue, NW, Washington, DC 20420. Officials
maintaining the system; Director at the facility where the individual
were associated.
Notification procedure:
Individuals who wish to determine whether this system of records
contains information about them should contact the VA facility
location at which they are or were employed or made or have contact.
Inquiries should include the person's full name, social security
number, dates of employment, date(s) of contact, and return address.
Record access procedure:
Individuals seeking information regarding access to and contesting of
records in this system may write, call or visit the VA facility
location where they are or were employed or made contact.
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
Information in this system of records is provided by the individual,
supervisors, other employees, personnel records, or obtained from
their interaction with the system.
81VA01
System name: Representatives' Fee Agreement Records System--VA.
System location:
Board of Veterans Appeals, Department of Veterans Affairs, 810 Vermont
Avenue, NW, Washington, DC 20420.
Categories of individuals covered by the system:
Persons seeking, receiving, or who have received benefits from the
Department of Veterans Affairs who utilize the services of attorneys-
at-law or accredited agents who represent them; and VA employees whose
duties involve the processing of matters related to representatives'
fee agreements.
Categories of records in the system:
Records in the system include copies of written fee agreements,
documents relating to the filing and review of fee agreements, and
magnetic media computer records. The computer data base records will
include the names and addresses of both parties to the fee agreements,
VA file identification numbers or social security numbers, information
concerning fee arrangements, and information on various actions
related to the review of the agreements by the Board.
Authority for maintenance of the system:
38 U.S.C. 5904.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Disclosure may be made to the United States Court of Veterans
Appeals when an order of the Board has been appealed to that Court in
accordance with the provisions of 38 U.S.C. 5904(c)(2).
2. In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
3. 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.
4. Disclosure may be made to NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folders and computer storage media.
Retrievability:
Information is retrievable by the name of VA claimant or appellant, by
the name of the attorney-at-law or agent, and by the VA file number.
Safeguards:
Files are under the custody of designated VA employees, with access
limited to employees who have a need to know the contents of the
system of records in order to perform their duties. No personal
identifiers are used in statistical and management reports and
personal identifiers are removed from all records in this system
before they are made available to the public by VA.
Retention and disposal
Records are retained in accordance with records retention standards
approved by the Archivist of the United States, the National Archives
and Records Administration, and published in Agency Records Control
Schedules. Records are destroyed by shredding or burning paper
documents, or by erasing the magnetic media. Automated storage media
is retained and disposed of in accordance with disposition
authorization approved by the Archivist of the United States.
System manager(s) and address:
Chairman (01), Board of Veterans Appeals, 810 Vermont Avenue, NW,
Washington, DC 20420.
Notification procedure:
Individuals desiring to know whether this system of records contained
a record pertaining to him or her, how he or she may gain access to
such a record, and how he or she may contest the content of such a
record may write to the following address: Privacy Act Officer (01C1),
Board of Veterans Appeals, 810 Vermont Avenue, NW, Washington, DC
20420. The following information, or as much as is available, should
be furnished in order to identify the record: Name of the veteran,
name of appellant other than the veteran (if any), and the Department
of Veterans Affairs file number.
Record access procedures:
An individual seeking information regarding access to information
contained in this system of records may write, call or visit the Board
of Veterans Appeals Freedom of Information Act Officer whose address
and telephone number are as follows: Freedom of Information Act
Officer (01C1), Board of Veterans Appeals, 810 Vermont Avenue, NW,
Washington, DC 20420, (202) 233-3365.
Contesting record procedures:
(See notification procedures above.)
Record source categories:
Data and documents furnished by those seeking, or receiving, or who
have received, benefits from VA and by their representatives;
documents prepared by Board of Veterans Appeals employees, and data
supplied by Board employees.
83VA07
System name: VA Police Badge and Training Records System--VA.
System location:
VA Law Enforcement Training Center, VA Medical Center, North Little
Rock, Arkansas 72114. In addition, information from these records or
copies of records may be maintained at the Department of Veterans
Affairs, 810 Vermont Ave., NW, Washington, DC 20420.
Categories of individuals covered by the system:
VA police officers who have attended the basic VA police training
course and supplemental professional training held at the VA Law
Enforcement Training Center.
Categories of records in the system:
This system of records contains each VA police officer's name, social
security number, badge number, date of birth, sex, examination scores
and class standing, entry-on-duty date, and duty station.
Authority for maintenance of the system:
38 U.S.C. 501(a) and 902(2)(b)(2).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. In the event that a record maintained by the VA to carry out its
functions indicates a violation or potential violation of law, whether
civil, criminal, or regulatory in nature, and whether arising by
general statute or particular program statute, or pursuant thereto,
the relevant records in the system of records may be referred as a
routine use of the appropriate agency, whether Federal, State, local
or foreign, charged with responsibility of investigating or
prosecuting such violation or charged with enforcing or implementing
the statute, or rule, regulation or order issued pursuant thereto.
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 NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Information is maintained on the mainframe Information Resource
Management System which will subsequently be transferred to hard disk
and floppy disk storage.
Retrievability:
Information is retrieved by the VA police officer's name, badge number
or class number.
Safeguards:
Information is under the control of the Deputy Assistant Secretary for
Security and Law Enforcement and staff members who have a legitimate
need to know the contents of the system of records in order to perform
their duties. Computer records are stored on magnetic media in a
computer network to which only these individuals have access. No
personal identifiers are used in statistical and management reports.
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.
System manager(s) and address:
Deputy Assistant Secretary for Security and Law Enforcement (07), VA
Central Office, 810 Vermont Avenue, NW, Washington, DC 20420.
Notification procedures:
Individuals desiring to know whether this system of records contains a
record pertaining to him or her, how he or she may gain access to such
a record, and how he or she may contest the content of such a record
may write to the following address: Privacy Act Officer (07), Office
of Security and Law Enforcement, 810 Vermont Avenue, NW, Washington,
DC 20420. The following information, or as much as is available,
should be furnished in order to identify the record: Name of
individual, class number, or badge number in order to identify the
record.
Record access procedures:
Individuals seeking information regarding access to and contesting of
information contained in this system of records may write to the
Privacy Act Officer whose address is as follows: Privacy Act Officer
(07), Office of Security and Law Enforcement, 810 Vermont Avenue, NW,
Washington, DC 20420.
Contesting record procedures:
(See Record Access Procedures above).
Record source categories:
Personal information of name and social security numbers are furnished
by medical center personnel submitting names of newly hired VA police
officers for training and may be furnished or corrected subsequently
by trainees themselves. The initial source of information submitted to
the Department of Veterans Affairs is through the Standard Form 171
submitted by each applicant. Assigned Badge numbers for police
officers are assigned by the Inspector for Training Operations of the
VA Law Enforcement Training Center and entered into the record.
Appendix 1: Addresses of Veterans Administration Facilities
Alabama AL
VA Medical Center, 700 South 19th St., Birmingham, Alabama 35233
Mobile National Cemetery, 1202 Virginia St., Mobile, Alabama 36604
VA Outpatient Clinic Substation, 2451 Fillingim St., Mobile, Alabama
36617 (MAIL: VAMC, Biloxi, MS 39531)
84VA111K
System name:
National Chaplain Management Information System (NCMIS)-VA.
System location:
The data base will reside on its own micro-computers at the National
VA Chaplain Center (301/111K) at the Department of Veterans Affairs
(VA) Medical Center (VAMC) located at 100 Emancipation Road, Hampton,
Virginia 23667.
Categories of individuals covered by the system:
The personal data collected will be limited to VA Chaplains, other VA
Chaplain Service staff, applicants for VA chaplain positions (VA
employees and individuals seeking VA employment), and selected
providers of services to the VA chaplaincy.
Categories of records in the system:
1. The following data will be collected on individuals who are VA
chaplains or chaplain candidates: Name, date of birth, Social Security
Number, educational data (e.g., college degrees), membership in
religious bodies and related religious experience, employment history
relevant to the chaplaincy, name, location and dates of significant
professional events (e.g., ordination), continuing education data
(e.g., name, location and type of continuing education course),
psychological and related survey data relevant to personal and
professional development activities in support of chaplain development
and research in the Chaplain Service (e.g., Myers-Briggs, 16PF Survey,
leadership style surveys, etc.), data to verify and validate the
effectiveness of affirmative action programs, work-related performance
data, and performance data appropriate for national aggregation and
management applications (e.g., bedside visits, number of chapel
services, office visits, etc.), and
2. The following additional data may be maintained for resource
providers who have or may assist in the work of the chaplaincy; names
of consultants or providers, their organization, type of services
provided, effectiveness and performance on contracts, special
characteristics related to nature of their service (e.g., techniques
or manner of teaching bereavement counseling, resources used, etc.),
and nature of correspondence and related administrative matters.
Purpose(s):
The information will be used as part of a comprehensive program in
Total Quality Improvement (TQI) in order to facilitate: (1) More
meaningful and effective management of the functions and performance
of Chaplain Services, (2) staff development to enhance and improve the
work related activities of chaplains nationally, (3) the personal
growth and spiritual development of all chaplains over and above
improving the performance of their duties, (4) the documentation and
tracking of credentialing and privileging for all chaplains providing
patient care in the system, and (5) personnel related decisions.
Authority for maintenance of the system:
Title 38, United States Code, Sec. 7304(a).
Routine uses of records maintained in the system including categories of
users and the purposes of such uses:
1. A record from this system of records may be disclosed to any source
from which additional information is requested (to the extent
necessary to identify the individual inform the source of purpose(s)
of the request, and to identify the type of information requested),
when necessary to obtain information relevant to a Department decision
concerning the hiring or retention of any employee, the issuance or
reappraisal of clinical privileges, the conducting of a security or
suitability investigation of an individual, the letting of a contract,
or the issuance of a license, grant, or other benefit.
2. A record from this system of records may be disclosed to an agency
in the executive, legislative, or judicial branch, in response to its
request, or at the initiation of VA, information in connection with
the hiring of an employee, the issuance of security clearance, the
conducting of a security or suitability investigation of an
individual, the letting of a contract, the issuance of a license,
grant or other benefits by the requesting agency, to the extent that
the information is relevant and necessary to the requesting agency's
decision.
3. 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.
4. Disclosure may be made to NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
5. Information may be disclosed to the Department of Justice and
United States Attorneys in defense or prosecution of litigation
involving the United States, and to Federal agencies upon their
request in connection with review of administration tort claims filed
under the Federal Tort Claims Act, 28 U.S.C. 2672.
6. Hiring, performance, or other personnel related information may be
disclosed to any facility with which there is, or there is proposed to
be, an affiliation, sharing agreement, contract, or similar
arrangement, for purposes of establishing, maintaining, or expanding
any such relationship.
7. Information may be disclosed to officials of labor organizations
recognized under 5 U.S.C. chapter 71 when relevant and necessary to
their duties of exclusive representation concerning personnel
policies, practices, and matters affecting working conditions.
8. Disclosure may be made to the VA-appointed representative of an
employee of all notices, determinations, decisions, or other written
communications issued to the employee in connection with an
examination ordered by VA under medical evaluation (formerly fitness-
for-duty) examination procedures or Department-filed disability
retirement procedures.
9. Information may be disclosed to officials of the Merit Systems
Protection Board, including the Office of the Special Counsel, when
requested 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
may be authorized by law.
10. Information may be disclosed to the Equal Employment Opportunity
Commission when requested in connection with investigations of alleged
or possible discrimination practices, examination of Federal
affirmative employment programs, compliance with the Uniform
Guidelines of Employee Selection Procedures, or other functions vested
in the Commission by the President's Reorganization Plan No. 1 of
1978.
11. Information may be disclosed to the Federal Labor Relations
Authority (including its General Counsel) when requested in connection
with investigation and resolution of allegations of unfair labor
practices, in connection with the resolution of exceptions to
arbitrator awards when a question of material fact is raised and
matters before the Federal Service Impasses Panel.
12. In the event that a record maintained by VA to carry out its
functions indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by
general statute or particular program statute, or by regulation, rule
or order issued pursuant thereto, the relevant records in the system
of records may be referred, as a routine use, to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, or rule,
regulation or order issued pursuant thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on micro-computers.
Retrievability:
Records are retrieved by the names. Social Security Numbers, 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. 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. All chaplains and other VA employees who enter or use data in the
data base will do so by direct access into the system, or by means of
the national VA communications network (VADATS/IDCU). All users must
have access and verify codes maintained by the National Chaplain
Center. All staff access to the system data will be restricted to only
that data required on a ``need-to-know'' basis consistent with the
routine performance of their duties. Access to individual work
stations will be protected under security protocols established at the
user's facility. Computers will be maintained in the locked
environment in the main computer room of the VA Medical Center,
Hampton, Virginia.
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:
Director, Chaplain Service (301/111K), National VA Chaplain Center, VA
Medical Center, 100 Emancipation Road, Hampton, Virginia 23667.
Notification procedure:
Individuals who wish to determine whether this system of records
contains information about them should write to the System Manager at
the above address. Inquiries should include the individual's name,
address, and social security number.
Record access procedure:
Individuals seeking information regarding access to and contesting of
records in this system may write, call or visit the System Manager at
the above address.
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
Information in this system of records is provided by the applicant/
employee, or obtained from current or previous employers, references,
educational institutions, religious bodies and/or their
representatives and VA staff.
85VA047
System name: Chief Financial Officer and Fiscal Officer
Designation and Certification Records System--VA.
System location:
Office of Financial Management (047), Department of Veterans Affairs,
810 Vermont Avenue, NW, Washington, DC 20420.
Categories of individuals covered by the system:
Persons seeking designation and certification as a Fiscal Officer or
Chief Financial Officer in any VA facility.
Categories of records in the system:
Records in the system include copies of Skill/Knowledge/Ability
assessments for each person seeking designation or certification as
well as copies of the individual's Experience and Education surveys.
Additionally, correspondence related to the surveys will be kept in
the system and magnetic records will be maintained in a computer data
base. The data base records will contain the names of the individual
applying for the designation/certification as well as the name of the
supervisor completing the Skill/Knowledge/Ability Survey. VA file
identification numbers or social security numbers, information
relevant to performance assessment and information on various actions
related to certification/designation will also be maintained by the
system.
Authority for maintenance of the system:
The Chief Financial Officers Act, Pub. L. 101-576 (1990), sec. 205;
codified at 31 U.S.C. 902(a)(5)(C).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. To disclose information to Government training facilities (Federal,
state, and local) and to non-Government training facilities (private
vendors of training courses or programs, private schools, etc.) for
training purposes.
2. To disclose information to education institutions on appointment of
a recent graduate to a position in the Federal service and to provide
college and university officials with information about their students
working under Cooperative Education, Volunteer Service, or other
similar programs necessary to a student's obtaining credit for the
experience gained.
3. To consider and select employees for incentive awards and other
honors and to publicize those granted. This may include disclosure to
other public and private organizations, including news media, which
grant or publicize employee recognition.
4. To consider employees for recognition through quality-step
increases, and to publicize those granted. This may include disclosure
to other public and private organizations, including news media, which
grant or publicize employee recognition.
5. Disclosure may be made to a congressional office from the record of
an invividual in response to an inquiry from the congressional office
made at the request of that individual.
6. Disclosure may be made to NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folders and computer storage media.
Retrievability:
Information is retrievable by the name of the applicant for Fiscal
Officer certification or Chief Financial Officer designation and by
the VA file number.
Safeguards:
Files are under control of the Deputy Assistance Secretary for
Financial Management and members of his/her staff who have a need to
know the contents of the system of records in order to perform their
duties. Paper records are maintained in a secure area with access
limited to these individuals. Computer records are stored on magnetic
media in a computer network to which only these individuals have
access. No personal identifiers are used in statistical and management
reports.
Retention and disposal:
Record are maintained in accordance with records retention standards
approved by the Archivist of the United States, the National Archives
and Records Administration, and published in Agency Records Control
Schedules. Records are destroyed by shredding or burning paper
documents, or by erasing the magnetic media. Automated storage media
is retained and disposed of in accordance with disposition
authorization approved by the Archivist of the United States.
System manager(s) and address:
Department of Veterans Affairs, Office of Financial Management,
Program Management and Development Staff (047F), 810 Vermont Avenue,
NW, Washington, DC 20420.
Notification procedure:
Individuals desiring to know whether this system of records contains a
record pertaining to him or her, how he or she may gain access to such
a record, and how he or she may contest the record may write to the
following address: Department of Veterans Affairs, Office of Financial
Management, Program Management and Development Staff, 810 Vermont
Avenue, NW, Washington, DC 20420.
The following information, or as much as is available, should be
furnished in order to identify the record: Name of the applicant
seeking designation or certification, and the Department of Veterans
Affairs file number.
Record access procedures:
An individual seeking information regarding access to information
contained in this system of records may write, call or visit the
Department of Veterans Affairs, Office of Financial Management,
Program Management and Development Staff (047F), 810 Vermont Avenue,
NW, Washington, DC 20420, (202) 233-2899.
Contesting record procedures:
(See notification procedures above.)
Record source categories:
Data and documents furnished by those applying for designation as a
Chief Financial Officer or certification as a Fiscal Officer.
86VA058
System name:
Workers' Compensation/Occupational Safety and Health Management
Information System--VA (WC/OSH-MIS).
System location:
Department of Veterans Affairs (VA) Austin Automation Center, Austin,
Texas, and information in the data base can be viewed and down-loaded
by employees with workers' compensation case management and safety
responsibilities at VA employing facilities.
Categories of individuals covered by the system:
All VA and former VA employees who have incurred a job-related injury/
disease and have an active claim file with the Office of Workers'
Compensation Programs (OWCP).
Categories of records in the system:
Records in the system include the OWCP quarterly injury/disease
chargeback reports, weekly Case Management File (CMF) reports, weekly
Automated Compensation Payment System (ACPS) reports, weekly Bill
Payment System (BPS) reports, data on VA's continuation of pay (COP)
costs, and some elements from the Personnel and Accounting Integrated
Data System--VA. The computer data base records will include the
claimant's name, address, social security number, date of birth,
grade, salary, telephone number, OWCP's case adjudication status
(approved or denied, waiting adjudication, file sent to Hearings and
Review for decision), accepted medical condition(s), compensation paid
(amount and time period covered), medical bills paid (name of
physician, hospital or health facility, type of treatment, date of
treatment, amount paid, amount paid for medical equipment, and
rehabilitation expenses), COP authorized or denied, dates COP is paid,
number of days of COP, and total amount paid.
Authority for maintenance of the system:
Pub. L. 91-596, 5 U.S.C. 8101 et seq. and Federal Regulations 20 CFR
part 10, 29 CFR part 1960, and 5 CFR ch. 1, part 353.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Disclosure may be made to any third-party or representative acting
on claimant's behalf until the claim is adjudicated, all appeal rights
are resolved, and the case file is closed.
2. In the event that records in this system of records indicate a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by regulation, rule or order issued
pursuant thereto, the relevant records may be referred, as a routine
use, to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility for investigating or
prosecuting such violation or charged with enforcing or implementing
the statute, or rule, regulation or order issued pursuant thereto.
3. 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.
4. Disclosure may be made to NARA (National Archives and Records
Administration) in records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
5. Disclosure may be made to any source from which additional
information is needed in order to properly make case management
decisions.
6. Disclosure of statistical data may be made to other VA facilities
and Federal agencies.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper documents and computer storage media.
Retrievability:
Information is retrievable by the name of VA claimant, social security
number, and OWCP case file number.
Safeguards:
Access to the WC/OSH-MIS data base is restricted to Human Resources
Management and Safety Officials. Paper records are maintained in a
secured area with limited access. Access to data is by means of on-
line (query) data base or downloading with a personal computer and is
restricted to authorized employees by means of unique user
identification and passwords.
Retention and disposal:
Records are destroyed thirty years after OWCP closes the claimant's
case file. Records are destroyed by shredding or burning paper
documents, or by erasing the magnetic media.
System manager(s) and address:
Deputy Assistant Secretary for Human Resources Management (05), 810
Vermont Avenue, NW, Washington, DC 20420.
Notification procedure:
Employees desiring to know whether this system of records contains a
record pertaining to him or her, must submit a written request to the
VA Human Resources Management Office of employment or to the office of
last employment for former employees.
Record access procedures:
Employees seeking information regarding access to and contesting of VA
records may write, call, or visit the VA Human Resources Management
Office of employment.
Contesting record procedures:
See record access procedures above.
Record source categories:
Data tapes furnished by OWCP, data elements from the Personnel and
Accounting Integrated Data System-VA, VA continuation of pay (COP)
data, and VA employees.
87VA045
System name:
Automated Customer Registration System (ACRS)--Department of Veterans
Affairs (VA).
System location:
The automated records are maintained by the VA Automation Center, 1615
Woodward Street, Austin, TX 78772. The paper records will be
maintained at each VA field station that has a responsibility for ACRS
input.
Categories of individuals covered by the system:
All Department of Veterans Affairs employees, employees of other
Government agencies and authorized contractor personnel who have
requested and have been granted access to the automated resources of
the VA's Austin Automation Center (AAC).
Categories of records in the system:
The records in this system, in both paper and electronic form, will
include the names and social security numbers of all personnel who
have requested and been granted access to the automated resources at
the AAC. The records will also include business address and telephone
number, job title and information relating to data file and computer
system access permissions granted to that individual.
Authority for maintenance of the system:
Title 38, U.S.C. 501.
Purpose(s):
The purpose of this system of records is to allow the VA Austin
Automation Center (AAC) in Austin, TX, to maintain a current list of
all VA employees, employees of other Government agencies and
authorized contractor personnel who require access to the computer
resources of the AAC, in accordance with Federal computer security
requirements.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. 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.
2. Disclosure of specific information may be made to a Federal agency,
in response to its request, to the extent that the information
requested is relevant and necessary to the requesting agency's
decision in connection with hiring or retaining an employee, issuing a
security clearance, conducting a security or suitability investigation
on an individual, classifying jobs, awarding a contract or issuing a
license, grant or other benefit.
3. Information may be provided 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 record in this system.
4. Disclosure of information 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 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 or 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 records is a use of the information contained in the records that
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 the use of such
records by the Department of Justice is deemed by VA to be relevant
and necessary to the litigation, provided, however, that in each case,
the agency determines that disclosure of the records to the Department
of Justice is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
7. Disclosure may be made during reviews by the National Archives and
Records Administration in records management inspections conducted
under authority of 44 U.S.C. 2904 and 2906.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Each field station responsible for inputting records into the system
will retain the original signed paper copies of requests for system
access in locked containers. Data files supporting the automated
system are stored in a secure area located at the Austin Automation
Center. Data files are stored on magnetic disk and, for archival
purposes, on magnetic tape.
Retrievability:
Paper records are maintained in alphabetical order by last name of the
requester. Automated records are retrieved by individual name or by a
specific automated resource.
Safeguards:
Paper records in progress are maintained in a manned room during
working hours. Paper records maintained for archival purposes are
stored in locked containers until needed. During non-working hours,
the paper records are kept in a locked container in a secured area.
Access to the records is on a need-to-know basis only.
Access to the automated system is via computer terminal; standard
security procedures, including a unique customer identification code
and password combination, are used to limit access to authorized
personnel only. Specifically, in order to obtain access to the
automated records contained in this system of records, an individual
must:
(1) Have access to the automated resources of the AAC. An individual
may not self-register for this access. Formal documentation of the
request for access, signed by the employee's supervisor, is required
before an individual may obtain such access. Authorized customers are
issued a customer identification code and one-time password.
(2) Be an authorized official of the ACRS system. Only two individuals
per field station may be designated ACRS officials with access to add,
modify or delete records from the system. These individuals require a
specific functional task code in their customer profile; this
functional task can only be assigned by the AAC. A limited number of
supervisory or managerial employees throughout VA will have read-only
access for the purpose of monitoring ACRS activities.
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. Paper records will be destroyed
by shredding or other appropriate means for destroying sensitive
information. Automated storage records are retained and destroyed in
accordance with a disposition authorization approved by the Archivist
of the United States.
System manager(s) and address:
Director, VA Austin Automation Center, 1615 Woodward Street, Austin,
TX 78772. The phone number is (512) 326-6000.
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 who wants to determine the contents of such records
should submit a written request or apply in person to the Director, VA
Austin Automation Center, 1615 Woodward Street, Austin, TX 78772.
Record 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:
Individuals who have applied for and been granted access permission to
the resources of the Austin Automation Center (AAC).
88VA20A6
System name:
Accounts Receivable Records-VA.
System location:
Automated indebtedness records for compensation, pension, educational
assistance, survivors' and dependents' educational assistance and home
loan debts are maintained at the VA's Austin Automation/Systems
Development Center in Texas. Extracts of those 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, Hines, Illinois. Certain paper
records, microfilm and microfiche are maintained at the VA Debt
Management Center (DMC), Ft. Snelling, Minnesota. Education loan
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 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 which a property securing a VA guaranteed, insured or direct loan
is located. Generally, such papers maintained at regional offices 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.
Categories of individuals covered by the system:
Persons indebted to the United States Government as a result of their
participation in benefit programs administered by VA under title 38,
United States Code, chapters 11, 13, 15, 21, 30, 31, 34, 35, 36 and
37, including persons indebted to the United States Government by
virtue of their ownership of property 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. 106. Persons who received
benefits or services under 38 U.S.C. or 10 U.S.C. ch. 106, but who did
not meet the requirements for receipt of such benefits or services.
Categories of records in the system:
Information varies depending on the benefit or home loan program from
which the debt arose. Identifying information, including VA claim
number, Social Security number, name and address and, when
appropriate, loan reference number obtained from the ``Compensation,
Pension, Education and Rehabilitation Records-VA'' (58VA21/22) and
``Loan Guaranty Home, Condominium and Manufactured Home Loan Applicant
Records, Specially Adapted Housing Applicant Records, and Vendee Loan
Applicant Records-VA'' (55VA26) systems of records. Initial
indebtedness amount, 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, name of co-obligor and property address of the defaulted
home loan from 58VA21/22 and 55VA26. History of debt collection
activity on the individual, including correspondence, telephone calls,
referrals to other Government agencies, VA district 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.
Authority for maintenance of the system:
Title 38, United States Code, sections 501(a), 5314 and 5315. Federal
Claims Collection Act of 1966 (Pub. L. 89-508), 31 U.S.C. Chapter 37,
Subchapter I (General) and Subchapter II (Claims of the United States
Government), 31 U.S.C. 3711, Collection and Compromise, 31 U.S.C.
3716, Administrative Offset; Debt Collection Act of 1982 (Pub. L. 97-
365), 5 U.S.C. 5514, Installment Deduction for Indebtedness.
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;
and,
(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 in his or her own right or a person who is neither a
veteran nor a veteran's dependent for benefit purposes.
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 or an employee; the issuance of a security
clearance; the 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 with 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 by virtue of a person's
participation in any benefit program administered by VA 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).
4. The name and address of a veteran or the dependent of a veteran and
other information as is reasonably necessary to identify such veteran
or dependent may be disclosed to a consumer reporting agency for the
purpose of locating the veteran or dependent indebted to the United
States under a VA benefit program or to obtain a consumer report in
order to assess the ability of a veteran or dependent to repay an
indebtedness, provided the disclosure is consistent with 38 U.S.C.
5701(g)(2).
5. The name and address of a veteran or dependent, other information
as is reasonably necessary to identify such persons, including
personal information obtained from other Federal agencies through
computer matching programs, and any information concerning the
person's indebtedness to the United States by virtue of the person's
participation in a VA benefit program may be disclosed to a consumer
reporting agency for purposes of making such information available for
inclusion in consumer reports regarding that person and for purposes
of locating that person, provided that the provisions of 38 U.S.C.
5701(g)(4) have been met.
6. Any information is 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 and employment information, 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 by
virtue of the person's participation in a VA benefit program. 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 under VA benefit
programs.
9. The name(s) and address(es) of a veteran or beneficiary 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. Any information in the system, including the amount of debt, may
be disclosed at the request of a 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 any attorney.
11. Any information in this system 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. Any information in this system, 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 a 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 by virtue of that person's participation in a benefit program
administered by VA, 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 may be to (a) assist VA
in collection of title 38 and 10 U.S.C. ch. 106 program debts and/or
costs of services, and (b) initiate legal actions for prosecuting
individuals who willfully or fraudulently obtain title 38 or 10 U.S.C.
ch. 106 benefits without entitlement.
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 program, 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 VA 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.
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. The
finance division of VARO St. Louis maintains certain debtor
correspondence in folders by terminal digit. Paper records related to
accounts receivable may be maintained in individual file folders
located at VA regional offices. Generally, 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 benefit debts 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. Information stored on magnetic media and related
to the All-Volunteer Force Educational Assistance or education loan
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. Identifying information, the amount of the
debt and 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 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.
Retrievability:
Paper documents, microfilm and microfiche are indexed by VA file
number or date of receipt. Automated records are indexed by VA claim
number, Social Security account number, name and loan account number
in appropriate circumstances. 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 by 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 Personnel 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.
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 retained and disposed of in accordance with
disposition authorization approved by the Archivist of the Untied
States. DMC generally forwards all substantive paper documents to VA
regional offices for storage in claims files 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.
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 record, should
submit a written request to the system manager indicated above.
Record access procedures:
Individuals seeking information regarding access to and contesting of
VA records 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 two 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, dependents of those
persons, fiduciaries for those persons (VA or court appointed), other
Federal agencies, States and local agencies, private collection
agencies, consumer reporting agencies, State, local and county courts
and clerks, other third parties and other VA records.
89VA161
System name:
Means Test Verification Records--VA.
System location:
All paper and electronic records are maintained at the Income
Verification Match (IVM) Center, 1842 Clairmont Road, Decatur, Georgia
30033.
Categories of individuals covered by this system:
Nonservice-connected veterans who have applied for health care
services under Title 38, United States Code, Chapter 17, and in
certain cases, members of their immediate families.
Categories of records in the system:
Medical benefit application and eligibility information obtained from
the ``Patient Medical Record--VA'' (24VA136) system of records.
Identifying information including name, address, date of birth, social
security number, current eligibility category, family information
including spouse and dependent(s) name, address, social security
number; employment information on veteran and spouse including
occupation, employer(s) name(s) and address(es); financial information
including family income, assets, expenses, debts; and third-party
health plan contract information including health insurance carrier
name and address, policy number and time period covered by policy;
facility location(s) where treatment is provided, type of treatment
provided, i.e., inpatient or outpatient and length of stay or number
of visits. Documents generated as a result of income verification by
computer match with records from the Internal Revenue Service (IRS)
and the Social Security Administration (SSA) and during the
notification, verification and due process periods including initial
verification letters, income verification forms, income difference/
final letters, non-receipt/final letters, final confirmation letters,
confirmation/due process letters, non-receipt confirmation letters,
clarification letters, and all subpoena documentation. All forms of
individual correspondence generated during the process or provided to
the IVM Center by match participants including, but not limited to,
copies of death certificates, discharge certificates, DD 214, Notice
of Separation, disability award letters, Internal Revenue Service
documents (i.e., form 1040's, W-2's, etc.), State Welfare and Food
Stamp applications, VA and other pension applications, VA forms 10-10,
Application for Medical Benefits, and 10-10F, Financial Worksheet,
workers compensation forms, various annual earnings statements as well
as pay stubs.
Authority for maintenance of the system:
Title 38, United States Code, sections 501(a); 5317 and 7304.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
To the extent that records contained in the system include information
protected by 26 U.S.C. 6103(p)(4), i.e., the taxpayer's identity, and
the nature, source and amount of income, that information cannot be
disclosed under a Routine Use until such information has been
independently verified with the individual to whom it pertains
pursuant to 5 U.S.C. 552a(p).
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. Disclosure of IVM records, as deemed necessary and proper to named
individuals serving as accredited service organization representatives
and other individuals named as approved agents or attorneys for a
documented purpose and period of time, to aid beneficiaries in the
preparation and presentation of their cases during the verification
and/or due process procedures and in the presentation and prosecution
of claims under laws administered by the Department of Veterans
Affairs.
3. In the event that information in this system of records maintained
by this agency to carry out its functions, indicates a suspected
violation or reasonably imminent violation of law, whether civil,
criminal or regulatory in nature, and whether arising by general
statute or a particular program statute, or by regulation, rule or
order issued pursuant thereto, the relevant records may be referred,
as a routine use, to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting such violation or charged with enforcing or implementing
the statute, or rule, regulation or order issued pursuant thereto.
4. Relevant information from this system of records may be disclosed
as a routine use: In the course of presenting evidence to a court,
magistrate or administrative tribunal, in matters of guardianship,
inquests and commitments; to private attorneys representing veterans
rated incompetent in conjunction with issuance of Certificates of
Incompetency; and to probation and parole officers in connection with
Court required duties.
5. Any information in this system may be disclosed to a VA Federal
fiduciary or a guardian ad litem in relation to his or her
representation of a veteran only to the extent necessary to fulfill
the duties of the VA Federal fiduciary or the guardian ad litem.
6. Relevant information may be disclosed to attorneys, insurance
companies, employers, third parties, liable or potentially liable
under health plan contracts, and to courts, boards, or commissions,
such disclosures may be made only to the extent necessary to aid the
Department of Veterans Affairs in the preparation, presentation, and
prosecution of claims authorized under Federal, State, or local laws,
and regulations promulgated thereunder.
7. Relevant information may be disclosed to the Department of Justice
and United States Attorneys in defense or prosecution of litigation
involving the United States, and to Federal Agencies upon their
request in connection with review of administrative tort claims filed
under the Federal Tort Claims Act, 28 U.S.C. 2672.
8. Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
9. Information in this system of records, may be disclosed for the
purposes identified below to a third party, except consumer reporting
agencies, in connection with any proceeding for the collection of an
amount owed to the United States by virtue of a person's participation
in any benefit program administered by the Department of Veterans
Affairs. Information may be disclosed under this routine use only to
the extent that it is reasonably necessary for the following purposes:
(a) To assist the VA in the collection of costs of services provided
individuals not entitled to such services; and (b) to initiate civil
or criminal legal actions for collecting amounts owed to the United
States and/or for prosecuting individuals who willfully or
fraudulently obtained or seek to obtain title 38 medical benefits.
This disclosure is consistent with 38 U.S.C. 5701(b)(6).
10. The name and address of a veteran, other information as is
reasonably necessary to identify such veteran, including personal
information obtained from other Federal agencies through computer
matching programs, and any information concerning the veteran's
indebtedness to the United States by virtue of the person's
participation in a benefits program administered by the VA may be
disclosed to a consumer reporting agency for purposes of assisting in
the collection of such indebtedness, provided that the provisions of
38 U.S.C. 5701(g)(4) have been met.
11. For computer matching program and ADP security review purposes,
record information may be disclosed to teams from other source Federal
agencies who are parties to computer matching agreements involving the
information maintained in this system, but only to the extent that the
information is necessary and relevant to the review.
12. The name and identifying information on a veteran and/or spouse
may be provided to reported payers of earned and/or unearned income in
order to verify the identifier provided, address, income paid, period
of employment, and health insurance information provided on the means
test and to confirm income and demographic data provided by other
Federal agencies during income verification computer matching.
13. Identifying information, including social security numbers,
concerning veterans, their spouses, and the dependents of veterans may
be disclosed to other Federal agencies for purposes of conducting
computer matches to obtain valid identifying, demographic and income
information to determine or verify eligibility of certain veterans who
are receiving VA medical care under Title 38, United States Code.
14. The name and social security number of a veteran, spouse and
dependents, and other identifying information as is reasonably
necessary may be disclosed to the Social Security Administration,
Department of Health and Human Services, for the purpose of conducting
a computer match to obtain information to validate the social security
numbers maintained in VA records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records (or information contained in records) are maintained on paper
documents, and/or in an automated imaging system database at the
Income Verification Match (IVM) Center, 1842 Clairmont Road, Decatur,
Georgia 30033.
Retrievability:
IVM records are retrieved by the names and social security numbers or
other assigned identifiers of the individuals on whom they are
maintained.
Safeguards:
1. Access to working spaces and record storage areas at the Income
Verification Match (IVM) Center is restricted to IVM 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.
2. All means test data downloaded from DHCP (Decentralized Hospital
Computer Program) files as well as all incoming Internal Revenue
Service (IRS) and Social Security Administration (SSA) tapes are
received directly by the IVM ADP Division. The IRS and SSA tapes are
placed into the IVM vault until the data is required for matching, at
which time it is loaded on the IVM Computer System. Once the tapes are
read-in, they are returned to the vault. Federal tax data is not co-
mingled with or transcribed into data maintained on the IVM Computer
System. The data will reside within its own area of the computer
system. Federal tax data must be protected according to the provisions
of section 6103(p) of the Internal Revenue Code (Title 26, U.S.C.). It
is mandatory that IVM employees review the IRS security awareness
tapes and VA computer security tapes on a yearly basis.
3. The IVM Computer System supplies security access levels for all
areas within the IVM Software Module. Security access levels are
maintained not only on the IRS and SSA data elements themselves, but
on initial access to the system (log-on procedures), menu options
available, automatic shut-down when the system has not had a response
in a predetermined period of time, etc. Access to the computer system
is controlled by access and verify codes assigned by the IVM ADP
Security Officer. The entire procedure is outlined in the IVM ADP
Security Policy.
4. The office space occupied by the IVM ADP Division is in a secured
area with only one access door. The door has been equipped with a
punch-combination lock and an electronic card entry system. The card
entry system logs every entrance and exit to the IVM space. The entry
system log is programmed to provide a screen display of employees
located in the IVM space as well as capturing entry and exit activity
in a report format for any given period of time.
5. There are no field offices that will be receiving tax return
information from IVM.
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. After the
data on each IRS and SSA tape has been validated as being a true copy
of the original data, the tapes are held in the vault for thirty (30)
days prior to destruction, either by degaussing or shredding. Any
printed reports will be shredded prior to disposal.
System manager(s) and address:
Official responsible for policies and procedures: Director,
Administrative Services Office (161), VA Central Office, 810 Vermont
Avenue, NW, Washington, DC 20420. Officials maintaining the system:
Director, IVM Center, 1842 Clairmont Road, Decatur, Georgia 30033.
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 record, should
submit a written request or apply in person to the IVM Center. All
inquiries must reasonably identify the records requested. Inquiries
should include the individual's full name, social security number and
return address.
Record access procedures:
Individuals seeking information regarding access to and contesting of
IVM records may write to the IVM Center.
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
The patient, the patient's spouse, family members or accredited
representative(s), and friends, employers and other payers of earned
income, financial institutions and other payers of unearned income,
other Federal Agencies, and the ``Patient Medical Records--VA'' (24 VA
136) system of records, Veterans Benefits Administration Target System
(BINQ, HINQ, etc.).
Appendix 1:Addresses of Veterans Administration Facilities-VA
VA Regional Office, 474 South Court St., Montgomery, Alabama 36104
VA Medical Center, 215 Perry Hill Rd., Montgomery, Alabama 36109
VA Medical Center, Tuscaloosa, Alabama 35404
VA Medical Center, Tuskegee, Alabama 36083
Fort Mitchell National Cemetery, Phenix City, Alabama (MAIL: NCAO,
Atlanta, GA 30308)
Alaska AK
VA Regional Office and Outpatient Clinic, 235 East 8th Ave.,
Anchorage, Alaska 99501
Sitka National Cemetery, PO Box 1065, Sitka, Alaska 99835
Fort Richardson National Cemetery, HQ Infantry, 172D Brigade, AFCT-CM-
M, Fort Richardson, Alaska 99505
Arizona AZ
VA Regional Office, 3225 North Central Ave., Phoenix, Arizona 85012
VA Center Medical Center and Domiciliary, Prescott, Arizona 86301
VA Medical Center, Seventh St. & Indian School Rd., Phoenix, Arizona
85012
Prescott National Cemetery, VAMC, Prescott, Arizona 86313
VA Medical Center, Tucson, Arizona 85723
Arkansas AR
VA Medical Center, Fayetteville, Arkansas 72701
Fayetteville National Cemetery, 700 Government Ave., Fayetteville,
Arkansas 72701
Fort Smith National Cemetery, 522 Garland Ave. and South 6th St., Fort
Smith, Arkansas 72901
VA Regional Office, 1200 West 3rd St., Little Rock, Arkansas 72201
VA Medical Center, 300 East Roosevelt Rd., Little Rock, Arkansas 72206
Little Rock National Cemetery, 2523 Confederate Blvd., Little Rock,
Arkansas 72206
California CA
VA Supply Depot, Federal Service Center, Bldg. 701, 5600 Rickenbacker
Rd., Bell, California 90201
VA Medical Center, 2615 East Clinton Ave., Fresno, California 93703
VA Medical Center, Livermore, California 94550
Jerry L. Pettis Memorial Veterans Medical Center, 11201 Benton St.,
Loma Linda, California 92357
VA Medical Center, 5901 East Seventh St., Long Beach, California 90822
VA Regional Office, Federal Bldg., 1100 Wilshire Blvd., Los Angeles,
California 90024
VA Public and Consumer Affairs Regional Office, PO Box 84041, 11301
Wilshire Blvd., Los Angeles, California 90073
VA Data Processing Center, Federal Bldg., West Lost Angeles, 11000
Wilshire Blvd., Los Angeles, California 90024
VA Medical Center and Domiciliary, West Los Angeles, California 90073
VA Outpatient Clinic, 425 South Hill St., Los Angeles, California
90013
Los Angeles Regional Office of Audit, Wilshire and Sawtelle Blvd.,
Bldg. 258, Room 330. Los Angeles, California 90013
Los Angeles Regional Office of Investigations, PO Box 84102, Los
Angeles, California 90073
Los Angeles National Cemetery, 950 S. Sepulveda Blvd., Los Angeles,
California 90049
VA Medical Center, 150 Muir Road, Martinez, California 94553
VA Outpatient Clinic Substation, 1515 Clay St., Okland, California
94612
VA Medical Center, 3801 Miranda Ave., Palo Alto, California 94304
Golden Gate National Cemetery, 1300 Sneath Lane, San Bruno, California
94066
Fort Rosecrans National Cemetery, Point Loma, PO Box 6237, San Diego,
California 92106
Riverside National Cemetery, 22495 Van Buren Blvd., Riverside,
California 92508
VA Regional Office, 2022 Camino Del Rio North, San Diego, California
92108
VA Medical Center, 3350 La Jolla Village Drive, San Diego, California
92161
VA Outpatient Clinic, 2022 Camino Del Rio North, San Diego, California
92108
VA Regional Office, 211 Main St., San Francisco, California 94105
VA Medical Center, 4150 Clement St., San Francisco, California 94121
San Francisco National Cemetery, Presidio of San Francisco, PO Box
29012, San Francisco California 94129
VA Outpatient Clinic Substation, 315 Camiro Del Remedia, 691 A-OC, PO
Box 6863, Santa Barbara, California 93105
VA Medical Center, Sepulveda, California 91343
Colorado CO
VA Regional Office, 44 Union Blvd., PO Box 25126, Denver, Colorado
80225
VA Medical Center, 1055 Clemont St., Denver, Colorado 80220
VA Prosthetics Distribution Center, Denver Federal Center, Denver,
Colorado 80225
Veterans Canteen Service Field Office, Denver Federal Center, Box
25345, Denver, Colorado 80225
National Cemetery Area Office, 44 Union Blvd., Box 25126, Denver,
Colorado 80225
Fort Logan National Cemetery, 3698 South Sheridan Blvd., Denver,
Colorado 80235
VA Medical Center, Fort Lyon, Colorado 81038
Fort Lyon National Cemetery, VAMC, Fort Lyon, Colorado 81038
VA Medical Center, Grand Junction, Colorado 81501
Connecticut CT
VA Regional Office, 450 Main St., Hartford, Connecticut 06103
Hartford Regional Office of Audit, 450 Main St., Hartford, Connecticut
06103
Hartford Regional Office of Investigations, 450 Main St., Hartford,
Connecticut 06103
VA Medical Center, 55 Willard Ave., Newington, Connecticut 06111
VA Medical Center, West Spring St., West Haven, Connecticut 06516
Delaware DE
VA Medical and Regional Office Center, 1601 Kirkwood Highway,
Wilmington, Delaware 19805
District of Columbia DC
VA Central Office, 810 Vermont Ave., NW, Washington, DC 20420
VA Satellite Service Center, 811 Vermont Ave., Washington, DC 20420
VA Public and Consumer Affairs Regional Office, 810 Vermont Ave., NW,
Washington, DC 20420
VA Congressional Liaison, Room B-328, Rayburn House Office Bldg.,
Washington, DC 20515
VA Regional Office, 941 N. Capitol St., NE, Washington, DC 20421
VA Medical Center, 50 Irving St., NW, Washington, DC 20422
VA Central Dental Laboratory, 50 Irving St., NW, Washington, DC 20422
Florida FL
VA Medical Center and Domiciliary, Bay Pines, Florida 33504
Bay Pines National Cemetery, VAMC, Bay Pines, Florida 33504
VA Outpatient Clinic, PO Box 13594, St. Petersburg, Florida 33733
VA Outpatient Clinic Substation, 2070 Carrell Rd., Fort Myers, Florida
33901
VA Medical Center, Archer Road, Gainesville, Florida 32602
VA Outpatient Clinic Substation, St. Luke's Professional Bldg., 1833
Blvd., Jacksonville, Florida 32206
VA Medical Center, Lake City, Florida 32055
VA Medical Center, 1201 Northwest 16th St., Miami, Florida 33125
VA Outpatient Clinic Substation, Port of Palm Beach, Executive Plaza,
301 Broadway, Rivera Beach, Florida 33404
VA Outpatient Clinic Substation, 5599 North Dixie Highway,, Oakland
Park, Florida 33334
VA Outpatient Clinic Substation, 83 W. Columbia St., Orlando, Florida
32806
Barrancas National Cemetery, Naval Air Station, Pensacola, Florida
32508
St. Augustine National Cemetery, 104 Marine St., St. Augustine,
Florida 32084
VA Regional Office, 144 First Ave. South, PO Box 1437, St. Petersburg,
Florida 33731
VA Office, Post Office and Courthouse Bldg., 311 West Monroe St.,
Jacksonville, Florida 32201
VA Office, Room 100, 51 Southwest First Ave., Miami, Florida 33130
VA Medical Center, 13000 North 30th St., Tampa, Florida 33612
Georgia GA
VA Regional Office, 730 Peachtree St., NE, Atlanta, Georgia 30365
Veterans Canteen Service Field Office, 730 Peachtree St., NE, Atlanta,
Georgia 30365
VA National Cemetery Area Office, 730 Peachtree St., NE, Atlanta,
Georgia 30365
Atlanta Regional Office of Audit, 730 Peachtree St., NE, Suite 700,
Atlanta, Georgia 30365
Atlanta Regional Office of Investigations, 730 Peachtree St., NE,
Atlanta, Georgia 30365
VA Medical Center, 2460 Wrightsboro Rd. (10), Augusta, Georgia 30910
VA Medical Center, 1670 Clairmont Road, Decatur, Georgia 30033
VA Medical Center and Domiciliary, Dublin, Georgia 31021
Marietta National Cemetery, 500 Washington Ave., Marietta, Georgia
30060
Hawaii HI
VA Regional Office and Outpatient Clinic, 300 Ala Moana Blvd.,
Honolulu, Hawaii 96813
National Memorial Cemetery of the Pacific, 2177 Puowaina Drive,
Honolulu, Hawaii 96813
Idaho ID
VA Medical Center, Fifth and Fort Sts., Boise, Idaho 83702
VA Regional Office, Federal Bldg. & U.S. Courthouse, 550 West Fort
St., Box 044, Boise, Idaho 83724
Illinois IL
Chicago Regional Office of Audit, Lock Box 66302, AMF O'Hare, Hines,
Illinois 60666
Chicago Regional Office of Investigations, Lock Box 66319, AMF O'Hare,
Hines, Illinois, 60666
Alton National Cemetery, 600 Pearl St., Alton, Illinois 62003
VA Regional Office, 536 So. Clark St., Chicago, Illinois 60680
VA Public and Consumer Affairs Regional Office, 536 So. Clark St.,
Chicago, Illinois 60680
VA Medical Center (Lakeside), 333 East Huron St., Chicago, Illinois
60611
VA Medical Center (West Side), 820 South Damen Ave., Chicago, Illinois
60680
VA Medical Center, Danville, Illinois 61832
VA Outpatient Clinic Subsection, 411 West Seventh St., Peoria,
Illinois 61605
VA Medical Center, North Chicago, Illinois 60064
VA Medical Center, Hines, Illinois 60141
VA Marketing Center, PO Box 76, Hines, Illinois 60141
VA Supply Depot, PO Box 27, Hines, Illinois 60141
VA Data Processing Center, Lock Box 66303, AMF O`Hare, Hines, Illinois
60666
VA Medical Center, Marion, Illinois 62959
Mound City National Cemetery, Junction Highway 37 and 51, Mound City,
Illinois 62963
Quincy National Cemetery, 36th and Maine St., Quincy, Illinois 62301
Rock Island National Cemetery, Rock Island Arsenal, Rock Island,
Illinois 61299
Camp Butler National Cemetery, R.R. #1, Springfield, Illinois 62707
Indiana IN
VA Medical Center, 1600 Randallia Drive, Fort Wayne, Indiana 46805
VA Regional Office, 575 North Pennsylvania St., Indianapolis, Indiana
46204
VA Medical Center, 1481 West 10th St., Indianapolis, Indiana 46202
Crown Hill National Cemetery, 3402 Boulevard Place, Indianapolis,
Indiana 46208
VA Medical Center, Marion, Indiana 46952
Marion National Cemetery, VAMC, Marion, Indiana 46952
New Albany National Cemetery, 1943 Ekin Ave., New Albany, Indiana
47150
VA Outpatient Clinic Substation, 214 Southeast 6th St., Evansville,
Indiana 47708
Iowa IA
VA Regional Office, 210 Walnut St., Des Moines, Iowa 50309
VA Medical Center, 30th & Euclid Ave., Des Moines, Iowa 50310
VA Medical Center, Iowa City, Iowa 52240
Keokuk National Cemetery, 18th and Ridge St., Keokuk, Iowa 52632
VA Medical Center, Knoxville, Iowa 50138
Kansas KS
Fort Leavenworth National Cemetery, Fort Leavenworth, Kansas 66048
Fort Scott National Cemetery, PO Box 917, Fort Scott, Kansas 66701
VA Medical Center and Domiciliary, Leavenworth, Kansas 66048
Leavenworth National Cemetery, Leavenworth, Kansas 66048
VA Medical Center, 2200 Gage Blvd., Topeka, Kansas 66622
VA Medical and Regional Office Center, 901 George Washington Blvd.,
Wichita, Kansas 67211
Kentucky KY
Danville National Cemetery, 377 North First St., Danville, Kentucky
(MAIL: Camp Nelson National Cemetery, KY 40356)
Lebanon National Cemetery, Lebanon, Kentucky 40033
VA Medical Center, Lexington, Kentucky 40507
Lexington National Cemetery, 833 West Main St., Lexington, Kentucky
(MAIL: Camp Nelson National Cemetery, KY 40356)
VA Regional Office, 600 Federal Place, Louisville, Kentucky 40202
VA Medical Center, 800 Zorn Avenue, Louisville, Kentucky 40202
Zachary Taylor National Cemetery, 4701 Brownsboro Road, Louisville,
Kentucky 40207
Cave Hill National Cemetery, 701 Baxter Ave., Louisville, Kentucky
(MAIL: Zachary Taylor National Cemetery, KY 40207)
Mill Springs National Cemetery, R.R. No. 1, Nancy, Kentucky 42544
Camp Nelson National Cemetery, R.R. No. 3, Nicholasville, Kentucky
40356
Louisiana LA
VA Medical Center, Alexandria, Louisiana 71301
Baton Rouge National Cemetery, 220 North 19th St., Baton Rouge,
Louisiana 70806
VA Medical Center, 701 Loyola Ave., New Orleans, Louisiana 70113
VA Office, 510 East Stoner Ave., Shreveport, Louisiana 71130
VA Medical Center, 1601 Perdido St., New Orleans, Louisiana 70146
Alexandria National Cemetery, 209 Shamrock Ave., Pineville, Louisiana
71360
VA Medical Center, 510 East Stoner Ave., Shreveport, Louisiana 71130
Port Hudson National Cemetery, Route No. 1, Box 185, Zachary,
Louisiana 70791
Maine ME
VA Medical and Regional Office Center, Togus, Maine 04330
Togus National Cemetery, VAMC and RO, Togus, Maine 04330
VA Office, 85 Preble St., Portland, Maine 04101
Maryland MD
Annapolis National Cemetery, 800 West St., Annapolis, Maryland 21401
VA Regional Office, Federal Bldg., 31 Hopkins Plaza, Baltimore,
Maryland 21201
VA Medical Center, 3900 Loch Raven Blvd., Baltimore, Maryland 21218
VA Outpatient Clinic, Federal Bldg., 31 Hopkins Plaza, Baltimore,
Maryland 21201
Baltimore National Cemetery, 5501 Frederick Ave., Baltimore, Maryland
21228
Loudon Park National Cemetery, 3445 Frederick Ave., Baltimore,
Maryland (MAIL: Baltimore National Cemetery, MD 21228)
VA Medical Center, Fort Howard, Maryland 21052
Hyattsville Regional Office of Audit, Presidential Bldg., 6525
Belcrest Rd., Suite 412, Hyattsville, Maryland 20782
Hyattsville Regional Office of Investigations, Presidential Bldg.,
6525 Belcrest Rd., Suite 412, Hyattsville, Maryland 20782
VA Medical Center, Perry Point, Maryland 21902
Massachusetts MA
VA Medical Center, 200 Springs Rd., Bedford, Massachusetts 01730
VA Regional Office, John Fitzgerald Kennedy Federal Bldg., Government
Center, Boston, Massachusetts 02203
VA Office, 1200 Main St., Springfield, Massachusetts 01103
VA Medical Center, 150 South Huntington Ave., Boston, Massachusetts
02130
VA Outpatient Clinic Substation, 50 Kearney Square, Lowell,
Massachusetts 01852
VA Outpatient Clinic, 17 Court St., Boston, Massachusetts 02108
VA Medical Center, Brockton, Massachusetts 02401
VA Outpatient Clinic Substation, 53 North Sixth St., New Bedford,
Massachusetts 02740
VA Medical Center, Northampton, Massachusetts 01060
VA Outpatient Clinic Substation, 101 State St., Springfield,
Massachusetts 01103
VA Medical Center, 1400 Veterans of Foreign Wars Parkway, West
Roxbury, Massachusetts 02132
VA Outpatient Clinic Substation, Federal Bldg., 575 Main St.,
Worcester, Massachusetts 01608
Massachusetts National Cemetery, Bourne, Massachusetts 02532
Michigan MI
VA Medical Center, Allen Park, Michigan 48101
Fort Custer National Cemetery, 15501 W. Dickman Rd., Augusta, Michigan
49012
VA Medical Center, 2215 Fuller Rd., Ann Arbor, Michigan 48105
VA Medical Center, Battle Creek, Michigan 49016
VA Outpatient Clinic Substation, 260 Jefferson St., SE, Grand Rapids,
Michigan 49502
VA Regional Office, 477 Michigan Avenue, Detroit, Michigan 48226
VA Medical Center, Iron Mountain, Michigan 49801
VA Medical Center, 1500 Weiss St., Saginaw, Michigan 48602
Minnesota MN
VA Medical Center, 54th St. & 48th Ave. South, Minneapolis, Minnesota
55417
VA Outpatient Clinic, Fort Snelling, St. Paul, Minnesota 55111
VA Medical Center, St. Cloud, Minnesota 56301
VA Center, Federal Bldg., Fort Snelling, St. Paul, Minnesota 55111
VA Regional Office and Insurance Center, Federal Bldg., Fort Snelling,
St. Paul, Minnesota 55111
VA Data Processing Center, Federal Bldg., Fort Snelling, St. Paul,
Minnesota 55111
Fort Snelling National Cemetery, 7601 34th Avenue South, Minneapolis,
Minnesota 55450
Mississippi MS
VA Medical Center and Domiciliary, Biloxi, Mississippi 39531
Biloxi National Cemetery, VAMC, Biloxi, Mississippi 39531
Corinth National Cemetery, 1551 Horton St., Cornith, Mississippi 38834
VA Medical Center and Domiciliary, 1500 East Woodrow Wilson Ave.,
Jackson, Mississippi 39216
VA Regional Office, 100 West Capitol St., Jackson, Mississippi 39269
Natchez National Cemetery, 61 Cemetery Road, Natchez, Mississippi
39120
Missouri MO
Harry S. Truman Memorial Veterans Medical Center, 800 Stadium Road,
Columbia, Missouri 65201
Jefferson City National Cemetery, 1024 East McCarty St., Jefferson
City, Missouri (MAIL: NCAO, Atlanta, GA 30308)
VA Medical Center, 4801 Linwood Blvd., Kansas City, Missouri 64128
VA Medical Center, Poplar Bluff, Missouri 63901
Kansas City Regional Office of Audit, 1221 Baltimore St., Suite 1000,
Kansas City, Missouri 64105
Kansas City Regional Office of Investigations, 1221 Baltimore St.,
Suite 1000, Kansas City, Missouri 64105
VA Records Depository, PO Box 141, Neosho, Missouri 64850
VA Regional Office, Federal Bldg., 1520 Market St., St. Louis,
Missouri 63103
VA Office, Federal Office Bldg., 601 East 12th St., Kansas City,
Missouri 64106
Veterans Canteen Service Finance Center, Federal Bldg., 405 Tucker
Blvd., St. Louis, Missouri 63101
VA Medical Center, St. Louis, Missouri 63125
VA Records Processing Center, PO Box 5020, St. Louis, Missouri 63115
Jefferson Barracks National Cemetery, 101 Memorial Drive, St. Louis,
Missouri 63125
Springfield National Cemetery, 1702 East Seminole St., Springfield,
Missouri 65804
Montana MT
VA Medical and Regional Office Center, Fort Harrison, Montana 59636
VA Medical Center, Miles City, Montana 59301
Nebraska NE
VA Medical Center, Grand Island, Nebraska 66801
VA Regional Office, 100 Centennial Mall North, Lincoln, Nebraska 68508
VA Medical Center, 600 South 70th St., Lincoln, Nebraska 68510
VA Medical Center, 4101 Woolworth Avenue, Omaha, Nebraska 68105
Fort McPherson National Cemetery, Maxwell, Nebraska 69151
Nevada NV
VA Regional Office, 245 East Liberty St., Reno, Nevada 89520
VA Medical Center, 1000 Locust St., Reno, Nevada 89520
VA Outpatient Clinic, 1703 West Charleston Blvd., Las Vegas, Nevada
89102
New Hampshire NH
VA Regional Office, 275 Chestnut St., Manchester, New Hampshire 03101
VA Medical Center, 718 Smyth Rd., Manchester, New Hampshire 03104
New Jersey NJ
Beverly National Cemetery, Beverly, New Jersey 08010
VA Medical Center, East Orange, New Jersey 07019
VA Outpatient Clinic, 20 Washington Place, Newark, New Jersey 07120
VA Medical Center, Lyons, New Jersey 07939
VA Regional Office, 20 Washington Place, Newark, New Jersey 07120
Finn's Point National Cemetery, R.F.D. #3, Fort Mott Road, Salem, New
Jersey 08079
VA Supply Depot, Somerville, New Jersey 08876
Veterans Canteen Service Field Office, Somerville, New Jersey 08876
New Mexico NM
VA Regional Office, 500 Gold Ave., SW, Albuquerque, New Mexico 87102
VA Medical Center, 2100 Ridgecrest Dr., SE, Albuquerque, New Mexico
87108
Fort Bayard National Cemetery, 403 South Bullard St., Silver City, New
Mexico 88061
Santa Fe National Cemetery, Box 88, Santa Fe, New Mexico 87501
New York NY
VA Medical Center, Albany, New York 12208
VA Office, Leo W. O'Brien Federal Building, Clinton Ave. and N. Pearl
Street, Albany, New York 12207
VA Medical Center, Batavia, New York 14020
VA Medical Center and Domiciliary, Bath, New York 14810
Bath National Cemetery, VAMC, Bath, New York 14810
VA Medical Center, 130 West Kingsbridge Rd., Bronx, New York 10468
VA Medical Center, 800 Poly Place, Brooklyn, New York 11209
VA Outpatient Clinic Substation, 100 State St., Rochester, New York
14614
Cypress Hills National Cemetery, 625 Jamacia Ave., Brooklyn, New York
(MAIL: NCAO, Philadelphia, PA 19106)
VA Regional Office, Federal Bldg., 111 West Huron St., Buffalo, New
York 14202
VA Medical Center, 3495 Bailey Ave., Buffalo, New York 14215
Calverton National Cemetery, Princeton Blvd., Calverton, New York
11933
VA Medical Center, Canandaigua, New York 14424
VA Medical Center, Castle Point, New York 12511
Woodlawn National Cemetery, 1825 Davis St., Elmira, New York (MAIL:
Bath National Cemetery, NY 14810)
Long Island National Cemetery, Farmingdale, L.I., New York 11735
Franklin Delano Roosevelt Medical Center, Montrose, New York 10548
VA Regional Office, 252 Seventh Ave. at 24th St., New York, New York
10001
VA Prosthetics Evaluation Testing Center, 252 Seventh Ave., New York,
New York 10001
VA Public and Consumer Affairs Regional Office, 252 Seventh Ave., New
York, New York 10001
VA Medical Center, First Ave. at East 24th St., New York, New York
10001
VA Outpatient Clinic, 252 Seventh Ave., New York, New York 10001
VA Medical Center, Northport, New York 11768
VA Office, Federal Office Building and Courthouse, 100 State Street,
Rochester, New York 14614
VA Office, U.S. Courthouse and Federal Bldg., 100 South Clinton St.,
New York 13260
VA Medical Center Irving Ave. & University Pl., Syracuse, New York
13210
North Carolina NC
VA Medical Center, 508 Fulton St., Durham, North Carolina 27705
VA Medical Center, 2300 Ramsey St., Fayetteville, North Carolina 28301
VA Medical Center, Asheville, North Carolina 28805
New Bern National Cemetery, 1711 National Ave., New Bern, North
Carolina 28560
Raleigh National Cemetery, 501 Rock Quarry Road, Raleigh, North
Carolina 27610
VA Medical Center, 1601 Brenner Ave., Salisbury, North Carolina 28144
Salisbury National Cemetery, 202 Government Road, Salisbury, North
Carolina 28144
Wilmington National Cemetery, 2011 Market St., Wilmington, North
Carolina 28403
VA Outpatient Clinic, 251 North Main St., Winston-Salem, North
Carolina 27155
VA Regional Office, Federal Office Building, 251 North Main Street,
Winston-Salem, North Carolina 27155
North Dakota ND
VA Regional Office, 655 First Ave. North, Fargo, North Dakota 58102
VA Medical Center, Elm and 21st Ave. North, Fargo, North Dakota 58102
Ohio OH
VA Medical Center, Chillicothe, Ohio 45601
VA Medical Center, 3200 Vine St., Cincinnati, Ohio 45220
VA Regional Office, Federal Office Bldg., 1240 East Ninth St.,
Cleveland, Ohio 44199
VA Office, Room 1024, Federal Office Bldg., 550 Main St., Cincinnati,
Ohio 45202
VA Office, 200 North High St., Room 309, Columbus, Ohio 43215
VA Medical Center, 10701 East Boulevard, Cleveland, Ohio 44106
VA Outpatient Clinic, 2090 Kenny Rd., Columbus, Ohio 43221
VA Medical Center and Domiciliary, Dayton, Ohio 45428
Dayton National Cemetery, VAMC, 4100 West Third St., Dayton, Ohio
45428
VA Outpatient Clinic Substation, 3333 Glendale Ave., Toledo, Ohio
43614
Oklahoma OK
Fort Gibson National Cemetery, Fort Gibson, Oklahoma 74434
VA Regional Office, 125 South Main St., Muskogee, Oklahoma 74401
VA Office, Federal Bldg., 200 Northwest Fourth St., Oklahoma City,
Oklahoma 73102
VA Outpatient Clinic Substation, 635 West 11th St., Tulsa, Oklahoma
74101
VA Medical Center, Oklahoma 74401
VA Medical Center, 921 Northeast 13th St., Oklahoma City, Oklahoma
73104
Oregon OR
VA Regional Office, 1220 SW Third Ave., Portland, Oregon 97204
VA Medical Center, 3710 SW U.S. Veterans Hospital Rd., Portland,
Oregon 97207
Willamette National Cemetery, 11800 Southeast Mt. Scott Blvd., PO Box
66147, Portland, Oregon 97266
VA Outpatient Clinic, Portland, Oregon 97207
VA Medical Center, Roseburg, Oregon 97470
Roseburg National Cemetery, VAMC, Roseburg, Oregon 97470
VA Domiciliary, White City, Oregon 97501
White City National Cemetery, 2763 Riley Rd., Eagle Point, Oregon
97524
Pennsylvania PA
VA Medical Center, Altoona, Pennsylvania 16603
VA Medical Center, Butler, Pennsylvania 16001
VA Medical Center, Coatesville, Pennsylvania 19320
VA Medical Center, 135 East 38th St., Erie, Pennsylvania 16501
VA Medical Center, Lebanon, Pennsylvania 17042
VA Outpatient Clinic Substation, Federal Bldg., 228 Walnut St.,
Harrisburg, Pennsylvania 17108
Indiantown Gap National Cemetery, PO Box 187, Annville, Pennsylvania
17003
VA Regional Office and Insurance Center, 5000 Wissahickon Ave., (Mail
PO Box 80709) Philadelphia, Pennsylvania 19101
VA Office, 19-27 North Main St., Wilkes-Barre, Pennsylvania 18701
VA Data Processing Center, PO Box 8079, Philadelphia, Pennsylvania
19101
VA Medical Center, University and Woodland Aves., Philadelphia,
Pennsylvania 19104
VA Outpatient Clinic, 1421 Cherry St., Philadelphia, Pennsylvania
19102
Philadelphia National Cemetery, Haines St. and Limekiln PIke,
Philadelphia, Pennsylvania 19138
VA Regional Office, 1000 Liberty Ave., Pittsburgh, Pennsylvania 15222
VA Medical Center, Highland Drive, Pittsburgh, Pennsylvania 15206
VA Medical Center, University Drive C, Pittsburgh, Pennsylvania 15240
VA Outpatient Clinic, 100 Liberty Ave., Pittsburgh, Pennsylvania 15222
VA Medical Center, 1111 East End Blvd., Wilkes-Barre, Pennsylvania
18711
VA National Cemetery Area Office, Independence Building South, 434
Walnut St., Rm. 1040, Philadelphia, Pennsylvania 19106
VA Outpatient Clinic, Substation, 2937 Hamilton Blvd., Allentown,
Pennsylvania 18104
Philippines
VA Regional Office and Outpatient Clinic, 1131 Roxas Blvd., Manila,
Philippines; MAILING ADDRESS from U.S.: VA Regional Office, APO San
Francisco 96528
Puerto Rico, Commonwealth of (Including the Virgin Islands) PR
VA Medical and Regional Office Center, Barrio Monacillos, Rio Piedras,
Puerto Rico 00921
VA Medical and Regional Office Center, U.S. Courthouse and Federal
Bldg., Carlos E. Chardon Ave., Hato Rey, Puerto Rico 00918
Puerto Rico National Cemetery, Box 1298, Bayamon, Puerto Rico 00619
VA Outpatient Clinic, Substation Calle Isabel 60, Ponce, Puerto Rico
00731
VA Outpatient Clinic, Substation, Road Number 2, Mayaguez, Puerto Rico
00708
Rhode Island RI
VA Regional Office, 380 Westminster Mall, Providence, Rhode Island
02903
VA Medical Center, Davis Park, Providence, Rhode Island 02908
South Carolina SC
Beaufort National Cemetery, 1601 Boundary St., Beaufort, South
Carolina 29902
VA Medical Center, 109 Bee St., Charleston, South Carolina 29403
VA Regional Office, 1801 Assembly St., Columbia, South Carolina 29201
VA Medical Center, Columbia, South Carolina 29201
Florence National Cemetery, 803 East National Cemetery Road, Florence,
South Carolina 29501
VA Outpatient Clinic Substation, Piedmont East Bldg., 37 Villa Rd.,
Greenville, South Carolina 29607
South Dakota SD
VA Medical Center, Fort Meade, South Dakota 57741
Fort Meade National Cemetery, VAMC, Fort Meade, South Dakota 57741
VA Medical Center and Domiciliary, Hot Springs, South Dakota 57747
Hot Springs National Cemetery, VAMC, Hot Springs, South Dakota 57747
VA Medical and Regional Office Center, 2501 West 22nd St., Sioux
Falls, South Dakota 57117
Black Hills National Cemetery, PO Box 640, Sturgis, South Dakota 57785
Tennessee TN
Chattanooga National Cemetery, 1200 Bailey Ave., Chattanooga,
Tennessee 37404
Knoxville National Cemetery, 939 Tyson St., NW, Knoxville, Tennessee
37917
Nashville National Cemetery, 1420 Gallatin Road, South, Madison,
Tennessee 37115
VA Medical Center, 1030 Jefferson Ave., Memphis, Tennessee 38104
Memphis National Cemetery, 3568 Townes Ave., Memphis, Tennessee 38122
VA Medical Center and Domiciliary, Mountain Home, Tennessee 37601
Mountain Home National Cemetery, PO Box 8, Mountain Home, Tennessee
37684
VA Medical Center, Murfreesboro, Tennessee 37130
VA Regional Office, 110 9th Ave. South, Nashville, Tennessee 37203
VA Medical Center, 1310 24th Ave. South, Nashville, Tennessee 37203
VA Outpatient Clinic Substation, Building 6200, Eastgate Center,
Chattanooga, Tennessee 37411
VA Outpatient Clinic Substation, 9047 Executive Park Dr., Suite 100,
Knoxville, Tennessee 37919
Texas TX
VA Medical Center, 6010 Amarillo Blvd. West, Amarillo, Texas 79106
VA Data Processing Center, 1615 East Woodward St., Austin, Texas 78772
VA Data Transmission Center, 1615 East Woodward St., Austin, Texas
78772
VA Medical Center, Big Spring, Texas 79720
VA Medical Center and Domiciliary, Bonham, Texas 75418
VA Outpatient Clinic Substation, 1502 South Brownlee Blvd., Corpus
Christi, Texas 78404
VA Medical Center, 4500 South Lancaster Rd., Dallas, Texas 75216
VA Public and Consumer Affairs Regional Office, 4500 South Lancaster
Rd., Dallas Texas 75216
VA Central Dental Lab, 4502 South Lancaster Rd., Dallas, Texas 75216
VA Office, U.S. Courthouse and Federal Office Building, 1100 Commerce
Street, Dallas, Texas 75202
Dallas Regional Office of Audit, 2626 Mockingbird, Rm. 280, Dallas,
Texas 75235
Dallas Regional Office of Investigations, 2626 Mockingbird, Rm. 280,
Dallas, Texas 75235
VA Outpatient Clinic, 5919 Brook Hollow Drive, El Paso, Texas 79925
Fort Bliss National Cementery, PO Box 6342, Fort Bliss, Texas 79906
Houston National Cementery, 10410 Stuebner Air Line Road, Houston,
Texas 77038
VA Regional Office, 2515 Murworth Dr., Houston, Texas 77054
VA Office, 307 Dwyer Ave., San Antonio, Texas 78285
VA Medical Center, 2002 Holcombe Blvd., Houston, Texas 77211
VA Outpatient Clinic Substation, 3385 Fannin St., Beaumont, Texas
77701
VA Medical Center, Kerrville, Texas 78028
VA Office, Federal Building, U.S. Courthouse, 1205 Texas Ave.,
Lubbock, Texas 79401
Kerrville National Cemetery, Veterans Administration Medical Center,
Spur Rt. 100, Kerrville, Texas 78028
VA Outpatient Clinic, 1205 Texas Ave., Room 814, Lubbock, Texas 79401
VA Medical Center, Marlin, Texas 76661
VA Outpatient Clinic Substation, 1220 Jackson Ave., McAllen, Texas
78501
Audie L. Murphy Memorial Veterans Medical Center, 7400 Merton Minter
Blvd., San Antonio, Texas 78284
San Antonio National Cemetery, 517 Paso Hondo St., San Antonio, Texas
(MAIL: Sam Houston National Cemetery, TX 78209)
Fort Sam Houston National Cemetery, 1520 Harry Wurzbach Road, San
Antonio, Texas 78209
VA Outpatient Clinic Substation, 307 Dwyer Ave., San Antonio, Texas
78285
VA Medical Center and Domiciliary, Temple, Texas 76501
VA Regional Office, 1400 North Valley Mills Drive, Waco, Texas 76799
VA Office, U.S. Courthouse and Federal Bldg., 1100 Commerce St.,
Dallas, Texas 75202
VA Medical Center, Memorial Drive, Waco, Texas 76703
VA Outpatient Clinic, 1400 North Valley Mills Drive, Waco, Texas 76799
Utah UT
VA Regional Office, 125 South State St., PO Box 11500, Salt Lake City,
Utah 84147
VA Medical Center, 500 Foothill Blvd., Salt Lake City, Utah 84148
Vermont VT
VA Medical and Regional Office Center, White River Junction, Vermont
05001
Virginia VA
Forms and Publications Depot, 6307 Gravel Ave., Alexandria, Virginia
22310
Alexandria National Cemetery, 1450 Wilkes Street, Alexandria, Virginia
22314
Culpepper National Cemetery, 305 U.S. Ave., Culpepper, Virginia 22701
Danville National Cemetery, 721 Lee St., Danville, Virginia 24541
VA Medical Center and Domiciliary, Hampton, Virginia 23667
Hampton National Cemetery, Cemetery Road at Marshall Ave., Hampton,
Virginia 23669
City Point National Cemetery, 10th Ave. and Davis St., Hopewell,
Virginia (MAIL: Richmond National Cemetery, VA 23231)
Balls Bluff National Cemetery, Leesburg, Virginia (MAIL: Winchester
National Cemetery, VA 22601)
Cold Harbor National Cemetery, R.F.D. No. 4, Box 155, Mechanicsville,
Virginia (MAIL: Richmond National Cemetery, VA 23231)
VA Medical Center, 1201 Broad Rock Road, Richmond, Virginia 23249
Fort Harrison National Cemetery, R.F.D. No. 5, Box 174, Varina Road,
Richmond, Virginia (MAIL: Richmond National Cemetery, VA 23231)
Richmond National Cemetery, 1701 Williamsburg Road, Richmond, Virginia
23231
Glendale National Cemetery, R.F.D. No. 5, Box 272, Richmond, Virginia
(MAIL: Richmond National Cemetery, VA 23231)
VA Regional Office, 210 Franklin Rd., SW, Roanoke, Virginia 24011
VA Medical Center, Salem, Virginia 24153
Seven Pines National Cemetery, 400 East Williamsburg Road, Sandston,
Virginia (MAIL: Richmond National Cemetery, VA 23231)
Staunton National Cemetery, 901 Richmond Ave., Staunton, Virginia
24401
Winchester National Cemetery, 401 National Ave., Winchester, Virginia
22601
Quantico National Cemetery, PO Box 10, Triangle, Virginia 22172
Washington WA
VA Medical Center, American Lake, Tacoma, Washington 98493
VA Regional Office, 915 Second Ave., Seattle, Washington 98174
VA Medical Center, 1660 South Columbian Way, Seattle, Washington 98108
Seattle Regional Office of Audit, PO Box 409, Seattle, Washington
98174
Seattle Regional Office of Investigations, PO Box 409, Seattle,
Washington 98174
VA Medical Center, North 4815 Assembly St., Spokane, Washington 99208
VA Medical Center, Vancouver, Washington 98661
VA Medical Center, 77 Wainwright Drive, Walla Walla, Washington 99362
West Virginia WV
VA Medical Center, 200 Veterans Ave., Beckley, West Virginia 25801
VA Medical Center, Clarksburg, West Virginia 26301
Grafton National Cemetery, 431 Walnut St., Grafton, West Virginia
26354
VA Regional Office, 640 4th Ave., Huntington, West Virginia 25704
VA Medical Center, 1540 Spring Valley Dr., Huntington, West Virginia
25701
VA Medical Center and Domiciliary, Martinsburg, West Virginia 25401
VA Data Transmission Center, Grassylick Rd., Romney, West Virginia
26725
Wisconsin WI
VA Medical Center, 2500 Overlook Terrace, Madison, Wisconsin 53705
VA Center (Milwaukee), PO Box 6, Wood, Wisconsin 53193
VA Medical Center, Tomah, Wisconsin 54660
VA Medical Center and Domiciliary, 5000 West National Ave., Wood,
Wisconsin 53193
Wood National Cemetery, VAMC 5000 West National Ave., Wood, Wisconsin
53193
Wyoming WY
VA Medical and Regional Office Center, 2360 East Pershing Blvd.,
Cheyenne, Wyoming 82001
VA Medical Center, Sheridan, Wyoming 82801
Appendix 2: List of all Outreach Program Vet Centers
Vet Center, 4201 Tudor Centre Drive, Suite 115, Anchorage, AK 99508
Vet Center Satellite, 712 10th Ave., Fairbanks, AK 99701
Vet Center Satellite, PO Box 1883, Kenai, AK 99611
Vet Center Satellite, Box 957, Wasilla, AK 99687
Vet Center, 2145 Highland Ave., Suite 250, Birmingham, AL 35205
Vet Center, 110 Marine Street, Mobile AL 36604
Vet Center, 1311 West 2nd St., Little Rock, AR 72201
Vet Center, 807 North 3rd St., Phoenix, AZ 85004
Vet Center, 727 North Swan, Tucson, AZ 85711
Vet Center, 859 South Harbor Blvd., Anaheim, CA 92805
Vet Center, 1899 Clayton Road, Suite 140, Concord, CA 94520
Vet Center, 1340 Van Ness Ave., Fresno, CA 93721
Vet Center, 251 West 85th Place, Los Angeles, CA 90003
Vet Center, 2000 Westwood Blvd., Los Angeles, CA 90025
Vet Center, 2449 West Beverly Blvd., Montabello, CA 90640
Vet Center, 18924 Roscoe Blvd., Northridge, CA 91335
Vet Center, 616 16th St., Oakland, CA 94612
Vet Center, 4954 Arlington Ave., Riverside, CA 92504
Vet Center, 2900 6th Ave., San Diego, CA 92103
Vet Center, 1708 Waller Street, San Francisco, CA 94117
Vet Center, 2989 Mission Street, San Francisco, CA 94110
Vet Center, 1648 West Santa Clara Street, San Jose, CA 95116
Vet Center, 361 S. Monroe St., Suite 605, San Jose, CA 95128
Vet Center Satellite, 875 West Moreno Ave., Colorado Springs, CO 80905
Vet Center, 1820 Gilpin Street, Denver, CO 80218
Vet Center, 370 Market Street, Hartford, CT 06103
Vet Center, 562 Whalley Ave., New Haven, CT 06510
Vet Center, 709 8th St., SE, Washington DC 20003
Vet Center, Van Buren Medical Center, 1411 N. Van Buren St.,
Wilmington, DE 19806
Vet Center, 400 E. Prospect Rd., Ft. Lauderdale, FL 33334
Vet Center, 255 Liberty St., Jacksonville, FL 32202
Vet Center, 412 NE 39th St., Miami, FL 33137
Vet Center, 5001 South Orange, Orlando, FL 32809
Vet Center, 235 31st St. North, St. Petersburg, FL 33713
Vet Center, 1507 W. Sligh Ave., Tampa, FL 33604
Vet Center, 65 11th St., NE, Atlanta, GA 30309
Vet Center, 1370 Kapiolani Blvd., Suite 201, Honolulu, HI 96814
Vet Center, 3619 6th Avenue, Des Moines, IA 50313
Vet Center, 706 Jackson, Sioux City, IA 51101
Vet Center, 103 West State St., Boise, ID 83702
Vet Center, 547 West Roosevelt Rd., Chicago, IL 60607
Vet Center, 1600 Halsted St., Chicago Heights, IL 60411
Vet Center, 155 South Oak Park Ave., Oak Park, IL 60302
Vet Center, 605 NE Monroe, Peoria, IL 61603
Vet Center, 101 N. Kentucky Ave., Evansville, IN 47711
Vet Center, 528 West Berry St., Fort Wayne, IN 46802
Vet Center, 811 Massachusetts Ave., Indianapolis, IN 46204
Vet Center, 249 West Short St., Lexington, KY 40507
Vet Center, 736 South 1st St., Louisville, KY 40202
Vet Center, 310 South Laura, Wichita, KS 67211
Vet Center, 1529 N. Claibourne Ave., New Orleans, LA 70116
Vet Center, 480 Tremont Street, Boston, MA 02116
Vet Center, 71 Washington St., Brighton, MA 02135
Vet Center, 15 Bolton Place, Brockton, MA 02401
Vet Center, 1985 Main St., Northgate Plaza, Springfield, MA 01103
Vet Center, 1420 W. Patapsco Ave, Patapsco Plaza, Baltimore, MD 21230
Vet Center, Mondawmin Shopping Center, 1153 Mondawmin Concourse,
Baltimore, MD 21215
Vet Center, 7 Elkton Commercial Plaza, Elkton, MD 21921
Vet Center, 8121 Georgia Ave., Suite 500, Silver Spring, MD 20910
Vet Center, 96 Harlow Street, Bangor, ME 04401
Vet Center, 175 Lancaster St., Room 213, Portland, ME 04101
Vet Center, 18411 West Seven Mile Rd., Detroit, MI 48219
Vet Center, 1940 Eastern Ave., SE, Grand Rapids, MI 49507
Vet Center, 14405 North Line, Southgate, MI 48195
Vet Center, 3600 Broadway, Suite 19, Kansas City, MO 64111
Vet Center, 2345 Pine Street, St. Louis, MO 63103
Vet Center, 405 E. Superior St., Duluth, MN 55802
Vet Center, 2480 University Ave., St. Paul, MN 55114
Vet Center, 158 E. Pascagoula St., Jackson, MS 39201
Vet Center, 2708 Montana Avenue, Billings, MT 59101
Vet Center, 910 North Alexander St., Suite 210, Charlotte, NC 28206
Vet Center, 4 Market Square, Fayetteville, NC 28301
Vet Center, 1322 Gateway Drive, Fargo, ND 58103
Vet Center, 108 Burdick Expressway, Minot, ND 58701
Vet Center, 920 L Street, Lincoln, NE 65808
Vet Center, 5123 Leavenworth St., Omaha, NE 68106
Vet Center, 14 Pearl Street, Manchester, NH 03104
Vet Center, 626 Newark Ave., Jersey City, NJ 07036
Vet Center, 1030 Broad Street, Newark, NJ 07102
Vet Center, 318 East State St., Trenton, NJ 08608
Vet Center, 4603 4th Street, NW, Albuquerque, NM 87107
Vet Center Satellite, 211 West Mesa, Gallup, NM 87301
Vet Center, 214 South 8th St., Las Vegas, NV 89101
Vet Center, 341 S. Arlington St., Reno, NV 89501
Vet Center, 875 Central Ave., West Mall Office Plaza, Albany, NY 12208
Vet Center, 116 West Main St., Babylon, NY 11702
Vet Center, 226 East Fordham Rd., Rooms 216/217, Bronx, NY 10458
Vet Center, 165 Cadman Plaza East, Brooklyn, NY 11201
Vet Center, 351 Linwood Avenue, Buffalo, NY 14209
Vet Center, 148-43 Hillside Ave., Jamaica Hills, NY 11435
Vet Center, 166 West 75th St., Manhattan, NY 10023
Vet Center Satellite, 200 Hamilton, Ave., White Plains Mall, White
Plains, NY 10601
Vet Center, 31 East 12th St., 4th Floor, Cincinnati, OH 45202
Vet Center, 10605 Carnegie Ave., Cleveland, OH 44106
Vet Center, 11511 Lorain Ave., Cleveland, OH 44111
Vet Center, 1751 Cleveland Ave., Columbus, OH 43211
Vet Center, 438 Wayne Avenue, Dayton, OH 45410
Vet Center, 4111 North Lincoln, Suite No. 10, Oklahoma City, OK 73105
Vet Center, 1605 South Boulder, Tulsa, OK 74119
Vet Center, 1966 Garden Avenue, Eugene, OR 97403
Vet Center, 2450 SE Belmont, Portland, OR 97214
Vet Center, 127 State Street, Harrisburg, PA 17101
Vet Center Satellite, 4328 Old William Penn Highway, Monroeville, PA
15146
Vet Center, 1107 Arch Street, Philadelphia, PA 19107
Vet Center, 5601 North Broad Street, Room 202, Philadelphia, PA 19141
Vet Center, 954 Penn Avenue, Pittsburgh, PA 15222
Vet Center, Suite LC-8A/9 Medical Center Plaza, La Riviera, Rio
Piedras, PR 00921
Vet Center, 172 Pine Street, Pawtucket, RI 02860
Vet Center, 904 Pendelton St., Greenville, SC 29601
Vet Center, 3366 Rivers Avenue, No., Charleston, SC 29405
Vet Center, 610 Kansas City Street, Rapid City, SD 57701
Vet Center, 100 West 6th St., Suite 101, Sioux Falls, SD 57102
Vet Center, 1515 E. Magnolia Ave., Suite 201, Knoxville, TN 37917
Vet Center, 1 North 3rd Street, Memphis, TN 38103
Vet Center, 5415 Maple Plaza, Suite 114, Dallas, TX 75235
Vet Center, 2121 Wyoming St., El Paso, TX 79903
Vet Center, Seminary South Office Building, Suite 10, Forth Worth, TX
76115
Vet Center, 4905A San Jacinto, Houston, TX 77004
Vet Center, 717 Corpus Christi, Laredo, TX 78040
Vet Center, 107 Lexington Ave., San Antonio, TX 78205
Vet Center, 1916 Fredericksburg Road, San Antonio, TX 78201
Vet Center, 216 East 5th St. South, Salt Lake City, UT 84102
Vet Center, 7450 \1/2\ Tidewater Drive, Norfolk, VA 23505
Vet Center, Gresham Court Box 83, 1030 West Franklin St., Richmond, VA
23220
Vet Center Satellite, St. Croix, VI 00802
Vet Center, Havensight Mall (116V), St. Thomas, VI 00802
Vet Center, Building No. 2, Gilman Office Complex, White River
Junction, VT 05001
Vet Center Satellite, RFD No. 2, Tafts Corners, Williston, VT 05495
Vet Center, 1322 East Pike St., Seattle, WA 98122
Vet Center, North 1611 Division, Spokane, WA 99207
Vet Center, 4801 Pacific Avenue, Tacoma, WA 98408
Vet Center, 147 S. Butler St., Madison, WI 53703
Vet Center, 3400 Wisconsin, Milwaukee, WI 53208
Vet Center, 1014 6th Avenue, Huntington, WV 25701
Vet Center, 1191 Pineview Drive, Morgantown, WV 26505
Vet Center Satellite, 641 East Second St., Casper, WY 82601
Vet Center, 1810 Pioneer St., Cheyenne, WY 82001
Appendix 3: Automated Medication Processing Facilities
(Alphabetical by State and Facility With Outpatient Clinic
Substations Listed Below Their Associated Medical Center)
VA Medical Center, 700 South 19th Street, Birmingham, Alabama 35233
VA Medical Center, 215 Perry Hill Road, Montgomery, Alabama 36109
VA Outpatient Clinic Substation, 2451 Fillingim Street, Mobile,
Alabama 36617 (MAIL: VAMC Biloxi, MS 39531)
VA Medical Center, Tuscaloosa, Alabama 35404
VA Medical Center, Tuskegee, Alabama 36083
VA Medical Center, 2615 East Clinton Avenue, Fresno, California 93703
VA Medical Center, Livermore, California 94550
VA Medical Center, 11201 Benton Street, Jerry L. Pettis Mem. Vets.
Hosp., Loma Linda, California 92357
VA Medical Center, 5901 East Seventh Street, Long Beach, California
90822
VA Medical Center, 11301 Wilshire Blvd., West Los Angeles (Brentwood),
California 90073
VA Medical Center, West Los Angeles (Wadsworth), California 90073
Veterans Administration Outpatient Clinic, PO Box 6863, 315 Camiro Del
Remedio, 691 A-OC, Santa Barbara, California 93105
VA Regional Pharmacy, Mail-Out Service Bldg. 222, W. Los Angeles,
California 90073
VA Outpatient Clinic, 425 South Hill Street, Los Angeles, California
90013
VA Medical Center, 150 Muir Road, Martinez, California 94553
VA Outpatient Clinic Substation, 1515 Clay Street, Oakland, California
94612
VA Outpatient Clinic Substation, 4600 Broadway, Sacramento, California
95820
VA Medical Center, 3801 Miranda Avenue, Palo Alto, California 94304
VA Medical Center, 3350 La Jolla Village Drive, San Diego, California
92161
VA Outpatient Clinic Medical Center, 2022 Camino Del Rio North, San
Diego, California 92108
VA Medical Center, 4150 Clement Street, San Francisco, California
94121
VA Medical Center, Sepulveda, California 91343
VA Medical Center, 1055 Clemont Street, Denver, Colorado 80220
VA Medical Center, Fort Lyon, Colorado 81038
VA Medical Center, Grand Junction, Colorado 81501
VA Medical Center, 55 Willard Avenue, Newington, Connecticut 06111
VA Medical Center, West Spring Street, West Haven, Connecticut 06516
VA Medical Center, 50 Irving Street, NW, Washington, DC 20422
VA Medical Center, Bay Pines, Florida 33504
VA Outpatient Clinic Medical Center, PO Box 13594, St. Petersburg,
Florida 33733
VA Medical Center, Archer Road, Gainesville, Florida 32602
VA Outpatient Clinic Substation, 1833 Blvd., Jacksonville, Florida
32206
VA Medical Center, Lake City, Florida 32055
VA Medical Center, 1201 Northwest 16th Street, Miami, Florida 33125
VA Outpatient Clinic Substation, Port of Palm Beach, Executive Plaza,
301 Broadway, Riveria Beach, Florida 33404
VA Medical Center, 13000 North 30th Street, James A. Haley Veterans
Medical Center, Tampa, Florida 33612
VA Outpatient Clinic Substation, 2070 Carrell Road, Fort Myers,
Florida 33901
VA Outpatient Clinic Substation, 83 West Columbia Street, Orlando,
Florida 32806
VA Medical Center, 2460 Wrightsboro Rd., Augusta, Georgia 30910
VA Medical Center, Atlanta, 1670 Clairmont Road, Decatur, Georgia
30033
VA Medical Center, Dublin, Georgia 31021
VA Medical Center, Fifth and Fort Streets, Boise, Idaho 83702
VA Medical Center, 333 East Huron Street, Chicago (Lakeside), Illinois
60611
VA Medical Center, 820 South Damen Avenue, Chicago (West Side),
Illinois 60680
VA Medical Center, North Chicago, Illinois 60064
VA Medical Center, Edward Hines Jr. Medical Center, Hines, Illinois,
60141
VA Medical Center, 30th & Euclid Avenue, Des Moines, Iowa 50310
VA Medical Center, Iowa City, Iowa 52240
VA Medical Center, Knoxville, Iowa 50138
VA Medical Center, Lexington, Kentucky 40507
VA Medical Center, 800 Zorn Avenue, Louisville, Kentucky 40202
VA Medical and Regional Office Center, Togus, Maine 04330
VA Medical Center, 3900 Loch Raven Blvd., Baltimore, Maryland 21218
VA Outpatient Clinic, Federal Bldg., 31 Hopkins Plaza, Baltimore,
Maryland 21201
VA Medical Center, Fort Howard, Maryland 21052
VA Medical Center, Perry Point, Maryland 21902
VA Medical Center, 200 Springs Road, Edith Nourse Rogers Veterans
Medical Center, Bedford, Massachusetts 01730
VA Medical Center, 150 South Huntington Avenue, Boston, Massachusetts
02130
VA Outpatient Clinic Substation, 50 Kearney Square, Lowell,
Massachusetts 01852
VA Outpatient Clinic, 17 Court Street, Boston, Massachusetts 02108
VA Medical Center, Brockton, Massachusetts 02401
VA Medical Center, Northampton, Massachusetts 01060
VA Outpatient Clinic Substation, 101 State Street, Springfield,
Massachusetts 01103
VA Medical Center, 1400 Veterans of Foreign Wars Parkway, West
Roxbury, Massachusetts 02132
VA Outpatient Clinic Substation, Federal Building, 575 Main Street,
Worcester, Massachusetts 01608
VA Medical Center, Allen Park, Michigan 48101
VA Medical Center, 2215 Fuller Road, Ann Arbor, Michigan 48105
VA Outpatient Clinic Substation, 3333 Glendale Avenue, Toledo, Ohio
43614
VA Medical Center, Battle Creek, Michigan 49016
VA Outpatient Clinic Substation, 260 Jefferson St. SE, Grand Rapids,
Michigan 49502
VA Medical Center, Iron Mountain, Michigan 49801
VA Medical Center, 1500 Weiss Street, Saginaw, Michigan 38602
VA Medical Center, 54th Street & 48th Avenue South, Minneapolis,
Minnesota 55417
VA Outpatient Clinic, Fort Snelling, St. Paul, Minnesota 55111
VA Medical Center, St. Cloud, Minnesota 56301
VA Medical Center, Biloxi Division, Biloxi, Mississippi 39531
VA Medical Center, Gulfport Division, Biloxi, Mississippi 39531
VA Medical Center and Domiciliary, 1500 East Woodrow Wilson Drive,
Jackson, Mississippi 39216
VA Medical and Regional Office Center, Fort Harrison, Montana 59636
VA Medical Center, Miles City, Montana 59301
VA Medical Center, Grand Island, Nebraska 68801
VA Medical Center, 600 South 70th Street, Lincoln, Nebraska 68510
VA Medical Center, 4101 Woolworth Avenue, Omaha, Nebraska 68105
VA Medical Center, 1000 Locust Street, Reno, Nevada 89520
VA Outpatient Clinic, 1703 West Charleston Blvd., Las Vegas, Nevada
89102
VA Medical Center, 718 Symth Road, Manchester, New Hampshire 03104
VA Medical Center, 130 West Kingsbridge Road, Bronx, New York 10468
VA Medical Center, 800 Poly Place, Brooklyn, New York 11209
VA Medical Center, Castle Point, New York 12511
VA Medical Center, Franklin Delano Roosevelt Medical Center, Montrose,
New York 10548
VA Medical Center, First Avenue At East 24th Street, New York, New
York 10010
VA Outpatient Clinic, 252 Seventh Avenue, New York, New York 10001
VA Medical Center, Northport, New York 11768
VA Medical and Regional Office Center, 655 First Avenue, North Fargo,
North Dakota 58102
VA Regional Office, Federal Bldg., 125 South Main Street, Muskogee,
Oklahoma 74401
VA Outpatient Clinic Substation, 635 West 11th Street, Tulsa, Oklahoma
74101
VA Medical Center, 921 Northeast 13th Street, Oklahoma City, Oklahoma
73104
VA Medical Center, 3710 SW U.S. Veterans Medical Center Road,
Portland, Oregon 97207
VA Outpatient Clinic, 426 SW Stark Street, Portland, Oregon 97204
VA Medical Center, Roseburg, Oregon 97470
VA Domiciliary, White City, Oregon 97501
VA Medical Center, Barrio Monacillos, Rio Piedras, Puerto Rico 00921
VA Center, U.S. Courthouse and Federal Bldg., Carlos E. Chardon
Avenue, Hato Rey, Puerto Rico 00918
VA Outpatient Clinic, Substation, Calle Isable No. 60, Ponce, Puerto
Rico 00731
VA Medical and Regional Office Center Box 4867, San Juan, Puerto Rico
00936
VA Outpatient Clinic Substation, Road Number 2, Mayaguez, Puerto Rico
00708
VA Medical Center, Davis Park, Providence, Rhode Island 02908
VA Outpatient Clinic Substation, 53 North Sixth Street, New Bedford,
Massachusetts 02740
VA Medical Center, 109 Bee Street, Charleston, South Carolina 29403
VA Medical Center, 1801 Assembly St., Columbia, South Carolina 29201
VA Outpatient Clinic Substation, Piedmont East Bldg., 37 Villa Road,
Greenville, South Carolina 29607
VA Medical Center, Fort Meade, South Dakota 57741
VA Medical Center, Hot Springs, South Dakota 57747
VA Medical Center, 2501 West 22nd Street, Sioux Falls, South Dakota
57101
VA Medical Center, 1030 Jefferson Avenue, Memphis, Tennessee 38104
VA Medical Center, Murfreesboro, Tennessee 37130
VA Medical Center, 1310 24th Avenue, South, Nashville, Tennessee 37203
VA Outpatient Clinic Substation, Bldg. 6200, Eastgate Center,
Chattanooga, Tennessee 37411
VA Outpatient Clinic Substation, 9047 Executive Park Drive, Suite 100,
Knoxville, Tennessee 37919
VA Medical Center, Sam Rayburn Memorial Veterans Center, Bonham, Texas
75418
VA Medical Center, 4500 South Lancaster Road, Dallas, Texas 75216
VA Medical Center, 2002 Holcombe Blvd., Houston, Texas 77211
VA Outpatient Clinic Substation, 3385 Fannin Street, Beaumont, Texas
77701
VA Medical Center, Kerrville, Texas 78028
VA Medical Center, Marlin, Texas 76661
VA Medical Center, 7400 Merton Minter Blvd., Audie L. Murphy Memorial
Veterans Medical Center, San Antonio, Texas 78284
VA Outpatient Clinic Substation, 307 Dwyer Avenue, San Antonio, Texas
78285
VA Outpatient Clinic Substation, 1502 South Brownlee Blvd., Corpus
Christi, Texas 78404
VA Outpatient Clinic Substation, 1220 Jackson Avenue, McAllen, Texas
78501
VA Medical Center, Olin E. Teague Veterans' Center, Temple, Texas
76501
VA Medical Center, Memorial Drive, Waco, Texas 76703
VA Outpatient Clinic, 1400 North Valley Mills Drive, Waco, Texas 76799
VA Medical Center, 500 Foothill Boulevard, Salt Lake City, Utah 84148
VA Medical and Regional Office Center, White River Junction, Vermont
05001
VA Medical Center, Hampton, Virginia 23667
VA Medical Center, 1201 Broad Rock Road, Richmond, Virginia 23249
VA Medical Center, Salem, Virginia 24153
VA Medical Center, American Lake, Tacoma, Washington 98493
VA Medical Center, 4435 Beacon Avenue, South, Seattle, Washington
98108
VA Medical Center, North 4815 Assembly Street, Spokane, Washington,
99208
VA Medical Center, Vancouver, Washington 98661
VA Medical Center, 77 Wainwright Drive, Walla Walla, Washington 99362
VA Medical Center, 200 Veterans Avenue, Beckley, West Virginia 25801
VA Medical Center, 1540 Spring Valley Drive, Huntington, West Virginia
25704
VA Medical Center, Martinsburg, West Virginia 25401
VA Medical Center, 2500 Overlook Terrace, William S. Middleton
Memorial Veterans Medical Center, Madison, Wisconsin 53705
VA Medical Center, 5000 West National Avenue, Wood, Wisconsin 53193
VA Medical Center, Tomah, Wisconsin 54660
VA Medical and Regional Office Center, 2360 East Pershing Blvd.,
Cheyenne, Wyoming 82001
PRIVACY ACT RULES
VETERANS AFFAIRS DEPARTMENT
Title 38-Pensions, Bonuses, and Veterans' Relief
Chapter I-Veterans Affairs Dep-artment
PART 1-GENERAL PROVISIONS
Safeguarding Personal Information in Department of Veterans Affairs
Records
Sec.
1.575 Social security numbers in veterans' benefits matters.
1.576 General policies, conditions of disclosure, accounting of certain
disclosures, and definitions
1.577 Access to records.
1.578 Veterans Affairs Department system of records requirements.
1.579 Amendment of records.
1.580 Administrative review.
1.581 Judicial review.
1.582 Exemptions.
1.583 Mailing lists.
1.584 Reports.
Note: Sections 1.575 through 1.584 concern the safeguarding of
individual privacy from the misuse of information from files, records,
reports, and other papers and documents in Department of Veterans
Affairs custody. As to the release of information from Department of
Veterans Affairs claimant records see Sec. 1.500 series. As to the
release of information from Department of Veterans Affairs records other
than claimant records see Sec. 1.550 series. Section 1.575 series
implement the provisions of Pub. L. 93-579, December 31, 1974, adding a
section 552a to title 5, United States Code providing that individuals
be granted access to records concerning them which are maintained by
Federal agencies, and for other purposes.
Source: Sections 1.575 through 1.584 issued at 40 FR 33944, Aug. 12,
1975, unless otherwise noted.
Sec. 1.575 Social security numbers in veterans' benefits matters.
(a) Except as provided in paragraph (b) of this section, no one will
be denied any right, benefit, or privilege provided by law because of
refusal to disclose to the Department of Veterans Affairs a social
security number.
(b) The VA may require mandatory disclosure of a claimant's or
beneficiary's social security number (including the social security
number of a dependent of a claimant or beneficiary) on necessary forms
as prescribed by the Administrator, as a condition precedent to receipt
or continuation of receipt of compensation (where affected by outside
income) or pension payable under the provisions of chapters 11, 13, and
15 of Title 38, United States Code. The VA may also require mandatory
disclosure of an applicant's social security number as a condition for
receiving loan guaranty benefits and a social security number or other
taxpayer identification number from existing direct and vendee loan
borrowers and as a condition precedent to receipt of a VA-guaranteed
loan, direct loan or vendee loan, under chapter 37 of title 38, United
States Code. (Pub. L. 97-365, sec.4).
(c) A person requested by the VA to disclose a social security number
shall be told, as prescribed by Sec. 1.578(c), whether disclosure is
voluntary or mandatory. The person shall also be told that the VA is
requesting the social security number under the authority of Title 38,
United States Code, or in the case of existing direct or vendee loan
borrowers, under the authority of 26 U.S.C. 6109(a) in conjunction with
sections 145 and 148 of Pub. L. 97-369, or in the case of loan
applicants, under the authority of section 4 of Pub. L. 97-365. The
person shall also be told that it will be used in the administration of
veterans' benefits in the identification of veterans or persons claiming
or receiving VA benefits and their records, that it may be used in
making reports to the Internal Revenue Service where required by law,
and to determine whether a loan guaranty applicant has been identified
as a delinquent taxpayer by the Internal Revenue Service, and that such
taxpayers may have their loan applications rejected, and that it may be
used to verify Social Security Administration and, for other purposes
where authorized by both Title 38, United States Code and the Privacy
Act of 1974, (Pub. L. 93-579), or, where required by another statute,
(Pub. L. 97-365, sec. 4).
[44 FR 22068, Apr. 13, 1979; as amended at 51 FR 21750, Jun. 16, 1986]
Sec. 1.576 General policies, conditions of disclosure, accounting
of certain disclosures, and definitions.
(a) The Department of Veterans Affairs will safeguard an individual
against an invasion of personal privacy. Except as otherwise provided by
law or regulation its officials and employees will:
(1) Permit an individual to determine what records pertaining to him
or her will be collected, maintained, used, or disseminated by the
Department of Veterans Affairs.
(2) Permit an individual to prevent records pertaining to him or her,
obtained by the Department of Veterans Affairs or a particular purpose,
from being used or made available for another purpose without his or her
consent.
(3) Permit an individual to gain access to information pertaining to
him or her in Department of Veterans Affairs records, to have a copy
made of all or any portion thereof, and to correct or amend such
records.
(4) Collect, maintain, use, or disseminate any record of identifiable
personal information in a manner that assures that such action is for a
necessary and lawful purpose, that the information is correct and
accurate for its intended use, and that adequate safeguards are provided
to prevent misuse of such information.
(5) Permit exemptions from records requirements provided in 5 U.S.C.
552a only where an important public policy need for such exemption has
been determined pursuant to specific statutory authority.
(b) The Department of Veterans Affairs will not disclose any record
contained in a system of records by any means of communication to any
person or any other agency except by written request of or prior written
consent of the individual to whom the record pertains unless such
disclosure is:
(1) To those officers and employees of the agency which maintains the
record and who have a need for the record in the performance of their
duties;
(2) Required under 5 U.S.C. 552;
(3) For a routine use of the record compatible with the purpose for
which it was collected;
(4) To the Bureau of the Census for purposes of planning or carrying
out a census or survey or related activity pursuant to title 13, United
States Code;
(5) To a recipient who has provided the Department of Veterans Affairs
with advance adequate written assurance that the record will be used
solely as a statistical research or reporting record, and the record is
to be transferred in a form that is not individually identifiable;
(6) To the National Archives of the United States as a record which
has sufficient historical or other value to warrant its continued
preservation by the U.S. Government, or for evaluation by the
Administrator of General Services or designee to determine whether the
record has such value;
(7) To another agency or to an instrumentality of any governmental
jurisdiction within or under the control of the United States for a
civil or criminal law enforcement activity if the activity is authorized
by law, and if the head of the agency or instrumentality has made a
written request to the Department of Veterans Affairs specifying the
particular portion desired and the law enforcement activity for which
the record is sought;
(8) To a person pursuant to a showing of compelling circumstances
affecting the health or safety of an individual if upon such disclosure
notification is transmitted to the last known address of such
individual;
(9) To either House of Congress, or, to the extent of matter within
its jurisdiction, any committee or subcommittee thereof, any joint
committee of Congress or subcommittee of any such joint committee;
(10) To the Comptroller General, or any authorized representatives, in
the course of the performance of the duties of the General Accounting
Office; or
(11) Pursuant to the order of a court of competent jurisdiction.
(c) With respect to each system of records (i.e., a group of records
from which information is retrieved by the name of the individual or by
some identifying number, symbol, or other identifying particular
assigned to the individual) under Department of Veterans Affairs
control, the Department of Veterans Affairs will (except for disclosures
made under paragraph (b)(1) or (2) of this section) keep an accurate
accounting as follows:
(1) For each disclosure of a record to any person or to another agency
made under paragraph (b) of this section, maintain information
consisting of the date, nature, and purpose of each disclosure, and the
name and address of the person or agency to whom the disclosure is made;
(2) Retain the accounting made under paragraph (c)(1) of this section
for at least 5 years or the life of the record, whichever is longer,
after the disclosure for which the accounting is made;
(3) Except for disclosures made under paragraph (b)(7) of this
section, make the accounting under paragraph (c)(1) of this section
available to the individual named in the record at his or her request;
and
(4) Inform any person or other agency about any correction or notation
of dispute made by the agency in accordance with Sec. 1.579 of any
record that has been disclosed to the person or agency if an accounting
of the disclosure was made.
(d) For the purposes of Sec. Sec. 1.575 through 1.584, the parent of
any minor, or the legal guardian of any individual who has been declared
incompetent due to physical or mental incapacity or age by a court of
competent jurisdiction, may act on behalf of the individual.
(e) Section 552a(i), title 5, United States Code, provides that:
(1) Any officer or employee of the Veterans Administration, who by
virtue of his or her employment or official position, has possession of,
or access to, Department of Veterans Affairs records which contain
individually identifiable information the disclosure of which is
prohibited by 5 U.S.C. 552a or by Sec. 1.575 series established
thereunder, and who knowing that disclosure of the specific material is
so prohibited, willfully discloses the material in any manner to any
person or agency not entitled to receive it, shall be guilty of a
misdemeanor and fined not more than $5,000.
(2) Any officer or employee of the Department of Veterans Affairs who
willfully maintains a system of records without meeting the notice
requirements of 5 U.S.C. 552a(e)(4) (see Sec. 1.578(d)) shall be guilty
of a misdemeanor and fined not more than $5,000.
(3) Any person who knowingly and willfully requests or obtains any
record concerning an individual from the Veterans Administration under
false pretenses shall be guilty of a misdemeanor and fined not more than
$5,000.
(f) For purposes of Sec. 1.575 series the following definitions apply:
(1) The term ``agency'' includes any executive department, military
department, Government corporation, Government controlled corporation,
or other establishment in the executive branch of the government
(including the Executive Office of the President), or any independent
regulatory agency.
(2) The term ``individual'' means a citizen of the United States or an
alien lawfully admitted for permanent residence.
(3) The term ``maintain'' includes maintain, collect, use, or
disseminate.
(4) The term ``record'' means any item, collection, or grouping of
information about an individual that is maintained by an agency,
including, but not limited to, his or her education, financial
transactions, medical history, and criminal or employment history and
that contains his or her name, or the identifying number, symbol, or
other identifying particular assigned to the individual, such as a
finger or voice print or a photograph.
(5) The term ``system of records'' means a group of any records under
the control of any agency from which information is retrieved by the
name of the individual or by some identifying number, symbol, or other
identifying particular assigned to the individual.
(6) The term ``statistical record'' means a record in a system of
records maintained for statistical research or reporting purposes only
and not used in whole or in part in making any determination about an
identifiable individual except as provided by section 8 of title 13,
United States Code.
(7) The term ``routine use'' means, with respect to the disclosure of
a record, the use of such record for a purpose which is compatible with
the purpose for which it was collected.
(g) When the Department of Veterans Affairs provides by a contract for
the operation by or on behalf of the Veterans Affairs of a system of
records to accomplish a Department of Veterans Affairs function, the
Department of Veterans Affairs will, consistent with its authority,
cause the requirements of 5 U.S.C. 552a (as required by subsection (m))
and those of the Sec. 1.575 series to be applied to such system. For the
purposes of 5 U.S.C. 552a(i) and Sec. 1.576(e) any such contractor and
any employee of such contractor, if such contract is agreed to on or
after September 27, 1975, will be considered to be an employee of the
Department of Veterans Affairs
(h) The Department of Veterans Affairs will, for the purposes of 5
U.S.C. 552a, consider that it maintains any agency record which it
deposits with the Administrator of General Services for storage,
processing, and servicing in accordance with section 3103 of title 44,
United States Code. Any such record will be considered subject to the
provisions of Sec. 1.575 series implementing 5 U.S.C. 552a and any other
applicable Department of Veterans Affairs regulations. The Administrator
of General Services is not authorized to disclose such a record except
to the Department of Veterans Affairs or under regulations established
by the Department of Veterans Affairs which are not inconsistent with 5
U.S.C. 552a.
(i) The Department of Veterans Affairs will, for the purposes of 5
U.S.C. 552a, consider that a record is maintained by the National
Archives of the United States if it pertains to an identifiable
individual and was transferred to the National Archives prior to
September 27, 1975, as a record which has sufficient historical or other
value to warrant its continued preservation by the United States
Government. Such records are not subject to the provisions of 5 U.S.C.
552a except that a statement generally describing such records (modeled
after the requirements relating to records subject to subsections
(e)(4)(A) through (G) of 5 U.S.C. 552a) will be published in the Federal
Register.
(j) The Department of Veterans Affairs will also, for the purposes of
5 U.S.C. 552a, consider that a record is maintained by the National
Archives of the United States if it pertains to an identifiable
individual and is transferred to the National Archives on or after
September 27, 1975, as a record which has sufficient historical or other
value to warrant its continued preservation by the United States
Government. Such records are exempt from the requirements of 5 U.S.C.
552a except subsections (e)(4) (A) through (G) and (e)(9) thereof.
(Authority: 38 U.S.C. 210(c))
[40 FR 33944, Aug. 12, 1975, as amended at 40 FR 58644, Dec. 18, 1975;
47 FR 16323, Apr. 16, 1982]
Sec. 1.577 Access to records.
(a) Except as otherwise provided by law or regulation any individual
upon request may gain access to his or her record or to any information
pertaining to him or her which is contained in any system of records
maintained by the Department of Veterans Affairs. The individual will be
permitted, and upon his or her request, a person of his or her own
choosing permitted to accompany him or her, to review the record and
have a copy made of all or any portion thereof in a form comprehensible
to him or her. The Department of Veterans Affairs will require, however,
a written statement from the individual authorizing discussion of that
individual's record in the accompanying person's presence.
(b) Any individual will be notified, upon request, if any Department
of Veterans Affairs system of records named contains a record pertaining
to him or her. Such request must be in writing, over the signature of
the requester. The request must contain a reasonable description of the
Department of Veterans Affairs system or systems of records involved, as
described at least annually by notice published in the Federal Register
describing the existence and character of the Department of Veterans
Affairs system or systems of records pursuant to Sec. 1.578(d). The
request should be made to the office concerned (having jurisdiction over
the system or systems of records involved) or, if not known, to the
Director or Veterans Services Officer in the nearest Department of
Veterans Affairs regional office, or to the Department of Veterans
Affairs Central Office, 810 Vermont Avenue, NW., Washington, D.C. 20420.
Personal contact should normally be made during the regular duty hours
of the office concerned, which are 8:00 a.m. to 4:30 p.m., Monday
through Friday for Department of Veterans Affairs Central Office and
most field stations. Identification of the individual requesting the
information will be required and will consist of the requester's name,
signature, address, and claim, insurance or other identifying file
number, if any, as a minimum. Additional identifying data or documents
may be required in specified categories as determined by operating
requirements and established and publicized by the promulgation of
Department of Veterans Affairs regulations. (5 U.S.C. 552a(f)(1)).
(c) The department or staff office having jurisdiction over the
records involved will establish appropriate disclosure procedures and
will notify the individual requesting disclosure of his or her record or
information pertaining to him or her of the time, place and conditions
under which the Department of Veterans Affairs will comply to the extent
permitted by law and Department of Veterans Affairs regulation. (5
U.S.C. 552a(f)(2)).
(d) Access to sensitive material in records, including medical and
psychological records, is subject to the following special procedures.
When an individual requests access to his or her records, the Department
of Veterans Affairs official responsible for administering those records
will review them and identify the presence of any sensitive records.
Sensitive records are those that contain information which may have a
serious adverse effect on the individual's mental or physical health if
they are disclosed to him or her. If, on review of the records, the
Department of Veterans Affairs official concludes that there are
sensitive records involved, the official will refer the records to a
Department of Veterans Affairs physician, other than a rating board
physician, for further review. If the physician who reviews the records
believes that disclosure of the information directly to the individual
could have an adverse effect on the physical or mental health of the
individual, the responsible Department of Veterans Affairs official will
then advise the requesting individual: (1) That the Department of
Veterans Affairs will disclose the sensitive records to a physician or
other professional person selected by the requesting individual for such
redisclosure as the professional person may believe is indicated, and
(2) in indicated cases, that the Department of Veterans Affairs will
arrange for the individual to report to a Department of Veterans Affairs
facility for a discussion of his or her records with a designated
Department of Veterans Affairs physician and for an explanation of what
is included in the records. Following such discussion, the records
should be disclosed to the individual; however, in those extraordinary
cases where a careful and conscientious explanation of the information
considered harmful in the record has been made by a Department of
Veterans Affairs physician and where it is still the physician's
professional medical opinion that physical access to the information
could be physically or mentally harmful to the patient, physical access
may be denied. Such a denial situation should be an unusual, very
infrequent occurrence. When denial of a request for direct physical
access is made, the responsible Department of Veterans Affairs official
will: (1) Promptly advise the individual making the request of the
denial; (2) state the reasons for the denial of the request (e.g., 5
U.S.C. 552a(f)(3), 38 U.S.C. 3301(b)(1)); and (3)
advise the requester that the denial may be appealed to the
Administrator of Veterans Affairs and of the procedure for such an
appeal. (5 U.S.C. 552a(f)(3))
(e) Nothing in 5 U.S.C. 552a, however, allows an individual access to
any information compiled in reasonable anticipation of civil action or
proceeding. (5 U.S.C. 552a(d)(5))
(f) Fees to be charged, if any, to any individual for making copies of
his or her record shall not include the cost of any search for and
review of the record, and will be as follows:
------------------------------------------------------------------------
Activity Fees
------------------------------------------------------------------------
(1) Duplication of documents by any $0.15 per page after first 100 one-
type of reproduction process to sided pages.
produce plain one-sided paper
copies of a standard size (8\1/2\"
x 11"; 8\1/2\" x 14"; 11" x 14").
(2) Duplication of non-paper Actual direct cost to the Agency as
records, such as microforms, defined in Sec. 1.555(a)(2) of
audiovisual materials (motion this part to the extent that it
pictures, slides, laser optical pertains to the cost of
disks, video tapes, audio tapes, duplication.
etc.), computer tapes and disks,
diskettes for personal computers,
and any other automated media
output.
(3) Duplication of document by any Actual direct cost to the Agency as
type of reproduction process not defined in Sec. 1.555(a)(2) of
covered by paragraphs (f)(1) or this part to the extent that it
(2) of this section to produce a pertains to the cost of
copy in a form reasonably usable duplication.
by the requester.
------------------------------------------------------------------------
Note.--Fees for any activities other than duplication by any type of
reproducing process will be assessed under the provisions of
Sec. 1.526(i) or (j) of this part of any other applicable law.)
(g) When VA benefit records, which are retrievable by name or individual
identifier of a VA beneficiary or applicant for VA benefits, are
requested by the individual to whom the record pertains, the duplication
fee for one complete set of such records will be waived.
[40 FR 33944, Aug. 12, 1975, as amended at 47 FR 16323, Apr. 16, 1982;
53 FR 10380, Mar. 31, 1988]
Sec. 1.578 Department of Veterans Affairs system of records
requirements.
(a) The Department of Veterans Affairs will maintain in its records
only such information about an individual as is relevant and necessary
to accomplish a purpose of the Department of Veterans Affairs required
to be accomplished by statute or Executive order of the President.
(b) The Department of Veterans Affairs will collect information to the
greatest extent practicable directly from the subject individual when
the information may result in adverse determinations about an
individual's rights, benefits, and privileges under Federal programs.
(c) The Department of Veterans Affairs will inform each individual
whom it asks to supply information, on the form which it uses to collect
the information or on a separate form that can be retained by the
individual, of:
(1) The authority (whether granted by statute or Executive order of
the President) which authorizes the solicitation of the information and
whether disclosure of such information is mandatory or voluntary;
(2) The principal purpose or purposes for which the information is
intended to be used;
(3) The routine uses which may be made of the information, as
published pursuant to paragraph (d)(4) of this section; and
(4) The effects on him or her, if any, of not providing all or any
part of the requested information.
(d) Subject to the provisions of paragraph (k) of this section, the
Department of Veterans Affairs will publish in the Federal Register at
least annually a notice of the existence and character of its system of
records. This notice will include:
(1) The name and location of the system or systems;
(2) The categories of individuals on whom records are maintained in
the system or systems;
(3) The categories of records maintained in the system or systems;
(4) Each routine use of the records contained in the system or
systems, including the categories of users and the purpose of such use;
(5) The policies and practices of the Veterans Administration
regarding storage, retrievability, access controls, retention, and
disposal of the records;
(6) The title and business address of the Department of Veterans
Affairs official or officials responsible for the system or systems of
records;
(7) The Department of Veterans Affairs procedures whereby an
individual can be notified at his or her request if the system or
systems of records contain a record pertaining to him or her;
(8) The Department of Veterans Affairs procedures whereby an
individual can be notified at his or her request how he or she can gain
access to any record pertaining to him or her contained in the system or
systems of records, and how he or she can contest its content; and
(9) The categories of sources of records in the system or systems.
(e) All records used by the Veterans Administration in making any
determination about any individual will be maintained with the accuracy,
relevance, timeliness, and completeness reasonably necessary to assure
fairness to the individual in the determination.
(f) Before disseminating any record about an individual to any person
other than an agency the Department of Veterans Affairs will make
reasonable efforts to assure that such records are accurate, complete,
timely, and relevant for Department of Veterans Affairs purposes unless
the dissemination is required pursuant to 5 U.S.C. 552.
(g) The Department of Veterans Affairs will maintain no record
describing how any individual exercises rights guaranteed by the First
Amendment unless expressly authorized by statute or by the individual
about whom the record is maintained or unless pertinent to and within
the scope of an authorized law enforcement activity.
(h) The Department of Veterans Affairs will make reasonable efforts to
serve notice on an individual when any record on such individual is made
available to any person under compulsory legal process when such process
becomes a matter of public record.
(i) The Department of Veterans Affairs will establish rules of conduct
for persons involved in the design, development, operation, or
maintenance of any system of records, or in maintaining any record. Each
such person will be instructed regarding such rules and the requirements
of 5 U.S.C. 552a. The instruction will include any other rules and
procedures adopted pursuant to 5 U.S.C. 552a, and the penalties it
provides for noncompliance.
(j) The Veterans Administration will establish appropriate
administrative, technical, and physical safeguards to insure the
security and confidentiality of records and to protect against any
anticipated threats or hazards to their security or integrity which
could result in substantial harm, embarrassment, inconvenience, or
unfairness to any individual on whom information is maintained.
(k) At least 30 days prior to the publication of a notice in the
Federal Register at least annually regarding the routine use of the
records contained in the Department of Veterans Affairs system or
systems of records including the categories of users and the purpose of
such use, pursuant to paragraph (d)(4) of this section, the Department
of Veterans Affairs will also:
(1) Publish a notice in the Federal Register of any new use or
intended use of the information in the system or systems; and
(2) Provide an opportunity for interested persons to submit written
data, views, or arguments to the Department of Veterans Affairs.
Sec. 1.579 Amendment of records.
(a) Any individual may request amendment of any Department of Veterans
Affairs record pertaining to him or her. Not later than 10 days
(excluding Saturdays, Sundays, and legal public holidays) after the date
or receipt of such request, the Department of Veterans Affairs will
acknowledge in writing such receipt. The Department of Veterans Affairs
will complete the review to amend or correct a record as soon as
reasonably possible, normally within 30 days from the receipt of the
request (excluding Saturdays, Sundays, and legal public holidays) unless
unusual circumstances preclude completing action within that time. The
Department of Veterans Affairs will promptly either:
(1) Correct any part thereof which the individual believes is not
accurate, relevant, timely or complete; or
(2) Inform the individual of the Department of Veterans Affairs
refusal to amend the record in accordance with his or her request, the
reason for the refusal, the procedures by which the individual may
request a review of that refusal by the Administrator or designee, and
the name and address of such official. (5 U.S.C. 552a(d)(2))
(b) The department or staff office having jurisdiction over the
records involved will establish procedures for reviewing a request from
an individual concerning the amendment of any record or information
pertaining to the individual, for making a determination on the request,
for an appeal within the Department of Veterans Affairs of an initial
adverse Department of Veterans Affairs determination, and for whatever
additional means may be necessary for each individual to be able to
exercise fully, his or her right under 5 U.S.C. 552a.
(1) Headquarters officials designated as responsible for the amendment
of records or information located in Central Office and under their
jurisdiction include, but are not limited to: Administrator; Deputy
Administrator, as well as other appropriate individuals responsible for
the conduct of business within the various Department of Veterans
Affairs Departments and Staff Offices. These officials will determine
and advise the requester of the identifying information required to
relate the request to the appropriate record, evaluate and grant or deny
requests to amend, review initial adverse determinations upon request,
and assist requesters desiring to amend or appeal initial adverse
determinations or learn further of the provisions for judicial review.
(2) The following field officials are designated as responsible for
the amendment of records or information located in facilities under
their jurisdiction, as appropriate: The Director of each Center,
Domiciliary, Medical Center, Outpatient Clinic, Regional Office, Supply
Depot, and District Counsels. These officials will function in the same
manner at field facilities as that specified in the preceding
subparagraph for headquarters officials in Central Office. (5 U.S.C.
552a(f)(4))
(c) Any individual who disagrees with the Department of Veterans
Affairs refusal to amend his or her record may request a review of such
refusal. The Department of Veterans Affairs will complete such review
not later than 30 days (excluding Saturdays, Sundays, and legal public
holidays) from the date on which the individual request such review and
make a final determination unless, for good cause shown, the
Administrator extends such 30-day period. If, after review, the
Administrator or designee also refuses to amend the record in accordance
with the request the individual will be advised of the right to file
with the Department of Veterans Affairs a concise statement setting
forth the reasons for his or her disagreement with the Department of
Veterans Affairs refusal and also advise of the provisions for judicial
review of the reviewing official's determination. (5 U.S.C.
552a(g)(1)(A))
(d) In any disclosure, containing information about which the
individual has filed a statement of disagreement, occurring after the
filing of the statement under paragraph (c) of this section, the
Department of Veterans Affairs will clearly note any part of the record
which is disputed and provide copies of the statement (and, if the
Department of Veterans Affairs deems it appropriate, copies of a concise
statement of the Department of Veterans Affairs reasons for not making
the amendments requested) to persons or other agencies to whom the
disputed record has been disclosed. (5 U.S.C. 552a(d)(4)).
[47 FR 16324, Apr. 16, 1982]
Sec. 1.580 Administrative review.
(a) Upon denial or a request under 38 CFR 1.577 or 1.579, the
responsible Department of Veterans Affairs official or designated
employee will inform the requester in writing of the denial, cite the
reason or reasons and the Department of Veterans Affairs regulations
upon which the denial is based, and advise that the denial may be
appealed to the Administrator.
(b) The final agency decision in such appeals will be made by the
Administrator or Deputy Administrator.
[40 FR 33944, Aug. 12, 1975, as amended at 47 FR 16324, Apr. 16, 1982]
Sec. 1.581 Judicial review.
Any person may file a complaint against the Department of Veterans
Affairs in the appropriate U.S. district court, as provided in 5 U.S.C.
552a(g), whenever the Department of Veterans Affairs
(a) Makes a determination under Sec. 1.577 not to amend an
individual's record in accordance with his or her request, or fails to
make such review in conformity with that section;
(b) Refuses to comply with an individual request under Sec. 1.577;
(c) Fails to maintain any record concerning any individual with such
accuracy, relevance, timeliness, and completeness as is necessary to
assure fairness in any determination relating to the qualifications,
character, rights, or opportunities of, or benefits to the individual
that may be made on the basis of such record, and consequently a
determination is made which is adverse to the individual; or
(d) Fails to comply under any other provision of 5 U.S.C. 552a, or any
VA regulation promulgated thereunder, in such a way as to have an
adverse effect on an individual.
Sec. 1.582 Exemptions.
(a) Certain systems of records maintained by the Department of
Veterans Affairs are exempted from provisions of the Privacy Act in
accordance with exemptions (j) and (k) of 5 U.S.C. 552a.
(b) Exemption of Inspector General Systems of Records. The Department
of Veterans Affairs provides limited access to Inspector General Systems
of Records as indicated.
(1) The following systems of records are exempted pursuant to the
provisions of 5 U.S.C. 552a(j)(2) from subsections (c)(3) and (4), (d),
(e)(1), (2) and (3), (e)(4) (G), (H) and (I), (e)(5) and (8), (f) and
(g) of 5 U.S.C. 552a; in addition, the following systems of records are
exempted pursuant to the provisions of 5 U.S.C. 552a(k)(2) from
subsections (c)(3), (d), (e)(1), (e)(4) (G), (H), and (I), and (f) of 5
U.S.C. 552a:
(i) Investigation Reports of Persons Allegedly Involved in
Irregularities Concerning VA and Federal Laws, Regulations, Programs,
etc.--VA (11 VA51); and
(ii) Inspector General Complaint Center Records--VA (66VA53).
(2) These exemptions apply to the extent that information in those
systems is subject to exemptions pursuant to 5 U.S.C. 552a (j)(2) and
(k)(2).
(3) For the reasons set forth, the systems of records listed under
paragraph (b)(1) of this section are exempted under section 552a(j)(2)
and (k)(2) from the following provisions of 5 U.S.C. 552a:
(i) 5 U.S.C. 552a(c)(3) requires that upon request, an agency must
give an individual named in a record an accounting which reflects the
disclosure of the record to other persons or agencies. This accounting
must state the date, nature and purpose of each disclosure of the record
and the name and address of the recipient. The application of this
provision would alert subjects to the existence of the investigation and
identify that such persons are subject of that investigation. Since
release of such information to subjects would provide them with
significant information concerning the nature of the investigation, it
could result in the altering or destruction of derivative evidence which
is obtained from third parties, improper influencing of witnesses, and
other activities that could impede or compromise the investigation.
(ii) 5 U.S.C. 552a(c)(4), (d), (e)(4) (G) and (H), (f) and (g) relate
to an individual's right to be notified of the existence of records
pertaining to such individual; requirements for identifying an
individual who requests access to records; the agency procedures
relating to access to records and the amendment of information contained
in such records; and the civil remedies available to the individual in
the event of adverse determinations by an agency concerning access to or
amendment of information contained in record systems. This system is
exempt from the foregoing provisions for the following reasons: To
notify an individual at the individual's request of the existence of
records in an investigative file pertaining to such individual or to
grant access to an investigative file could interfere with investigative
and enforcement proceedings, threaten the safety of individuals who have
cooperated with authorities, constitute an unwarranted invasion of
personal privacy of others, disclose the identity of confidential
sources, reveal confidential information supplied by these sources, and
disclose investigative techniques and procedures.
(iii) 5 U.S.C. 552a(e)(4)(I) requires the publication of the
categories of sources of records in each system of records. The
application of this provision could disclose investigative techniques
and procedures and cause sources to refrain from giving such information
because of fear of reprisal, or fear of breach of promises of anonymity
and confidentiality. This could compromise the ability to conduct
investigations and to identify, detect and apprehend violators. Even
though the agency has claimed an exemption from this particular
requirement, it still plans to generally identify the categories of
records and the sources for these records in this system. However, for
the reasons stated in paragraph (b)(3)(ii) of this section, this
exemption is still being cited in the event an individual wants to know
a specific source of information.
(iv) 5 U.S.C. 552a(e)(1) requires each agency to maintain in its
records only such information about an individual that is relevant and
necessary to accomplish a purpose of the agency required by statute or
executive order. These systems of records are exempt from the foregoing
provisions because:
(A) It is not possible to detect the relevance or necessity of
specific information in the early stages of a criminal or other
investigation.
(B) Relevance and necessity are questions of judgment and timing. What
appears relevant and necessary may ultimately be determined to be
unnecessary. It is only after the information is evaluated that the
relevance and necessity of such information can be established.
(C) In any investigation the Inspector General may obtain information
concerning the violations of laws other than those within the scope of
his/her jurisdiction. In the interest of effective law enforcement, the
Inspector General should retain this information as it may aid in
establishing patterns of criminal activity and provide leads for those
law enforcement agencies charged with enforcing other segments of civil
or criminal law.
(v) 5 U.S.C. 552a(e)(2) requires an agency to collect information to
the greatest extent practicable directly from the subject individual
when the information may result in adverse determinations about an
individual's rights, benefits, and privileges under Federal programs.
The application of this provision would impair investigations of illegal
acts, violations of the rules of conduct, merit system and any other
misconduct for the following reasons:
(A) In order to successfully verify a complaint, most information
about a complainant or an individual under investigation must be
obtained from third parties such as witnesses and informers. It is not
feasible to rely upon the subject of the investigation as a source for
information regarding his/her activities because of the subject's rights
against self-incrimination and because of the inherent unreliability of
the suspect's statements. Similarly, it is not always feasible to rely
upon the complainant as a source of information regarding his/her
involvement in an investigation.
(B) The subject of an investigation will be alerted to the existence
of an investigation if an attempt is made to obtain information from the
subject. This would afford the individual the opportunity to conceal any
criminal activities to avoid apprehension.
(vi) 5 U.S.C. 552a(e)(3) requires that an agency must inform the
subject of an investigation who is asked to supply information of:
(A) The authority under which the information is sought and whether
disclosure of the information is mandatory or voluntary;
(B) The purposes for which the information is intended to be used;
(C) The routine uses which may be made of the information; and
(D) The effects on the subject, if any, of not providing the requested
information. The reasons for exempting this system of records from the
foregoing provision are as follows:
(1) The disclosure to the subject of the purposes of the investigation
as stated in paragraph (b)(3)(vi)(B) of this section would provide the
subject with substantial information relating to the nature of the
investigation and could impede or compromise the investigation
(2) If the complainant or the subject were informed of the information
required by this provision, it could seriously interfere with undercover
activities requiring disclosure of the authority under which the
information is being requested. This could conceivably jeopardize
undercover agents' identities and impair their safety, as well as impair
the successful conclusion of the investigation.
(3) Individuals may be contacted during preliminary information
gathering in investigations before any individual is identified as the
subject of an investigation. Informing the individual of the matters
required by this provision would hinder or adversely affect any present
or subsequent investigations.
(vii) 5 U.S.C. 552a(e)(5) requires that records be maintained with
such accuracy, relevance, timeliness, and completeness as is reasonably
necessary to assure fairness to the individual in making any
determination about an individual. Since the law defines ``maintain'' to
include the collection of information, complying with this provision
would prevent the collection of any data not shown to be accurate,
relevant, timely, and complete at the moment of its collection. In
gathering information during the course of an investigation it is not
always possible to determine this prior to collection of the
information. Facts are first gathered and then placed into a logical
order which objectively proves or disproves criminal behavior on the
part of the suspect. Material which may seem unrelated, irrelevant,
incomplete, untimely, etc., may take on added meaning as an
investigation progresses. The restrictions in this provision could
interfere with the preparation of a complete investigative report.
(viii) 5 U.S.C. 552a(e)(8) requires an agency to make reasonable
efforts to serve notice on an individual when any record on such
individual is made available to any person under compulsory legal
process when such process becomes a matter of public record. The notice
requirement of this provision could prematurely reveal an ongoing
criminal investigation to the subject of the investigation.
(c) Exemption of Loan Guaranty Service, Department of Veterans
Benefits, Systems of Records. The Department of Veterans Affairs
provides limited access to Loan Guaranty Service, Department of Veterans
Benefits, systems of records as indicated:
(1) The following systems of records are exempted pursuant to the
provisions of 5 U.S.C. 552a(k)(2) from subsections (c)(3), (d), (e)(1)
and (e)(4) (G), (H) and (I) and (f):
(i) Loan Guaranty Fee Personnel and Program Participant Records--VA
(17VA26); and
(ii) Loan Guaranty Home Condominium and Mobile Home Loan Applicant
Records and Paraplegic Grant Application Records--VA (55VA26).
(2) These exemptions apply to the extent that information in these
systems is subject to exemption pursuant to 5 U.S.C. 552a(k)(2).
(3) For the reasons set forth, the systems of records listed under
paragraph (c)(1) of this section are exempted under 5 U.S.C. 552a(k)(2)
from the following provisions of 5 U.S.C. 552a:
(i) 5 U.S.C. 552a(c)(3) requires that an agency make accountings of
disclosures of records available to individuals named in the records at
their request. These accountings must state the date, nature and purpose
of each disclosure of the record and the name and address of the
recipient. The application of this provision would alert subjects of an
investigation to the existence of the investigation and that such
persons are subjects of that investigation. Since release of such
information to subjects of an investigation would provide the subjects
with significant information concerning the nature of the investigation,
it could result in the altering or destruction of documentary evidence,
improper influencing of witnesses and other activities that could impede
or compromise the investigation.
(ii) 5 U.S.C. 552a(d), (e)(4) (G) and (H) and (f) relate to an
individual's right to be notified of the existence of records pertaining
to such individual; requirements for identifying an individual who
requests access to records; and the agency procedures relating to access
to records and the contest of information contained in such records.
This system is exempt from the foregoing provisions for the following
reasons: To notify an individual at the individual's request of the
existence of records in an investigative file pertaining to such
individual or to grant access to an investigative file could interfere
with investigative and enforcement proceedings; constitute an
unwarranted invasion of the personal privacy of others; disclose the
identity of confidential sources and reveal confidential information
supplied by these sources and disclose investigative techniques and
procedures.
(iii) 5 U.S.C. 552a(e)(4)(I) requires the publication of the
categories of sources of records in each system of records. The
application of this provision could disclose investigative techniques
and procedures and cause sources to refrain from giving such information
because of fear of reprisal, or fear of breach of promises of anonymity
and confidentiality. This would compromise the ability to conduct
investigations. Even though the agency has claimed an exemption from
this particular requirement, it still plans to generally identify the
categories of records and the sources for these records in this system.
However, for the reasons stated above, this exemption is still being
cited in the event an individual wanted to know a specific source of
information.
(iv) 5 U.S.C. 552a(e)(1) requires each agency to maintain in its
records only such information about an individual that is relevant and
necessary to accomplish a purpose of the agency required by statute or
executive order. This system of records is exempt from the foregoing
provision because:
(A) It is not possible to detect relevance or necessity of specific
information in the early stages of an investigation.
(B) Relevance and necessity are questions of judgment and timing. What
appears relevant and necessary when collected may ultimately be
determined to be unnecessary. It is only after the information is
evaluated that the relevance and necessity of such information can be
established.
(C) In interviewing persons or obtaining other forms of evidence
during an investigation, information may be supplied to the investigator
which relates to matters incidental to the main purpose of the
investigation but which is appropriate in a thorough investigation.
Oftentimes, such information cannot readily be segregated.
(4) The following system of records is exempt pursuant to the
provisions of 5 U.S.C. 552a(k)(5) from subsections (c)(3), (d), (e)(1),
(e)(4) (G), (H) and (I) and (f): Loan Guaranty Fee Personnel and Program
Participant Records--VA (17 VA 26).
(5) This exemption applies to the extent that information in this
system is subject to exemption pursuant to 5 U.S.C. 552a(k)(5).
(6) For the reasons set forth, the system of records listed in
paragraph (c)(4) of this section is exempt under 5 U.S.C. 552a(k)(5)
from the following provisions of 5 U.S.C. 552a:
(i) 5 U.S.C. 552a(c)(3) requires that an agency make accountings of
disclosures of records available to individuals named in the records at
their request. These accountings must state the date, nature and purpose
of each disclosure of the record and the name and address of the
recipient. The application of this provision would alert subjects of
background suitability investigations to the existence of the
investigation and reveal that such persons are subjects of that
investigation. Since release of such information to subjects of an
investigation would provide the subjects with significant information
concerning the nature of the investigation, it could result in revealing
the identity of a confidential source.
(ii) 5 U.S.C. 552a(d), (e)(4) (G) and (H) and (f) relate to an
individual's right to be notified of the existence of records pertaining
to such individual; requirements for identifying an individual who
requests access to records; and the agency procedures relating to access
to records and the contest of information contained in such records.
This system is exempt from the foregoing provisions for the following
reasons: To notify an individual at the individual's request of the
existence of records in an investigative file pertaining to such an
individual or to grant access to an investigative file would disclose
the identity of confidential sources and reveal confidential information
supplied by these sources.
(iii) 5 U.S.C. 552a(e)(4)(I) requires the publication of the
categories of sources of records in each system of records. The
application of this provision could disclose sufficient information to
disclose the identity of a confidential source and cause sources to
refrain from giving such information because of fear of reprisal, or
fear of breach of promises of anonymity and confidentiality. This would
compromise the ability to conduct background suitability investigations.
(iv) 5 U.S.C. 552a(e)(1) requires each agency to maintain in its
records only such information about an individual that is relevant and
necessary to accomplish a purpose of the agency required by statute or
executive order. This system of records is exempt from the foregoing
provision because:
(A) It is not possible to detect relevance and necessity of specific
information from a confidential source in the early stages of an
investigation.
(B) Relevance and necessity are questions of judgment and timing. What
appears relevant and necessary when collected may ultimately be
determined to be unnecessary. It is only after the information is
evaluated that the relevance and necessity of such information can be
established regarding suitability for VA approval as a fee appraiser or
compliance inspector.
(C) In interviewing persons or obtaining other forms of evidence
during an investigation for suitability for VA approval, information may
be supplied to the investigator which relates to matters incidental to
the main purpose of the investigation but which is appropriate in a
thorough investigation. Oftentimes, such information cannot readily be
segregated and disclosure might jeopardize the identity of a
confidential source.
[48 FR 29647, Jun.29,1983]
Sec. 1.583 Mailing lists.
An individual's name and address may not be sold or rented by the
Department of Veterans Affairs unless such action is specifically
authorized by law. This section does not require the withholding of
names and addresses otherwise permitted to be made public. (See also
Sec. Sec. 1.518 and 1.519.)
Sec. 1.584 Reports.
(a) The Administrator or designee will provide adequate advance notice
to Congress and the Office of Management and Budget of any proposal to
establish or alter any Department of Veterans Affairs system or systems
of records, as required by 5 U.S.C. 552a(o). This will permit an
evaluation of the probable or potential effect of such proposal on the
privacy and other personal or property rights of individuals or the
disclosure of information relating to such individuals, and its effect
on the preservation of the constitutional principles of federalism and
separation of powers.
(b) If at any time a Department of Veterans Affairs system or systems
of records is determined to be exempt from the application of 5 U.S.C.
552a in accordance with the provisions of 5 U.S.C. 552a (j) and (k), the
number of records contained in such system or systems will be separately
listed and reported to the Office of Management and Budget in accordance
with the then prevailing guidelines and instructions of that agency.