36C25618R0078-047.pdf

DEPARTMENT OF VETERANS AFFAIRS

SYSTEMS OF RECORDS

2001 GPO COMPILATION

Links to Subsequent VA Federal Register Privacy Act Systems of Records Notices are complete through March 31, 2006.

Amended and New Systems of Records are identified by red text in the Index. Links to new systems of records are associated with the listing of the new system of records in the Index immediately below. Links to the published Federal Register Notices of the amendments are associated with the text of the affected systems of records.

NOTE: If a listed document is not highlighted, it is not yet available through the Index

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 04VA115 Blood Donor Information-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 11VA51 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 19VA53 Missing Veterans File-VA 20VA138 Motor Vehicle Operator Accident Records-VA 23VA136 Patient and Employee Infectious Disease Records-VA (Formally known as 22VA136) 24VA19 Patient Medical Records-VA (Formally known as 24VA136) 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 33VA113 National Prosthetic Patient Database (NPPD)-VA 34VAl2 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 VA Supervised Fiduciary/Beneficiary and General Investigative

Records-VA 38VA21 Veterans and Beneficiaries Identification 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 43VA008 Veterans, Dependents of Veterans, and VA Beneficiary Survey

Records- VA 44VA01 Veterans Appellate Records System-VA 45VA21 Veterans Assistance Discharge System-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 54VA17 Health Administration Center Civilian Health and Medical Program

Records-VA 55VA26 Loan Guaranty Home, Condominium and Manufactured Home Loan

Applicant Records. Specially Adapted Housing Applicant Records and Vendee Loan Applicant Records-VA.

57VA10C2 Voluntary Service Records-VA 58VA21/22/28 Compensation, Pension, Education, and Rehabilitation Records-VA 60VA21 Repatriated American Prisoners of War-VA 63VA05 Grievance Records-VA 64VA15 Readjustment Counseling Program (RCS) Vet Center 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 69VA131 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

(Formally known as 77VA10Q) 78VA331 Integrated Data Communications Utility Network Management Data

Base-VA 79VA19 Veterans Health Information Systems and Technology Architecture

(VistA) 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 (Formally known as 86VA00S1) 87VA045 Automated Customer Registration System (ACRS)-VA 88VA20A6 Accounts Receivable Records-VA 88VA244 Accounts Receivable Records-VA 89VA19 Health Eligibility Records-VA 90VA194 Call Detail Records-VA 92VA045 Electronic Document Management System (EDMS)-VA 93VA131 Gulf War Registry-VA 95VA00M Center for Minority Veterans Management Information System-VA 97VA105 Consolidated Data Information System-VA 98VA104 Disaster Emergency Medical Personnel System-VA 100VA10NS10 Patient Representation Program Records-VA (Formally known as 100VA10NS10) 101VA08 Professional Standards Board Action and Proficiency Rating Folder

(Title 38)-VA 102VA05 Agency-Initiated Personnel Actions (Title 38)-VA 103VA17B Police and Security Records-VA 105VA131 Agent Orange Registry-VA 106VA17 Compliance Records, Response, and Resolution of Reports of Persons

Allegedly Involved in Compliance Violations-VA 107VA008B Program Evaluation Research Data Records-VA.

108VA119 Spinal Cord Dysfunction-Registry (SCD-R)-VA (Formally known as

108VA11S)

110VA10 Employee Incentive Scholarship Program-VA 111VA95E Center for Acquisition and Material Management Education Online

(CAMEO).

113VA112 Telephone Care and Service Records-VA 114VA17 The Revenue Program Billings and Collection Records-VHA amended and republished this system of records at 69 Fed. Reg. 4205 (January 28, 2004) (Formally known as 114VA16)

115VA10 Education Debt Reduction Program-VA 116VA09 Alternate Dispute Resolution Tracking System-VA 117VA103 Veterans Canteen Service (VCS) Payroll Deduction System-VA 120VA047 National Veterans Museum Donation Records-VA 123VA00VE Center for Veterans Enterprise-VA 124VA00VE Enterprising Veterans’ Information Center (EVIC)-VA 124VA008A Shipboard Hazard and Defense Integrated Database-VA 130VA19 My HealtheVet Administrative Records-VA 131VA047 Purchase Credit Card Program-VA

Appendix 1 - Addresses of Veterans Administration Facilities-VA Appendix 2 - List of all Outreach Program Vet Centers Appendix 3 - Automated Medication Processing Facilities

VA SYSTEMS OF RECORDS

VA amended this system of records at 67 Fed. Reg. 54529 (August 22, 2002)

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 passwords/codes. Agency personnel may have access to the information on a need to 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 by a 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 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 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 preference. 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.

04VA115

System name: Blood Donor Information-VA.

System location:

Blood Donor records are maintained at each of the Department of Veterans Affairs (VA) health care facilities. Addresses are listed in VA Appendix I of the biennial publication of Privacy Act Issuances.

Categories of individuals covered by the system:

Individuals who have donated blood to a Veterans Health Administration (VHA) health care facility, blood bank, government or private agencies to be issued for patient care under routine or emergency conditions.

Categories of records in the system:

Blood donor records contain sufficient information (i.e., donor name, social security number, date of donation, type of donation, type of components produced by the donation, mandated tests results, and disposition of the blood or blood component) to provide a mechanism to track a donated blood product from the time of donor registration through the final disposition of each component prepared from that donation. A record of the individual to whom the blood or blood component was transfused and the medical facility where the product was transfused and/or stored is maintained.

Authority for maintenance of the system:

1. Title 38, United States Code, sections 501(a) and 501(b). 2. Title 21, Code of Federal Regulations, parts 200-299 and parts 600-680. 3. Title 42, Code of Federal Regulations, Sec. 493.1107.

Purpose(s):

The information and records are used to track the donor medical history, donation interval(s), results of donor testing, report positive or abnormal test results, and blood and/or blood components produced from the donation.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

1. Disclosure may be made to answer requests for information from Federal, state, local, and tribal medical facilities regarding the source from which blood was received. Such requests may be initiated by a qualified medical practitioner in the event that a donor’s or patient’s medical condition warrants it.

2. Disclosure may be made of blood availability, location, quantity on hand, and blood type for use by the area donor collection coordinators to answer and fill requests from health care facilities in need of type-specific blood.

3. In the event that a system of records maintained by this component 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 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, rule, regulation or order issued pursuant thereto.

4. A record from a system of records maintained by this component 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 from a system of records maintained by this component 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. A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of Title 44 United States Code.

7. A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of Title 44 United States Code.

8. Disclosure of relevant information may be made to individuals, organizations, private or public agencies, etc., with whom VA has a contract or agreement to perform such services as VA may deem practicable for the purposes of laws administered by VA, in order for the contractor or subcontractor to perform the services of the contract or agreement.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:

Paper documents, magnetic tape, disk.

Retrievability:

1. All VA blood donor manual records are indexed by name and social security number of donor, cross-indexed by blood type.

2. Automated records are indexed by name, social security number, blood type, antibodies and date of last donation.

Safeguards:

1. 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.

2. Strict control measures are enforced to ensure that access to and disclosure from all records including electronic files are limited to VA employees whose official duties warrant access to those files. The system recognizes authorized employees by a series of individually-unique passwords/codes, and the employees are limited to only that information in the file, which is needed in the performance of their official duties.

Retention and disposal:

Records are maintained and disposed of in accordance with the record disposition authority approved by the Archivist of the United States, National Archives and Records Administration.

System manager(s) and address:

Chief Consultant, Diagnostic Services SHG (115), Department of Veterans Affairs, 810 Vermont Avenue, NW., Washington, DC 20420.

Notification procedure:

Individuals seeking information concerning the existence and/or content of a blood donor information record pertaining to themselves must submit a written request or apply in person to the VA health care facility where the donation occurred. All inquiries must reasonably identify the portion of the blood donor information record desired and the approximate date(s) that service was provided. Additionally, inquiries should include the individual’s full name, social security number, and home address at the time of medical service, if known.

Record access procedures:

Blood donors, patients of VA medical care facilities or duly authorized representatives seeking information regarding access to or who are contesting VA health facility records may write, call or visit the VHA 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. Non-VA Laboratories.

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©.

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:

Assistant 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…