VA Privacy Act Systems of Records
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
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.
40. 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. 5520a, 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 garnsihing party (garnisher).
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
System name: Health Care Provider Credentialing and Privileging
Records--VA.
System location:
Records are maintained at each 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,
Central Office, 810 Vermont Avenue, NW, Washington, DC 20420 and/or
Veterans Integrated Service Network (VISN) Offices, as well as at
consolidated Health Care Systems Offices.
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.
Purpose(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 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 meet generally accepted standards of clinical practice as to
raise reasonable concern for the safety of patients. 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; Credentialing and
Privileging Manager(11B), Veterans Health Administration, Department
of Veterans Affairs, 810 Vermont Avenue, NW, Washington, DC 20420.
Officials maintaining the system; The Chief of Staff at the VA health
care facility where the provider made application for employment, or
was or is employed, and the credentialing coordinator for individuals
who made application for employment to, or are or were employed at VA
Central Office or at a VSN location.
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
System name: Representatives' Fee Agreement Records System--VA.
81VA01
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
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)
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
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.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
VETERANS AFFAIRS DEPARTMENT
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 f