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System of Records (SOR)
10VA31 - Employee Reporting System for Project Administration and Control (Data Processing Centers)-VA
System location:
Records are located at VA Central Office and at
the VA Data Processing Centers (Address locations are listed in Appendix 1).
Categories of individuals covered by the system:
The following categories of individuals will be covered by this system: All Office
of Data Management and Telecommunications employees.
Categories of records in the system:
Detailed record of Project Assignments and related task assignments; Resource record for
reporting time, in hours, individual spends on administrative
overhead tasks.
Authority for maintenance of the system:
Title 5, United States Code 301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
- All of the information contained in this system of records is
used for official purposes of the Veterans Administration; all such
uses of the information are compatible with the purpose for which the
information was collected.
- 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.
- 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.
- Disclosure may be made to NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904
and 2906.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored on paper documents, magnetic disc and tape.
Retrievability:
Records are retrievable by a coded employee identifier.
Safeguards:
Physical security requires that employees wear
identification badges. Special identification badges are required to
enter the computer site.
Retention and disposal:
Once the information on the source (paper)
documents is stored on a magnetic disc or tape, and the information
is verified for accuracy, the source documents are destroyed.
Generally, source documents are destroyed within one week of
verification. Magnetic disc and tape records are updated weekly and
retained for various periods from 3 months up to 2 years after which
time they are destroyed.
System manager(s) and address:
Chief, Project Management Division
(313), Office of Data Management and Telecommunications, VA Central
Office, Washington, DC 20420.
Notification procedures:
An individual seeking information
concerning the existence and contents of a record pertaining to
himself or herself should submit a written request or apply in person
to the Director of Data Processing where either previously or
currently employed. VA Central Office personnel should submit a
written request or apply in person to their Service or Staff Office
Director where previously or currently employed. Inquiries should
include the individual's full name and TRIMS identification, if
known, and approximate dates of employment.
Record access procedures:
Individuals or their authorized
representatives seeking information regarding access to and
contesting of their TRIMS Record may contact the Director of the
ODM&T Central Office, Service/Staff Office of VA Data Processing
Center where the individual is (was) employed.
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
Project budget and project objective by
supervisor/individual, individual workload data by individual.
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