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System of Records (SOR)
19VA53 - Missing Veterans File-VA
System location:
Inspector General, Office of Policy, Planning and Resources (53)
Washington, DC 20420.
Categories of individuals covered by the system:
The following categories of individuals will be covered by the
system: Veterans (not including dependents) who cannot be located
after a reasonable effort by the VA, but whose status must be
determined in order for dependents to receive benefits.
Categories of records in the system:
Records (or information contained in records) in this system may
include: (1) The standard missing veteran letter, issued monthly by
the Inspector General's office to all VA facilities, which contains
the name of a veteran who cannot be located by a Regional Office; (2)
correspondence between the Regional Office and the Inspector General
regarding Federal Bureau of Investigation (FBI) and U.S. Passport
Office information concerning the status (alive or dead) and location
of the veteran; (3) similar correspondence between the Inspector
General and the FBI and U.S. Passport Office. Information in these
records may include the veteran's name, birth date, claims folder
number, social security number and last known address. Identifying
information and a history of the case are maintained on a file card.
Authority for maintenance of the system:
Title 38, U.S.C. 210(c)(1).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
- 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.
- Any information in this system may be disclosed to a Federal
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision regarding: The hiring,
retention or transfer of an employee; the issuance of a security
clearance, the letting of a contract, or issuance or continuance of a
license, grant or other benefit given by that agency. However, in
accordance with an agreement with the U.S. Postal Service,
disclosures to the U.S. Postal Service for decisions concerning the
employment of veterans will only be made with the veteran's prior
written consent.
- Any information in this system may be disclosed to a State or
local agency, upon its official request, to the extent that it is
relevant and necessary to that agency's decision on: The hiring,
transfer or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance or continuance
of a license, grant or other benefit by that agency; provided, that
if the information pertains to a veteran, the name and address of the
veteran will not be disclosed unless the name and address is provided
first by the requesting State or local agency.
- Any information in this system, except the name and address of
a veteran which is relevant to a suspected violation or reasonably
imminent violation of law whether civil, criminal or regulatory in
nature and whether arising by general or program statute or by
regulation, rule or order issued pursuant thereto, may be disclosed
to a Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto.
- The name and address of a veteran, which is relevant to a
suspected violation or reasonably imminent violation of law, whether
civil, criminal or regulatory in nature and whether arising by
general or program statute or by regulation, rule or order issued
pursuant thereto, may be disclosed to a Federal agency charged with
the responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official
request.
- The name and address of a veteran, which is relevant to a
suspected violation or reasonably imminent violation of law
concerning public health or safety, whether civil, criminal or
regulatory in nature and whether arising by general or program
statute or by regulation, rule or order issued pursuant thereto, may
be disclosed to any foreign, State or local governmental agency or
instrumentality charged under applicable law with the protection of
the public health or safety if a qualified representative of such
organization, agency or instrumentality has made a written request
that such name and address be provided for a purpose authorized by
law.
- Identifying information of a missing veteran may be disclosed
to the FBI and U.S. Passport Office, upon their official request, as
necessary to obtain status (alive or dead) and location to assist in
the VA's decision concerning benefits for dependents.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records (or information from those records) are maintained in
individual file folders and on file cards.
Retrievability:
Records are indexed by the veteran's last name.
Safeguards:
Access to the records and file cards is restricted to authorized
personnel on a need-to-know basis. The file room and cabinets are
locked after duty hours and the building is protected from
unauthorized access by a protective Service.
Retention and disposal:
File folders are maintained by the Office of the Inspector
General for six months after the veteran is located or declared dead.
Folders for those veterans declared missing for seven or more years
are maintained for one year following such a declaration. The folders
are then forwarded to the VACO Records Management Section where they
are maintained for five years and then destroyed by shredding. File
cards are maintained by the Inspector General for 15 years.
System manager(s) and address:
Assistant Inspector General for Policy, Planning and Resources
(53) VA Central Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Assistant Inspector General for Policy, Planning
and Resources (53) under his or her name in the system or wishes to
determine the contents of such records should submit written request
or apply in person to the Assistant Inspector General for Policy,
Planning and Resources (53).
Record access procedures:
An individual who seeks access to or wishes to contest records
maintained under his or her name in his system may write, call or
visit the Assistant Inspector General for Policy, Planning and
Resources (53).
Contesting record procedures:
(See Records access procedures above.)
Record source categories:
Information is obtained from the Federal Bureau of Investigation,
U.S. Passport Office, and VA records.
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