System of Records (SOR)

67VA30 - PROS/KEYS User-VA

System location:
Hard copy records are maintained in the Office of Information Systems and Telecommunications, Directorate for Operations Management, ADP Support Staff, Interactive Support Division (32C), VA Central Office, Washington, DC 20420. Magnetic records are maintained by the Veterans Administration Data Processing Center, 1615 East Woodward Street, Austin, Texas 78772.

Categories of individuals covered by the system:
Veterans Administration employees and authorized vendors who have requested and been granted access to the resources of the VA Data Processing Center, Austin, Texas.

Categories of records in the system:
Records (or information contained in the records) may include: (1) Names of individuals who have requested and and been granted access to the resources of the VA Data Processing Center, Austin, Texas; (2) the individuals' job title and Veterans Administration employee number or Social Security numbers; (3) the individual's office address and phone number; (4) information relating to data file and computer system access permissions.

Authority for maintenance of the system:
Title 38, United States Code, 210(c).

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

1. To disclose pertinent information to the appropriate Federal, State, or local agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, where the disclosing agency becomes aware of an indication of a violation or potention violation of civil or criminal law or regulation.
2. To disclose information to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the conducting of a security or suitability investigation of an individual, the classifying of jobs, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to requesting the agency's decision on the matter.
3. To provide information to a congressional office from the record of an individual in response to an inquiry from that congressional office made at the request of that individual.
4. To disclose information to another Federal agency or to a court when the Government is party to a judicial proceeding before the court.
5. By the National Archives and Records Administration in records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
6. To disclose information to officials of the Merit Systems Protection Board, including the Office of the Special Counsel, the Federal Labor Relations Authority and its General Counsel, or the Equal Employment Opportunity Commission when requested in performance of their authorized duties.
7. To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding.
8. Any information in this system may be disclosed to a Federal grand jury, Federal court or a party in litigation, or a Federal agency or party to an administrative proceeding being conducted by a Federal agency, in order for the VA to respond to and comply with the issuance of a Federal subpoena.
9. Any information in this system may be disclosed to a State or municipal grand jury, a State or municipal court or a party in litigation, or to a State or municipal administrative agency functioning in a quasi-judicial capacity or a party to a proceeding being conducted by such an agency, in order for the VA to respond to and comply with the issuance of a State or municipal subpoena; provided, that any disclosure of informaiton made under this routine use must comply with the provisions of 38 CFR 1.511.

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

Storage:
The Office of Information Systems and Telecommunications, Directorate for Operations Management, ADP Support Staff, Interactive Support Division (32C), VA, VA Central Office, Washington, DC 20420 retains original signed copies of requests for system and data file permissions. These documents are retained in a locked filing cabinet with a one hour burn rating. Data files supporting the automated system are stored in a secured area located at the Veterans Administration Data Processing Center, 1615 East Woodward Street, Austin, Texas 78772. Data files are stored on magnetic disk and, for archival purposes, on magnetic tape.

Retrievability:
Paper records are maintained in alphabetical order by the last name of the requester. Access to the automated system is via computer terminal. Standard security precautions are used to prohibit access to only authorized personnel.

Safeguards:
Paper records are maintained in a manned room during working hours. During non-working hours, there is limited access to the building with visitor control by security personnel; the room where the paper records are kept is locked, and the filing cabinets is secured with a built-in combination lock. Access to the records is on a need-to-know basis only. The automated system is protected by a generalized system security facility and by specific security techniques used within the application that accesses the data file. Access to the system is controlled by both the Interactive Support Division (32C) and the Austin Data Processing Center staff responsible for remote user support (200/40).

Retention and disposal:
Records will be maintained and disposed of in accordance with the records disposal authority approved by the Archivist of the United States.

System manager(s) and address:
Office of the Director (30), Office of Information Systems and Telecommunications, VA Central Office, Washington, DC 20420.

Notification procedure:
An individual who wishes to determine whether a record is being maintained by the Office of Information Systems and Telecommunications under his or her name or other personal identifier or who wants to determine the contents of such records should submit a written request or apply in person to the Office of the Director (30).

Record access procedures:
An individual who seeks access or wishes to contest records maintained under his or her name or other personal identifier may write or call or visit the Office of the Director.

Contesting record procedures:
See Record Access Procedures above.

Record source categories:
Individuals who have applied for and been granted access permissions to the resources of the Austin Data Processing Center.

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