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System of Records (SOR)
75VA001B - Administrator's Official Correspondence Records-VA
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:
- 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.
- 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.
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