System of Records (SOR)

78VA331 - Integrated Data Communications Utility Network Management Data Base-VA

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.

Back to Index

[back to top]