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System of Records (SOR)
85VA047 - Chief Financial Officer and Fiscal Officer Designation and Certification Records System-VA
System location:
Office of Financial Management (047), Department of Veterans
Affairs, 810 Vermont Avenue, NW, Washington, DC 20420.
Categories of individuals covered by the system:
Persons seeking designation and certification as a Fiscal Officer
or Chief Financial Officer in any VA facility.
Categories of records in the system:
Records in the system include copies of Skill/Knowledge/Ability
assessments for each person seeking designation or certification as
well as copies of the individual's Experience and Education surveys.
Additionally, correspondence related to the surveys will be kept in
the system and magnetic records will be maintained in a computer data
base. The data base records will contain the names of the individual
applying for the designation/certification as well as the name of the
supervisor completing the Skill/Knowledge/Ability Survey. VA file
identification numbers or social security numbers, information
relevant to performance assessment and information on various actions
related to certification/designation will also be maintained by the
system.
Authority for maintenance of the system:
The Chief Financial Officers Act, Pub. L. 101-576 (1990), sec.
205; codified at 31 U.S.C. 902(a)(5)(C).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
- To disclose information to Government training facilities
(Federal, state, and local) and to non-Government training facilities
(private vendors of training courses or programs, private schools,
etc.) for training purposes.
- To disclose information to education institutions on
appointment of a recent graduate to a position in the Federal service
and to provide college and university officials with information
about their students working under Cooperative Education, Volunteer
Service, or other similar programs necessary to a student's obtaining
credit for the experience gained.
- To consider and select employees for incentive awards and
other honors and to publicize those granted. This may include
disclosure to other public and private organizations, including news
media, which grant or publicize employee recognition.
- To consider employees for recognition through quality-step
increases, and to publicize those granted. This may include
disclosure to other public and private organizations, including news
media, which grant or publicize employee recognition.
- Disclosure may be made to a congressional office from the
record of an invividual 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) 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:
File folders and computer storage media.
Retrievability:
Information is retrievable by the name of the applicant for
Fiscal Officer certification or Chief Financial Officer designation
and by the VA file number.
Safeguards:
Files are under control of the Deputy Assistance Secretary for
Financial Management and members of his/her staff who have a need to
know the contents of the system of records in order to perform their
duties. Paper records are maintained in a secure area with access
limited to these individuals. Computer records are stored on magnetic
media in a computer network to which only these individuals have
access. No personal identifiers are used in statistical and management reports.
Retention and disposal:
Record are maintained in accordance with records retention
standards approved by the Archivist of the United States, the
National Archives and Records Administration, and published in Agency
Records Control Schedules. Records are destroyed by shredding or
burning paper documents, or by erasing the magnetic media. Automated
storage media is retained and disposed of in accordance with
disposition authorization approved by the Archivist of the United
States.
System manager(s) and address:
Department of Veterans Affairs, Office of Financial Management,
Program Management and Development Staff (047F), 810 Vermont Avenue,
NW, Washington, DC 20420.
Notification procedure:
Individuals desiring to know whether this system of records
contains a record pertaining to him or her, how he or she may gain
access to such a record, and how he or she may contest the record may
write to the following address: Department of Veterans Affairs,
Office of Financial Management, Program Management and Development
Staff, 810 Vermont Avenue, NW, Washington, DC 20420.
The following information, or as much as is available, should be
furnished in order to identify the record: Name of the applicant
seeking designation or certification, and the Department of Veterans
Affairs file number.
Record access procedures:
An individual seeking information regarding access to information
contained in this system of records may write, call or visit the
Department of Veterans Affairs, Office of Financial Management,
Program Management and Development Staff (047F), 810 Vermont Avenue,
NW, Washington, DC 20420, (202) 233-2899.
Contesting record procedures:
(See notification procedures above.)
Record source categories:
Data and documents furnished by those applying for designation as
a Chief Financial Officer or certification as a Fiscal Officer.
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