Privacy Act of 1974; System of Records
| Published date | 15 March 2024 |
| Record Number | 2024-05535 |
| Citation | 89 FR 19021 |
| Court | Veterans Affairs Department |
| Section | Notices |
Federal Register, Volume 89 Issue 52 (Friday, March 15, 2024)
[Federal Register Volume 89, Number 52 (Friday, March 15, 2024)]
[Notices]
[Pages 19021-19023]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-05535]
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DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Office of Information and Technology (OIT), Department of
Veteran Affairs (VA).
ACTION: Notice of a modified system of records.
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SUMMARY: Pursuant to the Privacy Act of 1974, notice is hereby given
that VA is modifying the system of records titled, ``Call Detail
Records-VA'' (90VA194). This system is used to generate call detail
records to capture information regarding calls made on telephone
systems, including who made the call (calling party number), who was
called (called party number), the date and time the call was made, the
duration of the call, and other usages and diagnostic information
elements (e.g., features used, reason for call termination).
DATES: Comments on this modified system of records must be received no
later than April 15, 2024. If no public comment is received during the
period allowed for comment or unless otherwise published in the Federal
Register by VA, the modified system of records will become effective a
minimum of 30 days after date of publication in the Federal Register.
If VA receives public comments, VA shall review the comments to
determine whether any changes to the notice are necessary.
ADDRESSES: Comments may be submitted through www.Regulations.gov or
mailed to VA Privacy Service, 810 Vermont Avenue NW, (005X6F),
Washington, DC 20420. Comments should indicate that they are submitted
in response to Call Detail Records--VA 90VA194. Comments received will
be available at regulations.gov for public viewing, inspection or
copies.
FOR FURTHER INFORMATION CONTACT: Office of Information and Technology
System Owner, Bradley Mills, Department of Veterans Affairs, 810
Vermont Avenue NW, Washington, DC 20420; telephone (202) 215-1395
(Note: This is not a toll-free number) or [email protected].
SUPPLEMENTARY INFORMATION: VA is amending the system of records by
revising the System Location; System Manager; Categories of Individuals
Covered by the System; Routine Uses of Records Maintained in the
System, Including Categories of Users and Purposes of Such Uses;
Policies and Practices for Storage of Records; Policies and Practices
for Retrieval of Records; Policies and Practices for Retention and
Disposal of Records; Record Access Procedures; Contesting Records
Procedures; and Notification Procedures.
The Categories of Individuals Covered by the System is being
updated to reflect ``Individuals who are assigned telephone numbers or
are authorized to use VA telephone services, and individuals who
receive or make calls billed to the VA.''
The System location will be updated to replace individual local VHA
facilities with ``VA OIT Trusted internet Gateway Data Centers''.
The System Manager is being updated to ``Deputy Director for
Operations, Unified Communications. Telephone number (202) 632-9603.''
Routine Uses of Records Maintained in the System, Including
Categories of Users and Purposes of Such Uses are being modified to
remove current Uses number 1 and number 2; and to update current
language for the remaining Routine Uses, numbers 3 through 17. This
system will now have 15 Routine Uses.
Policies and Practices for Storage of Records is being updated to
reflect ``Records are maintained in electronic form in VA Data
Centers.''
Policies and Practices for Retrieval of Records is being updates to
remove ``date, time, cost.''
Policies and Practices for Retention and Disposal of Records is
being updated to reflect ``Records in this system are retained and
disposed of in accordance with the schedule approved by the Archivist
of the United States, Records Control Schedule 10-1 Item Number
2525.1''
Record Access Procedures is being updated to reflect ``Individuals
wishing to request access to records pertaining to them should contact
the System Manager in writing as indicated above. A request for access
to records must contain the requester's full name, address, telephone
number, be signed by the requester, and describe the records sought in
sufficient detail to enable VA personnel to locate them with a
reasonable amount of effort.''
[[Page 19022]]
Contesting Records Procedures is being updated to reflect
``Individuals seeking to contest or amend records in this system
pertaining to them should contact the System Manager in writing as
indicated above. A request to contest or amend records must state
clearly and concisely what record is being contested, the reasons for
contesting it, and the proposed amendment to the record.''
Notification Procedures is being updated to reflect ``Generalized
notice is provided by the publication of this notice. For specific
notice, see Record Access Procedure, above.''
The Report of Intent to Amend a System of Records Notice and an
advance copy of the system notice have been sent to the appropriate
Congressional committees and to the Director of the Office of
Management and Budget (OMB) as required by 5 U.S.C. 552a(r) (Privacy
Act) and guidelines issued by OMB (65 FR 77677), December 12, 2000.
Signing Authority
The Senior Agency Official for Privacy, or designee, approved this
document and authorized the undersigned to sign and submit the document
to the Office of the Federal Register for publication electronically as
an official document of the Department of Veterans Affairs. Kurt D.
DelBene, Assistant Secretary for Information and Technology and Chief
Information Officer, approved this document on March 11, 2024 for
publication.
Dated: March 12, 2024.
Amy L. Rose,
Government Information Specialist, VA Privacy Service, Office of
Compliance, Risk and Remediation, Office of Information and Technology,
Department of Veterans Affairs.
SYSTEM NAME AND NUMBER:
Call Detail Records-VA 90VA194.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Electronic records are located in VA OIT Trusted internet Gateway
Data Centers.
SYSTEM MANAGER(S):
Deputy Director for Operations, Unified Communications. Telephone
number (202) 632-9603. (Note: This is not a toll-free number)
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
38 U.S.C. 501.
PURPOSE(S) OF THE SYSTEM:
The system is used to generate call detail records to capture
information regarding calls made on telephone systems, including who
made the call (calling party number), who was called (called party
number), the date and time the call was made, the duration of the call,
and other usages and diagnostic information elements.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are assigned telephone numbers or are authorized to
use VA telephone services, and individuals who receive or make calls
billed to the VA.
CATEGORIES OF RECORDS IN THE SYSTEM:
Call detail records consist of information on VA Enterprise
Telephone system telephone calls placed from VA telephones or otherwise
billed to VA including the originating and destination telephone
number, date and time of call, duration of call, and Originating and
Terminating Devices for internal VA organizational location of
telephones.
RECORD SOURCE CATEGORIES:
Records in this system are obtained from the following sources: (a)
Local VA telephone directories and other telephone assignment records;
(b) call detail records provided by suppliers of telephone services;
and c) the individual on whom the record is maintained.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. Congress: To a Member of Congress or staff acting upon the
Member's behalf when the Member or staff requests the information on
behalf of, and at the request of, the individual who is the subject of
the record.
2. Data breach response and remediation, for VA: To appropriate
agencies, entities, and persons when (1) VA suspects or has confirmed
that there has been a breach of the system of records; (2) VA has
determined that as a result of the suspected or confirmed breach there
is a risk of harm to individuals, VA (including its information
systems, programs, and operations), the Federal Government, or national
security; and (3) the disclosure made to such agencies, entities, and
persons is reasonably necessary to assist in connection with VA's
efforts to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
3. Data breach response and remediation, for another Federal
agency: To another Federal agency or Federal entity, when VA determines
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in (1) responding to a suspected
or confirmed breach or (2) preventing, minimizing, or remedying the
risk of harm to individuals, the recipient agency or entity (including
its information systems, programs, and operations), the Federal
Government, or national security, resulting from a suspected or
confirmed breach.
4. Law Enforcement: To a Federal, state, local, territorial,
tribal, or foreign law enforcement authority or other appropriate
entity charged with the responsibility of investigating or prosecuting
a violation or potential violation of law, whether civil, criminal, or
regulatory in nature, or charged with enforcing or implementing such
law, provided that the disclosure is limited to information that,
either alone or in conjunction with other information, indicates such a
violation or potential violation. The disclosure of the names and
addresses of veterans and their dependents from VA records under this
routine use must also comply with the provisions of 38 U.S.C. 5701.
5. DoJ, Litigation, Administrative Proceeding: To the Department of
Justice (DoJ), or in a proceeding before a court, adjudicative body, or
other administrative body before which VA is authorized to appear,
when:
(a) VA or any component thereof;
(b) Any VA employee in his or her official capacity;
(c) Any VA employee in his or her individual capacity where DoJ has
agreed to represent the employee; or
(d) The United States, where VA determines that litigation is
likely to affect the agency or any of its components is a party to such
proceedings or has an interest in such proceedings, and VA determines
that use of such records is relevant and necessary to the proceedings.
6. Contractors: To contractors, grantees, experts, consultants,
students, and others performing or working on a contract, service,
grant, cooperative agreement, or other assignment for VA, when
reasonably necessary to accomplish an agency function related to the
records.
7. Office of Personnel Management (OPM): To the OPM in connection
with the application or effect of civil service laws, rules,
regulations, or OPM guidelines in particular situations.
8. Equal Employment Opportunity Commission (EEOC): To the EEOC in
connection with investigations of alleged or possible discriminatory
practices, examination of Federal affirmative employment programs, or
[[Page 19023]]
other functions of the Commission as authorized by law.
9. Federal Labor Relations Authority (FLRA): To the FLRA in
connection with the investigation and resolution of allegations of
unfair labor practices, the resolution of exceptions to arbitration
awards when a question of material fact is raised, matters before the
Federal Service Impasses Panel, and the investigation of representation
petitions and the conduct or supervision of representation elections.
10. Merit Systems Protection Board (MSPB): To the MSPB in
connection with appeals, special studies of the civil service and other
merit systems, review of rules and regulations, investigation of
alleged or possible prohibited personnel practices, and such other
functions promulgated in 5 U.S.C. 1205 and 1206, or as authorized by
law.
11. National Archives and Records Administration (NARA): To the
NARA in records management inspections conducted under 44 U.S.C. 2904
and 2906, or other functions authorized by laws and policies governing
NARA operations and VA records management responsibilities.
12. Federal Agencies, Courts, Litigants, for Litigation or
Administrative Proceedings: To another federal agency, court, or party
in litigation before a court or in an administrative proceeding
conducted by a Federal agency, when the government is a party to the
judicial or administrative proceeding.
13. Governmental Agencies, for VA Hiring, Security Clearance,
Contract, License, Grant: To a Federal, state, local, or other
governmental agency maintaining civil or criminal violation records, or
other pertinent information, such as employment history, background
investigations, or personal or educational background, to obtain
information relevant to VA's hiring, transfer, or retention of an
employee, issuance of a security clearance, letting of a contract, or
issuance of a license, grant, or other benefit. The disclosure of the
names and addresses of veterans and their dependents from VA records
under this routine use must also comply with the provisions of 38
U.S.C. 5701
14. Unions: To officials of labor organizations recognized under 5
U.S.C. Chapter 71 provided that the disclosure is limited to
information identified in 5 U.S.C. 7114(b)(4) that is relevant and
necessary to their duties of exclusive representation concerning
personnel policies, practices, and matters affecting working conditions
15. Consumer Reporting Agencies: To a consumer reporting agency for
the purpose of locating the individual, obtaining a consumer report to
determine the ability of the individual to repay an indebtedness to the
United States, or assisting in the collection of such indebtedness,
provided that the provisions of 38 U.S.C. 5701(g)(2) and (4) have been
met, provided that the disclosure is limited to information that is
reasonably necessary to identify such individual or concerning that
individual's indebtedness to the United States by virtue of the
person's participation in a benefits program administered by the
Department.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained in electronic form in VA Data Centers.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by, VA organizational unit, originating
telephone number, destination telephone number, location and/or
duration of call.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are retained and disposed of in accordance
with the schedule approved by the Archivist of the United States,
Records Control Schedule 10-1 Item Number 2525.1.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
1. Access to telecommunication areas at VA facilities is generally
limited by appropriate locking devices and restricted to authorized
employees and vendor personnel. Generally, VA areas are always locked,
and the facilities are protected from outside access by the Federal
Protective Service or other security personnel. 2. Access to file
information or the database is controlled by VA Office of Information
and Technology employees. The system recognizes authorized VA employees
and Contractors by two factor authentication methods. Accessing the
database remotely uses encryption and two factor authentication
methods.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to records pertaining to them
should contact the System Manager in writing as indicated above. A
request for access to records must contain the requester's full name,
address, telephone number, be signed by the requester, and describe the
records sought in sufficient detail to enable VA personnel to locate
them with a reasonable amount of effort.
CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or amend records in this system
pertaining to them should contact the System Manager in writing as
indicated above. A request to contest or amend records must state
clearly and concisely what record is being contested, the reasons for
contesting it, and the proposed amendment to the record.
NOTIFICATION PROCEDURES:
Generalized notice is provided by the publication of this notice.
For specific notice, see Record Access Procedure, above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
88 FR 87844 (December 19, 2023).
[FR Doc. 2024-05535 Filed 3-14-24; 8:45 am]
BILLING CODE 8320-01-P
