Privacy Act: Systems of records,

[Federal Register: May 4, 1999 (Volume 64, Number 85)]

[Notices]

[Page 23900-23902]

From the Federal Register Online via GPO Access [wais.access.gpo.gov]

[DOCID:fr04my99-129]

DEPARTMENT OF VETERANS AFFAIRS

Privacy Act of 1974; New System of Records--Center for Minority Veterans Management Information System--VA (95VAOOM)

AGENCY: Department of Veterans Affairs.

ACTION: Notice, new system of records.

SUMMARY: The Privacy Act of 1974 (5 U.S.C. 522a(e)(4)) requires that all agencies publish in the Federal Register a notice of the existence and character of their systems of records. Notice is hereby given that the Department of Veterans Affairs (VA) is adding a new system of records entitled ``Center for Minority Veterans Management Information System--VA (95VAOOM).''

Under section 317 of Title 38, United States Code, VA is required to assess minority veterans' use of VA benefits, programs and services. This new system of records will primarily be used to maintain an automated database containing demographic data on veterans that the Center will use to analyze trends on how VA serves minority veterans, and the extent to which minority veterans are using benefits, programs and services offered by VA. The automated database is used to produce statistical reports that assist VA managers in their efforts to correct any disparities in the care and delivery of services to minority and women veterans.

The automated database is known as the Automated Demographic Data File System (ADDFS). The database includes data on veterans extracted from automated VA benefits data files located at the VA Automation Center, Austin, Texas. Data extracted includes names, social security numbers, claim numbers, race, ethnicity and gender of a randomly selected group of veterans. Similar data will also be extracted from the Department of Defense (DoD) military personnel systems of records in order to supplement VA databases. The ADDFS will be configured to interact with current VA automated records systems as well as the DoD military personnel automated records system to produce reports for statistical analyses. Statistical reports will not contain personal identifiers. Reports will be statistical data only, which present information in terms of percentages based on the race, ethnicity and gender of veterans served by VA.

This system of records will also include data pertaining to individual veterans, as well as correspondence, electronic mail and memoranda memorializing conversations with individuals concerning complaints about benefits and services provided to VA beneficiaries based on the race or ethnicity of the beneficiary. The records may also include documents reflecting the processing and investigation of these complaints, and documents extracted from the VA beneficiary's VA records.

The information in this system will be maintained in paper and electronic form. The ADDFS will be maintained only in electronic form. Other records in the system may be maintained in either electronic or paper form. Release of information from these records will be made only in accordance with the provisions of the Privacy Act of 1974 for

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investigative, judicial and administrative uses. VA has determined that release of information for these purposes is a necessary and proper use of information in this system of records, and that specific routine uses for transfer of this information are appropriate.

DATES AND ADDRESSES: Interested persons are invited to submit written comments, suggestions or objections regarding the proposed system of records to the Director, Office of Regulations Management (02D), Department of Veterans Affairs, Room 1154, 810 Vermont Avenue, NW, Washington, DC 20420. All relevant material received 30 days after publication in the Federal Register (June 3, 1999) will be considered. All written comments will be available for public inspection at the above address, in Room 1158, between 8:00 a.m. and 4:30 p.m. only, Monday through Friday (except Federal holidays). If no public comments are received during the 30-day review period allowed, or unless otherwise published in the Federal Register by VA, the new system of records, and the routine use statements included herein are effective June 3, 1999.

FOR FURTHER INFORMATION CONTACT: Mr. Anthony Hawkins (OOM), Department of Veterans Affairs, 810 Vermont Avenue NW, Suite 700, Washington, DC 20420, telephone number (202) 273-6708.

SUPPLEMENTARY INFORMATION: A ``Report of Intention to Publish a Federal Register Notice of a New System of Records'' and an advance copy of the new system notice have been provided to the Chairmen of the House Committee on Government Reform and Oversight and the Senate Committee on Governmental Affairs, and the Director, Office of Management and Budget (OMB), as required by provisions of Title 5, U.S.C. 522(r) (Privacy Act), and guidelines issued by OMB (61 FR 6428) (1996).

Approved: April 14, 1999. Togo D. West, Jr., Secretary of Veterans Affairs. 95VA00M

System Name:

Center for Minority Veterans Management Information System--VA (95VA00M).

System Location:

Record are maintained at the Center for Minority Veterans' office in VA Headquarters, Washington, DC. VA's Automation Center, 1615 E. Woodward Street, Austin, Texas 78772, maintains the Automated Demographic Data File System (ADDFS).

Categories of individuals covered by the system:

The system of records will cover the following individuals: (1) VA beneficiaries who contact the Center for Minority Veterans for assistance in addressing concerns about benefits and services provided to them based on the race or ethnicity of the beneficiary. (2) The ADDFS will be comprised of demographic data on randomly selected veterans who served in the military from 1975 to the present and whose VA benefits data are currently maintained in an existing VA or DoD automated database.

Categories of records in the system:

The records will include correspondence, electronic mail and memoranda memorializing conversations with individuals. The records also may include documents reflecting the processing and investigation of these complaints, and documents extracted from the beneficiary's VA records in order to assist in responding to the veteran's inquiry. The ADDFS will include the names, social security numbers, claim numbers, race, ethnicity and gender of randomly selected veterans currently maintained in existing VA or DoD automated file systems.

Authority for maintenance of the system:

38, U.S.C. 317, as amended.

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

1. Disclosure of specific information may be made to a congressional office, in response to an inquiry from that congressional office made at the request of the individual and concerning that individual's records in this system.

2. Disclosure may be made during reviews by the National Archive and Records Administration during records management inspections conducted under the authority of Title 44, U.S.C. 2904 and 2906.

3. At the initiative of VA, pertinent information may be disclosed to appropriate Federal, State or local agencies responsible for investigating, prosecuting, enforcing or implementing statutes, rules, regulations or orders, where VA becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation.

4. Disclosure may be made 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 the performance of their authorized duties, and the request is not in connection with a law enforcement investigation.

5. The Department of Veterans Affairs (VA) may disclose records in this system of records in proceedings before a court or adjudicative body before which VA is authorized to appear when VA, a VA official or employee, the United States, or an individual or entity for whom the United States is providing representation is a party to litigation or has an interest in such litigation, and VA determines that the use of such records is relevant and necessary to the litigation, provided, however, that in each case, the agency determines that disclosure of the information contained in the records is compatible with the purpose for which the records were collected.

6. The Department of Veterans Affairs (VA) may disclose records in this system of records to the Department of Justice when VA, a VA official or employee, the United States, or an individual or entity for whom the United States is providing representation is a party to litigation or has an interest in such litigation, and VA determines that the use of such records is relevant and necessary to the litigation, provided, however, that in each case, the agency determines that disclosure of the information contained therein is compatible with the purpose for which the records were collected.

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

The ADDFS is stored in a secure area located at VA's Automation Center, 1615 E. Woodward Street, Austin, Texas 78772. ADDFS data files are stored On magnetic disk and for archival purposes, on magnetic tape. Other records are stored in the Center for Minority Veterans in VA Headquarters, Washington, DC, or on file servers at VA Headquarters that are utilized by the Center.

Retrievability:

Automated records may be retrieved by name, social security number, claim number, race, ethnicity and/or gender. Paper records are retrieved by name.

Safeguards:

Access to the automated system is via computer terminal; standard security procedures, including a unique identification code and password

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combination, are used to limit access to authorized personnel only. Specifically, in order to obtain access to the automated records in this system of records, an individual must have access to VA's automated resources. Access to the ADDFS at VA's Automation Center is limited as follows: An individual may not self-register for this access. Formal documentation of the request for access, signed by the employee's supervisor and approved by the Director, Center for Minority Veterans, is required before an individual may obtain such access. Authorized customers are issued a customer identification code and a one-time password. Access to paper records maintained by the Center for Minority Veterans is limited to VA employees who need to have access to the records in order to perform their agency duties. Generally, file areas are locked after normal duty hours and the Federal Protective Service or other security personnel protect the offices from outside access.

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, the National Archives and Records Administration, and published in Agency Records Control Schedules.

System manager(s) and address:

Director, Center for Minority Veterans, 810 Vermont Avenue, NW, Washington, DC 20420.

Records 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 system manager.

Contesting record procedures:

See record access procedures above.

Record source categories:

For investigation purposes, information may be obtained from existing VA beneficiary records, employment records; VA beneficiaries, third parties (e.g., relatives or representatives acting on their behalf, such as veterans' service organizations); congressional correspondence and other Federal agencies. For ADDFS, record sources are VA benefits databases as set forth in ``58VA21/22--Compensation & Pension, Education and Rehabilitation Records--VA, ``38VA23-- Beneficiary Identifier and Records Locator Subsystem--VA,'' and Department of Defense military personnel automated records systems.

[FR Doc. 99-11071Filed5-3-99; 8:45 am]

BILLING CODE 8320-01-M