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Privacy Act: [ 07VA138] Department of Medicine and Surgery Engineering Employee Management Information Records-VA....
<DOC> VETERANS AFFAIRS DEPARTMENT INDEX TO VA SYSTEMS OF RECORDS 01VA022 Current and Former Accredited Representative, Claim Agent, and Representative and Claims Agent Applicant and Rejected Applicant Records-VA 02VA135 Applicants for Employment under Title 38, USC-VA 04VA113 Blood Donor File-VA 05VA026 Individual Correspondence Records-VA 06VA026 Claimant Private Relief Legislative Name Files-VA 07VA138 Department of Medicine and Surgery Engineering Employee Management Information Records-VA 08VA05 Employee Medical File System Records (Title 38)-VA 09VA05 Employee Unfair Labor Practice Charges and Complaints, Negotiated Agreement Grievances and Arbitrations-VA 10VA31 Employee Reporting System for Project Administration and Control (Data Processing Centers)-VA 11VA051 Investigation Reports of Persons Allegedly Involved in Irregularities Concerning VA Laws, Regulations, Etc.,-VA 12VA01 Individual Requests for Information from Appellate Records-VA 13VA047 Individuals Submitting Invoices-Vouchers For Payment-VA 14VA135 Individuals Serving on a Fee Basis or Without Compensation (Consultants, Attendings, Others) Personnel Records--VA 16VA026 Litigant, Tort Claimant, EEO Complainant and Third Party Recovery Files-VA 17VA26 Loan Guaranty Fee Personnel and Program Participant Records-VA 18VA05 Centralized Staffing System-VA 19VA053 Missing Veterans File-VA 20VA138 Motor Vehicle Operator Accident Records-VA 22VA136 Patient and Employee Infectious Disease Records-VA 23VA136 Patient Fee Basis Medical and Pharmacy Records-VA 24VA136 Patient Medical Records-VA 27VA047 Personnel and Accounting Pay System-VA 28VA119 Personnel Registration under Controlled Substance Act-VA 29VA11 Physician, Dentist and Supervisory Nurse Professional Standards Board Action File-VA 30VA136 Rejected Applicant for Medical Care Records-VA 32VA00 Veteran, Employee and Citizen Health Care Facility Investigation Records-VA 33VA112 Veteran, Fabricator and Employee Prosthetic Records-VA 34VAl1 Veteran, Patient, Employee and Volunteer Research and Development Project Records-VA 36VA00 Veterans and Armed Forces Personnel United States Government Life Insurance Records-VA 37VA27 Veterans and Beneficiaries Guardianship Records-VA 38VA23 Veterans and Beneficiaries Identification and Records Location Subsystem-VA 39VA047 Veterans and Dependents Inactive Award Account Records-VA 40VA42 Veterans and Dependents (Living and Deceased) National Cemetery System, Correspondence and Inquiry File-VA 41VA41 Veterans and Dependents National Cemetery Gravesite Reservation Records-VA 42VA41 Veterans and Dependents National Cemetery Interment Records-VA 43VA71 Veterans, Dependents of Veterans, and VA Beneficiary Survey Records- VA 44VA01 Veterans Appellate Records System-VA 45VA23 Veterans Assistance Discharge System (VADS)-VA 46VA00 Veterans, Beneficiaries and Attorneys United States Government Insurance Award Records- VA 48VA40B Veterans (Deceased) Headstone or Marker Records-VA 53VA00 Veterans Mortgage Life Insurance-VA 54VA136 Veteran's Spouse or Dependent Civilian Health and Medical Care Records-VA 55VA26 Loan Guaranty Home, Condominium and Manufactured Home Loan Applicant Records. Specially Adapted Housing Applicant Records and Vendee Loan Applicant Records-VA. 56VA119 Automated Medication Processing Records-VA 57VA125 Voluntary Service Records-VA 58VA21/22/28 Compensation, Pension, Education, and Rehabilitation Records-VA 60VA23 Repatriated American Prisoners of War-VA 62VA08 Resident Engineer Assignment System-VA 63VA05 Grievance Records-VA 64VA116 Vietnam Veterans Readjustment Counseling Program--VA 65VA122 Community Placement Program-VA 66VA53 Inspector General Complaint Center Records-VA 67VA30 PROS/KEYS User Permissions Data Base-VA 68VA05 VA Employee Counseling Services Program Records-VA 69VA114 Ionizing Radiation Registry-VA 71VA53 Office of Inspector General Management Information System-VA 73VA14 Health Professional Scholarship Program-VA 75VA001B Administrator's Official Correspondence Records-VA 76VA05 General Personnel Records (Title 38)-VA 77VA11 Health Care Provider Credentialing and Privileging Records-VA 78VA331 Integrated Data Communications Utility Network Management Data Base-VA 79VA162 Decentralized Hospital Computer Program (DNCP) Medical Management Records-VA 81VA01 Representatives' Fee Agreement Records System-VA 83VA07 VA Police Badge and Training Records System 84VA111K National Chaplain management Information System (NCMIS) 85VA047 Chief Financial Officer and Fiscal Officer Designation and Certification Records System-VA 86VA058 Workers' Compensation/Occupational Safety and Health Management Information System-VA 87VA045 Automated Customer Registration System (ACRS)-VA 88VA20A6 Accounts Receivable Records-VA 89VA161 Means Test Verification Records-VA VA Appendix 1-Addresses of Veterans Administration Facilities-VA <DOC> VETERANS AFFAIRS DEPARTMENT 01VA022 System name: Current and Former Accredited Representative, Claims Agent, and Representative and Claims Agent Applicant and Rejected Applicant Records--VA. System location: Records are maintained in the Office of General Counsel (022), and in the Veterans Benefits Administration (213C), Department of Veterans Affairs Central Office, Washington, DC 20420. Records will also be maintained in the District Counsel Offices, and the security offices of the following components of the Veterans Benefits Administration: Regional Offices, and the Hines, Illinois and Philadelphia, Pennsylvania automated benefits records centers. Records also will be maintained in the Computer security office for the Integrated Data Communications Utility at the Department of Veterans Affairs Medical Center in Martinsburg, West Virginia. Address locations are listed in VA Appendix I as set forth in the Federal Register publication, ``Privacy Act Issuances,'' 1993 Compilation. Categories of individuals covered by the system: The following categories of individuals will be covered by the system: (1) Individuals recommended by a recognized organization and accredited or previously accredited by VA to represent claimants for benefits; (2) claims agents (not attorneys) independent of a service organization who have applied for, and/or accredited or previously accredited by VA to represent claimants for benefits; (3) individuals whose names have been submitted to VA by service organizations for accreditation or who have applied to VA to become claims agents; and (4) attorneys who have applied for, currently hold, or previously held the privilege of remote access to Veterans Benefits Administration automated claims records. Categories of records in the system: Records (or information contained in records) in this system may include: (1) Name and other identifying information; (2) address; (3) service organization affiliations; (4) claims agent examination and grade; (5) correspondence concerning prospective, present, or former claims agents or accredited representatives including claims agent recommendations and evaluations from third parties; (6) VA Form 2-21 (Application for Accreditation as Service Organization Representative); (7) Application for Accreditation as Agent forms; (8) investigative reports, correspondence and other information concerning the fitness of a prospective, present, or former claims agent, accredited representative or attorney; (9) documents, decisions, correspondence and other information relating to or including the granting, denial, suspension or termination of accreditation of representatives or claims agents; (10) information concerning an individuals' exercise of remote access privileges to the Veterans Benefits Administration automated claim records, including identification codes and codes used to access various VA automated communications systems and records systems, as well as security profiles and possible security violations; and (11) information, documents, correspondence, and decisions relating to the application for, and the grant, denial, suspension, or revocation of an individual's privilege of remote access to Veterans Benefits Administration automated claim records. Authority for maintenance of the system: Title 38, United States Code, Sections 501(a), 5902 and 5904. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: 1. The record 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. 2. Any information in this system, except for the name and address of a veteran, which is relevant to a suspected violation or reasonably imminent violation of law, whether civil criminal or regulatory in nature and whether arising by general or program statute or by regulation, rule or order issued pursuant thereto, may be disclosed to a Federal, State, local or foreign agency charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. 3. The name and address of a veteran which is relevant to a suspected violation or reasonably imminent violation of law, whether civil, criminal or regulatory in nature and whether arising by general or program statute or by regulation, rule or order issued pursuant thereto, may be disclosed to a Federal agency charged with the responsibility of investigating or prosecuting such violation, or charged with enforcing or implementing the statute, regulation or order issued pursuant thereto, in response to its official request. 4. The name and address of a veteran, which is relevant to a suspected violation or reasonably imminent violation of law concerning public health or safety, whether civil, criminal or regulatory in nature whether arising by general or program statute or by regulation, rule or order issued pursuant thereto, may be disclosed to any foreign, State or local governmental agency or instrumentality charged under applicable law with the protection of the public health or safety if a qualified representative of such organization, agency or instrumentality has made a written request that such name and address be provided for a purpose authorized by law. 5. The name, business address and service organization affiliation(s) of accredited representatives and claims agents may be disclosed to requesting service organizations, claimants for benefits and the general public in order to aid the requestor in verifying the identity and service organization affiliation of the accredited representative. 6. Listings containing the names, business addresses, and status of accreditation of present and former accredited representatives may be provided to recognized service organizations. 7. The name and address of a prospective, present, or former accredited representative, and any information concerning such accredited representative which is relevant to a refusal to grant accreditation, or a potential or past suspension or termination of accreditation of such representative, may be disclosed to the service organization(s) with whom the representative is affiliated. 8. The name and address of a prospective, present, or former accredited representative, and any information which is relevant to a suspected violation or reasonably imminent violation of law, whether civil, criminal, or regulatory in nature and whether arising by general or program statute or by regulation, rule, or order issued pursuant thereto, may be disclosed to a Federal agency charged with the responsibility of investigating or prosecuting such violation, or charged with enforcing or implementing the statute, regulation, or order issued pursuant thereto. 9. Any information in this system may be disclosed to the Department of Justice (DoJ), including U.S. Attorneys, upon its official request, or by VA upon its own initiative, in order for the U. S. Government, VA, or any VA official acting in his/her official capacity to respond to pleadings, interrogatories, orders or inquiries from the DoJ, and to supply the DoJ with information, to enable the DoJ to represent the U.S. Government in any phrase of litigation or in any case or controversy. 10. The name and address of an accredited representative, claims agent or attorney and any information concerning such individual relating to a suspension, revocation, or potential suspension or revocation of that individual's privilege of remote access to Veterans Benefits Administration automated claim records, may be disclosed to any recognized service organization with which the accredited representative is affiliated, and to any entity employing the individual to represent veterans on claims for veterans benefits. 11. The name and address of a former accredited representative, claims agent or attorney, and any information concerning such individual, except a veteran's name and home address, which is relevant to a revocation of remote access privileges to Veterans Benefits Administration automated claim records may be disclosed to an appropriate governmental licensing organization where VA determines that the individual's conduct which resulted in revocation merits reporting. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Active records are maintained in individual folders stored in file cabinets. File cards with name and business addresses of individuals covered by this system are maintained in file cabinets. Listings of accredited representatives and claim agents are maintained both on magnetic disk and in hard copy in file cabinets. Identification codes and codes used to access various VA automated communications systems and records systems, as well as security profiles and possible security violations, are maintained on magnetic media in a secured environment within VA workspaces. Hard copies are maintained in locked containers. Retrievability: Records and file cards are maintained in alphabetical order by last name of the individuals covered by this system. Information concerning possible security violations associated with exercise or remote access privileges is retrieved by individual assignment numbers. Information concerning individual security profiles and codes assigned to an individual for that person to obtain access to various computer systems is retrieved by the individual's assignment number. Safeguards: 1. Access to and use of these records are limited to those persons whose official duties require such access. Personnel screening is employed to prevent unauthorized disclosure. 2. Access to Automated Data Processing files is controlled at two levels: (1) Terminals, central processing units, and peripheral devices are generally placed in secure areas (areas that are locked or have limited access) or are otherwise protected; and (2) the system recognizes authorized users by means of an individually unique password entered in combination with an individually unique user identification code. 3. Access to automated records concerning identification codes and codes used to access various VA automated communications systems and records systems, as well as security profiles and possible security violations is limited to designated automated systems security personnel who need to know the information in order to maintain and monitor the security of the VA's automated communications and veterans' claim records systems. Access to these records in automated form is controlled by individually unique passswords/codes. Agency personnel may have access to the information on a needto know basis when necessary to advise agency security personnel or for use to suspend or revoke access privileges or to make disclosures authorized by a routine use. 4. Access to VA facilities where identification codes, passwords, security profiles and possible security violations are maintained is controlled at all hours by the Federal Protective Service, VA or other security personnel and security access control devices. Retention and disposal: Records are maintained as long as the individual is an active accredited representative or claims agent. Once the representative or agent becomes inactive, the inactive records are maintained by the Veterans Affairs Central Office, Records Management Section for 3
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