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Privacy Act: [ 07VA138] Department of Medicine and Surgery Engineering Employee Management Information Records-VA....


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<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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