Home > 1997 Privacy Act Documents > Privacy Act: [04VA115]...Privacy Act: [04VA115]...
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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]
[Page 20862-16707]
#.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
04VA115 Blood Donor Information-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
11VA51 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
19VA53 Missing Veterans File-VA
20VA138 Motor Vehicle Operator Accident Records-VA
22VA136 Patient and Employee Infectious Disease 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
33VA113 National Prosthetic Patient Database (NPPD)-VA
34VAl2 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 VA Supervised Fiduciary/Beneficiary and General
Investigative Records-VA
38VA21 Veterans and Beneficiaries Identification 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
43VA008 Veterans, Dependents of Veterans, and VA Beneficiary
Survey Records- VA
44VA01 Veterans Appellate Records System-VA
45VA21 Veterans Assistance Discharge System-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
54VA17 Health Administration Center Civilian Health and Medical
Program Records-VA
55VA26 Loan Guaranty Home, Condominium and Manufactured Home Loan
Applicant Records. Specially Adapted Housing Applicant Records and
Vendee Loan Applicant Records-VA.
57VA10C2 Voluntary Service Records-VA
58VA21/22/28 Compensation, Pension, Education, and Rehabilitation
Records-VA
60VA21 Repatriated American Prisoners of War-VA
63VA05 Grievance Records-VA
64VA15 Readjustment Counseling Program (RCS) Vet Center 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
69VA131 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
79VA19 Veterans Health Information Systems and Technology
Architecture (VistA) 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
88VA244 Accounts Receivable Records-VA
89VA19 Health Eligibility Records-VA
92VA045 Electronic Document Management System (EDMS)-VA
93VA131 Gulf War Registery-VA
95VA00M Center for Minority Veterans Management Information
System-VA
97VA105 Consolidated Data Information System-VA
98VA104 Disaster Emergency Medical Personnel System -VA
102VA05 Agency-Initiated Personnel Actions (Title 38)-VA
101VA08 Professional Standards Board Action and Proficiency
Rating folder (Title 38)--VA.
105VA131 Agent Orange Registry--VA
106VA17 Compliance Records, Response, and Resolution of Reports
of Persons Allegedly Involved in Compliance Violations--VA
107VA008B Program Evaluation Research Data Records--VA.
108VA119 Spinal Cord Dysfunction-Registry (SCD-R)--VA
111VA95E Center for Acquisition and Material Management Education
Online (CAMEO).
VA Appendix 1-Addresses of Veterans Administration Facilities-VA
#.. 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
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