Privacy Act: [88VA244]...

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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]


[Page 64074-29212]


     Record access procedures: 
       VA employees or family members wishing to request access to 
   records pertaining to them should contact the VA Employee Alcoholism 
   and Drug Abuse or Counseling Services Program Counselor or 
   Coordinator who arranged for counseling or treatment. Individuals 
   must furnish their name and date of birth for their records to be 
   located and identified.
       An individual must also follow the VA's Privacy Act regulations 
   and procedures regarding verification of identity and amendment of 
   records.
     Contesting record procedures: 
       VA employees or family members wishing to request amendment to 
   these records should contact the Program Counselor or Coordinator who 
   arranged for counseling or treatment. Individuals must furnish their 
   name and date of birth for their records to be located and 
   identified.
       An individual must also follow the VA's Privacy Act regulations 
   and procedures regarding verification of identity and amendment of 
   records.
     Record source categories: 
       Information in this system of records comes from the individual 
   to whom it applies, the supervisor of the employee, if the employee 
   was referred by a supervisor for counseling, the Program Counselors 
   or Coordinators who recorded counseling sessions, and therapists or 
   institutions providing treatment.

   #..69VA131

   #....System name: 

       Ionizing Radiation Registry-VA.
     System location: 
       Character-based data from Ionizing Radiation Code Sheets are 
   maintained in a registry data set at the Austin Automation Center, 
   1615 Woodward Street, Austin, Texas 78772. Since the data set at the 
   Austin Automation Center (AAC) is not all-inclusive, i.e., 
   narratives, signatures, etc., noted on the code sheets are not 
   entered into this system, images of the code sheets are maintained at 
   the Department of Veterans Affairs, Environmental Agents Service 
   (131), 810 Vermont Avenue, NW, Washington, DC 20420. These are 
   electronic images of paper records, i.e., code sheets, medical 
   records, questionnaires and correspondence that are stored on optical 
   disks.
     Categories of individuals Covered by this System:
       Veterans who may have been exposed to ionizing radiation while on 
   active military duty and have had an Ionizing Radiation Registry 
   (IRR) examination at a Department of Veterans Affairs (VA) medical 
   facility under conditions described in Title 38 United States Code 
   (U.S.C.) section 1710(e)(1)(B) and section 1710(e)(1)(B) and section 
   1720E. These conditions include:
       1. On-site participation in a test involving the atmospheric 
   detonation of a nuclear device (between 1945 and 1962), at a nuclear 
   device testing site--the Pacific Island, e.g., Bikini, New Mexico, 
   Nevada, etc. (whether or not the testing nation was the United 
   States);
       2. participation in the occupation of Hiroshima or Nagasaki, 
   Japan, from August 6, 1945, through July 1, 1946;
       3. internment as a POW in Japan during World War II which the 
   Secretary of Veterans Affairs determines resulted in an opportunity 
   for exposure to ionizing radiation comparable to that of veterans 
   involved in the occupation of Hiroshima or Nagasaki, Japan; and
       (a) Veterans who apply for hospital or nursing home care under 
   Title 38 United States Code, Chapter 17;
       (b) Files a claim for compensation under Title 38 United States 
   Code, Chapter 11; or
       (c) Dies and is survived by a spouse, child, or parent who files 
   a claim for dependency and indemnity compensation under Title 38 
   United States Code, Chapter 3;
       4. Treatment with nasopharyngeal (NP) radium irradiation while in 
   the active military, naval or air service.
     Categories of records in the system: 
       These records consist of: Code sheet records containing VA 
   facility code identifier where veteran was examined or treated; 
   veteran's name; address; social security number; military service 
   serial number; claim number; date of birth; telephone number; sex; 
   report of birth defects among veteran's children or grandchildren; 
   dates of medical examinations; consultations; radiogenic related 
   diseases; and name and signature of examiner/physician coordinator.
       In addition, there may be medical records with information 
   relating to the examination and/or treatment, including laboratory 
   findings on vision, hearing, blood tests, electrocardiograms, chest 
   x-rays, urinalysis, laboratory report displays, medical certificates 
   to support diagnosis; progress notes; military unit assignments; 
   questionnaires; and correspondence relating to veteran's exposure 
   history; personal history, e.g., education, marital status, 
   occupational history, family history, complaints/symptoms; personal 
   medical history, habits, recreation, reproductive and family history, 
   physical measurements; military discharge records; and VA claims for 
   compensation.
     Authority for maintenance of the system: 
       Title 38, United States Code (U.S.C.) sec. 1710(e)(1)(B) and sec. 
   1710(e)(1)(B) and sec. 1720E.
   Purpose(s): 
       The records will be used for the purpose of providing information 
   about veterans who have had an IRR examination at a VA facility; 
   assisting in generating hypotheses for research studies; providing 
   management with the capability to track patient demographics, 
   reported birth defects among veterans' children or grandchildren and 
   radiogenic related diseases; and planning and delivery of health care 
   services and associated costs.
     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 written request of, that individual.
       2. Disclosure of records covered by this system, as deemed 
   necessary and proper to named individuals serving as accredited 
   service organization representatives and other individuals named as 
   approved agents or attorneys for a documented purposes and period of 
   time, to aid beneficiaries in the preparation and presentation of 
   their cases during the verification and/or due process procedures and 
   in the presentation and prosecution of claims under laws administered 
   by the Department of Veterans Affairs.
       3. A record containing the name(s) and address(es) of present or 
   former members of the armed services and/or their dependents may be 
   released from this system of records under certain circumstances:
       (a) To any nonprofit organization if the release is directly 
   connected with the conduct of programs and the utilization of 
   benefits under Title 38, and
       (b) To any criminal or civil law enforcement 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 standing written 
   request that such name(s) or address(es) be provided for a purpose 
   authorized by law; provided, further, that the record(s) will not be 
   used for any purpose other than that stated in the request and that 
   the organization, agency or instrumentality is aware of the penalty 
   provision of 38 U.S.C. 3301(f).
       4. Disclosure may be made to the National Archives and Records 
   Administration (NARA) in records management inspections conducted 
   under authority of Title 44 U.S.C.
       5. Disclosure of information, excluding name and address (unless 
   name and address is furnished by the requestor) for research purposes 
   determined to be necessary and proper, to epidemiological and other 
   research facilities approved by the Under Secretary for Health.
       6. In order to conduct Federal research necessary to accomplish a 
   statutory purpose of an agency, at the written request of the head of 
   the agency, or designee of the head of that agency, the name(s) and 
   address(es) of present or former personnel or the Armed Services and/
   or their dependents may be disclosed.
       (a) To a Federal department or agency or
       (b) Directly to a contractor of a Federal department or agency. 
   When a disclosure of this information is to be made directly to the 
   contractor, VA may impose applicable conditions on the department, 
   agency, and/or contractor to insure the appropriateness of the 
   disclosure to the contractor.
       7. Any information in this system may be disclosed to a Federal 
   grand jury, a Federal court or a party in litigation, or a Federal 
   agency or party to an administrative proceeding being conducted by a 
   Federal agency, in order for VA to respond to and comply with the 
   issuance of a Federal subpoena.
       8. Any information in this system may be disclosed to a State or 
   municipal grand jury, a State or municipal court or a party in a 
   litigation, or to a State or municipal administrative agency 
   functioning in a quasi-judicial capacity or a party to a proceeding 
   being conducted by such agency, in order for VA to respond to and 
   comply with the issuance of a State or municipal subpoena; provided, 
   that any disclosure or claimant information made under this routine 
   use must comply with the provisions of 38 CFR 1.511.
       9. In the event that a record maintained by VA to carry out its 
   functions indicates a violation or potential violation of law, 
   whether civil, criminal or regulatory in nature, and whether arising 
   by general statute or particular program statute, or by regulation, 
   rule or order issued pursuant thereto, information may be disclosed 
   to the appropriate agency whether Federal, State, local or foreign, 
   charged with the responsibility of investigating or prosecuting such 
   violation or charged with enforcing or implementing the statute or 
   rule, regulation or order issued pursuant thereto.
       10. For program review purposes and the seeking of accreditation 
   and/or certification, disclosure may be made to survey teams of the 
   Joint Commission on Accreditation of Healthcare Organizations 
   (JCAHO), College of American Pathologists, American Association of 
   Blood Banks, and similar national accreditation agencies or boards 
   with whom VA has a contract or agreement to conduct such reviews but 
   only to the extent that the information is necessary and relevant to 
   the review.
     Policies and practices for storing, retrieving, accessing, 
   Retaining and Disposing of records in the system:  
     Storage: 
       Electronic data are maintained on Direct Access Storage Devices 
   at the AAC, Austin, Texas, and on optical disks at VA Headquarters, 
   Washington, DC. AAC stores registry tapes for disaster back up at an 
   off-site location. VA Headquarters also have back-up optical disks 
   stored off-site. In addition to electronic data, registry reports are 
   maintained on paper documents and microfiche. Records will be 
   maintained and disposed of in accordance with records disposition 
   authority approved by the Archivist of the United States.
     Retrievability: 
       Documents are retrieved by name of veteran, social security 
   number and service serial number.
     Safeguards: 
       Access to records at VA Headquarters is only authorized to VA 
   personnel on a ``need to know'' basis. Records are maintained in 
   manned rooms during working hours. During non-working hours, there is 
   limited access to the building with visitor control by security 
   personnel. Registry data maintained at the AAC can only be updated by 
   authorized AAC personnel. Read access to the data is granted through 
   a telecommunications network to authorized VA Headquarters personnel. 
   AAC reports are also accessible through a telecommunications network 
   on a read-only basis to the owner (VA facility) of the data. Access 
   is limited to authorized employees by individually unique access 
   codes which are changed periodically. Physical access to the AAC is 
   generally restricted to AAC staff, VA Headquarters employees, 
   custodial personnel, Federal Protective Service and authorized 
   operational personnel through electronic locking devices. All other 
   persons gaining access to the computer rooms are escorted. Backup 
   records stored off-site for both the AAC and VA Headquarters are 
   safeguarded in secured storage areas.
     Retention and disposal: 
       Records will be maintained and disposed of in accordance with 
   records disposition authority approved by the Archivist of the United 
   States.
     System manager(s) and address: 
       Program Chief for Clinical Matters, Office of Public Health and 
   Environmental Hazards (13) (for clinical issues) and Management/
   Program Analyst, Environmental Agents Service (131) (for 
   administrative issues,) VA Headquarters, 810 Vermont Avenue, NW, 
   Washington, DC 20420.
     Notification procedure: 
       An individual who wishes to determine whether a record is being 
   maintained in this system under his or her name or other personal 
   identifier, or wants to determine the contents of such record, should 
   submit a written request or apply in person to the last VA facility 
   where medical care was provided or submit a written request to the 
   Program Chief for Clinical Matters, Office of Public Health and 
   Environmental Hazards (13) or the Management/Program Analyst, 
   Environmental Agents Service (131), VA Headquarters, 810 Vermont 
   Avenue, NW, Washington, DC 20420. Inquiries should include the 
   veteran's name, social security number, service serial number, and 
   return address.
     Record access procedures: 
       An individual who seeks access to records maintained under his or 
   her name may write or visit the nearest VA facility or write to the 
   Program Chief for Clinical Matters, Office of Public Health and 
   Environmental Hazards (13) or the Management/Program Analyst, 
   Environmental Agents Service (131), VA Headquarters, 810 Vermont 
   Avenue, NW., Washington, DC 20420.
     Contesting records Procedures:
       Refer to previous item ``Record Access Procedures.''
     Record source categories: 
       VA patient medical records, various automated record systems 
   providing clinical and managerial support to VA health care 
   facilities, the veteran, family members, and records from Veterans 
   Benefits Administration, Department of Defense, Department of the 
   Army, Department of the Air Force, Department of the Navy and other 
   Federal agencies.

   #.. 71VA53

   #....System name: Office of Inspector General Management Information 
      System, 71VA53.

     System location: 
       Office of Inspector General (53D), Management Information Staff, 
   Veterans Administration, 810 Vermont Avenue, NW, Washington, DC 
   20420, and the Computer Sciences Corporation Infonet Timesharing 
   System, Beltsville, Maryland.
     Categories of individuals covered by the system: 
       The following category of individuals will be covered by the 
   system: All personnel assigned to Office of Inspector General 
   including auditors, investigators and administrative support staff.
     Categories of records in the system: 
       Records (or information contained in records) may include: (1) 
   Individual's name; (2) social security number; (3) date of birth; (4) 
   service computation date; (5) career status; (6) assigned station; 
   (7) job series; (8) education; (9) grade; (10) evaluation due date; 
   (11) assignments; (12) travel; (13) experience; (14) training; and 
   (15) audit and investigation case tracking data (e.g., case number, 
   budgeted and actual staff days, target and completion dates, findings 
   and results).
     Authority for maintenance of the system: 
       Title 38, U.S.C., Section 210 and Pub. L. 95-452, sections 4, 5, 
   and 6.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       None.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Active records are stored on magnetic disk, with backup active 
   records and inactive records maintained on magnetic tape. Records are 
   also stored on computer printouts.
     Retrievability: 
       Records are retrieved by social security number or name.
     Safeguards: 
       Records will be maintained in a private library accessible only 
   to authorized users. Access to records will be limited to VA 
   employees on a ``need-to-know'' basis by control of passwords and 
   authorized user identification codes. Computer system documentation 
   will be maintained in a secure environment in the Office of Inspector 
   General, Va Central Office. Physical access to printouts and data 

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