Notice2022-10844
Privacy Act of 1974; System of Records
Primary source
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Published
May 20, 2022
Issuing agencies
Veterans Affairs Department
Abstract
Pursuant to the Privacy Act of 1974, notice is hereby given that the Department of Veterans Affairs (VA) is amending the system of records entitled, "Administrator's Official Correspondence Records- VA" (75VA001B). VA is amending the system by updating its name, and revising the routine uses of records maintained in the system, including categories of users and the purposes of such uses. VA is republishing the system notice in its entirety. The aforementioned system of records is hereby retitled "Case and Correspondence Management (CCM)-VA" (75VA001B).
Full Text
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<title>Federal Register, Volume 87 Issue 98 (Friday, May 20, 2022)</title>
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[Federal Register Volume 87, Number 98 (Friday, May 20, 2022)]
[Notices]
[Pages 31061-31064]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-10844]
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DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Department of Veterans Affairs (VA).
ACTION: Notice of a modified system of records.
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SUMMARY: Pursuant to the Privacy Act of 1974, notice is hereby given
that the Department of Veterans Affairs (VA) is amending the system of
records entitled, ``Administrator's Official Correspondence Records-
VA'' (75VA001B). VA is amending the system by updating its name, and
revising the routine uses of records maintained in the system,
including categories of users and the purposes of such uses. VA is
republishing the system notice in its entirety. The aforementioned
system of records is hereby retitled ``Case and Correspondence
Management (CCM)-VA'' (75VA001B).
DATES: Comments on this modified system of records must be received no
later than 30 days after date of publication in the Federal Register.
If no public comment is received during the period allowed for comment
or unless otherwise published in the Federal Register by VA, the
modified system of records will become effective a minimum of 30 days
after date of publication in the Federal Register. If VA receives
public comments, VA shall review the comments to determine whether any
changes to the notice are necessary.
ADDRESSES: Comments may be submitted through <a href="http://www.Regulations.gov">www.Regulations.gov</a> or
mailed to VA Privacy Service, 810 Vermont Avenue NW, (005R1A),
Washington, DC 20420. Comments should indicate that they are submitted
in response to ``Case and Correspondence Management (CCM)'' (75VA001B).
Comments received will be available at <a href="http://regulations.gov">regulations.gov</a> for public
viewing, inspection, or copies.
FOR FURTHER INFORMATION CONTACT: Carrie McVicker, Executive Secretary,
Office of the Executive Secretary, Office of the Secretary, Department
of Veterans Affairs, 810 Vermont Avenue NW, Washington, DC 20420, (202)
461-4861, <a href="/cdn-cgi/l/email-protection#89eae8fbfbe0eca7e4eaffe0eae2ecfbc9ffe8a7eee6ff"><span class="__cf_email__" data-cfemail="412220333328246f2c223728222a24330137206f262e37">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION:
I. Description of the System of Records
This system of records, now known as ``Case and Correspondence
Management (CCM),'' is the Secretary's official correspondence record,
and includes the name, address and other identifying information
pertaining to the correspondent, as well as background information
concerning matters which the correspondent has brought to the
Department's attention. The system of records also contains documents
generated within VA that may contain the names, addresses and other
identifying information of individuals who conduct business with VA, as
well as material received, background information compiled and/or
response sent.
II. Proposed Routine Use Disclosures of Data in the System
VA is rewriting existing routine uses in the system using plain
language. The use of plain language in these routine uses does not, and
is not intended to, change the disclosures authorized under these
routine uses. VA is amending, deleting, rewriting and reorganizing the
order of the routine uses in this system of records, as well as adding
new routine uses. Accordingly, the following changes are made to the
current routine uses and are incorporated in the amended system of
records notice.
[[Page 31062]]
Current routine use number 1 is amended for clarity to reflect VA's
authorization to disclose individually identifiable information to
Members of Congress, or a staff person acting for the Member, when the
Member or staff person requests the records on behalf of and at the
written request of the individual.
Current routine use number 2 is deleted in its entirety and the
information contained therein is clarified with the addition of routine
use number 11.
New routine use number 2 addresses disclosure of information by VA
to appropriate agencies, entities, and persons when (1) VA suspects or
has confirmed that there has been a breach of the system of records;
(2) VA has determined that as a result of the suspected or confirmed
breach there is a risk of harm to individuals, VA (including its
information systems, programs, and operations), the Federal Government,
or national security; and (3) the disclosure made to such agencies,
entities, and persons is reasonably necessary to assist in connection
with VA's efforts to respond to the suspected or confirmed breach or to
prevent, minimize, or remedy such harm.
Current routine use number 3 is deleted in its entirety and the
information contained therein is clarified with the addition of routine
use 5.
New routine use number 3 addresses disclosure by VA to another
Federal agency or Federal entity, when VA determines that the
information is reasonably necessary to assist the recipient agency or
entity in (1) responding to a suspected or confirmed breach; or (2)
preventing, minimizing, or remedying the risk of harm to individuals,
the recipient agency or entity (including its information systems,
programs, and operations), the Federal Government, or national
security, resulting from a suspected or confirmed breach.
Current routine use number 4 is deleted in its entirety and the
information contained therein is clarified with the addition of routine
use number 6.
New routine use number 4 addresses disclosure by VA of information
that, either alone or in conjunction with other information, indicates
a violation or potential violation of law, whether civil, criminal, or
regulatory in nature, to a Federal, state, local, territorial, tribal,
or foreign law enforcement authority or other appropriate entity
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing such law. The
disclosure of the names and addresses of veterans and their dependents
from VA records under this routine use must also comply with the
provisions of 38 U.S.C. 5701.
Current routine use number 5 is deleted in its entirety and the
information contained therein is clarified with the addition of routine
use number 4.
New routine use number 5 addresses disclosure by VA to the
Department of Justice (DoJ), or in a proceeding before a court,
adjudicative body, or other administrative body before which VA is
authorized to appear, when:
(a) VA or any component thereof;
(b) Any VA employee in his or her official capacity;
(c) Any VA employee in his or her individual capacity where DoJ has
agreed to represent the employee; or
(d) The United States, where VA determines that litigation is
likely to affect the agency or any of its components, is a party to
such proceedings or has an interest in such proceedings, and VA
determines that use of such records is relevant and necessary to the
proceedings.
Current routine use number 6 is deleted in its entirety.
New routine use number 6 addresses disclosure by VA to contractors,
grantees, experts, consultants, students, and others performing or
working on a contract, service, grant, cooperative agreement, or other
assignment for VA, when reasonably necessary to accomplish an agency
function related to the records.
Current routine use number 7 is deleted in its entirety and the
information contained therein is clarified with the addition of routine
use number 2 and 3.
New routine use number 7 addresses disclosure by VA to the Office
of Personnel Management (OPM) in connection with the application or
effect of civil service laws, rules, regulations, or OPM guidelines in
particular situations.
New routine use number 8 addresses disclosure of information to the
Equal Employment Opportunity Commission (EEOC) in connection with
investigations of alleged or possible discriminatory practices,
examination of Federal affirmative employment programs, or other
functions of the Commission as authorized by law.
New routine use number 9 addresses disclosure of information to the
Federal Labor Relations Authority (FLRA) in connection with the
investigation and resolution of allegations of unfair labor practices;
the resolution of exceptions to arbitration awards when a question of
material fact is raised; matters before the Federal Service Impasses
Panel; and the investigation of representation petitions and the
conduct or supervision of representation elections.
New routine use number 10 addresses disclosure of information to
the Merit Systems Protection Board (MSPB) in connection with appeals,
special studies of the civil service and other merit systems, review of
rules and regulations, investigation of alleged or possible prohibited
personnel practices, and such other functions promulgated in 5 U.S.C.
1205 and 1206, or as authorized by law.
New routine use number 11 addresses disclosure of information to
the National Archives and Records Administration (NARA) in records
management inspections conducted under 44 U.S.C. 2904 and 2906, or
other functions authorized by laws and policies governing NARA
operations and VA records management responsibilities.
III. Compatibility of the Proposed Routine Uses
Release of information from these records, pursuant to routine
uses, will be made only in accordance with the Privacy Act of 1974. The
Privacy Act of 1974 permits agencies to disclose information about
individuals, without their consent, for a routine use when the
information will be used for a purpose that is compatible with the
purpose for which the information was collected. VA has determined that
the disclosure of information for the above-stated purposes in the
proposed amendment to routine uses is a proper and necessary use of the
information collected by the electronic document tracking system and is
compatible with the purpose for which VA collected the information.
Signing Authority
The Senior Agency Official for Privacy, or designee, approved this
document and authorized the undersigned to sign and submit the document
to the Office of the Federal Register for publication electronically as
an official document of the Department of Veterans Affairs. Kurt D.
DelBene, Assistant Secretary for Information and Technology and Chief
Information Officer, approved this document on April 5, 2022 for
publication.
[[Page 31063]]
Dated: May 17, 2022.
Amy L. Rose,
Program Analyst, VA Privacy Service, Office of Information Security,
Office of Information and Technology, Department of Veterans Affairs.
SYSTEM NAME AND NUMBER:
Case and Correspondence Management (CCM)-VA (75VA001B)
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Paper records are maintained in the Office of the Executive
Secretary (001B), Office of the Secretary, Department of Veterans
Affairs (VA) Central Office (VACO), 810 Vermont Avenue NW, Washington,
DC 20420. Records are also maintained in VIEWS. Copies of some
documents may be located in other offices throughout VACO and
occasionally at field facilities, such as the Veterans Health
Administration VA medical centers and Veterans Integrated Service
Network offices; Veterans Benefits Administration regional offices and
Area Offices; National Cemetery Administration national cemeteries and
Memorial Service Network offices. Address locations for VA field
facilities are listed in Appendix 1 of the biennial publication of the
VA Privacy Act Issuances.
SYSTEM MANAGER(S):
Carrie McVicker, Executive Secretary, Office of the Executive
Secretary (001B), Office of the Secretary, Department of Veterans
Affairs, 810 Vermont Avenue NW, Washington, DC 20420,
<a href="/cdn-cgi/l/email-protection#7a191b0808131f5417190c1319111f083a0c1b541d150c"><span class="__cf_email__" data-cfemail="43202231312a266d2e20352a202826310335226d242c35">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
38 U.S.C. 501.
PURPOSE(S) OF THE SYSTEM:
The purpose of this system is to permit VA to identify and respond
to individuals and/or organizations who have submitted correspondence
or documents to VA. The system of records also contains documents
generated within VA that may contain the names, addresses and other
identifying information of individuals who conduct business with VA.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who voluntarily provide personal contact information
when submitting correspondence or other documents to the Department,
including, but not limited to: Members of Congress and their staff,
officials and representatives of other Federal agencies, State, local
and tribal governments, foreign governments, and veterans service
organizations; representatives of private or commercial entities;
veterans and other VA beneficiaries; VA employees; and other
individuals who correspond with the VA Secretary and Deputy Secretary
and other VA officials.
CATEGORIES OF RECORDS IN THE SYSTEM:
Full name, postal address, email address, phone and fax numbers of
individuals corresponding with the Department, the name of the
organization or individual being represented, as well as supporting
documents.
RECORD SOURCE CATEGORIES:
Records in this system are derived from processing replies to
correspondence, and other inquiries that originate from Members of
Congress; other Federal agencies; State, local and tribal governments;
foreign governments, veterans service organizations; representatives of
private or commercial entities; veterans and their beneficiaries; VA
employees; and other individuals who correspond with VA or one of its
components. Records maintained include material received, background
information compiled and/or response sent.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. Congress: To a Member of Congress or staff acting upon the
Member's behalf when the Member or staff requests the information on
behalf of, and at the request of, the individual who is the subject of
the record.
2. Data breach response and remediation, for VA: To appropriate
agencies, entities, and persons when (1) VA suspects or has confirmed
that there has been a breach of the system of records, (2) VA has
determined that as a result of the suspected or confirmed breach there
is a risk of harm to individuals, VA (including its information
systems, programs, and operations), the Federal Government, or national
security; and (3) the disclosure made to such agencies, entities, and
persons is reasonably necessary to assist in connection with VA's
efforts to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
3. Data breach response and remediation, for another Federal
agency: To another Federal agency or Federal entity, when VA determines
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in (1) responding to a suspected
or confirmed breach or (2) preventing, minimizing, or remedying the
risk of harm to individuals, the recipient agency or entity (including
its information systems, programs, and operations), the Federal
Government, or national security, resulting from a suspected or
confirmed breach.
4. Law Enforcement: To a Federal, state, local, territorial,
tribal, or foreign law enforcement authority or other appropriate
entity charged with the responsibility of investigating or prosecuting
such violation or charged with enforcing or implementing such law,
provided that the disclosure is limited to information that, either
alone or in conjunction with other information, indicates a violation
or potential violation of law, whether civil, criminal, or regulatory
in nature. The disclosure of the names and addresses of veterans and
their dependents from VA records under this routine use must also
comply with the provisions of 38 U.S.C. 5701.
5. DoJ for Litigation or Administrative Proceeding: To the
Department of Justice (DoJ), or in a proceeding before a court,
adjudicative body, or other administrative body before which VA is
authorized to appear, when:
(a) VA or any component thereof;
(b) Any VA employee in his or her official capacity;
(c) Any VA employee in his or her individual capacity where DoJ has
agreed to represent the employee; or
(d) The United States, where VA determines that litigation is
likely to affect the agency or any of its components, is a party to
such proceedings or has an interest in such proceedings, and VA
determines that use of such records is relevant and necessary to the
proceedings.
6. Contractors: To contractors, grantees, experts, consultants,
students, and others performing or working on a contract, service,
grant, cooperative agreement, or other assignment for VA, when
reasonably necessary to accomplish an agency function related to the
records.
7. OPM: To the Office of Personnel Management (OPM) in connection
with the application or effect of civil service laws, rules,
regulations, or OPM guidelines in particular situations.
8. EEOC: To the Equal Employment Opportunity Commission (EEOC) in
connection with investigations of alleged or possible discriminatory
practices, examination of Federal affirmative employment programs, or
other functions of the Commission as authorized by law.
[[Page 31064]]
9. FLRA: To the Federal Labor Relations Authority (FLRA) in
connection with the investigation and resolution of allegations of
unfair labor practices, the resolution of exceptions to arbitration
awards when a question of material fact is raised, matters before the
Federal Service Impasses Panel, and the investigation of representation
petitions and the conduct or supervision of representation elections.
10. MSPB: To the Merit Systems Protection Board (MSPB) in
connection with appeals, special studies of the civil service and other
merit systems, review of rules and regulations, investigation of
alleged or possible prohibited personnel practices, and such other
functions promulgated in 5 U.S.C. 1205 and 1206, or as authorized by
law.
11. NARA: To the National Archives and Records Administration
(NARA) in records management inspections conducted under 44 U.S.C. 2904
and 2906, or other functions authorized by laws and policies governing
NARA operations and VA records management responsibilities.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained on paper in the Office of the Executive
Secretary (001B), Department of Veterans Affairs, 810 Vermont Avenue
NW, Washington, DC 20420. Records are also maintained electronically in
VIEWS.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved using name, claim file number, social
security number, date of birth, and other unique identifiers belonging
to the individual to whom the information pertains.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are retained and disposed of in accordance
with the schedule approved by the Archivist of the United States,
Records Schedule Number DAA-0015-2018-0002.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Hard copy records are maintained in a controlled facility, where
physical entry is restricted by the use of locks, guards, and/or
administrative procedures. Records are also maintained in VIEWS. Access
to records is limited to those employees who require the records to
perform their official duties consistent with the purpose for which the
information was collected. All personnel whose official duties require
access to the information are trained in the proper safeguarding and
use of the information.
RECORD ACCESS PROCEDURES:
Individuals seeking information on the existence and content of
records in this system pertaining to them should contact the system
manager in writing as indicated above. A request for access to records
must contain the requester's full name, address, telephone number, be
signed by the requester, and describe the records sought in sufficient
detail to enable VA personnel to locate them with a reasonable amount
of effort.
CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or amend records in this system
pertaining to them should contact the system manager in writing as
indicated above. A request to contest or amend records must state
clearly and concisely what record is being contested, the reasons for
contesting it, and the proposed amendment to the record.
NOTIFICATION PROCEDURES:
Generalized notice is provided by the publication of this notice.
For specific notice, see Record Access Procedure, above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
74 FR 30361 (June 25, 2009).
[FR Doc. 2022-10844 Filed 5-19-22; 8:45 am]
BILLING CODE 8320-01-P
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