Notice2022-28643
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
January 5, 2023
Issuing agencies
Veterans Affairs Department
Abstract
Pursuant to the Privacy Act of 1974, notice is hereby given that the Department of Veterans Affairs (VA) proposes to establish a new system of records entitled, "Online Forms Submission" (OFS). This system is used by VA employees and contractors to submit a request (e.g., visitor access requests, facility access requests, procurement requests, etc.) and route a request to the relevant individuals for approval.
Full Text
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<title>Federal Register, Volume 88 Issue 3 (Thursday, January 5, 2023)</title>
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[Federal Register Volume 88, Number 3 (Thursday, January 5, 2023)]
[Notices]
[Pages 911-913]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-28643]
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DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Financial Services Center (FSC), Department of Veterans Affairs
(VA).
ACTION: Notice of a new 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) proposes to establish a
new system of records entitled, ``Online Forms Submission'' (OFS). This
system is used by VA employees and contractors to submit a request
(e.g., visitor access requests, facility access requests, procurement
requests, etc.) and route a request to the relevant individuals for
approval.
DATES: Comments on this new 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 new
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.
[[Page 912]]
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 ``Online Forms Submission--211VA0478C''. Comments
received will be available at <a href="http://www.Regulations.gov">www.Regulations.gov</a> for public viewing,
inspection or copies.
FOR FURTHER INFORMATION CONTACT: Howard Ebron, IT Specialist, FSC, 7600
Metropolis Dr., Austin, TX 78744, Telephone: 512-460-5606 (Note: this
is not a toll-free number), Email: <a href="/cdn-cgi/l/email-protection#b6fed9c1d7c4d298f3d4c4d9d8f6c0d798d1d9c0"><span class="__cf_email__" data-cfemail="b0f8dfc7d1c2d49ef5d2c2dfdef0c6d19ed7dfc6">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: OFS is an online form entry portal that
provides VA employees and contractors the ability to submit a request
(e.g., visitor access requests, facility access requests, procurement
requests, etc.) and route a request to relevant individuals for
approval. In accordance with 5 U.S.C. 552a(r), the notice of intent to
publish and an advance copy of the system notice have been sent to the
appropriate Congressional committees and to the Director, Office of
Management and Budget.
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 November 28, 2022 for
publication.
Dated: December 30, 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:
Online Forms Submission--VA (211VA0478C)
SECURITY CLASSIFICATION:
Unclassified
SYSTEM LOCATION:
Records are maintained at the FSC, 7600 Metropolis Dr., Austin, TX
78744.
SYSTEM MANAGER(S):
Jonathan Lindow Information System Owner, FSC, 7600 Metropolis Dr.,
Austin, TX 78744 Email: <a href="/cdn-cgi/l/email-protection#743e1b1a15001c151a5a381d1a101b033402155a131b02"><span class="__cf_email__" data-cfemail="307a5f5e514458515e1e7c595e545f477046511e575f46">[email protected]</span></a> and Eric Gonzalez,
Email: <a href="/cdn-cgi/l/email-protection#2c695e454f026b4342564d4049566c5a4d024b435a"><span class="__cf_email__" data-cfemail="70350219135e371f1e0a111c150a3006115e171f06">[email protected]</span></a>, Telephone: 737-278-1978 (this is not a
toll free number).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Budget and Accounting Act of 1950 and General Accounting Office
Title 8, Chapter 3. Social Security Numbers (SSN) are used to index and
store pay affecting documents. SSNs are required from the customer for
Internal Revenue Service (IRS) tax reporting and cannot be eliminated.
SSNs are required for security clearance processing, which is
authorized under Executive Orders 9397, 10450, 10865, 12333 and 12356;
sections 3301 and 9101 of 5 U.S.C. and Homeland Security Presidential
Directive 12.
PURPOSE(S) OF THE SYSTEM:
The OFS system provides a central web-based location for submitting
forms electronically. OFS allows for the creation of request forms for
submittal, approval, completion routing, auditing and administration.
Approval and completion groups can be created and assigned various
tasks for any form and all routing is data-driven. Audit information is
collected about every submitted form for tracking and process-flows are
reviewed for efficiency. All form submissions are stored electronically
in a centralized database. OFS ensures that only relevant personnel are
involved with completing the requested action(s) on the forms, thereby
improving process efficiency and accuracy.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
These records include information on current and former VA
Employees and Contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records include name, SSN, business email address, personal
email address, business phone number and home address.
RECORD SOURCE CATEGORIES:
Information in this system of records is provided by the VA
Employee or Contractor and pulled from the global address list and/or
active directory.
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. Department of Justice (DOJ), Litigation, Administrative
Proceeding: to 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
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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. Office of Personnel Management (OPM): to OPM in connection with
the application or effect of civil service laws, rules, regulations or
OPM guidelines in particular situations.
8. Equal Employment Opportunity Commission (EEOC): to 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.
9. Federal Labor Relations Authority (FLRA): to 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. Merit Systems Protection Board (MSPB): to 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. National Archives and Records Administration (NARA): to 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.
12. Office of Management and Budget (OMB): to OMB for the
performance of its statutory responsibilities for evaluating Federal
programs.
13. Former Employee, Contractor or Legal Representatives: to a
former VA employee or contractor, as well as the authorized
representative of a current or former employee or contractor of VA, in
connection with matters before the EEOC, FLRA, MSPB or in litigation.
14. Witnesses: to potential witnesses as appropriate and necessary
to perform the agency's functions under 42 U.S.C. 2000d, 29 CFR 1614,
29 CFR 1630, Sections 501, 504 and 505 of the Rehabilitation Act of
1973, 45 CFR Subpart D Sec. 86.31 and 42 U.S.C. 6101-6107.
15. Sources of Information: to any authorized source from which
additional information is requested in the course of processing a
complaint or report of harassment.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records for this system are stored electronically in the OFS
database.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
OFS forms can be retrieved based on unique ID, search based on type
of form and submission date. OFS roles include Auditor, OFS Admin,
Basic User and Supervisor and the user roles which dictate the kind of
the data that can be viewed by the user.
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,
General Records Schedules: 3.1, Item 020; 5.6, Item 111; 5.6, Item 120;
1.1, Item 011; 5.6, Item 010; 2.2, Item 010; and, 2.2, Item 080.
ADMINISTRATIVE, TECHNICAL AND PHYSICAL SAFEGUARDS:
Information in the system is protected from unauthorized access
through administrative, physical, and technical safeguards. Access to
computerized information is restricted to authorized OFS personnel on a
need-to-know basis. OFS personnel require valid Personal Identity
Verification cards and need to be assigned relevant user roles to
access the OFS system.
RECORD ACCESS PROCEDURES:
Individuals seeking information on the existence and content of
records in this system pertaining to them should contact the system
manager(s) 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 records 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:
No privacy exemptions exist for the system.
HISTORY:
None.
[FR Doc. 2022-28643 Filed 1-4-23; 8:45 am]
BILLING CODE 8320-01-P
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</html>Indexed from Federal Register on January 5, 2023.
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