Notice2023-23327
Privacy Act of 1974; System of Records
Primary source
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Published
October 23, 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) is modifying the system of records titled "Veterans Affairs Profile-VA" (192VA30). VA Profile contains information about Veterans; their families, caregivers, and survivors; and other VA customers to facilitate the title 38 benefits and services provided by the different administrations and program offices.
Full Text
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<title>Federal Register, Volume 88 Issue 203 (Monday, October 23, 2023)</title>
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[Federal Register Volume 88, Number 203 (Monday, October 23, 2023)]
[Notices]
[Pages 72820-72823]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-23327]
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DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Veterans Experience Office, 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 modifying the system of
records titled ``Veterans Affairs Profile-VA'' (192VA30). VA Profile
contains information about Veterans; their families, caregivers, and
survivors; and other VA customers to facilitate the title 38 benefits
and services provided by the different administrations and program
offices.
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 the 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, (005X6F),
Washington, DC 20420. Comments should indicate that they are submitted
in response to'' Veterans Affairs Profile-VA'' (192VA30). Comments
received will be available at <a href="http://regulations.gov">regulations.gov</a> for public viewing,
inspection or copies.
FOR FURTHER INFORMATION CONTACT: Trisha Dang, Veterans Experience
Office (VEO), Department of Veterans Affairs, 810 Vermont Ave. NW,
Building 810,
[[Page 72821]]
Washington, DC 20420; Telephone (202) 461-9898; email
<a href="/cdn-cgi/l/email-protection#2a5e584359424b044e4b444d6a5c4b044d455c"><span class="__cf_email__" data-cfemail="780c0a110b1019561c19161f380e19561f170e">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: VA is modifying the Veterans Affairs Profile
system of records by making minor revisions to the Routine Uses of
Records Maintained in the System; and updating the System Location;
Purpose of the System; Categories of Individuals Covered by the System;
Categories of Records in the System; Record Source Categories; Policies
and Practices for Storage of Records; Administrative, Technical, and
Physical Safeguards; Record Access Procedures; and Contesting Record
Procedures.
The Report of Intent to Amend a System of Records Notice and an
advance copy of the system notice have been sent to the appropriate
Congressional committees and to the Director of the Office of
Management and Budget (OMB) as required by 5 U.S.C. 552a(r) (Privacy
Act) and guidelines issued by OMB (65 FR 77677), December 12, 2000.
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 September 13, 2023 for
publication.
Dated: October 18, 2023.
Amy L. Rose,
Government Information Specialist, VA Privacy Service, Office of
Compliance, Risk and Remediation, Office of Information and Technology,
Department of Veterans Affairs.
SYSTEM NAME AND NUMBER:
Veterans Affairs Profile (VA Profile) (192VA30).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The VA Profile system is maintained in a system known as the VA
Profile Data Repository (VA PROFILEDB) hosted at an OI&T approved VA
sponsored data warehouse location via secured cloud storage on a
Federal Risk and Authorization Management Program (FedRAMP) certified
VA Enterprise Cloud (VAEC).
SYSTEM MANAGER(S):
Trisha Dang, Veterans Experience Office (VEO), Department of
Veterans Affairs, 810 Vermont Ave. NW, Building 810, Washington, DC
20420; Telephone (202) 461-9898; email <a href="/cdn-cgi/l/email-protection#9de9eff4eef5fcb3f9fcf3faddebfcb3faf2eb"><span class="__cf_email__" data-cfemail="87f3f5eef4efe6a9e3e6e9e0c7f1e6a9e0e8f1">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
38 U.S.C. 501, 7304.
PURPOSE(S) OF THE SYSTEM:
The purpose of VA Profile is to serve as the authoritative data
source for common customer profiles of Veterans; their families,
caregivers, and survivors; and other VA customers. The profile data in
this system of records is mastered and synchronized with information in
other data sources, meet VA data quality standards, and is updated
using a single touchpoint service. Through synchronization of
information from various data sources, VA Profile provides VA
administrations and program offices with a customer profile that is
accurate, relevant, complete, and timely.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Records in the system contain information about Veterans; their
families, caregivers, and survivors; and eligible beneficiaries who are
receiving or have received title 38 benefits and services; and other
individuals who may be entitled to title 38 benefits and services.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records may include identifying data and contact information, such
as names; mailing and residential addresses; daytime, evening, mobile,
and fax phone numbers; and email addresses.
RECORD SOURCE CATEGORIES:
Records contain information provided by Veterans as well as their
families, advocates, and dependents. Information is also obtained from
other VA components and systems of records, including National Patient
Database-VA (121VA10A7), VA/DoD Identity Repository (138VA005Q);
Enrollment and Eligibility Records-VA (147VA10), Veterans Health
Information Systems and Technology Architecture (VistA) Records-VA
(79VA10),Compensation, Pension, Education, and Vocational
Rehabilitation and Employment Records (58VA21/22/28), Administrative
Data Repository-VA (150VA19), and supplemented with information
purchased from data brokers.
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 (a) VA suspects or has confirmed
that there has been a breach of the system of records; (b) 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 (c) 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 (a) responding to a suspected
or confirmed breach or (b) 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
a violation or potential violation of law, whether civil, criminal, or
regulatory in nature, 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 such a
violation or potential violation. 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, Litigation, 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
[[Page 72822]]
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.
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.
12. Federal Agencies, for Computer Matches: To other federal
agencies for the purpose of conducting computer matches to obtain
information to determine or verify eligibility of veterans receiving VA
benefits or medical care under title 38.
13. Federal Agencies, for Research: To a Federal agency for the
purpose of conducting research and data analysis to perform a statutory
purpose of that Federal agency upon the prior written request of that
agency.
14. Researchers, for Research: To epidemiological and other
research facilities approved by the Under Secretary for Health for
research purposes determined to be necessary and proper, provided that
the names and addresses of veterans and their dependents will not be
disclosed unless those names and addresses are first provided to VA by
the facilities making the request.
15. Federal Agencies, Courts, Litigants, for Litigation or
Administrative Proceedings: To another federal agency, court, or party
in litigation before a court or in an administrative proceeding
conducted by a federal agency, when the government is a party to the
judicial or administrative proceeding.
16. Consumer Reporting Agencies: To a consumer reporting agency for
the purpose of locating the individual, obtaining a consumer report to
determine the ability of the individual to repay an indebtedness to the
United States, or assisting in the collection of such indebtedness,
provided that the provisions of 38 U.S.C. 5701(g)(2) and (4) have been
met, and the disclosure is limited to information as is reasonably
necessary to identify such individual or concerning that individual's
indebtedness to the United States by virtue of the person's
participation in a benefits program administered by the Department.
17. Law Enforcement, for Locating Fugitive: To any Federal, state,
local, territorial, tribal, or foreign law enforcement agency to
identify, locate, or report a known fugitive felon, in compliance with
38 U.S.C. 5313B(d).
18. OMB: To the Office of Management and Budget (OMB) for the
performance of its statutory responsibilities for evaluating Federal
programs.
19. Nonprofits, for Release of Names and Addresses (RONA): To a
nonprofit organization if the release is directly connected with the
conduct of programs and the utilization of benefits under Title 38,
provided that the disclosure is limited to the names and addresses of
present or former members of the armed services or their beneficiaries,
that the records will not be used for any purpose other than that
stated in the request, and the that organization is aware of the
penalty provision of 38 U.S.C. 5701(f).
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records will be maintained at an OI&T approved VA sponsored data
warehouse location via secured cloud storage on a Federal Risk and
Authorization Management Program (FedRAMP) certified VA Government
Cloud (GovCloud) site.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by name or other identifiers, such as an
internal entry number of a partner system that maintains information on
the individuals.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are maintained and disposed of in accordance
with the schedule approved by the Archivist of the United States,
General Records Schedule 5.2, item 020, which provides for disposition
of intermediary records, e.g., copies of electronic records from one
system that are used as source records to another system.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to VA Profile is limited to those persons whose official
duties require such access. VA has established security procedures to
ensure that access is appropriately limited, including review by
information security officers and system data stewards of data access
requests; and privacy and information security training required
annually of all users of VA information or information systems.
Access is regulated with security software that requires each user
to be authenticated, and the system is hosted on a FedRAMP-certified,
FISMA-high VA Government Cloud (GovCloud); and transmissions are
protected by firewalls, intrusion detection devices, encryption, and
other security measures.
Physical access to computer rooms housing national administrative
databases, warehouses, and data marts is restricted to authorized staff
and protected by a variety of security devices. Unauthorized employees,
contractors, and other staff are not allowed in computer rooms. The
Federal Protective Service or other security personnel provide physical
security for the buildings housing computer rooms and data centers, and
copies of back-up computer files are generally maintained at off-site
locations.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records in this system pertaining to
them must contact the system manager in writing as indicated above. The
request for access must contain the requester's full name, address,
telephone number, and signature, and describe the records sought in
sufficient detail to enable VA to locate them with a reasonable amount
of effort.
[[Page 72823]]
CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or amend records in this system
pertaining to them must contact the system manager in writing as
indicated above. A request to contest or amend must state clearly and
concisely what record is being contested, the basis 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:
87 FR 36207 (June 15, 2022).
[FR Doc. 2023-23327 Filed 10-20-23; 8:45 am]
BILLING CODE P
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</html>Indexed from Federal Register on October 23, 2023.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.