Notice2025-15591
Privacy Act of 1974; System of Records
Primary source
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Published
August 15, 2025
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 establishing a new system of records titled, Federal Immersive Learning Management Records-VA (217VA10). This system will allow for real-time collaboration, creation, and dissemination of simulation training content, scenarios, and simulation best practices, which will enable the delivery of high value care through better adoption of clinical simulation and all modalities training capabilities in the Veterans Health Administration (VHA).
Full Text
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<title>Federal Register, Volume 90 Issue 156 (Friday, August 15, 2025)</title>
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[Federal Register Volume 90, Number 156 (Friday, August 15, 2025)]
[Notices]
[Pages 39483-39485]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-15591]
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DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Veterans Health Administration, Department of Veterans Affairs.
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) is establishing a new
system of records titled, Federal Immersive Learning Management
Records-VA (217VA10). This system will allow for real-time
collaboration, creation, and dissemination of simulation training
content, scenarios, and simulation best practices, which will enable
the delivery of high value care through better adoption of clinical
simulation and all modalities training capabilities in the Veterans
Health Administration (VHA).
DATES: Comments on this new system of records must be received no later
than 30 days after the 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.
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 the Federal Immersive Learning Management Records-VA
(217VA10). 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: Stephania Griffin, VHA Chief Privacy
Officer, Department of Veterans Affairs, 810 Vermont Avenue NW,
(10DH03A), Washington, DC 20420; <a href="/cdn-cgi/l/email-protection#0a597e6f7a626b64636b244d78636c6c63644a7c6b246d657c"><span class="__cf_email__" data-cfemail="3d6e49584d555c53545c137a4f545b5b54537d4b5c135a524b">[email protected]</span></a>; or 704-245-
2492 (Note: This is not a toll-free number).
SUPPLEMENTARY INFORMATION:
I. Description of Proposed Systems of Records
The Federal Immersive Learning Management System (Fed ILMS)
facilitates real-time collaboration, creation, and dissemination of
simulation training content, enabling users to acquire and refine
essential skills. It supports diverse learning modalities, interactive
simulations, Virtual Reality/Augmented Reality/Extended Reality (VR/AR/
XR) applications, a set of technical standards for the e-learning
software Shareable Content Object Reference Model, experience
application programming interface courses, live/on-demand events, 2 and
3 dimensional booths, and interactive meetings with comprehensive
tracking of user progress and outcomes.
II. Proposed Routine Use Disclosures of Data in the System
VA is proposing the following routine use disclosures of
information maintained in the system:
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
[[Page 39484]]
Federal Government, or national security, resulting from a suspected or
confirmed breach.
4. Law Enforcement Authorities, for Reporting Violations of Law: 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, 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. A
disclosure of information about Veterans and their dependents from VA
claims files under this routine use must also comply with the
provisions of 38 U.S.C. 5701(f).
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 any of the following 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: (a) VA or any
component thereof; (b) any VA employee in his or her official capacity;
(c) any VA employee in his or her official 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.
6. National Archives and Records Administration (NARA): To NARA in
records management inspections conducted under 44 U.S.C. 2904 and Sec.
2906, or other functions authorized by laws and policies governing NARA
operations and VA records management responsibilities.
7. Equal Employment Opportunity Commission (EEOC): To EEOC in
connection with investigations of alleged or possible discriminatory
practices, the examination of Federal affirmative employment programs,
or other functions of the Commission as authorized by law.
8. 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.
9. 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.
10. 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.
11. Other Federal Agencies: To other Federal agencies for the
purpose of tracking training completion by their employees in the
Federal Immersive Learning Management System.
12. Academic Universities: To academic universities for the purpose
of tracking training completion in Fed ILMS for their students.
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. Eddie Pool,
Deputy Chief Information Officer, Connectivity and Collaboration
Services, Performing the Delegable Duties of the Assistant Secretary
for Information and Technology and Chief Information Officer, approved
this document on June 25, 2025 for publication.
Dated: August 13, 2025.
Saurav Devkota,
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:
Federal Immersive Learning Management Records-VA'' (217VA10).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
These records are the responsibility of the Simulation Learning,
Evaluation, Assessment, and Research National SimVET Center, 13800
Veterans Way, Building 13, Orlando, FL 32827. Records are maintained in
the Microsoft Government Cloud at Creative Veteran Productions in
Maitland, Florida.
SYSTEM MANAGER(S):
Associate Director for Training, Office of Healthcare Innovative
and Learning, <a href="/cdn-cgi/l/email-protection#8adcc2cbd9c6c3c9cfd9dfdadac5d8decafceba4ede5fc"><span class="__cf_email__" data-cfemail="13455b52405f5a5056404643435c41475365723d747c65">[email protected]</span></a>, 13800 Veterans Way, Building 13,
Orlando, Florida 32827. Telephone number 407-631-9503 (Note: this is
not a toll-free number).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
38 U.S.C. 7301.
PURPOSE(S) OF THE SYSTEM:
The records and information will be used to provide access to the
Federal Immersive Learning Management System (Fed ILMS) for both VA and
non-VA users. The user information may be used to track training
completion, assist in troubleshooting issues with access to Fed ILMS or
any training courses, and solicit feedback on training provided.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Veterans, dependents, VA employees, other Federal employees,
members of the public, and clinical trainees that are users of Fed
ILMS.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records include information such as full name, personal email
address, business email address, User ID, Veterans Integrated System
Network location, biometrics (voice and video recording), and user chat
messaging.
RECORD SOURCE CATEGORIES:
Records and information in this system are provided by Veterans,
dependents, VA employees, other Federal employees, members of the
public, clinical trainees, and Talent Management System.
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.
[[Page 39485]]
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 Authorities, for Reporting Violations of Law: 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, 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. A
disclosure of information about Veterans and their dependents from VA
claims files under this routine use must also comply with the
provisions of 38 U.S.C. 5701(f).
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 any of the following 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: (a) VA or any
component thereof; (b) any VA employee in his or her official capacity;
(c) any VA employee in his or her official 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.
6. National Archives and Records Administration (NARA): To NARA in
records management inspections conducted under 44 U.S.C. 2904 and Sec.
2906, or other functions authorized by laws and policies governing NARA
operations and VA records management responsibilities.
7. Equal Employment Opportunity Commission (EEOC): To EEOC in
connection with investigations of alleged or possible discriminatory
practices, the examination of Federal affirmative employment programs,
or other functions of the Commission as authorized by law.
8. 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.
9. 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 Sec. 1206, or as authorized by law.
10. 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.
11. Other Federal Agencies: To other Federal agencies for the
purpose of tracking training completion by their employees in the
Federal Immersive Learning Management System.
12. Academic Universities: To academic universities for the purpose
of tracking training completion in Fed ILMS for their students.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
These records are maintained in electronic storage media in VA
Information Technology systems.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by name or email address.
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 Control Schedule (RCS) 10-1, item 1100.40B. Dependents and
members of the public records will be unscheduled and maintained
indefinitely.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
The system is hosted in Microsoft infrastructure as a service cloud
computing environment that has been authorized at the moderate-impact
level under the Federal Risk and Authorization Management Program. The
secure site-to-site encrypted network connection is limited to access
via the VA trusted internet connection. VHA will maintain the data in
compliance with applicable VA security policy directives that specify
the standards that will be applied to protect sensitive personal
information. Access to VA working space is restricted to VA employees
on a ``need to know'' basis.
RECORD ACCESS PROCEDURE:
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 and 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 PROCEDURE:
Individuals who wish to be notified if a record in this system of
records pertains to them should submit the request following the
procedures described in ``Record Access Procedures,'' above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
[FR Doc. 2025-15591 Filed 8-14-25; 8:45 am]
BILLING CODE 8320-01-P
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