Privacy Act of 1974; System of Records
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Issuing agencies
Abstract
As required by the Privacy Act of 1974, notice is hereby given that VA is modifying the system of records titled "VHA Corporate Data Warehouses-VA" (172VA10). This system is used for clinical decision support, mobile applications presenting patient data, and statistical analysis to produce various management, workload tracking, and follow- up reports. It is also used to track and evaluate the ordering and delivery of equipment, services, and patient care; track the planning, distribution, and utilization of resources; monitor the performance of Veterans Integrated Service Networks; and allocate clinical and administrative support to patient medical care.
Full Text
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<title>Federal Register, Volume 90 Issue 176 (Monday, September 15, 2025)</title>
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[Federal Register Volume 90, Number 176 (Monday, September 15, 2025)]
[Notices]
[Pages 44479-44483]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-17710]
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DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Veterans Health Administration (VHA, Department of Veterans
Affairs (VA).
ACTION: Notice of a modified system of records.
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SUMMARY: As required by the Privacy Act of 1974, notice is hereby given
that VA is modifying the system of records titled ``VHA Corporate Data
Warehouses-VA'' (172VA10). This system is used for clinical decision
support, mobile applications presenting patient data, and statistical
analysis to produce various management, workload tracking, and follow-
up reports. It is also used to track and evaluate the ordering and
delivery of equipment, services, and patient care; track the planning,
distribution, and utilization of resources; monitor the performance of
Veterans Integrated Service Networks; and allocate clinical and
administrative support to patient medical care.
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 ``VHA Corporate Data Warehouses-VA'' (172VA10). Comments
received will be available at <a href="https://www.Regulations.gov/">https://www.Regulations.gov/</a> for public
viewing, inspection, or copies.
FOR FURTHER INFORMATION CONTACT: Ms. 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#e4b79081948c858a8d85caa3968d82828d8aa49285ca838b92"><span class="__cf_email__" data-cfemail="a9faddccd9c1c8c7c0c887eedbc0cfcfc0c7e9dfc887cec6df">[email protected]</span></a>, telephone
number 704-245-2492 (Note: This is not a toll-free number).
SUPPLEMENTARY INFORMATION: VA is modifying the system of records by
revising the categories of records in the system, record source
categories, purpose(s) of the system, routine uses of records
maintained in the system records, Notification Procedure, and Appendix
A. VA is republishing the system notice in its entirety.
Categories of records in the system and record source categories
are being modified to change 121VA10A7 to 121VA10.
Purpose(s) of the system is being updated to add, ``to monitor the
performance and produce management and actuarial reports of VHA and
Veterans Integrated Service Networks,'' and include, ``The records and
information may be used and shared, including through application
programming interfaces (API), to meet statutory mandates regarding
health care related programs.''
Routine uses of records maintained in the system is adding the
following:
Routine use #1 and routine use #17 are duplicate. Therefore,
routine use #17 is being replaced with a new routine use to state,
``Centers for Disease Control and Prevention (CDC): To CDC and/or their
designee or other Federal or state public health authorities in
response to its request or at the initiation of VA, in connection with
disease-tracking, patient outcomes, bio-surveillance or other health
information required for program accountability.'' VA needs the ability
to conduct disease tracking to impact patient outcomes, respond to
public health threats, and to contribute significantly to the CDC's
ability to conduct and monitor public health surveillance.
Routine use #26 is being added to state, ``National Cancer
Institute (NCI): To the NCI and/or their designee and/or a state cancer
or tumor registry in response to its request or at the initiation of VA
for the purpose of population-based activities to improve health and
disease management.'' VA needs the ability to determine trends in the
rates of the incidence of cancer in Veterans.
Routine use #27 is being added to state, ``Third Party Non-
Governmental/Governmental Applications: To a third party non-
Governmental or Governmental application through the Provider Directory
Application Programming Interface concerning health care provider's
professional qualification. Information to be disclosed may include
provider name, national provider identifier (NPI), VA medical facility
address, VA employee email, VA facility telephone number, sex, and
languages used.'' VA needs to share provider information maintained in
the corporate data warehouse through APIs with third party non-
Governmental and Governmental applications mandated by the Centers for
Medicaid and Medicare Services for the purpose of complying with 45 CFR
156.221(i).
The policies and practices for retention and disposal of records is
being updated to replace ``General Records Schedule 20, item 4'' with
``General Records Schedule 5.2, item 020.''
The Notification Procedure section is being update to state
``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''.
Appendix A is being updated to change ``HealtheIntent at Cerner
Technology Centers (CTC)'' to ``Oracle Health Data Intelligence (HDI)
at Oracle Technology Centers'', Change ``Picture'' to ``Platform in
``VA Common Operating Picture, Palantir Foundry'' and to remove ``Data
Lake'' from ``VA
[[Page 44480]]
Enterprise Cloud, Microsoft Azure'' to reflect the different locations
where data may reside in Microsoft Azure.
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 July 23, 2025, for publication.
Dated: September 10, 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:
VHA Corporate Data Warehouses--VA (172VA10)
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records are located in VA National Data Centers and the contracted
data centers listed in Appendix A.
SYSTEM MANAGER(S):
Officials responsible for policies and procedures: Chief Health
Informatics Officer, Department of Veterans Affairs, 810 Vermont Avenue
NW, Washington, DC 20420. Telephone number 202-461-5834 (This is not a
toll-free number).
Officials maintaining this system of records: Director, National
Data Systems, <a href="/cdn-cgi/l/email-protection#eb9d838a858f9898849985ab9d8ac58c849d"><span class="__cf_email__" data-cfemail="dfa9b7beb1bbacacb0adb19fa9bef1b8b0a9">[email protected]</span></a>, Austin Information Technology Center,
1615 Woodward Street, Austin, TX 78772. The telephone number is 512-
326-6188 (Note: This is not a toll-free number).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
38 U.S.C. 501.
PURPOSE(S) OF THE SYSTEM:
The records and information may be used for clinical decision
support, mobile applications presenting patient data, statistical
analysis to produce various management, workload tracking, and follow-
up reports; to track and evaluate the ordering and delivery of
equipment, services and patient care; for the planning, distribution
and utilization of resources; to monitor the performance and produce
management and actuarial reports of the VHA and VISNs; and to allocate
clinical and administrative support to patient medical care. The data
may be used for VA's extensive research programs in accordance with VA
policy and to monitor for bio-terrorist activity. In addition, the data
may be used to assist in workload allocation for patient treatment
services including provider panel management, nursing care, clinic
appointments, surgery, diagnostic and therapeutic procedures; to plan
and schedule training activities for employees; for audits, reviews and
investigations conducted by the network directors office and VA Central
Office; for quality assurance audits, reviews, and investigations; for
law enforcement investigations; for reporting purposes for Veterans
authorizations and preferences and other Veterans Health Information
Exchange reporting needs; and for health care operations and for
personnel management, evaluation and employee ratings, and performance
evaluations. The records in the system may be used to perform
calculations and derive data using machine learning, natural language
processing, and other artificial intelligence tools to create
additional data that is validated, stored, and then made available to
system users for the other purposes described within this section. The
records and information may be used and shared, including through APIs,
to meet statutory mandates regarding health care related programs.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The records contain information for Veterans, members of the armed
services, current and former employees, trainees, caregivers,
contractors, sub-contractors, consultants, volunteers, and other
individuals working collaboratively with VA who are:
(1) receiving health care from VA;
(2) receiving health care from Department of Defense (DoD);
(3) providing health care; or
(4) employed by VA or DoD.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records include information related to:
1. Patient health record detailed information, including
information from patient medical records--VA (24VA10A7) and Patient
national databases--VA (121VA10) and from the Health Information
Exchange--VA (168VA005).
2. Identifying information (such as: name, birth date, death date,
admission date, discharge date, sex, social security number, taxpayer
identification number); address information such as home and/or mailing
address, home telephone number); emergency contact information such as
name, address, telephone number, and relationship; prosthetic and
sensory aid serial numbers; health record numbers; integration control
numbers; information related to medical examination or treatment (such
as the location of the VA medical facility providing examination or
treatment, treatment dates, and medical conditions treated or noted on
examination); and information related to military service and status.
3. Patient health insurance information, including information from
revenue program billing and collection records--VA (114VA10).
4. Medical benefit and eligibility information, including
information from revenue program billing and collection records--VA
(114VA10).
5. Patient aggregate workload data such as admissions, discharges,
and outpatient visits; resource utilization such as laboratory tests,
x-rays, pharmaceuticals, prosthetics, and sensory aids; employee
workload and productivity data.
6. Information on services or products needed in the provision of
medical care (such as pacemakers, prosthetics, dental implants, and/or
hearing aids), vendor name and address, details about and/or evaluation
of service or product, price/fee, and dates purchased and delivered.
7. Health care practitioners' names, identification number, and
other demographic information related to position.
8. Employees salary and benefit information.
9. Financial information from the Financial Management System.
10. Human resource information including employee grade, salary,
and tour of duty;
11. Compensation and pension determinations, Veteran eligibility,
and other information associated with administering Veteran benefits by
the Veterans Benefit Administration.
12. Data from other Federal agencies.
13. Patient self-entered data through online forms (such as data
from glucometers, step counters, and other personal medical devices).
14. Data derived from the above through calculations, machine
learning, automated natural language processing, other artificial
intelligence tools, and manually entered data confirming derived data
results.
RECORD SOURCE CATEGORIES:
Information in this system of records is provided by Veterans, VA
employees, VA computer systems, the Veterans
[[Page 44481]]
Health Information Systems and Technology Architecture, the VA
electronic health record system, contracted computer systems, VA
medical centers, VA program offices, VISNs, DoD, other Federal
agencies, such as the CDC, state agencies, and non-VA health care
providers, and from the following VA systems of records: patient
medical records--VA (24VA10A7); patient national databases--VA
(121VA10), the Health Information Exchange--VA (168VA005); and the
revenue program billing and collection records--VA (114VA10).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To the extent that records contained in the system include
information protected by 45 CFR parts 160 and 164 (individually
identifiable health information) and 38 U.S.C. 7332 (medical treatment
information related to drug abuse; alcoholism or alcohol abuse; sickle
cell anemia; or infection with the human immunodeficiency virus--that
information cannot be disclosed under a routine use unless there is
also specific statutory authority in 38 U.S.C. 7332 and regulatory
authority in 45 CFR parts 160, 161, and 164.
1. Law Enforcement, 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 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(f).
2. External Source, for Identification: To any source from which
additional information is requested (to the extent necessary to
identify the individual, inform the source of the purpose(s) of the
request, and to identify the type of information requested), when
necessary to obtain information relevant to an individual's
eligibility, care history, or other benefits.
3. Federal Agencies, for Employment: To a Federal agency, except
the United States Postal Service, or to the District of Columbia
government, in response to its request, in connection with that
agency's decision on the hiring, transfer, or retention of an employee,
the issuance of a security clearance, the letting of a contract, or the
issuance of a license, grant, or other benefit by that agency.
4. 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.
5. 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.
6. Department of Justice (DOJ) for Litigation or 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.
7. Former Employee, Contractor, or Representative, for State
Licensing Board (SLB) Reporting: 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 or in consideration of
reporting that the individual's professional health care activity so
significantly failed to conform to generally accepted standards of
professional medical practice as to raise reasonable concern for the
health and safety of patients, to a Federal agency, a state or local
government licensing board, or the Federation of State Medical Boards
or a similar nongovernmental entity that maintains records concerning
individuals' employment histories or concerning the issuance,
retention, or revocation of licenses, certifications, or registration
necessary to practice an occupation, profession, or specialty.
8. SLB, for Licensing: To a Federal agency, a state or local
government licensing board, the Federation of State Medical Boards, or
a similar non-governmental entity that maintains records concerning
individuals' employment histories or concerning the issuance,
retention, or revocation of licenses, certifications, or registration
necessary to practice an occupation, profession, or specialty, to
inform such non-governmental entities about the health care practices
of a terminated, resigned, or retired health care employee whose
professional health care activity so significantly failed to conform to
generally accepted standards of professional medical practice as to
raise reasonable concern for the health and safety of patients in the
private sector or from another Federal Agency. These records may also
be disclosed as part of an ongoing computer matching program to
accomplish these purposes.
9. Joint Commission, for Accreditation: To survey teams of the
Joint Commission, College of American Pathologists, American
Association of Blood Banks, and similar national accreditation agencies
or boards with which VA has a contract or agreement to conduct such
reviews, as relevant and necessary for the purpose of program review or
the seeking of accreditation or certification.
10. National Certifying Body: To a national certifying body which
has the authority to make decisions concerning the issuance, retention
or revocation of licenses, certifications or registrations required to
practice a health care profession, when requested in writing by an
investigator or supervisory official of the national certifying body
for the purpose of making a decision concerning the issuance, retention
or revocation of the license, certification or registration of a named
health care professional.
11. Unions: To officials of labor organizations recognized under 5
U.S.C. Ch. 71 when relevant and necessary to their duties of exclusive
representation concerning personnel policies, practices, and matters
affecting working conditions.
12. VA-Appointed Representative: To the VA-appointed representative
of an employee of all notices, determinations, decisions, or other
written communications issued to the employee in connection with an
examination ordered by VA under medical evaluation (formerly fitness-
for-duty) examination procedures or Department filed disability
retirement procedures.
13. Merit Systems Protection Board (MSPB): To the 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
[[Page 44482]]
promulgated in 5 U.S.C. 1205 and 1206, or as authorized by law.
14. Equal Employment Opportunity Commission (EEOC): To the 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.
15. Federal Labor Relations Authority (FLRA): To the 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.
16. 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.
17. CDC: To CDC and/or their designee or other Federal or state
public health authorities in response to its request or at the
initiation of VA, in connection with disease-tracking, patient
outcomes, bio-surveillance or other health information required for
program accountability.
18. 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.
19. Federal Agencies, for Fraud and Abuse: To other Federal
agencies to assist such agencies in preventing and detecting possible
fraud or abuse by individuals in their operations and programs.
20. 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 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, or
persons is reasonably necessary to assist in connection with VA efforts
to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
21. 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.
22. Office of Management and Budget (OMB) for Coordination,
Evaluation of Federal Programs: To OMB for the performance of its
statutory responsibilities for evaluating Federal programs.
23.DoD: To DoD for joint ventures between the two Departments to
promote improved patient care, better health care resource utilization,
and formal research studies.
24. 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.
25. Health Care Effectiveness Data and Information Set or Similar
Auditors: To health plans, quality review and/or peer review
organizations in connection with the audit of claims or other review
activities to determine quality of care or compliance with
professionally accepted claims processing standards.
26. NCI: To NCI and/or their designee and/or a state cancer or
tumor registry in response to its request or at the initiation of VA
for the purpose of population-based activities to improve health and
disease management.
27. Third Party Non-Governmental/Governmental Applications: To a
third party non-Governmental application through the Provider Directory
Application Programming Interface concerning health care provider's
professional qualification. Information to be disclosed may include:
provider name, NPI, VA medical facility address, VA employee email, VA
facility telephone number, sex, and languages used.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained on storage area networks, both in the Austin
Information Technology Center and the VA Enterprise Cloud.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by name, Social Security number or other
assigned identifiers of the individuals on whom they are maintained.
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 Schedule 5.2, item 020.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
1. Access to and use of VA data warehouses are limited to those
persons whose official duties require such access, and the VA has
established security procedures to ensure that access is appropriately
limited. Information security officers and system data stewards review
and authorize data access requests. VA regulates data warehouse access
with security software that relies on network authentication. VA
requires information security training to all staff and instructs staff
on the responsibility each person has for safeguarding data
confidentiality.
2. Physical access to computer rooms housing VA data warehouses are
restricted to authorized staff and protected by a variety of security
devices. Unauthorized employees, contractors, and other staff are not
allowed in computer rooms.
3. Data transmissions between VA operational systems and VA data
warehouses maintained by this system of record are protected by state-
of-the-art telecommunication software and hardware. This may include
firewalls, intrusion detection devices, encryption, and other security
measures necessary to safeguard data as it travels across the VA wide
area network.
4. In most cases, copies of back-up computer files are maintained
at off-site locations.
5. Access to Cerner Technology Centers is generally restricted to
Cerner employees, contractors or associates with a Cerner issued
identification badge and other security personnel cleared for access to
the data center. Access to computer rooms housing Federal data, hence
Federal enclave, is restricted to persons Federally cleared for Federal
enclave access through electronic badge entry devices. All other
persons, such as custodians, gaining access to Federal enclave are
escorted.
6. VA Enterprise Cloud data storage conforms to security protocols
as stipulated in VA Directives 6500 and 6517. Access control standards
are stipulated in specific agreements with cloud vendors to restrict
and monitor access.
[[Page 44483]]
RECORD ACCESS PROCEDURE:
Individuals seeking information on the existence and content of
records in this system pertaining to them may write to the Director of
national Data Systems, Austin Information Technology Center, 1615
Woodward Street, Austin, TX 78772. 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 may write to the Director of National Data Systems,
Austin Information Technology Center, 1615 Woodward Street, Austin, TX
78772. 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: 86 FR 72688.
VA APPENDIX A
------------------------------------------------------------------------
Database name Location
------------------------------------------------------------------------
Corporate Data Warehouse............... Austin Information Technology
Center, 1615 Woodward Street,
Austin, TX 78772.
Oracle Health Data Intelligence at Primary Data Center, Kansas
Oracle Technology Centers. City, MO.
Continuity of Operations/
Disaster, Recovery Data
Center, Lee Summit, MO.
VA Common Operating Platform, Palantir Participating servers in the
Foundry. United States.
VA Enterprise Cloud, Microsoft Azure... Participating servers in the
United States.
VA Informatics and Computing Austin Information Technology
Infrastructure. Center, 1615 Woodward Street,
Austin, TX 78772.
VA Enterprise Cloud, Amazon Web Participating servers in the
Services. United States.
------------------------------------------------------------------------
[FR Doc. 2025-17710 Filed 9-12-25; 8:45 am]
BILLING CODE 8320-01-P
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</html>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.