Notice2026-12021
Privacy Act of 1974; System of Records
Primary source
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Published
June 16, 2026
Issuing agencies
Veterans Affairs Department
Abstract
As required by the Privacy Act of 1974, notice is hereby given that VA is modifying the system of records titled "Inspector General Hotline (Complaint Center) Records" (66VA53). This system is used to store records and information related to official complaints made to the OIG about impropriety and wrongdoing related to VA programs and operations.
Full Text
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<title>Federal Register, Volume 91 Issue 115 (Tuesday, June 16, 2026)</title>
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[Federal Register Volume 91, Number 115 (Tuesday, June 16, 2026)]
[Notices]
[Pages 36229-36233]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-12021]
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DEPARTMENT OF VETERANS AFFAIRS
[Docket No. VA-2025-VACO-0001]
Privacy Act of 1974; System of Records
AGENCY: Office of Inspector General (OIG), 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 ``Inspector General
Hotline (Complaint Center) Records'' (66VA53). This system is used to
store records and information related to official complaints made to
the OIG about impropriety and wrongdoing related to VA programs and
operations.
DATES: Comments on this modified system of records must be received no
later than 30 days after 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>
[[Page 36230]]
under docket number VA-2025-VACO-0001 or mailed to VA Privacy Service
(005X6F), 810 Vermont Avenue NW, Washington, DC 20420. Comments should
indicate that they are submitted in response to ``Inspector General
Hotline (Complaint Center) Records'' (66VA53). 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: Chris Wilber, Counselor to the
Inspector General (50C), Office of Inspector General,
<a href="/cdn-cgi/l/email-protection#296a415b405a077e40454b4c5b695f48074e465f"><span class="__cf_email__" data-cfemail="3e7d564c574d106957525c5b4c7e485f10595148">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: OIG has reviewed its system of records
notices and has determined its record system, ``Inspector General
Hotline (Complaint Center) Records'' (66VA53), should be amended to
reflect evolving technology and procedures, to conform to current
practice, and to reflect current authorities. VA is amending the system
of records by revising the Security Classification, Routine Uses,
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records, Retention and Disposal, Record Access
Procedures, and Contesting Record Procedures.
The Security Classification is being updated to state
``Unclassified''. Routine Uses 1-10 are being updated in accordance
with OMB recommendations.
The Policies and Practices for Storing, Retrieving, Accessing,
Retaining, and Disposing of Records within the system are being
modified to state current practices and systems.
The Retention and Disposal section is being amended to include
``Records Control Schedule DAA-0015[middot]2013[middot]0004''.
The Record Access Procedures section is being amended to state that
record access should be requested from the system manager and requests
should include proof of identity and a sufficient description of the
records sought.
The Contesting Record Procedures section is being amended to state
that requests to contest or amend records should be directed to the
system manager, should specify what is being contested, and that most
records in this system are exempt from relevant portions of the Privacy
Act.
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. Eddie Pool, Assistant Secretary for Information and
Technology and Chief Information Officer, Department of Veterans
Affairs approved this document on September 25, 2025 for publication.
Dated: June 11, 2026.
Saurav Devkota,
Government Information Specialist, VA Privacy Service, Office of
Information and Technology, Department of Veterans Affairs.
SYSTEM NAME AND NUMBER:
``Inspector General Hotline (Complaint Center) Records'' (66VA53).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Department of Veterans Affairs (VA), Office of Inspector General
(OIG), Office of Assistant Inspector General for Management and
Administration (53), 810 Vermont Avenue NW, Washington, DC 20420.
SYSTEM MANAGER(S):
Assistant Inspector General for Management and Administration (53),
Department of Veterans Affairs, Office of Inspector General, 810
Vermont Avenue NW, Washington, DC 20420.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Law (Pub. L). 95-452, as amended; 5 U.S.C. 401, et. seq.
PURPOSE(S) OF THE SYSTEM:
The purpose of this system of records is to compile and store
records and information related to official complaints made to the VA
OIG. The Hotline Division is the OIG's complaint center and serves as
the recipient of all types of complaints about impropriety and
wrongdoing related to VA programs and operations. The specific
information about each complaint, including name of complainant, name
of subject, and allegations of improper conduct, is recorded and then
forwarded to the appropriate VA OIG division or external entity for
investigation, review, or resolution. The information is also used to
provide prompt, responsive, and accurate information regarding the
status of Hotline complaints and to provide a record of complaint
disposition and statistical information about complaints.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The following categories of individuals will be covered by the
system: Individuals who are subjects of complaints, complainants, and
witnesses. Subjects, complainants, and witnesses may be VA employees or
third parties (e.g., a veteran, VA beneficiary, contractor, or private
citizen). Subjects are those alleged to have engaged in wrongdoing or
impropriety, criminal, civil, or administrative, either in performance
of their official VA duties or related to the programs and operations
of VA. Subjects include those identified during the investigation of a
complaint. The allegations are made to the OIG Hotline by complainants
or developed by the OIG based on complaints. Complainants are
individuals who have reported the possible existence of an activity
constituting a violation of law, rule, regulation, or mismanagement,
gross waste of funds, abuse of authority or a substantial and specific
danger to the public health and safety. Complaints may also be made
anonymously. Witnesses are individuals who have witnessed or may have
information regarding the possible existence of an activity
constituting a violation of law, rule, regulation, or mismanagement,
gross waste of funds, abuse of authority or a substantial and specific
danger to the public health and safety.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records and information in this system include (1) the name, home
and work address, email address, and home, work and cellular phone
numbers of the complainant and witnesses; (2) the name, title, date of
birth, Social Security Number and home and work address of the subject
of the complaint; and (3) the location and nature of the alleged
wrongdoing. The records maintained in this system may also include: (1)
documentation and other evidence from the complainant and witnesses;
(2) correspondence between the VA OIG Office of Management and
Administration (53) and other components of the Office of Inspector
General, agency departments, and the complainant and witnesses; and (3)
reports based on the investigation of the allegations.
RECORD SOURCE CATEGORIES:
Information is obtained from VA employees, third parties (e.g., a
veteran, VA beneficiary, VA contractor, or private party), the
Government Accountability Office, VA records, Congressional, Federal,
state, and local offices, or agencies.
[[Page 36231]]
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 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 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. A disclosure of information about veterans or
their dependents from VA claims files under this routine use must also
comply with the requirements of 38 U.S.C. 5701(f).
5. Department of Justice (DoJ), Litigation, Administrative
Proceeding: To the 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 their official capacity;
c. Any VA employee in their 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.
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. 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.
8. 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.
9. Merit Systems Protection Board (MSPB): To the MSPB, or the
Office of Special Counsel, 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. 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.
11. Background Investigations: To another Federal, state, or local
agency maintaining civil or criminal violation records or other
pertinent information such as prior employment history, prior Federal
employment background investigations, and/or personal or educational
background in order for VA to obtain information relevant to the
hiring, transfer, or retention of an employee, the letting of a
contract, the granting of a security clearance, or the issuance of a
grant or other benefit. The name and address of a veteran may be
disclosed to a Federal agency, but not a state, or local agency, under
this routine use if this information has been requested by the Federal
agency to enable it respond to the VA inquiry.
12. Federal Agencies, Courts, Litigants, for Litigation or
Administrative Proceedings: To another Federal agency, court, or party
engaged in or in anticipation of 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. Any
information in this system of records may be disclosed, in the course
of presenting evidence to a court, magistrate, administrative tribunal,
or grand jury, including disclosures to opposing counsel in the course
of such proceedings or in settlement negotiations.
13. Law Enforcement, for Locating Fugitives: To any Federal, state,
local, territorial, tribal, or foreign law enforcement agency in order
to identify, locate, or report a known fugitive felon, in compliance
with 38 U.S.C. 5313B(d).
14. Sources: To any source or person, either private or
governmental, to the extent necessary to secure from such source or
person information relevant to, and sought in furtherance of, an
investigation, review, or inspection.
15. State Licensing Boards, Professional Disciplinary Boards: To
Federal, state, or local professional, regulatory, or disciplinary
organizations or associations, including but not limited to bar
associations, state licensing boards, and similar professional
entities, for use in disciplinary proceedings and inquiries preparatory
thereto, where VA determines that there is good cause to question the
legality or ethical propriety of the conduct of a person employed by VA
or a person representing a person in a matter before VA. The name and
address of a veteran may be disclosed to a Federal agency under this
routine use if this information has been requested by the Federal
agency to enable it to respond to the VA inquiry.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records and information are stored electronically in the VA OIG's
Enterprise Management System or legacy Master Case Index databases and
servers in the office of the VA OIG's Information Technology Division,
VA Central Office. Backup records are
[[Page 36232]]
stored on electronic media, or on cloud storage, and some files may
also be retained in hard copy format in secure file folders. The VA OIG
Hotline Division and Office of Investigations are responsible for
electronically inputting records and information received from
complainants, referrals and correspondence related to the initiation of
a case, and final reports. Information input electronically includes
all correspondence to and from complainants, correspondence (including
email messages) to and among VA OIG organizational elements about
complaints, and correspondence to and from any VA component to which a
case was referred. Complaints and information about VA employees,
including all investigative reports and work papers, are maintained in
electronic files with restricted access limited to those with a need to
know for their official duties, including personnel in the VA OIG
Office of Investigations, VA OIG Human Resources Management Division,
VA OIG attorneys, and VA OIG management officials responsible for
supervising any VA OIG employee who is the subject of an internal
investigation.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by the case numbers. In addition, electronic
records may be retrieved by the names of the complainants and names of
the subjects of the complaints, retrieved by such person's title, or by
their Social Security number, if entered. Scanned documents, reports
and other uploaded information that are made part of the file cannot be
searched or retrieved from the databases as part of a general search.
Hard copy paper files are retrieved by the case number only.
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 DAA-0015-2013-0004.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Information in the system is protected from unauthorized access
through administrative, physical, and technical safeguards.
Administrative safeguards include restricted access to the hard copy
and computerized information to authorized OIG personnel on a need-to-
know basis. Physical safeguards include the maintenance of hard copy
records in offices that are restricted during work hours or are locked
after duty hours. Additionally, the headquarters building is protected
by security guards and access is restricted during non-duty hours.
Technical safeguards include limited access to the computerized
information to VA OIG employees by means of passwords and authorized
user identification codes. Computer system documentation is maintained
in a secure environment in the Office of Inspector General, VA Central
Office.
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, include proof of identity (e.g., a copy of a
state driver's license), 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. Most records
in this system are exempt from review and amendment provisions under 5
U.S.C. 552a (j) and (k).
NOTIFICATION PROCEDURES:
Individuals who wish to be notified if a record in this system of
records applies to them should submit the request following the
procedures described in ``Record Access Procedure,'' above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Under 5 U.S.C. 552a(j)(2), the head of any agency may exempt any
system of records within the agency from certain provisions of the
Privacy Act, if the agency or component that maintains the system
performs as its principal function any activities pertaining to the
enforcement of criminal laws. The Inspector General Act of 1978, Public
Law 95-452, as amended, mandates that the Inspector General recommend
policies for and to conduct, supervise, and coordinate activities in
the Department of Veterans Affairs and between VA and other Federal,
State and local governmental agencies with respect to: (1) the
prevention and detection of fraud in programs and operations
administered or financed by VA and (2) the identification and
prosecution of participants in such fraud. Under the IG Act, whenever
the Inspector General has reasonable grounds to believe there has been
a violation of Federal criminal law, the Inspector General must report
the matter expeditiously to the Attorney General. This system of
records has been created in major part to support the criminal law-
related activities assigned by the Inspector General to the Assistant
Inspector General for Investigations. These activities constitute a
principal function of the Inspector General's Hotline and Criminal
Investigations staff. In addition to principal functions pertaining to
the enforcement of criminal laws, the Inspector General may receive and
investigate complaints and allegations from various sources concerning
the possible existence of activities constituting non-criminal
violations of law, rules, or regulations; mismanagement; gross waste of
funds; abuses of authority or substantial and specific danger to the
public health and safety. This system of records also exists to support
inquiries by the Assistant Inspectors General for Auditing, for
Management and Administration, for Administrative Investigations, and
for Healthcare Inspections into non-criminal matters. Based upon the
foregoing, the Secretary of Veterans Affairs has exempted this system
of records, to the extent that it encompasses information pertaining to
criminal law-related activities, from the following provisions of the
Privacy Act of 1974, as permitted by 5 U.S.C. 552a(j)(2): 5 U.S.C.
552a(c)(3) and (4); 5 U.S.C. 552a(d); 5 U.S.C. 552a(e)(1), (2) and (3);
5 U.S.C. 552a(e)(4)(G), and (H) and (I); 5 U.S.C. 552a(e)(5) and (8); 5
U.S.C. 552a(f); 5 U.S.C. 552a(g). The Secretary of Veterans Affairs has
also exempted this system of records to the extent that it does not
encompass information pertaining to criminal law related activities
under 5 U.S.C. 552a(j)(2) from the following provisions of the Privacy
Act of 1974, as permitted by 5 U.S.C. 552a(k)(2): 5 U.S.C. 552a(c)(3);
5 U.S.C. 552a(d); 5 U.S.C. 552a(e)(1); 5 U.S.C. 552a(e)(4)(G), (H) and
(I); 5 U.S.C. 552a(f). These exemptions are codified in 38 CFR
1.582(b). The purpose for exemption of information and material in this
system of records is necessary in order to accomplish the law
enforcement functions of the Office of Inspector General, e.g., to
prevent subjects of investigations from frustrating the investigatory
process by discovering the scope and progress of an investigation, to
prevent the disclosure of investigative techniques, to fulfill
commitments made
[[Page 36233]]
to protect the confidentiality of sources, to maintain access to
sources of information and to avoid endangering these sources and law
enforcement personnel.
HISTORY:
73 FR 46708, Aug. 11, 2008; 84 FR 16145, Apr. 17, 2019.
[FR Doc. 2026-12021 Filed 6-15-26; 8:45 am]
BILLING CODE 8320-01-P
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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.