Privacy Act of 1974; System of Records

Issuing agencies

Abstract

Pursuant to the Privacy Act of 1974, notice is hereby given that the VA is modifying the system of records titled, "Readjustment Counseling Service (RCS) Vet Center Program-VA" (64VA10). This system is used to maintain client confidentiality and to collect and maintain demographic and clinical information required by Vet Center counselors to provide quality readjustment counseling to eligible veterans, service members including National Guard and Reserve components, and their families.

Full Text

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<title>Federal Register, Volume 91 Issue 204 (Friday, October 23, 2026)</title>
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[Federal Register Volume 91, Number 204 (Friday, October 23, 2026)]
[Notices]
[Pages 66946-66950]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-21702]


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DEPARTMENT OF VETERANS AFFAIRS

[Docket No. VA-2026-VACO-0001]


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: Pursuant to the Privacy Act of 1974, notice is hereby given 
that the VA is modifying the system of records titled, ``Readjustment 
Counseling Service (RCS) Vet Center Program-VA'' (64VA10). This system 
is used to maintain client confidentiality and to collect and maintain 
demographic and clinical information required by Vet Center counselors 
to provide quality readjustment counseling to eligible veterans, 
service members including National Guard and Reserve components, and 
their families.

DATES: Comments on this amended system of records must be received no 
later than November 23, 2026. If no public comment is received during 
the period allowed for comment or unless otherwise published in the 
Federal Register by the 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> or 
mailed to VA Privacy Service (005X6F), 810 Vermont Avenue NW,

[[Page 66947]]

Washington, DC 20420. Comments should indicate that they are submitted 
in response to ``Readjustment Counseling Service (RCS) Vet Center 
Program--VA'' (64VA10). 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, <a href="/cdn-cgi/l/email-protection#e8bb9c8d988089868189c6af9a818e8e8186a89e89c68f879e"><span class="__cf_email__" data-cfemail="2a795e4f5a424b44434b046d58434c4c43446a5c4b044d455c">[email&#160;protected]</span></a>.

SUPPLEMENTARY INFORMATION: VA is modifying the system by revising the 
System Location; Purpose of the System; Categories of Individuals 
Covered by the System; Categories of Records in the System; Record 
Source Categories; Routine Uses of Records Maintained in the System; 
Policies and Practices for Retention and Disposal of Records; 
Administrative, Technical, and Physical Safeguards; Record Access 
Procedure; Contesting Record Procedures; and Notification Procedure. VA 
is republishing the system notice in its entirety.
    The System Location is being updated to replace Vet Center Client 
Record with Vet Center Records. This section will include that records 
are also located within the Salesforce Government Cloud Plus and the 
Microsoft Azure Government cloud at participating servers in the United 
States.
    The Purpose of the System is being updated to state that Vet Center 
records may include Vet Center Outreach Application (VCOA) records, 
RCSNet records (Client records and eligible individual's records), 
Secure Messaging Platform records, and Vet Center Call Center records. 
Vet Center records will be used for outreach and analytical purposes. 
Vet Center records are used for direct secure communication with 
eligible veterans, service members including National Guard and Reserve 
components, and their families. These records are also used to produce 
various management and follow-up reports in responding to clients and 
other inquiries. Vet Center Call Center records will be used and 
recorded for quality assurance purposes.
    Categories of Individuals Covered by the System is being updated to 
state that members of the community include, but are not limited to, 
Veterans Service Organizations and Congressional liaisons and 
attorneys. These records will also include information on VA employees/
providers.
    Categories of Records in the System is being updated to include 
veteran identification form, electronic data interchange personal 
identifier (EDIPI), and DD Form 214 (DD-214). Vet Center Call Center 
records will contain the input form and the caller's full name, 
telephone number, comments, current location, and physical address.
    Record Source Categories is being updated to include VA Defense 
Information Depository (VADIR) and VA Profile in item 2.
    Routine Uses of Records Maintained in the System section is being 
updated to add the following:
    Routine Use 9, ``State Licensing Boards, 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.''
    Routine Use 10, ``National Practitioner Data Bank for Hiring, 
Privileging: To the National Practitioner Data Bank at the time of 
hiring or clinical privileging/re-privileging of health care 
practitioners, and other times as deemed necessary by VA, in order for 
VA to obtain information relevant to a Department decision concerning 
the hiring, privileging/re-privileging, retention, or termination of 
the applicant or employee.''
    Policies and Practices for Retention and Disposal of Records is 
being updated to remove ``RCS electronic client records will be 
maintained in the national computerized RCSNet servers for 45 years 
after the last episode of service, after which time they will be 
destroyed.'' This section will now state, ``The Vet Center 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 10-1 and General Record Schedule. These records are 
currently unscheduled and should not be destroyed.''
    The Administrative, Technical, and Physical Safeguards section is 
being updated to include section (d) 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. Record Access 
Procedures is being amended to state, ``Individuals seeking information 
regarding access to Vet Center records in this system pertaining to 
them should contact the system manager in writing as indicated above, 
or may write, call, or visit the last Vet Center where counseling was 
provided. 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 is being amended to state, 
``Individuals seeking information regarding access to Vet Center 
records in this system pertaining to them should contact the system 
manager in writing as indicated above, or may write, call, or visit the 
last Vet Center where Counseling was provided. 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.''
    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. Dr. Paul 
Lawrence, Assistant Secretary for Information and Technology and Chief 
Information Officer, Department of Veterans Affairs approved this 
document on September 25, 2025 for publication.

    Dated: October 21 2026.
Stephanie Hotchkiss,
Government Information Specialist, VA Privacy Service, Office of 
Information and Technology, Department of Veterans Affairs.
SYSTEM NAME:
    ``Readjustment Counseling Service (RCS) Vet Center Program-VA'' 
(64VA10)

[[Page 66948]]

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    (a) Vet Center Record: Starting in Fiscal Year 2010 the location of 
the Vet Center record was transitioned from paper files maintained at 
each individual Vet Center to being electronically maintained in the 
national computerized intra-net database (RCSNet). The RCSNet servers 
are located in Philadelphia, PA in a secure, protected, and approved VA 
Office of Information and Technology (OIT) Service Delivery and 
Engineering (SDE) site maintained by OIT personnel. Full 
confidentiality for RCS Vet Center information is maintained by 
limiting access to RCS-qualified personnel with the appropriate 
authority to administer RCS program data systems.
    Records are also located within the Salesforce Government Cloud 
Plus and the Microsoft Azure Government cloud at participating servers 
in the United States.
    (b) All paper Vet Center records established prior to 2010 have 
been archived, and scanned copies have been uploaded into the RCSNet 
electronic record system.

SYSTEM MANAGER(S):
    Chief Readjustment Counseling Officer (10RCS), VA Central Office, 
810 Vermont Avenue NW, Washington, DC 20420, 202-461-6525.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    38 U.S.C. 1712A; 38 CFR 17.2000(e).

PURPOSE(S) OF THE SYSTEM:
    38 CFR 17.2000(e), requires that Vet Center records be independent 
from VA or Department of War medical records and not be disclosed 
without the client or eligible individual's voluntarily signed 
authorization or under the conditions of a permissive disclosure as 
outlined below under Routine Uses. Vet Center records may include VCOA 
records, RCSNet records (Client records and eligible individual's 
records), Secure Messaging Platform records, and Vet Center Call Center 
records. The purpose of this system of records is to maintain client 
confidentiality. The Vet Center records will collect and maintain 
demographic and clinical information required by Vet Center counselors. 
These counselors will provide quality readjustment counseling to 
eligible veterans, service members including National Guard and Reserve 
components, and their families. The information documented provides an 
accountable record of the course of Vet Center services provided 
inclusive of psychosocial assessment, number and type of visits 
provided, type of readjustment counseling sessions provided and 
referrals, along with follow-up documentation made to VA partners for 
other services needed for a successful readjustment. Vet Center records 
will be used for outreach and analytical purposes and for direct secure 
communication with eligible veterans, service members including 
National Guard and Reserve components, and their families. These 
records are also used to produce various management and follow-up 
reports in responding to clients and other inquiries. Vet Center Call 
Center records will be used and recorded for quality assurance 
purposes.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Eligibility for readjustment counseling includes veterans or 
service members who served in a combat theater or an area of armed 
hostility, inclusive of those who provided direct emergency medical 
care or mortuary services to the casualties of combat operations, even 
if such services were provided outside of the combat theater. 
Eligibility also includes participation in actions against enemy forces 
by remotely controlling unmanned aerial vehicles from outside the 
combat theater. Eligibility has been extended to veterans, service 
members including Reserve, National Guard, and Coast Guard who were 
activated in response to a national emergency, a State or national 
civil disturbance, or foreign drug interdiction. Family members of all 
eligible individuals are eligible for family readjustment counseling as 
indicated for the successful readjustment of the eligible individual. 
Family counseling is also available for family members of deployed 
service members to assist them in adjusting to the deployment. Members 
of the community include, but are not limited to, Veterans Service 
Organizations and Congressional liaisons and attorneys. These records 
will also include information on VA employees/providers.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The Vet Center record contains demographic personally identifiable 
information, such as unique veteran identification number/veteran 
identification form, name, address, Social Security number (SSN), 
EDIPI, marital status, gender identity, birth date, military service 
information, veteran eligibility information (i.e. DD-214), referral, 
and follow-up information, signed General Consent for the receipt of 
readjustment counseling, and other identifying statistical information. 
The Vet Center record also contains protected health information such 
as documentation of the Warwick-Edinberg Mental Well-Being Scale, 
suicide risk assessment, psychosocial assessment, military history, 
service plans, and ongoing case clinical notes documenting the course 
of RCS delivery. Bereavement services and military sexual trauma 
counseling information are also included in the Vet Center record. Also 
documented in the Vet Center record are health care power of attorney, 
court-ordered counseling information, and completed release of 
information authorizations as needed to promote efficient and expedient 
sharing of confidential information for referral and case coordination 
with VA medical center partners.
    Vet Center Call Center records will contain the input form, full 
name of caller, telephone number of caller, comments from the caller, 
current location of caller, and physical address of caller.

RECORD SOURCE CATEGORIES:
    (1) Relevant forms to be filled out by Vet Center team members on 
first contact and each contact thereafter; counseling sessions with 
veterans and other eligible counselees; (2) Other VA and Federal agency 
systems (i.e. VADIR and VA Profile), including from the VA electronic 
health record; (3) Relevant veteran data protocols completed by Vet 
Center staff to document the course of readjustment counseling 
provided; (4) veterans, service members and their family; (5) VA 
employees and VA health care providers; and (6) Vet Center Call Center.

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, i.e., individually 
identifiable health information of VHA or any of its business 
associates, and 38 U.S.C. 7332, i.e., 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 both 38 U.S.C. 7332 and CFR parts 160 and 164 
permitting disclosure.
    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.

[[Page 66949]]

    2. National Archives and Records Administration: 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.
    3. Department of Justice for Litigation or 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 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 for:
    (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.
    4. 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.
    5. 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).
    6. Federal Agencies, Fraud and Abuse: To other Federal agencies, 
such as Centers for Medicare & Medicaid Services or United States 
Postal Services to assist such agencies in preventing and detecting 
possible fraud or abuse by individuals in their operations and 
programs, such as detecting duplicate payments for care, or mail fraud 
related to delivery of VA medications. This list is not meant to be 
exhaustive as VA cannot anticipate each specific need in advance of 
requests by other Federal agencies.
    7. 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, or 
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.
    8. 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.
    9. State Licensing Boards, 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.
    10. National Practitioner Data Bank for Hiring, Privileging: To the 
National Practitioner Data Bank at the time of hiring or clinical 
privileging/re-privileging of health care practitioners and other times 
as deemed necessary by VA in order for VA to obtain information 
relevant to a Department decision concerning the hiring, privileging/
re-privileging, retention, or termination of the applicant or employee.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Vet Center Record Storage: (a) Vet Center Records established 
during and after 2010 are electronically stored in the national 
computerized RCSNet servers located in Philadelphia, PA, in a secure, 
protected, and approved VA OIT SDE environment maintained by OIT 
personnel; (b) Paper Vet Center Records established prior to 2010 have 
been archived and scanned copies are uploaded into the RCSNet 
electronic record system.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    The Vet Center Record is indexed by the Vet Center number in 
conjunction with the veteran's name, SSN, and unique veteran client 
number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    The Vet Center 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 10-1 and General Record Schedule. 
These records are currently unscheduled and should not be destroyed.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    (a) Within RCS, access to the Vet Center record is limited to 
authorized RCS staff (Vet Center, District Director Office, and/or the 
Office of the Chief Readjustment Counseling Officer in the VA Central 
Office (VACO) with a legitimate need to know connected to direct 
service delivery and/or the quality oversight of services provided. RCS 
staff access to the electronic Vet Center record is via standalone 
computers located in locked Vet Centers. RCS program computers are 
username and password protected. Computer security is in compliance 
with RCS and VA computer security policy and protocol. (b) Access to a 
veteran's or service member's counseling records by elements outside of 
RCS, whether VA or non-VA, is contingent upon the veteran's or service 
member's signed authorization or one of the routine uses identified 
above. (c) Authorized RCS staff will have access to the Vet Record via 
stand-alone RCSNet computers located in locked Vet Centers, District 
Director Offices, and VACO. (d) VA Enterprise Cloud data storage 
conforms to security protocols as

[[Page 66950]]

stipulated in VA Directives 6500 and 6517. Access control standards are 
stipulated in specific agreements with cloud vendors to restrict and 
monitor access.

RECORD ACCESS PROCEDURE:
    Individuals seeking information regarding access to Vet Center 
records in this system pertaining to them should contact the system 
manager in writing as indicated above, or may write, call, or visit the 
last Vet Center where counseling was provided. 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 information regarding access to Vet Center 
records in this system pertaining to them should contact the system 
manager in writing as indicated above, or may write, call, or visit the 
last Vet Center where counseling was provided. 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.

NOTIFICATION PROCEDURE:
    A veteran who wishes to determine whether a record is being 
maintained by the RCS Vet Center Program under his or her name or other 
personal identifier or wishes to determine the contents of such records 
should submit a written request or apply in person to: (1) the Vet 
Center Director, (2) the RCS Deputy District Director having 
supervisory responsibility for the Vet Center with whom he or she had 
contact, or (3) the Deputy Chief Readjustment Counseling Officer, VA 
Central Office, 810 Vermont Avenue NW, Washington, DC 20420. Inquiries 
should include the individual's full name and SSN.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    74 FR 29019 (June 18, 2009); 81 FR 36655 (June 7, 2016), 87 FR 
25703 (May 2, 2022).

[FR Doc. 2026-21702 Filed 10-22-26; 8:45 am]
BILLING CODE 8320-01-P


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