25534 Federal Register / Vol. 65, No. 85 / Tuesday, May 2, 2000 / Notices

DISCLOSURE TO CONSUMER REPORTING

AGENCIES:

Reports of all transactions dealing

with data will be used within VA and

will not be provided to any consumerreporting agency.

Policies and Practices for Storing,

Retrieving, Accessing, Retaining and

Disposing of Records in the System:

STORAGE:

Automated records are maintained at

all levels of management outlined in

system location. Automated information

may be stored on microfilm, magnetic

tape, disk, or call down data bases.

RETRIEVABILITY:

Records are retrieved from the system

by the name, professional title, social

security number, VISN, home station,

professional specialty, job position title,

etc., of the individuals on whom they

are maintained.

SAFEGUARDS:

1. Access to VA working and storage

areas in VA health care facilities is

restricted to VA employees on a needto-know basis; strict control measures

are enforced to ensure that disclosure to

these individuals is also based on this

same principle. Generally, VA file areas

are locked after normal duty hours, and

the health care facilities are protected

from outside access by the Federal

Protective Service or other security

personnel.

2. Access to the Veterans Health

Information Systems Technology

Architecture (VISTA) computer room

within the health care facilities is

generally limited by appropriate

security devices and restricted to

authorized VA employees and vendor

personnel. ADP peripheral devices are

generally placed in secure areas (areas

that are locked or have limited access)

or are otherwise protected. Authorized

VA employees may access information

in the VISTA system. Access to file

information is controlled at two levels:

The system recognizes authorized

employees by a series of individually

unique passwords/codes as a part of

each data message, and the employees

are limited to only that information in

the file which is needed in the

performance of their official duties.

RETENTION AND DISPOSAL:

An automated database of DEMPS

personnel will be maintained at the

employing VA facility. If the individual

transfers to another VA facility location,

the name will be added to the database

at the new location. Information stored

on electronic storage media is

maintained and disposed of in

accordance with the records disposition

authority approved by the Archivist of

the United States.

SYSTEMS MANAGER(S) AND ADDRESS:

Official responsible for maintaining

the system: Director, Emergency

Management Strategic Healthcare Group

(EMSHG) (104), VA Medical Center,

Martinsburg, West Virginia, 25401.

NOTIFICATION PROCEDURE:

Individuals who wish to determine

whether this system of records contains

information about them should contact

the VA facility location at which they

made application as a deployment

volunteer, or are or were employed.

Inquiries should include the employee’s

full name, social security number, date

of application for employment or dates

of employment, and return address.

RECORD ACCESS PROCEDURES:

Individuals seeking information

regarding access to and contesting of

records in this system may write, call or

visit the VA facility location where they

made application for employment or are

or were employed.

CONTESTING RECORD PROCEDURES:

(See Record Access Procedures

above.)

RECORD SOURCE CATEGORIES:

The information will be provided by

the individual VA employee and the VA

medical facility (home station) or other

VA location at which the employee was

employed. EMSHG Headquarters will

also provide information for updates of

deployment status and availability.

[FR Doc. 00–10910 Filed 5–1–00; 8:45 am]

BILLING CODE 8320–01–M

DEPARTMENT OF VETERANS

AFFAIRS

Privacy Act of 1974; New System of

Records—Automated Electronic

Document Management System

(EDMS)—VA (92VA045)

AGENCY: Department of Veterans Affairs.

ACTION: Notice, New System of Records.

SUMMARY: The Privacy Act of 1974 (5

U.S.C. 522a(e)(4)) requires that all

agencies publish in the Federal Register

a notice of the existence and character

of their systems of records. Notice is

hereby given that the Department of

Veterans Affairs (VA) is adding a new

system of records entitled ‘‘Electronic

Document Management System

(EDMS)—VA (92VA045).’’

EDMS is used to process replies to

correspondence and other inquiries

(received via hard copy, e-mail, fax,

Internet, telephone, or in person) that

originate from Members of Congress;

other Federal agencies; state, local and

tribal governments; Foreign

governments; veterans service

organizations; representatives of private

or commercial entities; veterans and

their beneficiaries; other private

citizens; and VA employees. EDMS is

also used for some categories of

correspondence and records internal to

VA. EDMS does not duplicate any other

system of records within the

Government.

Records maintained in this system of

records in electronic and paper form

vary, depending on the nature of the

materials received, background

information compiled, and/or response

sent. Each may include the names,

social security numbers, mailing

addresses, telephone numbers and other

personal identifiers routinely required

to identify a correspondent or subject.

Other record items maintained may

include personal facts about medical,

financial, or memorial benefits related

to the correspondent, veteran or

beneficiary. Internal VA records may

include (but are not limited to) VA

administrative, financial and personnel

information.

Release of information from these

records will only be made in accordance

with the provisions of the Privacy Act

of 1974, for investigatory, judicial and

administrative uses. This includes

disclosure to third parties acting on a

claimant’s behalf; to law enforcement

agencies when records in the system

pertain to a violation or possible

violation of law; to answer

congressional inquiries initiated by

individuals; to the National Archives

and Records Administration during

records management inspections; to

requests for statistical data to be

disclosed to other VA facilities;

Members of Congress; other Federal

agencies; state, local and tribal

governments for statistical analyses. VA

has determined that release of

information for these purposes is a

necessary and proper use of information

in this system of records and that

specific routine uses for transfer of this

information are appropriate.

DATES AND ADDRESSES: Interested

persons are invited to submit written

comments, suggestions and or

objections regarding the proposed

system of records to the Director, Office

of Regulations Management (02D),

Department of Veterans Affairs, 810

Vermont Ave., NW, Room 1154,

Washington, DC 20420. All relevant

material received before June 1, 2000

Federal Register / Vol. 65, No. 85 / Tuesday, May 2, 2000 / Notices 25535

will be considered. All written

comments received will be available for

pubic inspection at the above address in

the Office of Regulations Management,

Room 1158, between 8 a.m. and 4:30

p.m. only, Monday through Friday

(except Federal holidays).

If no public comment is received in

the 30-day review period allowed, or

unless otherwise published in the

Federal Register by VA, routine use

statements and all other provisions

included herein are effective June 1,

2000.

SUPPLEMENTARY INFORMATION: A ‘‘Report

of Intention to Publish a Federal

Register Notice of a New System of

Records’’ and an advance copy of the

new system notice have been provided

to the chairman of the House Committee

on Government Reform and the Senate

Committee on Governmental Affairs,

and the Director, Office of Management

and Budget (OMB), as required by the

provisions of 5 U.S.C. 552a, as amended

(Privacy Act), and guidance issued by

OMB (50 FR 52730), December 24, 1985,

and revisions thereto, published on (58

FR 36068), July 2, 1993; (59 FR 37906),

July 25, 1994; and (61 FR 6428),

February 20, 1996.

For further information, contact the

Associate Deputy Assistant Secretary for

Policy and Program Assistance (045A),

Department of Veterans Affairs, 810

Vermont Ave., NW, Washington, DC

20420—(202) 273–8127.

Approved: April 24, 2000.

Togo D. West, Jr.,

Secretary of Veterans Affairs.

92VA045

SYSTEM NAME:

Electronic Document Management

System (EDMS)—VA.

SYSTEM LOCATION:

Automated records are maintained

within the Electronic Document

Management System (EDMS) at the

Department of Veterans Affairs Central

Office, 810 Vermont Avenue, NW,

Washington, DC 20420. Paper

correspondence records are maintained

in file cabinets under the control of the

office responsible for processing the

correspondence item.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Members of Congress and their staff,

officials and representatives of other

Federal agencies, state, local and tribal

governments, Foreign governments, and

veterans service organizations;

representatives of private or commercial

entities; veterans and their beneficiaries;

other private citizens; and VA

employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records are maintained in electronic

and paper form depending on the nature

of the materials received, background

information compiled, and/or response

sent. Each may include the names,

social security numbers, mailing

addresses, telephone numbers, and

other personal identifiers routinely

required to identify a correspondent or

subject. Other record items maintained

may include personal facts about

medical, financial, or memorial benefits

related to the correspondent, veteran or

beneficiary. Internal VA records may

include (but are not limited to) VA

administrative, financial and personnel

information. Records may include

scanned document, letter, e-mail, fax,

Internet document, tracking sheet, note,

documentation of a telephone call and/

or of a meeting with an individual.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Title 38, United States Code, 501(c).

PURPOSES:

EDMS is used to process replies to

correspondence and other inquiries that

originate from members of Congress;

other Federal agencies; state, local, and

tribal governments; Foreign

governments; veterans service

organizations; representatives of private

or commercial entities; veterans and

their beneficiaries; private citizens; and

VA employees. EDMS is also used for

some categories of correspondence and

records internal to VA.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF USE:

1. VA may disclose the records in this

system, except for the name and address

of a veteran, that it determines are

relevant to a suspected violation or

reasonably imminent violation of law,

whether civil, criminal or regulatory in

nature, and whether arising by general

or program statute or by regulation, rule

or order issued pursuant thereto, to a

Federal, state, local, tribal or foreign

agency charged with the responsibility

of investigating or prosecuting such

violation, or charged with enforcing or

implementing the statute, regulation or

order issued pursuant thereto.

2. VA may disclose the name and

address of a veteran that it determines

are relevant to a suspected violation or

reasonably imminent violation of law,

whether civil, criminal or regulatory in

nature, and whether arising by general

or program statute or by regulation, rule

or order issued pursuant thereto, to a

Federal agency charged with the

responsibility of investigating or

prosecuting such violation, or charged

with enforcing or implementing the

statute, regulation or order issued

pursuant thereto.

3. VA may disclose the records in

proceedings before a court or

adjudicative body before which VA is

authorized to appear when VA, a VA

official or employee, the United States,

or an individual or entity for whom the

United States is providing

representation is a party to litigation or

has an interest in such litigation, and

VA determines that the use of such

records is relevant and necessary to the

litigation, provided, however, that in

each case, the agency determines that

disclosure of the records is a use of the

information contained in the records

that is compatible with the purpose for

which the records were collected.

4. Information may be provided to

Members of Congress or staff persons in

response to an inquiry from an

individual to Members of Congress,

made at the request of the individual

and concerning that individual’s VA

records. Such information will be

provided as authorized by law.

5. Information may be provided to a

third party acting on an individual’s

behalf, such as agencies of Federal,

state, local and tribal governments,

Foreign governments; veterans service

organizations; representatives of private

or commercial entities in response to a

request made by the individual to the

third party and concerning that

individual’s VA records. Such

information will be provided as

authorized by law.

6. VA may compile statistical

information using records contained in

EDMS, except for identification

information of a veteran such as name,

address or social security number. This

information may be disclosed to other

VA facilities, Members of Congress;

other Federal agencies; state, local and

tribal governments. VA will determine

that the use of such statistical

information is relevant and necessary,

that disclosure of the information

contained in the records is compatible

with the purpose for which the records

were collected.

7. Disclosure may be made during

reviews by the National Archives and

Records Administration in records

management inspections conducted

under authority of 44 U.S.C. 2904 and

2906.

8. To disclose relevant information to

the Department of Justice and United

States Attorneys in defense or

prosecution of litigation involving the

United States.

25536 Federal Register / Vol. 65, No. 85 / Tuesday, May 2, 2000 / Notices

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING AND

DISPOSING OF RECORDS IN THIS SYSTEM:

STORAGE:

EDMS employs rotational magnetic

disk and Write Once-Read Many

(WORM) optical disk media for storage

of electronic records. Electronic records

are regularly copied and moved to a

separate physical location to assure a

fail-safe records recovery capability.

Paper records are maintained in file

cabinets under the control of the office

responsible for processing the record.

RETRIEVABILITY:

Key identification information is

established for each record in EDMS.

This information is in relation to the

nature of materials received,

background information compiled and/

or response sent. Retrieval is by

searching for specific key information

(e.g., record identification number,

author, correspondent name, subject

matter, initial date record established,

etc.).

SAFEGUARDS:

Access to EDMS is via personal

computer terminal. Necessary and

sufficient application security

functionality (i.e., unique customer user

identification code/password and userspecific administrative control levels)

are used to limit access to authorized

VA staff, and to limit operations they

may perform. To obtain access to EDMS’

electronic records, VA staff must

comply with the following procedures:

1. VA staff may not self-register in the

system for access. A request for a user

identification code and password is

reviewed and approved by the

designated EDMS Office Coordinator,

and entered into the system by the

system administrator. Approved staff

are issued a user identification code and

a temporary password, which they are

required to change when they first sign

onto the system.

2. Electronic records are protected by

classifications, specified when the

records are created. The owner of the

record or authorized security personnel

are the only ones who can modify the

classification. A user’s rights to inspect

or modify records will depend on the

user’s assigned administrative control

level as compared to the record’s

classification. The EDMS System

Administrator manages the records

classifications and user administration

control levels.

RETENTION AND DISPOSAL:

Records will be maintained and

disposed of in accordance with the

records disposal authority approved by

the Archivist of the United States, the

National Archives and Records

Administration. Paper records will be

destroyed by shredding or other

appropriate means for destroying

sensitive information. Automated

storage records are retained and

destroyed in accordance with

disposition authorization approved by

the Archivist of the United States.

SYSTEM MANAGER(S) AND ADDRESS:

Associate Deputy Assistant Secretary

for Policy and Program Assistance

(045A), Department of Veterans Affairs,

810 Vermont Ave., NW, Washington, DC

20420. The phone number is (202) 273–

8127.

NOTIFICATION PROCEDURE:

An individual who wishes to

determine whether a record is being

maintained in this system under his or

her name or other personal identifier or

who wants to determine the contents of

such records should submit a written

request to the System Manager at the

address above.

RECORD ACCESS PROCEDURES:

An individual who seeks access or

wishes to contest records maintained

under his or her name or other personal

identifier may write, call or visit the

System Manager.

CONTESTING RECORD PROCEDURES:

See record access procedures above.

RECORD SOURCE CATEGORIES:

Records in this system are derived

from processing replies to

correspondence, and other inquiries that

originate from Members of Congress;

other Federal agencies; state, local and

tribal governments; Foreign

governments, veterans service

organizations; representatives of private

or commercial entities; veterans and

their beneficiaries; other private

citizens; and VA employees. Records

maintained include material received,

background information compiled and/

or response sent. EDMS is also used for

some categories of correspondence and

records internal to VA. Internal VA

records may include (but are not limited

to) VA administrative, financial and

personnel information.

[FR Doc. 00–10911 Filed 5–1–00; 8:45 am]

BILLING CODE 8320–01–M