40140 Federal Register / Vol. 83, No. 156 / Monday, August 13, 2018 / Notices 

Section C: Payments on Ongoing Contracts 

Line 18(A–E). Submit information on 

contracts that are currently in progress. All 

dollar amounts are to reflect only the Federal 

share of such contracts, and should be 

rounded to the nearest dollar. 

18(A). Provide the total number of prime 

and sub-contracts where work was performed 

during the reporting period. 

18(B). Provide the total dollar amount paid 

to all firms performing work on contracts. 

18(C). From the total number of contracts 

provided in 18(A) provide the total number 

of contracts that are currently being 

performed by DBE firms for which payments 

have been made. 

18(D). From the total dollar amount paid to 

all firms in 18(A), provide the total dollar 

value paid to DBE firms currently performing 

work during this period. 

18(E). Provide the total number of DBE 

firms that received payment during this 

reporting period. For example, while 3 

contracts may be active during this period, 

one DBE firm may be providing supplies or 

services on all three contracts. This field 

should only list the number of DBE firms 

performing work. 

18(F). Of all payments made during this 

period, calculate the percentage going to 

DBEs. Divide the total dollar value to DBEs 

in item 18(D) by the total dollars of all 

payments in 18(B). Round the percentage to 

the nearest tenth. 

Section D: Actual Payments on Contracts 

Completed This Reporting Period 

This section should provide information 

only on contracts that are closed during this 

period. All dollar amounts are to reflect the 

entire Federal share of such contracts, and 

should be rounded to the nearest dollar. 

19(A). Provide the total number of 

contracts completed during this reporting 

period that used Race Conscious measures. 

Race Conscious contracts are those with 

contract goals or another race conscious 

measure. 

19(B). Provide the total dollar value of 

prime contracts completed this reporting 

period that had race conscious measures. 

19(C). From the total dollar value of prime 

contracts completed this period in 19(B), 

provide the total dollar amount of dollars 

awarded or committed to DBE firms in order 

to meet the contract goals. This applies only 

to Race Conscious contracts. 

19(D). Provide the actual total DBE 

participation in dollars on the race conscious 

contracts completed this reporting period. 

19(E). Of all the contracts completed this 

reporting period using Race Conscious 

measures, calculate the percentage of DBE 

participation. Divide the total dollar amount 

to DBEs in item 19(D) by the total dollar 

value provided in 19(B) to derive this 

percentage. Round to the nearest tenth. 

20(A)–20(E). Items 21(A)-21(E) are derived 

in the same manner as items 19(A)-19(E), 

except these figures should be based on 

contracts completed using Race Neutral 

measures. 

20(C). This field is closed. 

21(A)–21(D). Calculate the totals for each 

column by adding the race conscious and 

neutral figures provided in each row above. 

21(C). This field is closed. 

21(E). Calculate the overall percentage of 

dollars to DBEs on completed contracts. 

Divide the Total DBE participation dollar 

value in 21(D) by the Total Dollar Value of 

Contracts Completed in 21(B) to derive this 

percentage. Round to the nearest tenth. 

22. Name of the Authorized Representative 

preparing this form. 

23. Left blank for future use. 

24. Signature of the Authorized 

Representative. 

25. Phone number of the Authorized 

Representative. 

**Submit your completed report to your 

Regional or Division Office. 

[FR Doc. 2018–17301 Filed 8–10–18; 8:45 am] 

BILLING CODE 4910–9X–P 

DEPARTMENT OF THE TREASURY 

Internal Revenue Service 

Art Advisory Panel—Notice of 

Availability of Report of 2017 Closed 

Meetings 

AGENCY: Internal Revenue Service, 

Treasury. 

ACTION: Notice. 

SUMMARY: Pursuant to the Federal 

Advisory Committee Act, and the 

Government in the Sunshine Act, a 

report summarizing the closed meeting 

activities of the Art Advisory Panel 

during Fiscal Year 2017 has been 

prepared. A copy of this report has been 

filed with the Assistant Secretary for 

Management of the Department of the 

Treasury. 

DATES: Effective Date: This report is 

available August 2, 2018. 

ADDRESSES: The report is available at 

https://www.irs.gov/compliance/ 

appeals/art-appraisal-services. 

FOR FURTHER INFORMATION CONTACT: 

Maricarmen R. Cuello, AP:SPR:AAS, 

Internal Revenue Service/Appeals, 51 

SW 1st Avenue, Room 1014, Miami, FL 

33130, Telephone number (305) 982– 

5364 (not a toll free number). 

SUPPLEMENTARY INFORMATION: Pursuant 

to 5 U.S.C. App. 2, section 10(d), of the 

Federal Advisory Committee Act, and 5 

U.S.C. 552b, of the Government in the 

Sunshine Act, a report summarizing the 

closed meeting activities of the Art 

Advisory Panel during Fiscal Year 2017 

has been prepared. A copy of this report 

has been filed with the Assistant 

Secretary for Management of the 

Department of the Treasury. 

It has been determined that this 

document is not a major rule as defined 

in Executive Order 12291 and that a 

regulatory impact analysis is, therefore, 

not required. Additionally, this 

document does not constitute a rule 

subject to the Regulatory Flexibility Act 

(5 U.S.C. chapter 6). 

Donna Hansberry, 

Chief, Appeals. 

[FR Doc. 2018–17286 Filed 8–10–18; 8:45 am] 

BILLING CODE 4830–01–P 

DEPARTMENT OF VETERANS 

AFFAIRS 

Privacy Act of 1974; System of 

Records 

AGENCY: Department of Veterans Affairs 

(VA), Debt Management Center. 

ACTION: Notice of modified 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 modifying a 

system of records entitled ‘‘Centralized 

Accounts Receivable System/ 

Centralized Accounts Receivable OnLine System (CARS/CAROLS) 

(88VA244)’’. This system was 

previously called ‘‘Accounts Receivable 

Records VA’’ (88VA244). This system 

had also been previously numbered 

‘‘88VA20A6’’. 

DATES: Comments on this modified 

system of records must be received no 

later than September 12, 2018. 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 

will become effective a minimum of 30 

days after 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: Written comments may be 

submitted through 

www.Regulations.gov; by mail or handdelivery to Director, Regulation Policy 

and Management (00REG), Department 

of Veterans Affairs, 810 Vermont Ave. 

NW, Room 1064, Washington, DC 

20420; or by fax to (202) 273–9026 (not 

a toll-free number). Comments should 

indicate that they are submitted in 

response to ‘‘Centralized Accounts 

Receivable System/Centralized 

Accounts Receivable On-Line System 

(CARS/CAROLS)’’. Copies of comments 

received will be available for public 

inspection in the Office of Regulation 

Policy and Management, Room 1063B, 

between the hours of 8:00 a.m. and 4:30 

p.m., Monday through Friday (except 

holidays). Please call (202) 461–4902 for 


sradovich on DSK3GMQ082PROD with NOTICES
Federal Register / Vol. 83, No. 156 / Monday, August 13, 2018 / Notices 40141 

an appointment. (This is not a toll-free 

number.) In addition, comments may be 

viewed online at www.Regulations.gov. 

FOR FURTHER INFORMATION CONTACT: 

Chief, Support Services Division, Debt 

Management Center (189/00), U.S. 

Department of Veterans Affairs, Bishop 

Henry Whipple Federal Building, 1 

Federal Drive, Ft. Snelling, Minnesota 

55111. The internet email address for 

Debt Management Center is: 

SUPPORTSER.VAVBASPL@va.gov. 

SUPPLEMENTARY INFORMATION: 

Notification of this system of records 

was originally published under system 

number 88VA20A6 on November 3, 

1994, at 59 FR 55155. The System Name 

has been changed to clarify the identity 

of the system. The revisions to the 

system of records were done to reflect 

current terminology and new citations 

for reference material. In some cases, 

routine uses have been more fully 

described and clarified to promote 

transparency. Routine uses 2 & 3 have 

been added to support an effective 

response in the event of a data breach. 

To broaden the application of the 

system of records to a department-wide 

basis and to reflect consolidation of 

collection responsibilities for additional 

types of debts under the administration 

of VA’s Debt Management Center (DMC) 

in Ft. Snelling, Minnesota, an altered 

system of records was published 

November 26, 1996 at 61 FR 60148. The 

Debt Collection Improvement Act of 

1996 (DCIA), section 31001 of Pub. L. 

104–134, was enacted April 26, 1996 

and provides for a Government-wide 

system of debt collection managed by 

the Department of the Treasury. The 

debt collection program adheres to VA 

security and reporting requirements 

under title 38, Code of Federal 

Regulations and other Federal 

regulations, as well as the Privacy Act 

of 1974, as amended (5 U.S.C. 552a), 

and the appropriate provisions of the 

Internal Revenue Code, title 26, United 

States Code. 

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. John Oswalt, 

Executive Director for Privacy, Quality, 

Privacy, and Risk, Department of 

Veterans Affairs approved this 

document on June 1, 2018 for 

publication. 

Dated: August 7, 2018. 

Kathleen M. Manwell, 

Program Analyst, VA Privacy Service, Office 

of Privacy, Information and Identity 

Protection, Quality, Privacy and Risk, Office 

of Information and Technology, Department 

of Veterans Affairs. 

SYSTEM NAME AND NUMBER: 

Centralized Accounts Receivable 

System/Centralized Accounts 

Receivable On-Line System. (CARS/ 

CAROLS, combined system referred to 

as CAO)—88VA244 

SECURITY CLASSIFICATION: 

Unclassified. 

SYSTEM LOCATION: 

Automated indebtedness records for 

first-party medical billing, pay 

administration, compensation, pension, 

educational assistance, survivors’ and 

dependents’ educational assistance and 

most home loan debts are maintained at 

VA’s Financial Services Center (FSC) 

and Automation/Systems Development 

Center (AA/SDC) in Austin, Texas. 

Automated records of debts referred to 

the Department of Veterans Affairs for 

Government-wide cross-servicing 

authorized under 31 U.S.C. 3711(g)(4) 

are maintained at VA’s AA/SDC in 

Austin, Texas. Extracts of benefit and 

home loan debt automated records are 

maintained in the Veterans Service 

Network (VETSNET) for accounting and 

adjudication purposes. VETSNET is 

housed at the Austin Information 

Technology Center (AITC), located in 

Austin, Texas. The Benefits Delivery 

Network (BDN) is administered by the 

Benefit Delivery Center (BDC) in Hines, 

Illinois. First-party medical billing 

information is extracted from records 

maintained at VA medical facilities and 

in automated media as more fully 

described in the Privacy Act system of 

records, 24VA19, ‘‘Patient Medical 

Records—VA’’ as published at 40 FR 

38095 (Aug. 26, 1975), and amended as 

follows: 40 FR 52125 (Nov. 7, 1975); 41 

FR 2881 (Jan. 20, 1976); 41 FR 11631 

(Mar. 19, 1976); 42 FR 30557 (Jun. 15, 

1977); 44 FR 31058 (May 30, 1979); 45 

FR 77220 (Nov. 21, 1980); 46 FR 2766 

(Jan. 12, 1981); 47 FR 28522 (Jun. 30, 

1982); 47 FR 51841 (Nov. 17, 1982); 50 

FR 11610 (Mar. 22, 1985); 51 FR 25968 

(Jul. 17, 1986); 51 FR 44406 (Dec. 9, 

1986); 52 FR 381 (Jan. 5, 1987); 53 FR 

49818 (Dec. 9, 1988); 55 FR 5112 (Feb. 

13, 1990); 55 FR 37604 (Sept. 12, 1990); 

55 FR 42534 (Oct. 19, 1990); 56 FR 1054 

(Jan. 10, 1991); 57 FR 28003 (Jun. 23, 

1992); 57 FR 4519 (Oct. 1, 1992); 58 FR 

29853 (May 24, 1993); 58 FR 40852 (Jul. 

30, 1993); and, 58 FR 57674 (Oct. 26, 

1993), 62 FR 35545, July 1, 1997; and 67 

FR 72721, December 6, 2002. 

Automated and paper indebtedness 

records for the Civilian Health and 

Medical Program of the Department of 

Veterans Affairs (CHAMPVA) are 

maintained at the Health 

Administration Center (HAC) in Denver, 

Colorado and are more fully described 

in the Privacy Act system of records, 

54VA17 ‘‘Health Administration Center 

Civilian Health and Medical program 

Records–VA’’ as published at 40 FR 

38095 (Aug. 26, 1975) and amended at 

53 FR 23845 (Jun. 24, 1998), 53 FR 

25238 (Jul. 5, 1988) and 56 FR 26186 

(Jun. 6, 1992). Pay administration 

indebtedness records are extracted from 

other automated and paper records 

maintained at all VA facilities and the 

Austin Finance Center and are more 

fully described in the Privacy Act 

system of records, 27VA047, ‘‘Personnel 

and Accounting Integrated Data 

System’’ as published at 40 FR 38095 

(Aug. 26, 1975), and amended as 

follows: 48 FR 16372 (April 15, 1983); 

50 FR 23100 (May 30, 1985); 51 FR 6858 

(Feb. 26, 1986); 51 FR 25968 (Jul. 17, 

1986); 55 FR 42534 (Oct. 19, 1990); 56 

FR 23952 (May 24, 1991); 58 FR 39088 

(Jul. 21, 1993); 58 40852 (Jul. 30, 1993); 

and, 60 FR 35448 (Jul. 7, 1995); 62 FR 

41483 (Aug. 1, 1997), 62 FR 68362 (Dec. 

31, 1997); and 77 FR 39346 (Jul. 2, 

2012). Certain paper records, microfilm 

and microfiche are maintained at the 

VA Debt Management Center (DMC), Ft. 

Snelling, Minnesota. Education loan, 

miscellaneous home loan and spina 

bifida monthly allowance automated, 

paper, microfilm and microfiche records 

are maintained at DMC. Automated and 

paper indebtedness records related to 

the All-Volunteer Force Educational 

Assistance Program are also maintained 

at DMC. Paper records related to benefit 

and home loan accounts receivable may 

be maintained in individual file folders 

located at the VA regional office having 

jurisdiction over the domicile of the 

claimant or the geographic area in 

which a property securing a VA 

guaranteed, insured or direct loan is 

located. Similarly, paper and automated 

records related to first-party medical 

billing and CHAMPVA are also 

maintained in individual patient 

medical records at VA health care 

facilities and HAC. Generally, and with 

the exception of claims against thirdparty insurers and certain first-party 

medical debts, automated records and 

papers maintained at regional offices, 

health care facilities and HAC are not 

used directly in the debt collection 

process unless they are forwarded by 

conventional mail, electronic mail or 

facsimile to DMC. Records provided to 


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40142 Federal Register / Vol. 83, No. 156 / Monday, August 13, 2018 / Notices 

the Department of Housing and Urban 

Development (HUD) for inclusion in the 

Credit Alert Verification System 

(CAIVRS) are located at the HUD Data 

Processing Center in Lanham, Maryland. 

Records referred to the Department of 

the Treasury for inclusion in the 

Treasury Offset Program (TOP) are 

located at the Financial Management 

Service Debt Collection Operations 

System in Hyattsville, Maryland. 

SYSTEM MANAGER(S): 

Joseph Schmitt, Executive Director, 

Debt Management Center (189/00), U.S. 

Department of Veterans Affairs, Bishop 

Henry Whipple Federal Building, 1 

Federal Drive, Ft. Snelling, MN 55111. 

Email: SUPPORTSER.VAVBASPL@

va.gov. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Government records are maintained 

and managed under the authority set 

forth in 31 U.S.C. 3101 and 31 U.S.C. 

3102. The purpose of the system is 

consistent with the financial 

management provisions of title 31, 

United States Code, chapter 37, the pay 

administration provisions of title 5, 

United States Code, chapter 55, and 

special provisions relating to VA 

benefits in title 38, United States Code, 

chapter 53. 

PURPOSE(S) OF THE SYSTEM: 

The purpose of this system is to 

maintain records of individuals, 

organizations and other entities: (1) 

Indebted to the United States as a result 

of their participation in benefit and 

health care programs administered by 

VA; (2) indebted as a result of erroneous 

pay administration; (3) indebted under 

any other program administered by any 

agency of the United States Government 

and whose indebtedness record has 

been referred to VA for Governmentwide cross-servicing under 31 U.S.C. 

3711(g)(4); and (4) indebted under any 

Federal, State or local government 

program and whose debt was referred to 

VA for collection under any valid 

interagency agreement. Information in 

this system of records is used for the 

administrative management and 

collection of debts owed the United 

States and any State or local government 

and for which records are maintained in 

accordance with the preceding sentence. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Persons indebted to the United States 

Government as a result of their 

participation in benefit programs 

(including health care programs) 

administered by VA under title 38, 

United States Code, chapters 11, 13, 15, 

17, 18, 21, 30, 31, 32, 33, 34, 35, 36 and 

37, including persons indebted to the 

United States Government by virtue of 

their ownership, contractual obligation 

or rental of property owned by the 

Government or encumbered by a VAguaranteed, insured, direct or vendee 

loan. The individuals covered are 

persons indebted to the United States 

Government as a result of their 

participation in a benefit program 

administered by VA, but who did not 

meet the requirements for receipt of 

such benefits or services. Persons 

indebted to the United States, a State or 

local government whose debts are 

referred to the Department of Veterans 

Affairs for Government-wide crossservicing under 31 U.S.C. 3711(g)(4) or 

any valid interagency agreement. 

Persons indebted to the United States as 

the result of erroneous payment of pay 

or allowances or as the result of 

erroneous payment of travel, 

transportation or relocation expenses 

and allowances (previously and 

hereinafter referred to as ‘‘pay 

administration’’) under the provisions of 

title 5, United States Code, part III, 

subpart D. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Information varies depending on the 

source of the debt. Identifying 

information including VA claim 

number, Social Security number, Tax 

Identification Number (TIN), name and 

address and, when appropriate, loan 

reference number, obtained from, among 

other sources, indebtedness records of 

Federal agencies other than VA and the 

following Privacy Act systems of 

records: ‘‘Debt Collection Operations 

System—Treasury/Financial 

Management Service’’ (Treasury/FMS 

.014); ‘‘Compensation, Pension, 

Education and Vocational Rehabilitation 

Records—VA’’ (58VA21/22/28); ‘‘Loan 

Guaranty Home, Condominium and 

Manufactured Home Loan Applicant 

Records, Specially Adapted Housing 

Applicant Records, and Vendee Loan 

Applicant Records—VA’’ (55VA26); 

‘‘Patient Medical Records—VA’’ 

(24VA136); and, ‘‘Health 

Administration Center Civilian Health 

and Medical Program Records—VA’’ 

(54VA17). Initial indebtedness amount, 

amounts claimed for reimbursement 

type of benefit from which the debt 

arose, identifying number of the VA 

regional office with jurisdiction over the 

underlying benefit claim or property 

subject to default or foreclosure, station 

number of the VA health care facility 

rendering services, name of co-obligor 

and property address of the defaulted 

home loan from 58VA21/22/28, 

55VA26, 24VA136 and 54VA17 History 

of debt collection activity on the person, 

organization or entity includes 

correspondence, telephone calls, 

referrals to other Federal, State or local 

agencies, VA regional counsel, private 

collection and credit reporting agencies. 

Payments received, refunds made, 

interest amount, current balance of debt 

and indication of status of current VA 

benefit payments. Federal employment 

status obtained by computer matching 

with Government agencies and the 

United States Postal Service. No 

personal medical information 

concerning the nature of disease, injury 

or disability is transmitted to or 

maintained in this system of records. 

RECORD SOURCE CATEGORIES: 

The records in this system are derived 

from five other systems of records as set 

forth in ‘‘Categories Of Records In The 

System,’’ above, persons indebted to the 

United States by virtue of their 

participation in programs administered 

by VA or other Government agencies, 

dependents of those persons, fiduciaries 

for those persons (VA or court 

appointed), other Federal agencies, State 

and local agencies, private collection 

agencies, consumer reporting agencies, 

State, local and county courts and 

clerks, other third parties and other VA 

records. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

PURPOSES OF SUCH USES: 

For purposes of the following routine 

uses: 

(a) The term, ‘‘veteran’’, includes 

present, former or retired members of 

the United States Armed Forces, the 

reserve forces or National Guard; 

(b) The term, ‘‘debtor’’, means any 

person falling within the categories of 

individuals covered by this system, as 

set forth above. A ‘‘debtor’’ may be a 

veteran, as defined above, a veteran’s 

dependent entitled to VA benefits 

(including health care) in his or her own 

right or a person who is neither a 

veteran nor a veteran’s dependent for 

benefit purposes; and, 

(c) The terms, ‘‘benefit’’, ‘‘benefit 

program’’ and ‘‘VA program’’ include 

any gratuitous benefit, home loan 

(including miscellaneous home loan) or 

health care (including CHAMPVA) 

program administered by the Secretary 

of Veterans Affairs. 

1. Congress 

VA may disclose information from the 

record of an individual in response to 

an inquiry from the congressional office 

made at the request of that individual. 

VA must be able to provide 

information about individuals to 

adequately respond to inquiries from 

Members of Congress at the request of 


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Federal Register / Vol. 83, No. 156 / Monday, August 13, 2018 / Notices 40143 

constituents who have sought their 

assistance. 

2. Data breach response and remedial 

efforts 

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 of harm 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, 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. 

This routine use permits disclosures 

by the Department to respond to a 

suspected or confirmed data breach, 

including the conduct of any risk 

analysis or provision of credit 

protection services as provided in 38 

U.S.C. 5724. 

A. Effective Response. A federal 

agency’s ability to respond quickly and 

effectively in the event of a breach of 

federal data is critical to its efforts to 

prevent or minimize any consequent 

harm. An effective response necessitates 

disclosure of information regarding the 

breach to those individuals affected by 

it, as well as to persons and entities in 

a position to cooperate, either by 

assisting in notification to affected 

individuals or playing a role in 

preventing or minimizing harms from 

the breach. 

B. Disclosure of Information. Often, 

the information to be disclosed to such 

persons and entities is maintained by 

federal agencies and is subject to the 

Privacy Act (5 U.S.C. 552a). The Privacy 

Act prohibits the disclosure of any 

record in a system of records by any 

means of communication to any person 

or agency absent the written consent of 

the subject individual, unless the 

disclosure falls within one of twelve 

statutory exceptions. In order to ensure 

an agency is in the best position to 

respond in a timely and effective 

manner, in accordance with 5 U.S.C. 

552a(b)(3) of the Privacy Act, agencies 

should publish a routine use for 

appropriate systems specifically 

applying to the disclosure of 

information in connection with 

response and remedial efforts in the 

event of a data breach. 

3. Data breach response and remedial 

efforts with another Federal agency VA 

may, on its own initiative, disclose 

information from this system 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. 

4. Law Enforcement 

VA may, on its own initiative, 

disclose information in this system, 

except the names and home addresses of 

veterans and their dependents, which is 

relevant to a suspected 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, 

rule or order. On its own initiative, VA 

may also disclose the names and 

addresses of veterans and their 

dependents to a Federal agency charged 

with the responsibility of investigating 

or prosecuting civil, criminal or 

regulatory violations of law, or charged 

with enforcing or implementing the 

statute, regulation, rule or order issued 

pursuant thereto. 

VA must be able to provide on its own 

initiative information that pertains to a 

violation of laws to law enforcement 

authorities in order for them to 

investigate and enforce those laws. 

Under 38 U.S.C. 5701(a) and (f), VA may 

only disclose the names and addresses 

of veterans and their dependents to 

Federal entities with law enforcement 

responsibilities. This is distinct from the 

authority to disclose records in response 

to a qualifying request from a law 

enforcement entity, as authorized by 

Privacy Act subsection 5 U.S.C. 

552a(b)(7). 

5. Litigation 

VA may disclose information from 

this system of records to the Department 

of Justice (DoJ), either on VA’s initiative 

or in response to DoJ’s request for the 

information, after either VA or DoJ 

determines that such information is 

relevant to DoJ’s representation of the 

United States or any of its components 

in legal proceedings before a court or 

adjudicative body, provided that, in 

each case, the agency also determines 

prior to disclosure that release of the 

records to the DoJ is a use of the 

information contained in the records 

that is compatible with the purpose for 

which VA collected the records. VA, on 

its own initiative, may disclose records 

in this system of records in legal 

proceedings before a court or 

administrative body after determining 

that the disclosure of the records to the 

court or administrative body is a use of 

the information contained in the records 

that is compatible with the purpose for 

which VA collected the records. 

To determine whether to disclose 

records under this routine use, VA will 

comply with the guidance promulgated 

by the Office of Management and 

Budget in a May 24, 1985, memorandum 

entitled ‘‘Privacy Act Guidance— 

Update,’’ currently posted at http://

www.whitehouse.gov/omb/inforeg/ 

guidance1985.pdf. 

VA must be able to provide 

information to DoJ in litigation where 

the United States or any of its 

components is involved or has an 

interest. A determination would be 

made in each instance that under the 

circumstances involved; the purpose is 

compatible with the purpose for which 

VA collected the information. This 

routine use is distinct from the authority 

to disclose records in response to a 

court order under subsection (b)(11) of 

the Privacy Act, 5 U.S.C. 552(b)(11), or 

any other provision of subsection (b), in 

accordance with the court’s analysis in 

Doe v. DiGenova, 779 F.2d 74, 78–84 

(D.C. Cir. 1985) and Doe v. Stephens, 

851 F.2d 1457, 1465–67 (D.C. Cir. 1988). 

6. Contractors 

VA may disclose information from 

this system of records to individuals, 

organizations, private or public 

agencies, or other entities or individuals 

with whom VA has a contract or 

agreement to perform such services as 

VA may deem practicable for the 

purposes of laws administered by VA, 

in order for the contractor, 

subcontractor, public or private agency, 

or other entity or individual with whom 

VA has a contract or agreement to 

perform services under the contract or 

agreement. 

This routine use includes disclosures 

by an individual or entity performing 

services for VA to any secondary entity 

or individual to perform an activity that 

is necessary for individuals, 

organizations, private or public 

agencies, or other entities or individuals 

with whom VA has a contract or 

agreement to provide the service to VA. 

This routine use, which also applies 

to agreements that do not qualify as 

contracts defined by Federal 

procurement laws and regulations, is 

consistent with OMB guidance in OMB 

Circular A–130, App. I, paragraph 

5a(1)(b) that agencies promulgate 

routine uses to address disclosure of 


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Privacy Act-protected information to 

contractors in order to perform the 

services contracts for the agency. 

7. Equal Employment Opportunity 

Commission (EEOC) 

VA may disclose information from 

this system to the EEOC when requested 

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 or regulation. 

VA must be able to provide 

information to EEOC to assist it in 

fulfilling its duties to protect employees’ 

rights, as required by statute and 

regulation. 

8. Federal Labor Relations Authority 

(FLRA) 

VA may disclose information from 

this system to the FLRA, including its 

General Counsel, information related to 

the establishment of jurisdiction, 

investigation, and resolution of 

allegations of unfair labor practices, or 

in connection with the resolution of 

exceptions to arbitration awards when a 

question of material fact is raised; for it 

to address matters properly before the 

Federal Service Impasses Panel, 

investigate representation petitions, and 

conduct or supervise representation 

elections. 

VA must be able to provide 

information to FLRA to comply with the 

statutory mandate under which it 

operates. 

9. Merit Systems Protection Board 

(MSPB) 

VA may disclose information from 

this system to the MSPB, or the Office 

of the Special Counsel, when requested 

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. 

VA must be able to provide 

information to MSPB to assist it in 

fulfilling its duties as required by statute 

and regulation. 

10. National Archives and Records 

Administration (NARA) and General 

Services Administration (GSA): 

VA may disclose information from 

this system to NARA and GSA in 

records management inspections 

conducted under title 44, U.S.C. 

NARA is responsible for archiving old 

records which are no longer actively 

used but may be appropriate for 

preservation, and for the physical 

maintenance of the Federal 

government’s records. VA must be able 

to provide the records to NARA in order 

to determine the proper disposition of 

such records. 

11. Federal Agencies, for Computer 

Matches 

VA may disclose identifying 

information, including social security 

number, concerning veterans, spouses of 

veterans, and the beneficiaries of 

veterans to other federal agencies for the 

purpose of conducting computer 

matches to obtain information to 

determine or verify eligibility of 

veterans receiving VA benefits under 

Title 38, U.S.C. 

Office of Personal Management (OPM) 

may disclose limited individual 

identification information to another 

Federal agency for the purpose of 

matching and acquiring information 

held by that agency for OPM to use for 

the purposes stated for this system of 

records. OPM may act as an 

intermediary when a Veteran makes 

statements to OPM that are inconsistent 

with information furnished by the VA. 

A complete list of specific details of 

Computer Matches is listed below: 

A. Any information in this system 

may be disclosed, by computer 

matching or otherwise, in connection 

with any proceeding for the collection 

of an amount owed the United States 

when, in the judgment of the Secretary, 

or official generally delegated such 

authority under standard agency 

delegation of authority rules (38 CFR 

2.6), such disclosure is deemed 

necessary and proper in accordance 

with 38 U.S.C. 5701(b)(6) for debts. 

resulting from participation in VA 

benefit programs or pay administration, 

with 31 U.S.C. 3711(g)(5) for other debts 

referred to VA in its capacity as a 

Government-wide cross-servicing 

facility or with a valid interagency 

agreement for collection services 

independent of the cross-servicing 

provisions of section 3711(g)(4) and 

(g)(5). 

B. Identifying information, including 

the debtor’s name, Social Security 

number and VA claim number, along 

with the amount of indebtedness, may 

be disclosed to any Federal agency, 

including the U.S. Postal Service, in the 

course of conducting computer 

matching to identify and locate 

delinquent debtors employed by or 

receiving retirement benefits from those 

agencies. Such debtors may be subject to 

offset of their pay or retirement benefits 

under the provisions of 5 U.S.C. 5514. 

C. Any information in this system, 

including the nature and amount of a 

financial obligation as well as the 

history of debt collection activity 

against a debtor, may be disclosed to the 

Federal agency administering salary or 

retirement benefits to the debtor to 

assist that agency in initiating offset of 

salary or retirement benefits to collect 

delinquent debts owed the United 

States. 

D. The name(s) and address(es) of a 

debtor(s) may be disclosed to another 

Federal agency or to a contractor of that 

agency, at the written request of the 

head of that agency or designee of the 

head of that agency for the purpose of 

conducting Government research or 

oversight necessary to accomplish a 

statutory purpose of that agency. 

E. Debtors’ social security numbers, 

VA claim numbers, loan account 

numbers and other information as is 

reasonably necessary to identify 

individual indebtedness accounts may 

be disclosed to the Department of 

Housing and Urban Development for 

inclusion in the Credit Alert 

Verification System (CAIVRS). 

Information in CAIVRS may be 

disclosed to all participating agencies 

and lenders who participate in the 

agencies’ programs to enable them to 

verify information provided by new 

loan applicants and evaluate the 

creditworthiness of applicants. Records 

are disclosed to participating agencies 

and private-sector lenders by an ongoing 

computer matching program. 

F. Name, Social Security numbers and 

any other information reasonably 

necessary to ensure accurate 

identification may be disclosed to the 

Department of the Treasury, Internal 

Revenue Service, to obtain the mailing 

address of taxpayers who are debtors 

under this system of records. Disclosure 

is made by computer matching and 

pursuant to 26 U.S.C. 6103(m)(2). 

G. Any information in a record under 

this system of records may be disclosed 

to the United States Government 

Accountability Office (GAO) to enable 

GAO to pursue collection activities 

authorized to that office or any other 

activities within their statutory 

authority. 

H. Any information in this system 

concerning a debt over 180 days 

delinquent may be disclosed, by 

computer matching or otherwise, to the 

Secretary of the Treasury or to any 

designated Government disbursing 

official for purposes of conducting 

administrative offset of any eligible 

Federal payments under the authority 

set forth in 31 U.S.C. 3716. Payments 

subject to offset include those payments 

disbursed by the Department of the 

Treasury, the Department of Defense, 

the United States Postal Service, any 

Government corporation or any 

disbursing official of the United States 

designated by the Secretary of the 

Treasury. Subject to certain exemptions, 

Social Security, Black Lung, Railroad 


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Retirement benefits and tax refunds may 

be included in those Federal payments 

eligible for administrative offset. 

I. Any information in this system of 

records concerning a debt over 180 days 

delinquent may be disclosed, by 

computer matching or otherwise, to the 

Secretary of the Treasury for appropriate 

collection or termination action, 

including the transfer of the 

indebtedness for collection or 

termination, in accordance with 31 

U.S.C. 3711(g)(4), to a debt collection 

center designated by the Secretary of the 

Treasury, to a private collection agency 

or to the Department of Justice. The 

Secretary of the Treasury, through the 

Department of the Treasury, a 

designated debt collection center, a 

private collection agency or the 

Department of Justice, may take any 

appropriate action on a debt in 

accordance with the existing laws under 

which the debt arose. 

12. Federal Agencies, for Litigation 

VA may, on its own initiative, 

disclose information to another federal 

agency, court, or party in litigation 

before a court or other administrative 

proceeding conducted by an agency, if 

VA is a party to the proceeding and 

needs to disclose the information to 

protect its interests. 

13. Federal, State, Local Agencies, 

Hiring, Retention, Contract, Security 

Clearance, Grant, or Permit 

VA may disclose information in this 

system, except the names and home 

addresses of veterans and their 

dependents, to a 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 the 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 names and home 

addresses of veterans and their 

dependents may be disclosed to a 

Federal agency in order to respond to 

the VA inquiry. 

14. Federal Agencies, for Employment 

VA may disclose information from 

this system of records to a federal 

agency or the District of Columbia 

government, in response to its request, 

in connection with the hiring or 

retention of an employee and the 

issuance of a security clearance as 

required by law, the reporting of an 

investigation of an employee, the 

issuance of a license, grant, or other 

benefit by the requesting agency, to the 

extent that the information is relevant 

and necessary to the requesting agency’s 

decision. 

15. State or Local Agency, for Hiring 

Any information in this system may 

be disclosed to a State or local agency, 

upon its official request, to the extent 

that it is relevant and necessary to 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 or 

continuance of a license, grant or other 

benefit by the agency; provided, that if 

the information pertains to a veteran, 

the name and address of the veteran will 

not be disclosed unless the name and 

address is provided first by the 

requesting State or local agency. 

16. Consumer Reporting Agencies 

VA may disclose the name and 

address of a veteran or beneficiary, and 

other information as is reasonably 

necessary to identify such individual or 

concerning that individual’s 

indebtedness to the United States by 

virtue of the person’s participation in a 

benefits program administered by the 

Department, to a consumer reporting 

agency for the purpose of locating the 

individual, obtaining a consumer report 

to determine the ability of the 

individual to repay an indebtedness to 

the United States, or assisting in the 

collection of such indebtedness, 

provided that the provisions of 38 

U.S.C. 57019(g)(2) and (4) have been 

met. The purpose of this information 

disclosure to a consumer-reporting 

agency is to assist VA in locating an 

individual, obtaining a consumer report 

to determine his or her ability to repay 

indebtedness, and to collect 

indebtedness. 

17. DOJ, for FTCA claims 

Relevant information may be 

disclosed to the Department of Justice 

and United States Attorneys in defense 

or prosecution of litigation involving the 

United States, and to federal agencies 

upon their request in connection with 

review of administrative tort claims 

filed under the Federal Tort Claims Act, 

28 U.S.C. 2672. 

18. Treasury, IRS 

VA may disclose the name of a 

veteran or beneficiary, other information 

as is reasonably necessary to identify 

such individual, and any other 

information concerning the individual’s 

indebtedness by virtue of a person’s 

participation in a benefits program 

administered by VA, may be disclosed 

to the Department of the Treasury, 

Internal Revenue Service, for the 

collection of Title 38 benefit 

overpayments, overdue indebtedness, 

and/or costs of services provided to an 

individual not entitled to such services, 

by the withholding of all or a portion of 

the person’s Federal income tax refund. 

The purpose of this disclosure is to 

collect a debt owed the VA by an 

individual by offset of his or her Federal 

income tax refund. 

19. Treasury, to Report Waived Debt 

as Income 

VA may disclose an individual’s 

name, address, social security number, 

and the amount (excluding interest) of 

any indebtedness which is waived 

under 38 U.S.C. 3102, compromised 

under 4 CFR part 103, otherwise 

forgiven, or for which the applicable 

statute of limitations for enforcing 

collection has expired, to the 

Department of the Treasury, Internal 

Revenue Service, as a report of income 

under 26 U.S.C. 61(a)(12). 

20. Guardians Ad Litem, for 

Representation 

VA may disclose information to a 

fiduciary or guardian ad litem in 

relation to his or her representation of 

a claimant in any legal proceeding, but 

only to the extent necessary to fulfill the 

duties of the fiduciary or guardian ad 

litem. 

This disclosure permits VA to provide 

individual information to an appointed 

VA Federal fiduciary or to the 

individual’s guardian ad litem that is 

needed to fulfill appointed duties. 

21. Guardians, for Incompetent 

Veterans 

VA may disclose relevant information 

from this system of records in the course 

of presenting evidence to a court, 

magistrate, or administrative tribunal; in 

matters of guardianship, inquests, and 

commitments; to private attorneys 

representing veterans rated incompetent 

in conjunction with issuance of 

Certificates of Incompetency; and to 

probation and parole officers in 

connection with court-required duties. 

22. Claims Representatives 

VA may disclose information from 

this system of records relevant to a 

claim of a veteran or beneficiary, such 

as the name, address, the basis and 

nature of a claim, amount of benefit 

payment information, medical 

information, and military service and 

active duty separation information, at 

the request of the claimant to accredited 

service organizations, VA-approved 

claim agents, and attorneys acting under 

a declaration of representation, so that 

these individuals can aid claimants in 

the preparation, presentation, and 

prosecution of claims under the laws 

administered by VA. The name and 

address of a claimant will not, however, 

be disclosed to these individuals under 

this routine use if the claimant has not 

requested the assistance of an accredited 

service organization, claims agent or an 

attorney. 


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VA must be able to disclose this 

information to accredited service 

organizations, VA-approved claim 

agents, and attorneys representing 

veterans so they can assist veterans by 

preparing, presenting, and prosecuting 

claims under the laws administered by 

VA. 

23. Third Parties 

A. Any information in this system, 

including available identifying 

information regarding a person, such as 

the person’s name, address, Social 

Security number, VA insurance number, 

VA claim number, VA loan number, 

date of birth, employment information 

or identification number assigned by 

any Government component, may be 

disclosed, except to consumer reporting 

agencies, to a third party in order to 

obtain current name, address and credit 

report in connection with any 

proceeding for the collection of an 

amount owed the United States. Such 

disclosure may be made in the course of 

computer matching having the purpose 

of obtaining the information indicated 

above. Third parties may include other 

Federal agencies or State probate courts. 

B. Any information concerning a 

person’s indebtedness to the United 

States, including personal information 

obtained from other Federal agencies 

through computer matching programs, 

may be disclosed to any third party, 

except consumer reporting agencies, in 

connection with any proceeding for the 

collection of any amount owed to the 

United States. Purposes of these 

disclosures include, but are not limited 

to (a) assisting the Government in 

collection of debts resulting from 

participation in Government programs 

of all categories and pay administration, 

and (b) initiating legal actions for 

prosecuting individuals who willfully 

or fraudulently obtain Government 

benefits, pay or allowances without 

entitlement. Third parties may include, 

but are not limited to, persons, 

organizations or other entities with 

contracts for collection services with the 

Government. 

C. The name and address of a debtor, 

other information as is reasonably 

necessary to identify such person, 

including personal information obtained 

from other Federal, state or local 

agencies as well as private sources 

through computer matching, and other 

information concerning the person’s 

indebtedness to the United States, may 

be disclosed to third parties, including 

Federal, State and local government 

agencies to determine the debtor’s 

employer. Such information may be 

used to initiate garnishment of 

disposable pay in accordance with the 

provisions of 31 U.S.C. 3720D. 

D. The name and address of a debtor, 

and such other information as may be 

necessary for identification of that 

debtor, may be disclosed to a debtor’s 

employer for purposes of initiating 

garnishment of the disposable pay of 

that debtor under the provisions of 31 

U.S.C. 3720D. 

E. The names and addresses of 

delinquent debtors, along with the 

amounts of their debts, may be 

published or otherwise publicly 

disseminated subject to the provisions 

of 31 U.S.C 3720E. 

F. Any information in this system 

may be disclosed to a third-party 

purchaser of debt more than 90 days 

delinquent and for which the sale of 

such debt was conducted pursuant to 

the provisions of 31 U.S.C. 3711(i). 

POLICIES AND PRACTICES FOR STORAGE OF

RECORDS: 

Storage for CARS/CAROLS is located 

on disk packs for the mainframe part 

(CARS) and network storage for the 

CAROLS portion. All storage is housed 

within the Austin Information 

Technology Center. Records are 

maintained on magnetic tape and disk, 

microfilm, microfiche, optical disk and 

paper documents. DMC does not 

routinely maintain paper records of 

individual debtors in file folders with 

the exception of correspondence, and 

replies thereto, from Congress, the 

White House, members of the Cabinet 

and other similar sources. Paper records 

related to accounts receivable may be 

maintained in individual file folders 

located at VA regional offices, health 

care facilities, HAC and other agencies 

referring debts to VA in its capacity as 

a Government-wide cross-servicing debt 

collection center. Generally, and with 

the exception of claims against thirdparty insurers and certain first-party 

medical debts, such papers maintained 

outside of DMC are not used directly in 

the debt collection process unless they 

are first forwarded to DMC. Records of 

debts referred to VA in its capacity as 

a Government-wide cross servicing debt 

collection center will be accessible only 

to employees of DMC. Information 

stored on magnetic media and related to 

the All-Volunteer Force Educational 

Assistance, education loan, 

miscellaneous home loan or HAC debt 

collection programs may be accessed 

through personal computers. Records 

provided to the Department of Housing 

and Urban Development for inclusion in 

the Credit Alert Verification System 

(CAIVRS) are maintained on magnetic 

media at the HUD Data Processing 

Center in Lanham, Maryland. Records 

provided to the Department of the 

Treasury for administrative offset or 

referral to a designated debt collection 

center, private collection agency or the 

Department of Justice are maintained on 

magnetic media at the Financial 

Management Service Debt Collection 

Operations System in Hyattsville, 

Maryland. For VA benefit debts other 

than miscellaneous home loan, firstparty medical and CHAMPVA, 

identifying information, the amount of 

the debt and benefit source of the debt 

may be stored on magnetic media in 

records that serve as the database for the 

VA Benefits Delivery Network (BDN) 

and Veterans Service Network 

(VETSNET). BDN and VETSNET are 

operated for the adjudication of VA 

claims and the entry of certain fiscal 

transactions. The identifying 

information, the amount of the debt and 

benefit source of the debt is transmitted 

to the Centralized Accounts Receivable 

System (CARS) or a personal computer 

local area network system before 

collection activity commences. When a 

debtor is awarded gratuitous benefits 

under VA programs, the BDN and 

VETSNET may operate to offset all or 

part of retroactive funds awarded, if 

any, to reduce the balance of the 

indebtedness. The Veterans Health 

Information Systems and Technology 

Architecture (VISTA), through its 

various modules, are used to create and 

store first-party medical charges and 

debts associated with the provision of 

health care benefits. The identifying 

information about the person, the 

amount of the debt and program source 

of the debt may be transmitted to CARS 

as part of the collection process. When 

a person receives care under the 

auspices of VA, a VA medical facility 

may collect all or part of a charge or 

debt. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

Paper documents, microfilm and 

microfiche related to VA claims and 

debts are indexed by VA file number or 

Social Security Number or date of 

receipt. Automated records of VA 

claims and debts are indexed by VA 

claim number, Social Security account 

number, name and loan account number 

in appropriate circumstances. Paper 

documents, microfilm, microfiche and 

automated records of pay administration 

debts and debts referred to VA for cross 

servicing are indexed by Social Security 

account number or Taxpayer 

Identification Number. Records in 

CAIVRS may only be retrieved by Social 

Security number. 


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POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

Microfilm and microfiche are retained 

in metal cabinets in DMC for 25 years. 

CARS records are retained until 

termination of debt collection (payment 

in full, write off, compromise or 

waiver). All other automated storage 

media are retained and disposed of in 

accordance with disposition 

authorization approved by the Archivist 

of the United States. DMC generally 

forwards all substantive paper 

documents to VA regional offices, 

health care facilities and CHAMPVA 

Center for storage in claims files, patient 

treatment files, imaging systems or loan 

files. Those documents are retained and 

disposed of in accordance with the 

appropriate system of records. 

Information provided to HUD for 

CAIVRS is stored on magnetic tape. The 

tapes are returned to VA for updating 

each month. HUD does not keep 

separate copies of the tapes. Information 

provided to the Department of the 

Treasury for the Treasury Offset 

Program is transferred electronically 

and stored by Treasury on magnetic 

media. In the case of CARS/CAROLS 

there are no physical items, only 

electronic. The electronic records being 

keep on CARS/CAROLS change daily 

and exist until the debt is otherwise 

settled. There is no history currently 

being kept by this system and no 

archiving. 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL

SAFEGUARDS: 

1. Physical Security: 

(a) Access to working spaces and 

document storage areas in DMC is 

restricted by cipher locks and to VA 

employees on a need-to-know basis. 

Generally, document storage areas in 

VA offices other than DMC are restricted 

to VA employees on a need-to-know 

basis. VA offices are generally protected 

from outside access by the Federal 

Protective Service or other security 

personnel. Strict control measures are 

enforced to ensure that access to and 

disclosure from documents, microfilm 

and microfiche are limited to a need-toknow basis. 

(b) Access to CAROLS data 

telecommunications terminals is by 

authorization controlled by the site 

security officer. The security officer is 

assigned responsibility for privacysecurity measures, especially for review 

of violation logs, information logs and 

control of password distribution. 

(c) Access to data processing centers 

is generally restricted to center 

employees, custodial personnel, Federal 

Protective Service and other security 

personnel. Access to computer rooms is 

restricted to authorized operational 

personnel through electronic locking 

devices. All other personnel gaining 

access to computer rooms are escorted. 

2. CAROLS and Personal Computer 

Local Area Network (LAN) Security: 

(a) Usage of CAROLS and LAN 

terminal equipment is protected by 

password access. Electronic keyboard 

locks are activated on security errors. 

(b) At the data processing centers, 

identification of magnetic media 

containing data is rigidly enforced using 

labeling techniques. Automated storage 

media which are not in use are stored 

in tape libraries which are secured in 

locked rooms. Access to programs is 

controlled at three levels: Programming, 

auditing and operations. Access to 

CARS is maintained and control via the 

CUPS application which allows 

management at DMC to request specific 

staff to have specific levels of access 

within the system. Access to CAROLS is 

maintained by the St. Paul VBA RO 

National Support Center staff. DMC 

makes requests for access for specific 

staff and the St. Paul RO NSC staff 

updates the system accordingly. 

3. CAIVRS Security: Access to the 

HUD data processing center from which 

CAIVRS is operated is generally 

restricted to center employees and 

authorized contact employees. Access to 

computer rooms is restricted to 

authorized operational personnel 

through locking devices. All other 

persons gaining access to computer 

rooms are escorted. Records in CAIVRS 

use Social Security numbers as 

identifiers. Access to information files is 

restricted to authorized employees of 

participating agencies and authorized 

employees of lenders who participate in 

the agencies’ programs. Access is 

controlled by agency distribution of 

passwords. Information in the system 

may be accessed by use of a touch-tone 

telephone by authorized agency and 

lender employees on a need-to-know 

basis. 

4. Department of the Treasury 

Security: Access to the system is on a 

need-to-know basis, only, as authorized 

by the system manager. Procedural and 

physical safeguards are utilized to 

include accountability, receipt records 

and specialized communications 

security. The data system has an 

internal mechanism to restrict access to 

authorized officials. The building is 

patrolled by uniformed security guards. 

RECORD ACCESS PROCEDURES: 

Individuals seeking information 

regarding access to and contesting of 

records maintained by VA may write, 

call or visit the nearest VA regional 

office. Address locations are listed in 

VA Appendix 1 of 58VA21/22/28. 

CONTESTING RECORD PROCEDURES: 

See record access procedures above. 

NOTIFICATION PROCEDURES: 

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 

wants to determine the contents of such 

record, should submit a written request 

or apply in person to the nearest VA 

regional office or center. Address 

locations are listed in VA Appendix 1 

of 58VA21/22/28. VA employees 

wishing to inquire whether the system 

of records contains employee 

productivity information about 

themselves should contact their 

supervisor at the regional office or 

center of employment. 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

None. 

HISTORY: 

88VA244 ‘‘Accounts Receivable 

Records—VA’’ published at 63 FR 

16864 on 4/6/1998. 

[FR Doc. 2018–17228 Filed 8–10–18; 8:45 am] 

BILLING CODE 8320–01–P 


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