80 FR 58815 - Privacy Act of 1974; System of Records

DEPARTMENT OF VETERANS AFFAIRS

Federal Register Volume 80, Issue 189 (September 30, 2015)

Page Range		58815-58817
FR Document		2015-24730

As required by the Privacy Act of 1974, 5 U.S.C. 552a(e), notice is hereby given that the Department of Veterans Affairs (VA) is amending the system of records currently entitled ``Blood Donor Information--VA'' (04VA115) as set forth in the Federal Register 73 FR 74574. VA is amending the system by revising the System Number, System Location, Categories of Individuals Covered by the System, Category of Records in the System, Authority for Maintenance of the System, Storage, Retrievability, Retention and Disposal, and System Manager and Address. VA is republishing the system notice in its entirety.

Federal Register, Volume 80 Issue 189 (Wednesday, September 30, 2015)

[Federal Register Volume 80, Number 189 (Wednesday, September 30, 2015)]
[Notices]
[Pages 58815-58817]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2015-24730]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; System of Records

AGENCY: Department of Veterans Affairs (VA).

ACTION: Notice of Amendment to System of Records.

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SUMMARY: As required by the Privacy Act of 1974, 5 U.S.C. 552a(e), 
notice is hereby given that the Department of Veterans Affairs (VA) is 
amending the system of records currently entitled ``Blood Donor 
Information--VA'' (04VA115) as set forth in the Federal Register 73 FR 
74574. VA is amending the system by revising the System Number, System 
Location, Categories of Individuals Covered by the System, Category of 
Records in the System, Authority for Maintenance of the System, 
Storage, Retrievability, Retention and Disposal, and System Manager and 
Address. VA is republishing the system notice in its entirety.

DATES: Comments on this new system of records must be received no later 
than October 30, 2015. If no public comment is received during the 
period allowed for comment or unless otherwise published in the Federal 
Register by the VA, the new system will become effective October 30, 
2015.

ADDRESSES: Written comments concerning the proposed amended system of 
records may be submitted by: Mail or hand-delivery to Director, 
Regulations Management (02REG), Department of Veterans Affairs, 810 
Vermont Avenue NW., Room 1068, Washington, DC 20420; fax to (202) 273-
9026; or email to http://www.Regulations.gov. All 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 (this is not a toll-free number) for an appointment.

FOR FURTHER INFORMATION CONTACT: Veterans Health Administration (VHA) 
Privacy Act Officer, Department of Veterans Affairs, 810 Vermont Avenue 
NW., Washington, DC 20420; telephone (704) 245-2492.

SUPPLEMENTARY INFORMATION: The system number is changed from 04VA115 to 
04VA10P4D to reflect the current organizational alignment.
    The System Location has been amended to add that records are 
located at each of the health care facilities that currently or 
previously collected donor blood.
    Categories of Individuals Covered by the System has been amended to 
remove government or private agencies.
    The Category of Records in the System is being amended to add other 
unique identifiers. The sentence VA maintains a record of the 
individual to whom the blood or blood component was transfused and the 
medical facility where the product was transfused and/or stored is 
being removed. Final disposition is being defined as transferred, 
transfused, or discarded.
    The Authority for Maintenance of the System is being amended to 
replace Title 42, Code of Federal Regulations, section 493.1107 with 
Title 42, Code of Federal Regulations, section 493.1105.
    The Storage section is being amended to add electronic media. This 
section is also being amended to remove magnetic tape and disk. The 
Retrievability section is being amended to add other unique 
identifiers.
    The Retention and Disposal section is being amended to remove that 
paper records and information are maintained and disposed of in 
accordance with records disposition authority approved by the Archivist 
of the United States. The new language will state that these records 
are disposed of in accordance with Section VIII-Laboratory Services of 
the VHA Records Control Schedule 10-1, Item number 113-31/36.
    The System Manager and Address is being amended to remove Strategic 
Healthcare Group (SHG) (115), and add (10P4D).
    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 Secretary of Veterans Affairs, 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. Robert L. 
Nabors II, Chief of Staff, approved this document on September 18, 
2015, for publication.


[[Page 58816]]


    Dated: September 21, 2015.
Kathleen M. Manwell,
Program Analyst, Office of Privacy and Records Management, Department 
of Veterans Affairs.
04VA10P4D

SYSTEM NAME:
    Blood Donor Information--VA

SYSTEM LOCATION:
    Blood Donor records are maintained at each of the Department of 
Veterans Affairs (VA) health care facilities that currently or 
previously collected donor blood. Addresses are listed in VA Appendix I 
of the biennial publication of Privacy Act Issuances.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who donate or have donated blood at a Veterans Health 
Administration (VHA) health care facility or blood bank for patient 
care under routine or emergency conditions.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Blood donor records contain sufficient information (i.e., donor 
name, social security number, or other unique identifier, date of 
donation, and type of donation, type of components produced by the 
donation, mandated tests results, and disposition of the blood or blood 
component) to provide a mechanism to track a donated blood product from 
the time of donor registration through the final disposition of each 
component prepared from that donation. For this system of record, final 
disposition is defined as transferred, transfused, or discarded.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    1. Title 38, United States Code, sections 501(a) and 501(b).
    2. Title 21, Code of Federal Regulations, parts 200-299 and parts 
600-680.
    3. Title 42, Code of Federal Regulations, section 493.1105.

PURPOSE(S):
    The information and records are used to track the donor medical 
history, donation interval(s), results of donor testing, report 
positive or abnormal test results, and blood and/or blood components 
produced from the donation.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    VA may disclose protected health information pursuant to the 
following routine uses where required by law, or required or permitted 
by 45 CFR parts 160 and 164.
    1. Disclosure may be made to answer requests for information from 
Federal, State, local, and tribal medical facilities regarding the 
source from which blood was received. Such requests may be initiated by 
a qualified medical practitioner in the event that a donor's or 
patient's medical condition warrants it.
    2. Disclosure may be made of blood availability, location, quantity 
on hand, and blood type for use by the area donor collection 
coordinators to answer and fill requests from health care facilities in 
need of type-specific blood.
    3. VA may disclose on its own initiative any 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.
    4. Disclosure from a system of records maintained by this component 
may be made to a Congressional office from the record of an individual 
in response to an inquiry from the Congressional office made at the 
request of that individual.
    5. A record from a system of records maintained by this component 
may be disclosed as a routine use to the General Services 
Administration for the purpose of records management inspections 
conducted under authority of Title 44 United States Code.
    6. A record from a system of records maintained by this component 
may be disclosed as a routine use to the National Archives and Records 
Administration for the purpose of records management inspections 
conducted under authority of title 44 United States Code.
    7. Disclosure of relevant information may be made to individuals, 
organizations, private or public agencies, etc., 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 or subcontractor to perform the services of the contract 
or agreement.
    8. 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.
    9. Disclosure to other Federal agencies may be made to assist such 
agencies in preventing and detecting possible fraud or abuse by 
individuals in their operations and programs.
    10. VA may, on its own initiative, disclose any information or 
records to appropriate agencies, entities, and persons when (1) VA 
suspects or has confirmed that the integrity or confidentiality of 
information in the system of records has been compromised; (2) the 
Department has determined that as a result of the suspected or 
confirmed compromise, there is a risk of embarrassment or harm to the 
reputations of the record subjects, harm to economic or property 
interests, identity theft or fraud, or harm to the security, 
confidentiality, or integrity of this system or other systems or 
programs (whether maintained by the Department or another agency or 
disclosure is to agencies, entities, or persons whom VA determines are 
reasonably necessary to assist or carry out the Department's efforts to 
respond to the suspected or confirmed compromise and 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 data breach analysis, as the terms are 
defined in 38 U.S.C. 5727 or provision of credit protection services as 
provided in 38 U.S.C. 5724.

[[Page 58817]]

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper documents, electronic media.

RETRIEVABILITY:
    1. All VA blood donor manual records are indexed by name and social 
security number or other unique identifier of donor, cross-indexed by 
blood type.
    2. Automated records are indexed by name, unique identifier, social 
security number, blood type, antibodies and date of last donation.

SAFEGUARDS:
    1. Access to VA working space and medical record storage areas is 
restricted to VA employees on a ``need to know'' basis. Generally, VA 
file areas are locked after normal duty hours and are protected from 
outside access by the Federal Protective Service. Employees file 
records and file records of public figures or otherwise sensitive 
medical record files are stored in separate locked files. Strict 
control measures are enforced to ensure that disclosure is limited to a 
``need to know'' basis.
    2. Strict control measures are enforced to ensure that access to 
and disclosure from all records including electronic files are limited 
to VA employees whose official duties warrant access to those files. 
The system recognizes authorized employees by a series of individually 
unique passwords/codes, 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:
    The records are disposed of in accordance with Section VIII-
Laboratory Services of the VHA Records Control Schedule 10-1, Item 
number 113-31/36, National Archives and Records Administration under 
the National Archives Job No. N1-15-02-04.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief Consultant, Diagnostic Services, (10P4D), Department of 
Veterans Affairs, 810 Vermont Avenue NW., Washington, DC 20420.

NOTIFICATION PROCEDURE:
    Individuals seeking information concerning the existence and/or 
content of a blood donor information record pertaining to themselves 
must submit a written request or apply in person to the VA health care 
facility where the donation occurred. All inquiries must reasonably 
identify the portion of the blood donor information record desired and 
the approximate date(s) that service was provided.
    Additionally, inquiries should include the individual's full name, 
social security number, and home address at the time of medical 
service, if known.

 RECORD ACCESS PROCEDURE:
    Blood donors, patients of VA medical care facilities or duly 
authorized representatives seeking information regarding access to or 
who are contesting VA health facility records may write, call or visit 
the VHA facility where medical service was provided or volunteered.

CONTESTING RECORD PROCEDURES: (See Record Access Procedures above.)
RECORD SOURCE CATEGORIES:
    1. Blood donor.
    2. Private hospitals and local blood banks.
    3. Private physicians.
    4. Non-VA Laboratories.

[FR Doc. 2015-24730 Filed 9-29-15; 8:45 am]
 BILLING CODE P

Federal Register / Vol. 80, No. 189 / Wednesday, September 30, 2015 / Notices 58815

being made pursuant to Section DEPARTMENT OF VETERANS currently or previously collected donor
3506(c)(2)(A) of the PRA. AFFAIRS blood.
With respect to the following Categories of Individuals Covered by
collection of information, OPIA invites Privacy Act of 1974; System of
the System has been amended to remove
comments on: (1) Whether the proposed Records
government or private agencies.
collection of information is necessary AGENCY: Department of Veterans Affairs
for the proper performance of OPIA’s The Category of Records in the
(VA). System is being amended to add other
functions, including whether the
ACTION: Notice of Amendment to System unique identifiers. The sentence VA
information will have practical utility;
of Records. maintains a record of the individual to
(2) the accuracy of OPIA’s estimate of
the burden of the proposed collection of SUMMARY: As required by the Privacy whom the blood or blood component
information; (3) ways to enhance the Act of 1974, 5 U.S.C. 552a(e), notice is was transfused and the medical facility
quality, utility, and clarity of the hereby given that the Department of where the product was transfused and/
information to be collected; and (4) Veterans Affairs (VA) is amending the or stored is being removed. Final
ways to minimize the burden of the system of records currently entitled disposition is being defined as
collection of information on ‘‘Blood Donor Information—VA’’ transferred, transfused, or discarded.
respondents, including through the use (04VA115) as set forth in the Federal The Authority for Maintenance of the
of automated collection techniques or Register 73 FR 74574. VA is amending System is being amended to replace
the use of other forms of information the system by revising the System Title 42, Code of Federal Regulations,
technology. Number, System Location, Categories of section 493.1107 with Title 42, Code of
Titles: Application for Adaptive Individuals Covered by the System, Federal Regulations, section 493.1105.
Sports Grant. Category of Records in the System,
OMB Control Number: 2900—NEW. Authority for Maintenance of the The Storage section is being amended
Type of Review: New Collection System, Storage, Retrievability, to add electronic media. This section is
Request. Retention and Disposal, and System also being amended to remove magnetic
Abstract: Legal authority for this data Manager and Address. VA is tape and disk. The Retrievability section
collection is found under 38 U.S.C. republishing the system notice in its is being amended to add other unique
521A that authorizes and mandates the entirety. identifiers.
collection of data during the grant DATES: Comments on this new system of The Retention and Disposal section is
application, implementation to include records must be received no later than being amended to remove that paper
quarterly and annual reporting, and October 30, 2015. If no public comment records and information are maintained
closeout phases of the adaptive sports is received during the period allowed and disposed of in accordance with
grant. Mandated collection of data for comment or unless otherwise records disposition authority approved
allows measurement and evaluation of published in the Federal Register by the by the Archivist of the United States.
the adaptive sports grant program, the VA, the new system will become The new language will state that these
goal of which is providing adaptive effective October 30, 2015. records are disposed of in accordance
sport opportunities for disabled veterans ADDRESSES: Written comments with Section VIII-Laboratory Services of
and members of the Armed Forces. concerning the proposed amended the VHA Records Control Schedule 10–
The information will be used by VA system of records may be submitted by: 1, Item number 113–31/36.
to evaluate multiple criteria to confirm Mail or hand-delivery to Director,
grantee eligibility, to score grantee The System Manager and Address is
Regulations Management (02REG),
proposals according to application being amended to remove Strategic
Department of Veterans Affairs, 810
criteria, and to ensure program efficacy Healthcare Group (SHG) (115), and add
Vermont Avenue NW., Room 1068,
and appropriate use of grant funds. The (10P4D).
Washington, DC 20420; fax to (202)
application information will indicate 273–9026; or email to http:// The Report of Intent to Amend a
whether and to what extent a grant www.Regulations.gov. All comments System of Records Notice and an
program is likely to be successful in received will be available for public advance copy of the system notice have
meeting the program’s intent for inspection in the Office of Regulation been sent to the appropriate
providing adaptive sports opportunities Policy and Management, Room 1063B, Congressional committees and to the
for disabled veterans and members of between the hours of 8:00 a.m. and 4:30 Director of the Office of Management
the Armed Forces. p.m., Monday through Friday (except and Budget (OMB) as required by 5
Affected Public: Private Sector. holidays). Please call (202) 461–4902 U.S.C. 552a(r) (Privacy Act) and
Estimated Annual Burden: 2,133 (this is not a toll-free number) for an guidelines issued by OMB (65 FR
burden hours. appointment. 77677), December 12, 2000.
Estimated Average Burden per
FOR FURTHER INFORMATION CONTACT:
Respondent: 38 CFR 77 Template: 120 Signing Authority
Veterans Health Administration (VHA)
minutes; VA Form 10096: 20 minutes.
Privacy Act Officer, Department of The Secretary of Veterans Affairs, or
Frequency of Response: Quarterly.
Veterans Affairs, 810 Vermont Avenue designee, approved this document and
Estimated Number of Respondents: NW., Washington, DC 20420; telephone
250. authorized the undersigned to sign and
(704) 245–2492.
mstockstill on DSK4VPTVN1PROD with NOTICES

submit the document to the Office of the
By direction of the Secretary. SUPPLEMENTARY INFORMATION: The Federal Register for publication
Kathleen M. Manwell, system number is changed from electronically as an official document of
VA Privacy Service, Office of Privacy and 04VA115 to 04VA10P4D to reflect the the Department of Veterans Affairs.
Records Management, Department of current organizational alignment.
Veterans Affairs.
Robert L. Nabors II, Chief of Staff,
The System Location has been approved this document on September
[FR Doc. 2015–24743 Filed 9–29–15; 8:45 am] amended to add that records are located 18, 2015, for publication.
BILLING CODE 8320–01–P at each of the health care facilities that

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$Federal Register / Vol. 80, No. 189 / Wednesday, September 30, 2015 / Notices 58817 POLICIES AND PRACTICES FOR STORING, from all records including electronic donation occurred. All inquiries must RETRIEVING, ACCESSING, RETAINING, AND files are limited to VA employees whose reasonably identify the portion of the DISPOSING OF RECORDS IN THE SYSTEM: official duties warrant access to those blood donor information record desired STORAGE: files. The system recognizes authorized and the approximate date(s) that service Paper documents, electronic media. employees by a series of individually was provided. unique passwords/codes, and the Additionally, inquiries should RETRIEVABILITY: employees are limited to only that include the individual’s full name, 1. All VA blood donor manual records information in the file, which is needed social security number, and home are indexed by name and social security in the performance of their official address at the time of medical service, number or other unique identifier of duties. if known. donor, cross-indexed by blood type. RETENTION AND DISPOSAL: 2. Automated records are indexed by RECORD ACCESS PROCEDURE: The records are disposed of in name, unique identifier, social security Blood donors, patients of VA medical accordance with Section VIII-Laboratory number, blood type, antibodies and date care facilities or duly authorized Services of the VHA Records Control of last donation. representatives seeking information Schedule 10–1, Item number 113–31/36, regarding access to or who are SAFEGUARDS: National Archives and Records contesting VA health facility records 1. Access to VA working space and Administration under the National may write, call or visit the VHA facility medical record storage areas is restricted Archives Job No. N1–15–02–04. where medical service was provided or to VA employees on a ‘‘need to know’’ SYSTEM MANAGER(S) AND ADDRESS: volunteered. basis. Generally, VA file areas are Chief Consultant, Diagnostic Services, locked after normal duty hours and are CONTESTING RECORD PROCEDURES: (SEE (10P4D), Department of Veterans RECORD ACCESS PROCEDURES ABOVE.) protected from outside access by the Affairs, 810 Vermont Avenue NW., Federal Protective Service. Employees Washington, DC 20420. RECORD SOURCE CATEGORIES: file records and file records of public NOTIFICATION PROCEDURE: 1. Blood donor. figures or otherwise sensitive medical record files are stored in separate locked Individuals seeking information 2. Private hospitals and local blood files. Strict control measures are concerning the existence and/or content banks. enforced to ensure that disclosure is of a blood donor information record 3. Private physicians. limited to a ‘‘need to know’’ basis. pertaining to themselves must submit a 4. Non-VA Laboratories. 2. Strict control measures are enforced written request or apply in person to the [FR Doc. 2015–24730 Filed 9–29–15; 8:45 am] to ensure that access to and disclosure VA health care facility where the BILLING CODE P mstockstill on DSK4VPTVN1PROD with NOTICES VerDate Sep<11>2014 18:27 Sep 29, 2015 Jkt 235001 PO 00000 Frm 00116 Fmt 4703 Sfmt 9990 E:\FR\FM\30SEN1.SGM 30SEN1$

Document Created: 2015-12-15 09:32:00
Document Modified: 2015-12-15 09:32:00

Category		Regulatory Information
Collection		Federal Register
sudoc Class		AE 2.7: GS 4.107: AE 2.106:
Publisher		Office of the Federal Register, National Archives and Records Administration
Section		Notices
Action		Notice of Amendment to System of Records.
Dates		Comments on this new system of records must be received no later than October 30, 2015. If no public comment is received during the period allowed for comment or unless otherwise published in the Federal Register by the VA, the new system will become effective October 30, 2015.
Contact		Veterans Health Administration (VHA) Privacy Act Officer, Department of Veterans Affairs, 810 Vermont Avenue NW., Washington, DC 20420; telephone (704) 245-2492.
FR Citation		80 FR 58815