81_FR_59438 81 FR 59271 - Privacy Act of 1974; System of Records

81 FR 59271 - Privacy Act of 1974; System of Records

DEPARTMENT OF VETERANS AFFAIRS

Federal Register Volume 81, Issue 167 (August 29, 2016)

Page Range59271-59273
FR Document2016-20606

As required by the Privacy Act of 1974, 5 U.S.C. 552a(e), notice is hereby given that the Department of Veteran Affairs (VA) is amending the system of records currently entitled ``Voluntary Service Records--VA'' (57VA135) as set forth in the Federal Register 74 FR 17555. VA is amending the system of records by revising the System Number, System Location, Purpose, Categories of Records in the System, Records Source Categories, Routine Uses of Records Maintained in the System, Policies and Practices for Storage of Records, Policies and Practices for Retrievability of Records, Safeguards, System Manager(s) and Address, and Notification Procedure. VA is republishing the system notice in its entirety.

Federal Register, Volume 81 Issue 167 (Monday, August 29, 2016)
[Federal Register Volume 81, Number 167 (Monday, August 29, 2016)]
[Notices]
[Pages 59271-59273]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2016-20606]


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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 Veteran Affairs (VA) is 
amending the system of records currently entitled ``Voluntary Service 
Records--VA'' (57VA135) as set forth in the Federal Register 74 FR 
17555. VA is amending the system of records by revising the System 
Number, System Location, Purpose, Categories of Records in the System, 
Records Source Categories, Routine Uses of Records Maintained in the 
System, Policies and Practices for Storage of Records, Policies and 
Practices for Retrievability of Records, Safeguards, System Manager(s) 
and Address, and Notification Procedure. VA is republishing the system 
notice in its entirety.

DATES: Comments on this new system of records must be received no later 
than September 28, 2016. If no public comment is received during the 
period allowed for comment or unless otherwise published in the Federal 
Register by VA, the new system will become effective September 28, 
2016.

ADDRESSES: Written comments concerning the amended system of records 
may be submitted through www.regulations.gov; by mail or hand-delivery 
to Director, Regulations Management (02REG), Department of Veterans 
Affairs, 810 Vermont Avenue NW., Room 1068, Washington, DC 20420; or by 
fax to (202) 273-9026. 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. In addition, during the 
comment period, comments may be viewed online through the Federal 
Docket Management System at www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: Sabrina C. Clark, Director, Voluntary 
Service Office (10B2A), Department of Veterans Affairs, 810 Vermont 
Avenue NW., Washington, DC 20420. Veterans Health Administration (VHA), 
Privacy Officer, Department of Veterans Affairs, 810 Vermont Ave NW., 
Washington, DC 20420, (704) 245-2492.

SUPPLEMENTARY INFORMATION: The System Number is changed from 57VA135 to 
57VA10B2A to reflect the current organizational alignment.
    The System Location has been amended to remove ``VSS is a web-based 
volunteer timekeeping package currently housed on Webservers at Silver 
Spring, MD.'' The new language will state that VSS is a web-based 
volunteer timekeeping package currently housed on Webservers located at 
the Capital Region Readiness Center, 221 Butler Avenue, Building 511, 
Martinsburg, West Virginia 25405.
    The Purpose is being amended to remove student volunteer.
    The Categories of Records in the System is being amended to add: 
``Administrative records containing personal information such as name, 
address, phone number, email address, date of birth, and volunteer date 
in a VA health care facility, VA regional office, or VA cemetery, which 
is provided by the volunteer on VA Form 10-7055, `Application for 
Voluntary Service'.''
    The Records Source Categories is being amended to change 24VA136 to 
24VA10P2.
    The Routine Uses of Records Maintained in the System has been 
amended to delete the first routine use as it was duplicative of number 
2. The numbering was corrected upon the removal of the duplicate 
routine use.
    The Policies and Practices for Storage of Records and Safeguards 
sections are being amended to remove Silver Spring, Maryland, and 
replace it with Martinsburg, West Virginia.
    The Policies and Practices for Retrievability of Records section is 
being amended to include names under section (a). Section (b) will 
include, ``but are not retrievable through VSS.''
    The System Manager(s) and Address section is being amended to 
change the official maintaining the system from dNovus Contractor, Jay 
Singh, VHA Oakland OIFO, 1301 Clay Street, Suite 1350N, Oakland, CA 
94612 to Technatomy Contractor, Jay Singh, VHA Oakland Office of 
Information Field Office (OIFO), 1301 Clay Street, Suite 1350N, 
Oakland, California 94612.
    The Notification Procedure section is being amended to state 
``submit a written request to the Director, Voluntary Service Office 
(10B2A), Department of Veterans Affairs, 810 Vermont Avenue NW., 
Washington, DC 20420 or email [email protected] or inquire in 
person at the VA health care facility where their voluntary service was 
accomplished.''
    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. Gina S. Farrisee, Deputy Chief of Staff, approved 
this document, August 5, 2016, for publication.

    Dated: August 10, 2016.
Kathleen M. Manwell,
Program Analyst, VA Privacy Service, Office of Privacy and Records 
Management, Department of Veterans Affairs.
57VA10B2A

SYSTEM NAME:
    Voluntary Service Records--VA

SYSTEM LOCATION:
    Records are maintained at each of the VA health care facilities and 
in the Voluntary Service System (VSS). Active records are retained at 
the facility where the individual has volunteered to assist the 
administrative and professional personnel and in the VSS. Basic 
information for all inactive records is retained at the facility where 
the volunteer worked and in the VSS. VSS is a web-based volunteer 
timekeeping package currently housed on Webservers located at the 
Capital Region Readiness Center, 221 Butler Avenue, Building 511, 
Martinsburg, West Virginia 25405.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Title 38, United States Code, Section 513.

[[Page 59272]]

PURPOSE(S):
    The records and information are used for tracking the number of 
regularly-scheduled volunteers and occasional volunteers to produce 
statistical and managerial reports on the number of hours and visits of 
all volunteers each month, and to present volunteers with certificates 
of appreciation for service.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All volunteers, regularly-scheduled and occasional, including non-
affiliated and members of voluntary service organizations; welfare, 
service, veterans, fraternal, religious, civic, industrial, labor, and 
social groups or clubs, which voluntarily offer the services of their 
organizations and/or individuals to assist with the provision of care 
to patients, either directly or indirectly, through VA Voluntary 
Service under Title 38, United States Code, Section 513.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Administrative records containing personal information such as 
name, address, phone number, email address, date of birth, and 
volunteer date in a VA health care facility, VA regional office, or VA 
cemetery is provided by the volunteer on VA Form 10-7055, ``Application 
for Voluntary Service''. Information relating to the individual 
membership in service organizations, qualifications, restrictions and 
preferences of duty and availability to schedule time of service. 
Training records pertaining to the volunteer's service will also be 
maintained for all active volunteers at the facility where the 
volunteer works. Medical records of active volunteers will be 
maintained in the facility's Employee Health office. Fingerprint and 
background investigation records will be maintained by the local 
facility's office that handles those investigations.

RECORD SOURCE CATEGORIES:
    Information in this system of records may be provided by the 
volunteer, his/her family, civic and service organization, ``Patient 
Medical Records--VA'' (24VA10P2) system of records, and Voluntary 
Service at the VA health care facility where the volunteer worked.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    To the extent that records contained in the system include 
information protected by 45 CFR parts 160 and 164 (i.e., individually 
identifiable health information), and 38 U.S.C. 7332 (i.e., medical 
treatment information related to drug abuse, alcoholism or alcohol 
abuse, sickle cell anemia or infection with the human immunodeficiency 
virus), that information cannot be disclosed under a routine use unless 
there is also specific statutory authority in 38 U.S.C. 7332 and 
regulatory authority in 45 CFR parts 160 and 164 permitting disclosure.
    1. VA may disclose on its own initiative any information in this 
system, except the names and home addresses of Veterans and their 
family members or caregivers 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, their family members or caregivers 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.
    2. The name and address of a Veteran, which is relevant to a 
suspected violation or reasonably imminent violation of law concerning 
public health or safety, whether civil, criminal or regulatory in 
nature and whether arising by general or program statute or by 
regulation, rule or order issued pursuant thereto, may be disclosed to 
any foreign, State or local governmental agency or instrumentality 
charged under applicable law with the protection of the public health 
or safety if a qualified representative of such organization, agency or 
instrumentality has made a written request that such name and address 
be provided for a purpose authorized by law.
    3. Volunteer records may be used to confirm volunteer service, duty 
schedule, and assignments to service organizations, Bureau of 
Unemployment, insurance firms, office of personnel of the individual's 
fulltime employment; to assist in the development of VA history of the 
volunteer and his/her assignments; and to confirm voluntary hours for 
on-the job accidents, and for recognition awards.
    4. Disclosure 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. Disclosure may be made to the National Archives and Records 
Administration and to General Services Administration in records 
management inspections conducted under authority of 44 U.S.C.
    6. 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.
    7. Relevant information may be disclosed 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. VA occasionally contracts out certain of its functions 
when this would contribute to effective and efficient operations.
    8. 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.
    9. 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) that 
rely upon the compromised information; and (3) the disclosure is to 
agencies, entities,

[[Page 59273]]

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 risk 
analysis or provision of credit protection services as provided in 38 
U.S.C. 5724.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Digital information of all active volunteers is maintained in 
Martinsburg, West Virginia, on secured Webservers. Paper documents for 
all active volunteers are maintained in locked file cabinets at the 
individual VA facilities where the volunteer has donated time. Computer 
files containing basic information, such as name, address, date of 
birth, volunteer assignments, hours/years volunteered, and award 
information are retained for all volunteers, either active or inactive, 
at the VA facility where the volunteer worked.

POLICIES AND PRACTICES FOR RETRIEVABILITY OF RECORDS:
    (a) All volunteer records are filed by name and unique 
identification numbers within the VA's VSS, and are cross-referenced 
under the organization(s) they represent.
    (b) Health records are stored by name and Social Security number in 
the VISTA patient files, but are not retrievable through VSS.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. The individual volunteer's record of service is maintained by 
the VA health care facility, as long as he or she is living and 
actively participating in the VAVS program. VSS maintains minimum 
information on all volunteers indefinitely. These minimum records 
include the volunteer's name, address, date of birth, telephone number, 
next of kin information, assignments worked, hours and years of 
service, and last award received.
    2. Depending on the record medium, records are destroyed by either 
shredding or degaussing. Summary reports and other output reports are 
destroyed when no longer needed for current operation. Regardless of 
record medium, no records will be retired to a Federal records center.

PHYSICAL, PROCEDURAL, AND ADMINISTRATIVE SAFEGUARDS:
    1. Access to VA working space and medical record storage areas and 
the Web-servers in Martinsburg, West Virginia, 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. Volunteer file records of sensitive 
medical record files are stored in separate locked files.
    2. Strict control measures are enforced to ensure that access to 
and disclosure from all records including electronic files and 
volunteer specific data elements stored in the VSS are limited to VA 
Voluntary Service (VAVS) employees whose official duties warrant access 
to those files. The automated record system recognizes authorized users 
by keyboard entry of a series of unique passwords. Once the employee is 
logged onto the system, access to files is controlled by discreet 
menus, which are assigned by the VSS package local system administrator 
based upon the employee's demonstrated need to access the data to 
perform the employee's assigned duties. A number of other security 
measures are implemented to enhance security of electronic records 
(automatic timeout after short period of inactivity, device locking 
after pre-set number of invalid logon attempts, etc.). Employees are 
required to sign a user access agreement acknowledging their knowledge 
of confidentiality requirements, and all employees receive annual 
training on information security. Access is deactivated when no longer 
required for official duties. Recurring monitors are in place to ensure 
compliance with nationally and locally established security measures.
    3. Online data resides on VSS Webservers in Martinsburg, West 
Virginia, that are highly secured.
    4. Any sensitive information that may be downloaded or printed to 
hard copy format is provided the same level of security as the 
electronic records. All paper documents and informal notations 
containing sensitive data are shredded prior to disposal.
    5. All new VAVS employees receive initial information security 
training, and refresher training is provided to all employees on an 
annual basis.

SYSTEM MANAGER(S):
    Official responsible for policies and procedures: Director, 
Voluntary Service Office (10B2A), Department of Veterans Affairs, 810 
Vermont Avenue NW., Washington, DC 20420. Official maintaining the 
system: Technatomy Contractor, Jay Singh, VHA Oakland OIFO, 1301 Clay 
Street, Suite 1350N, Oakland, California 94612.

RECORD ACCESS PROCEDURE:
    Volunteers, dependents, survivors or duly authorized 
representatives seeking information regarding access to and contesting 
of VAVS records may contact the Voluntary Service office at the VA 
health care facility where the individual served as a volunteer.

CONTESTING RECORD PROCEDURES:
    (See Record Access Procedures above.)

NOTIFICATION PROCEDURE:
    Individuals seeking information concerning the existence and 
content of their service records must submit a written request to 
Director, Voluntary Service Office (10B2A), Department of Veterans 
Affairs, 810 Vermont Avenue NW., Washington, DC 20420 or email 
[email protected] or inquire in person at the VA health care 
facility where their voluntary service was accomplished. All inquiries 
must reasonably identify, to the VA facility, the portion of the 
volunteer's service record they want information about and the 
approximate dates of service, in order to receive that information. 
Inquiries should include the volunteer's name, organization 
represented, date of birth, and last address while serving as a 
volunteer to the VA.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

[FR Doc. 2016-20606 Filed 8-26-16; 8:45 am]
 BILLING CODE 8320-01-P



                                                                               Federal Register / Vol. 81, No. 167 / Monday, August 29, 2016 / Notices                                              59271

                                                  demographic characteristics of those                    a.m. and 4:30 p.m., Monday through                    1350N, Oakland, CA 94612 to
                                                  who currently do not have Direct                        Friday (except holidays). Please call                 Technatomy Contractor, Jay Singh, VHA
                                                  Deposit and determine how best to                       (202) 461–4902 (this is not a toll free               Oakland Office of Information Field
                                                  increase usage among all groups.’’ 142                  number) for an appointment. In                        Office (OIFO), 1301 Clay Street, Suite
                                                  Cong. Rec. H4090 (daily ed. April 25,                   addition, during the comment period,                  1350N, Oakland, California 94612.
                                                  1996).                                                  comments may be viewed online                           The Notification Procedure section is
                                                    Affected Public: Individuals or                       through the Federal Docket Management                 being amended to state ‘‘submit a
                                                  households.                                             System at www.regulations.gov.                        written request to the Director,
                                                    Estimated Total Annual Burden                         FOR FURTHER INFORMATION CONTACT:                      Voluntary Service Office (10B2A),
                                                  Hours: 5,200.                                           Sabrina C. Clark, Director, Voluntary                 Department of Veterans Affairs, 810
                                                  Brenda Simms,                                           Service Office (10B2A), Department of                 Vermont Avenue NW., Washington, DC
                                                  Treasury PRA Clearance Officer.                         Veterans Affairs, 810 Vermont Avenue                  20420 or email VHACO10B2AStaff@
                                                                                                          NW., Washington, DC 20420. Veterans                   va.gov or inquire in person at the VA
                                                  [FR Doc. 2016–20669 Filed 8–26–16; 8:45 am]
                                                                                                          Health Administration (VHA), Privacy                  health care facility where their
                                                  BILLING CODE 4810–AS–P
                                                                                                          Officer, Department of Veterans Affairs,              voluntary service was accomplished.’’
                                                                                                          810 Vermont Ave NW., Washington, DC                     The Report of Intent to Amend a
                                                                                                          20420, (704) 245–2492.                                System of Records Notice and an
                                                  DEPARTMENT OF VETERANS                                                                                        advance copy of the system notice have
                                                                                                          SUPPLEMENTARY INFORMATION: The
                                                  AFFAIRS                                                                                                       been sent to the appropriate
                                                                                                          System Number is changed from
                                                  Privacy Act of 1974; System of                          57VA135 to 57VA10B2A to reflect the                   Congressional committees and to the
                                                  Records                                                 current organizational alignment.                     Director of the Office of Management
                                                                                                             The System Location has been                       and Budget (OMB) as required by 5
                                                  AGENCY:    Department of Veterans Affairs               amended to remove ‘‘VSS is a web-                     U.S.C. 552a(r) (Privacy Act) and
                                                  (VA).                                                   based volunteer timekeeping package                   guidelines issued by OMB (65 FR
                                                  ACTION: Notice of amendment to system                   currently housed on Webservers at                     77677), December 12, 2000.
                                                  of records.                                             Silver Spring, MD.’’ The new language                   Signing Authority: The Secretary of
                                                                                                          will state that VSS is a web-based                    Veterans Affairs, or designee, approved
                                                  SUMMARY:    As required by the Privacy                  volunteer timekeeping package                         this document and authorized the
                                                  Act of 1974, 5 U.S.C. 552a(e), notice is                currently housed on Webservers located                undersigned to sign and submit the
                                                  hereby given that the Department of                     at the Capital Region Readiness Center,               document to the Office of the Federal
                                                  Veteran Affairs (VA) is amending the                    221 Butler Avenue, Building 511,                      Register for publication electronically as
                                                  system of records currently entitled                    Martinsburg, West Virginia 25405.                     an official document of the Department
                                                  ‘‘Voluntary Service Records—VA’’                           The Purpose is being amended to                    of Veterans Affairs. Gina S. Farrisee,
                                                  (57VA135) as set forth in the Federal                   remove student volunteer.                             Deputy Chief of Staff, approved this
                                                  Register 74 FR 17555. VA is amending                       The Categories of Records in the                   document, August 5, 2016, for
                                                  the system of records by revising the                   System is being amended to add:                       publication.
                                                  System Number, System Location,                         ‘‘Administrative records containing
                                                  Purpose, Categories of Records in the                                                                            Dated: August 10, 2016.
                                                                                                          personal information such as name,                    Kathleen M. Manwell,
                                                  System, Records Source Categories,                      address, phone number, email address,
                                                  Routine Uses of Records Maintained in                                                                         Program Analyst, VA Privacy Service, Office
                                                                                                          date of birth, and volunteer date in a VA             of Privacy and Records Management,
                                                  the System, Policies and Practices for                  health care facility, VA regional office,
                                                  Storage of Records, Policies and                                                                              Department of Veterans Affairs.
                                                                                                          or VA cemetery, which is provided by
                                                  Practices for Retrievability of Records,                the volunteer on VA Form 10–7055,                     57VA10B2A
                                                  Safeguards, System Manager(s) and                       ‘Application for Voluntary Service’.’’
                                                  Address, and Notification Procedure.                       The Records Source Categories is                   SYSTEM NAME:
                                                  VA is republishing the system notice in                 being amended to change 24VA136 to                      Voluntary Service Records—VA
                                                  its entirety.                                           24VA10P2.
                                                  DATES: Comments on this new system of                                                                         SYSTEM LOCATION:
                                                                                                             The Routine Uses of Records
                                                  records must be received no later than                  Maintained in the System has been                        Records are maintained at each of the
                                                  September 28, 2016. If no public                        amended to delete the first routine use               VA health care facilities and in the
                                                  comment is received during the period                   as it was duplicative of number 2. The                Voluntary Service System (VSS). Active
                                                  allowed for comment or unless                           numbering was corrected upon the                      records are retained at the facility where
                                                  otherwise published in the Federal                      removal of the duplicate routine use.                 the individual has volunteered to assist
                                                  Register by VA, the new system will                        The Policies and Practices for Storage             the administrative and professional
                                                  become effective September 28, 2016.                    of Records and Safeguards sections are                personnel and in the VSS. Basic
                                                  ADDRESSES: Written comments                             being amended to remove Silver Spring,                information for all inactive records is
                                                  concerning the amended system of                        Maryland, and replace it with                         retained at the facility where the
                                                  records may be submitted through                        Martinsburg, West Virginia.                           volunteer worked and in the VSS. VSS
                                                  www.regulations.gov; by mail or hand-                      The Policies and Practices for                     is a web-based volunteer timekeeping
                                                  delivery to Director, Regulations                       Retrievability of Records section is                  package currently housed on
                                                  Management (02REG), Department of                       being amended to include names under                  Webservers located at the Capital
jstallworth on DSK7TPTVN1PROD with NOTICES




                                                  Veterans Affairs, 810 Vermont Avenue                    section (a). Section (b) will include,                Region Readiness Center, 221 Butler
                                                  NW., Room 1068, Washington, DC                          ‘‘but are not retrievable through VSS.’’              Avenue, Building 511, Martinsburg,
                                                  20420; or by fax to (202) 273–9026. All                    The System Manager(s) and Address                  West Virginia 25405.
                                                  comments received will be available for                 section is being amended to change the
                                                  public inspection in the Office of                      official maintaining the system from                  AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
                                                  Regulation Policy and Management,                       dNovus Contractor, Jay Singh, VHA                       Title 38, United States Code, Section
                                                  Room 1063B, between the hours of 8:00                   Oakland OIFO, 1301 Clay Street, Suite                 513.


                                             VerDate Sep<11>2014   15:27 Aug 26, 2016   Jkt 238001   PO 00000   Frm 00094   Fmt 4703   Sfmt 4703   E:\FR\FM\29AUN1.SGM   29AUN1


                                                  59272                        Federal Register / Vol. 81, No. 167 / Monday, August 29, 2016 / Notices

                                                  PURPOSE(S):                                             drug abuse, alcoholism or alcohol abuse,                 5. Disclosure may be made to the
                                                    The records and information are used                  sickle cell anemia or infection with the              National Archives and Records
                                                  for tracking the number of regularly-                   human immunodeficiency virus), that                   Administration and to General Services
                                                  scheduled volunteers and occasional                     information cannot be disclosed under a               Administration in records management
                                                  volunteers to produce statistical and                   routine use unless there is also specific             inspections conducted under authority
                                                  managerial reports on the number of                     statutory authority in 38 U.S.C. 7332                 of 44 U.S.C.
                                                  hours and visits of all volunteers each                 and regulatory authority in 45 CFR parts                 6. VA may disclose information from
                                                  month, and to present volunteers with                   160 and 164 permitting disclosure.                    this system of records to the Department
                                                  certificates of appreciation for service.                  1. VA may disclose on its own                      of Justice (DoJ), either on VA’s initiative
                                                                                                          initiative any information in this                    or in response to DoJ’s request for the
                                                  CATEGORIES OF INDIVIDUALS COVERED BY THE                system, except the names and home                     information, after either VA or DoJ
                                                  SYSTEM:
                                                                                                          addresses of Veterans and their family                determines that such information is
                                                     All volunteers, regularly-scheduled                  members or caregivers which is relevant               relevant to DoJ’s representation of the
                                                  and occasional, including non-affiliated                to a suspected or reasonably imminent                 United States or any of its components
                                                  and members of voluntary service                        violation of law, whether civil, criminal             in legal proceedings before a court or
                                                  organizations; welfare, service, veterans,              or regulatory in nature, and whether                  adjudicative body, provided that, in
                                                  fraternal, religious, civic, industrial,                arising by general or program statute or              each case, the agency also determines
                                                  labor, and social groups or clubs, which                by regulation, rule or order issued                   prior to disclosure that release of the
                                                  voluntarily offer the services of their                 pursuant thereto, to a Federal, State,                records to the DoJ is a use of the
                                                  organizations and/or individuals to                     local, Tribal, or foreign agency charged              information contained in the records
                                                  assist with the provision of care to                    with the responsibility of investigating              that is compatible with the purpose for
                                                  patients, either directly or indirectly,                or prosecuting such violation, or                     which VA collected the records. VA, on
                                                  through VA Voluntary Service under                      charged with enforcing or implementing                its own initiative, may disclose records
                                                  Title 38, United States Code, Section                   the statute, regulation, rule or order. On            in this system of records in legal
                                                  513.                                                    its own initiative, VA may also disclose              proceedings before a court or
                                                  CATEGORIES OF RECORDS IN THE SYSTEM:
                                                                                                          the names and addresses of Veterans,                  administrative body after determining
                                                                                                          their family members or caregivers to a               that the disclosure of the records to the
                                                     Administrative records containing
                                                                                                          Federal agency charged with the                       court or administrative body is a use of
                                                  personal information such as name,
                                                                                                          responsibility of investigating or                    the information contained in the records
                                                  address, phone number, email address,
                                                                                                          prosecuting civil, criminal or regulatory             that is compatible with the purpose for
                                                  date of birth, and volunteer date in a VA
                                                                                                          violations of law, or charged with                    which VA collected the records.
                                                  health care facility, VA regional office,                                                                        7. Relevant information may be
                                                                                                          enforcing or implementing the statute,
                                                  or VA cemetery is provided by the                       regulation, rule or order issued pursuant             disclosed to individuals, organizations,
                                                  volunteer on VA Form 10–7055,                           thereto.                                              private or public agencies, etc., with
                                                  ‘‘Application for Voluntary Service’’.                     2. The name and address of a Veteran,              whom VA has a contract or agreement
                                                  Information relating to the individual                  which is relevant to a suspected                      to perform such services as VA may
                                                  membership in service organizations,                    violation or reasonably imminent                      deem practicable for the purposes of
                                                  qualifications, restrictions and                        violation of law concerning public                    laws administered by VA, in order for
                                                  preferences of duty and availability to                 health or safety, whether civil, criminal             the contractor or subcontractor to
                                                  schedule time of service. Training                      or regulatory in nature and whether                   perform the services of the contract or
                                                  records pertaining to the volunteer’s                   arising by general or program statute or              agreement. VA occasionally contracts
                                                  service will also be maintained for all                 by regulation, rule or order issued                   out certain of its functions when this
                                                  active volunteers at the facility where                 pursuant thereto, may be disclosed to                 would contribute to effective and
                                                  the volunteer works. Medical records of                 any foreign, State or local governmental              efficient operations.
                                                  active volunteers will be maintained in                 agency or instrumentality charged under                  8. Disclosure to other Federal agencies
                                                  the facility’s Employee Health office.                  applicable law with the protection of                 may be made to assist such agencies in
                                                  Fingerprint and background                              the public health or safety if a qualified            preventing and detecting possible fraud
                                                  investigation records will be maintained                representative of such organization,                  or abuse by individuals in their
                                                  by the local facility’s office that handles             agency or instrumentality has made a                  operations and programs.
                                                  those investigations.                                   written request that such name and                       9. VA may, on its own initiative,
                                                                                                          address be provided for a purpose                     disclose any information or records to
                                                  RECORD SOURCE CATEGORIES:
                                                                                                          authorized by law.                                    appropriate agencies, entities, and
                                                    Information in this system of records                                                                       persons when (1) VA suspects or has
                                                                                                             3. Volunteer records may be used to
                                                  may be provided by the volunteer, his/                                                                        confirmed that the integrity or
                                                                                                          confirm volunteer service, duty
                                                  her family, civic and service                                                                                 confidentiality of information in the
                                                                                                          schedule, and assignments to service
                                                  organization, ‘‘Patient Medical                                                                               system of records has been
                                                                                                          organizations, Bureau of
                                                  Records—VA’’ (24VA10P2) system of                                                                             compromised; (2) the Department has
                                                                                                          Unemployment, insurance firms, office
                                                  records, and Voluntary Service at the                                                                         determined that as a result of the
                                                                                                          of personnel of the individual’s fulltime
                                                  VA health care facility where the                                                                             suspected or confirmed compromise,
                                                                                                          employment; to assist in the
                                                  volunteer worked.                                                                                             there is a risk of embarrassment or harm
                                                                                                          development of VA history of the
                                                  ROUTINE USES OF RECORDS MAINTAINED IN THE               volunteer and his/her assignments; and                to the reputations of the record subjects,
                                                                                                                                                                harm to economic or property interests,
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                                                  SYSTEM, INCLUDING CATEGORIES OF USERS AND               to confirm voluntary hours for on-the
                                                  THE PURPOSES OF SUCH USES:                              job accidents, and for recognition                    identity theft or fraud, or harm to the
                                                     To the extent that records contained                 awards.                                               security, confidentiality, or integrity of
                                                  in the system include information                          4. Disclosure may be made to a                     this system or other systems or
                                                  protected by 45 CFR parts 160 and 164                   congressional office from the record of               programs (whether maintained by the
                                                  (i.e., individually identifiable health                 an individual in response to an inquiry               Department or another agency) that rely
                                                  information), and 38 U.S.C. 7332 (i.e.,                 from the congressional office made at                 upon the compromised information; and
                                                  medical treatment information related to                the request of that individual.                       (3) the disclosure is to agencies, entities,


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                                                                               Federal Register / Vol. 81, No. 167 / Monday, August 29, 2016 / Notices                                                  59273

                                                  or persons whom VA determines are                       reports and other output reports are                  paper documents and informal
                                                  reasonably necessary to assist or carry                 destroyed when no longer needed for                   notations containing sensitive data are
                                                  out the Department’s efforts to respond                 current operation. Regardless of record               shredded prior to disposal.
                                                  to the suspected or confirmed                           medium, no records will be retired to a                 5. All new VAVS employees receive
                                                  compromise, and prevent, minimize, or                   Federal records center.                               initial information security training, and
                                                  remedy such harm. This routine use                                                                            refresher training is provided to all
                                                                                                          PHYSICAL, PROCEDURAL, AND ADMINISTRATIVE
                                                  permits disclosures by the Department                   SAFEGUARDS:                                           employees on an annual basis.
                                                  to respond to a suspected or confirmed
                                                  data breach, including the conduct of                      1. Access to VA working space and                  SYSTEM MANAGER(S):
                                                  any risk analysis or provision of credit                medical record storage areas and the
                                                                                                          Web-servers in Martinsburg, West                        Official responsible for policies and
                                                  protection services as provided in 38                                                                         procedures: Director, Voluntary Service
                                                  U.S.C. 5724.                                            Virginia, is restricted to VA employees
                                                                                                          on a ‘‘need to know’’ basis. Generally,               Office (10B2A), Department of Veterans
                                                  POLICIES AND PRACTICES FOR STORAGE OF                   VA file areas are locked after normal                 Affairs, 810 Vermont Avenue NW.,
                                                  RECORDS:                                                duty hours and are protected from                     Washington, DC 20420. Official
                                                     Digital information of all active                    outside access by the Federal Protective              maintaining the system: Technatomy
                                                  volunteers is maintained in                             Service. Volunteer file records of                    Contractor, Jay Singh, VHA Oakland
                                                  Martinsburg, West Virginia, on secured                  sensitive medical record files are stored             OIFO, 1301 Clay Street, Suite 1350N,
                                                  Webservers. Paper documents for all                     in separate locked files.                             Oakland, California 94612.
                                                  active volunteers are maintained in                        2. Strict control measures are enforced            RECORD ACCESS PROCEDURE:
                                                  locked file cabinets at the individual VA               to ensure that access to and disclosure
                                                  facilities where the volunteer has                      from all records including electronic                   Volunteers, dependents, survivors or
                                                  donated time. Computer files containing                 files and volunteer specific data                     duly authorized representatives seeking
                                                  basic information, such as name,                        elements stored in the VSS are limited                information regarding access to and
                                                  address, date of birth, volunteer                       to VA Voluntary Service (VAVS)                        contesting of VAVS records may contact
                                                  assignments, hours/years volunteered,                   employees whose official duties warrant               the Voluntary Service office at the VA
                                                  and award information are retained for                  access to those files. The automated                  health care facility where the individual
                                                  all volunteers, either active or inactive,              record system recognizes authorized                   served as a volunteer.
                                                  at the VA facility where the volunteer                  users by keyboard entry of a series of                CONTESTING RECORD PROCEDURES:
                                                  worked.                                                 unique passwords. Once the employee
                                                                                                          is logged onto the system, access to files              (See Record Access Procedures
                                                  POLICIES AND PRACTICES FOR RETRIEVABILITY
                                                                                                          is controlled by discreet menus, which                above.)
                                                  OF RECORDS:
                                                                                                          are assigned by the VSS package local                 NOTIFICATION PROCEDURE:
                                                    (a) All volunteer records are filed by
                                                                                                          system administrator based upon the
                                                  name and unique identification                                                                                  Individuals seeking information
                                                                                                          employee’s demonstrated need to access
                                                  numbers within the VA’s VSS, and are                                                                          concerning the existence and content of
                                                                                                          the data to perform the employee’s
                                                  cross-referenced under the                                                                                    their service records must submit a
                                                                                                          assigned duties. A number of other
                                                  organization(s) they represent.                                                                               written request to Director, Voluntary
                                                    (b) Health records are stored by name                 security measures are implemented to
                                                                                                          enhance security of electronic records                Service Office (10B2A), Department of
                                                  and Social Security number in the                                                                             Veterans Affairs, 810 Vermont Avenue
                                                  VISTA patient files, but are not                        (automatic timeout after short period of
                                                                                                          inactivity, device locking after pre-set              NW., Washington, DC 20420 or email
                                                  retrievable through VSS.                                                                                      VHACO10B2AStaff@va.gov or inquire in
                                                                                                          number of invalid logon attempts, etc.).
                                                  POLICIES AND PRACTICES FOR RETENTION AND                Employees are required to sign a user                 person at the VA health care facility
                                                  DISPOSAL OF RECORDS:                                    access agreement acknowledging their                  where their voluntary service was
                                                     1. The individual volunteer’s record                 knowledge of confidentiality                          accomplished. All inquiries must
                                                  of service is maintained by the VA                      requirements, and all employees receive               reasonably identify, to the VA facility,
                                                  health care facility, as long as he or she              annual training on information security.              the portion of the volunteer’s service
                                                  is living and actively participating in                 Access is deactivated when no longer                  record they want information about and
                                                  the VAVS program. VSS maintains                         required for official duties. Recurring               the approximate dates of service, in
                                                  minimum information on all volunteers                   monitors are in place to ensure                       order to receive that information.
                                                  indefinitely. These minimum records                     compliance with nationally and locally                Inquiries should include the volunteer’s
                                                  include the volunteer’s name, address,                  established security measures.                        name, organization represented, date of
                                                  date of birth, telephone number, next of                   3. Online data resides on VSS                      birth, and last address while serving as
                                                  kin information, assignments worked,                    Webservers in Martinsburg, West                       a volunteer to the VA.
                                                  hours and years of service, and last                    Virginia, that are highly secured.                    EXEMPTIONS PROMULGATED FOR THE SYSTEM:
                                                  award received.                                            4. Any sensitive information that may
                                                     2. Depending on the record medium,                   be downloaded or printed to hard copy                   None.
                                                  records are destroyed by either                         format is provided the same level of                  [FR Doc. 2016–20606 Filed 8–26–16; 8:45 am]
                                                  shredding or degaussing. Summary                        security as the electronic records. All               BILLING CODE 8320–01–P
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Document Created: 2016-08-26 23:49:13
Document Modified: 2016-08-26 23:49:13
CategoryRegulatory Information
CollectionFederal Register
sudoc ClassAE 2.7:
GS 4.107:
AE 2.106:
PublisherOffice of the Federal Register, National Archives and Records Administration
SectionNotices
ActionNotice of amendment to system of records.
DatesComments on this new system of records must be received no later than September 28, 2016. If no public comment is received during the period allowed for comment or unless otherwise published in the Federal Register by VA, the new system will become effective September 28, 2016.
ContactSabrina C. Clark, Director, Voluntary Service Office (10B2A), Department of Veterans Affairs, 810 Vermont Avenue NW., Washington, DC 20420. Veterans Health Administration (VHA), Privacy Officer, Department of Veterans Affairs, 810 Vermont Ave NW., Washington, DC 20420, (704) 245-2492.
FR Citation81 FR 59271 

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