Pursuant to the Privacy Act of 1974, notice is hereby given that the VA is modifying the system of records titled, "Readjustment Counseling Service (RCS) Vet Center Program-VA" ...
Veterans Health Administration (VHA), Department of Veterans Affairs (VA).
ACTION:
Notice of a modified system of records.
SUMMARY:
Pursuant to the Privacy Act of 1974, notice is hereby given that the VA is modifying the system of records titled, “Readjustment Counseling Service (RCS) Vet Center Program-VA” (64VA10). This system is used to maintain client confidentiality and to collect and maintain demographic and clinical information required by Vet Center counselors to provide quality readjustment counseling to eligible veterans, service members including National Guard and Reserve components, and their families.
DATES:
Comments on this amended system of records must be received no later than November 23, 2026. If no public comment is received during the period allowed for comment or unless otherwise published in the
Federal Register
by the VA, the modified system of records will become effective a minimum of 30 days after date of publication in the
Federal Register
. If VA receives public comments, VA shall review the comments to determine whether any changes to the notice are necessary.
ADDRESSES:
Comments may be submitted through
www.regulations.gov
or mailed to VA Privacy Service (005X6F), 810 Vermont Avenue NW,
( printed page 66947)
Washington, DC 20420. Comments should indicate that they are submitted in response to “Readjustment Counseling Service (RCS) Vet Center Program—VA” (64VA10). Comments received will be available at
www.regulations.gov
for public viewing, inspection, or copies.
VA is modifying the system by revising the System Location; Purpose of the System; Categories of Individuals Covered by the System; Categories of Records in the System; Record Source Categories; Routine Uses of Records Maintained in the System; Policies and Practices for Retention and Disposal of Records; Administrative, Technical, and Physical Safeguards; Record Access Procedure; Contesting Record Procedures; and Notification Procedure. VA is republishing the system notice in its entirety.
The System Location is being updated to replace Vet Center Client Record with Vet Center Records. This section will include that records are also located within the Salesforce Government Cloud Plus and the Microsoft Azure Government cloud at participating servers in the United States.
The Purpose of the System is being updated to state that Vet Center records may include Vet Center Outreach Application (VCOA) records, RCSNet records (Client records and eligible individual's records), Secure Messaging Platform records, and Vet Center Call Center records. Vet Center records will be used for outreach and analytical purposes. Vet Center records are used for direct secure communication with eligible veterans, service members including National Guard and Reserve components, and their families. These records are also used to produce various management and follow-up reports in responding to clients and other inquiries. Vet Center Call Center records will be used and recorded for quality assurance purposes.
Categories of Individuals Covered by the System is being updated to state that members of the community include, but are not limited to, Veterans Service Organizations and Congressional liaisons and attorneys. These records will also include information on VA employees/providers.
Categories of Records in the System is being updated to include veteran identification form, electronic data interchange personal identifier (EDIPI), and DD Form 214 (DD-214). Vet Center Call Center records will contain the input form and the caller's full name, telephone number, comments, current location, and physical address.
Record Source Categories is being updated to include VA Defense Information Depository (VADIR) and VA Profile in item 2.
Routine Uses of Records Maintained in the System section is being updated to add the following:
Routine Use 9, “State Licensing Boards, for Licensing: To a Federal agency, a State or local government licensing board, the Federation of State Medical Boards, or a similar non-governmental entity that maintains records concerning individuals' employment histories or concerning the issuance, retention, or revocation of licenses, certifications, or registration necessary to practice an occupation, profession, or specialty, to inform such non-governmental entities about the health care practices of a terminated, resigned, or retired health care employee whose professional health care activity so significantly failed to conform to generally accepted standards of professional medical practice as to raise reasonable concern for the health and safety of patients in the private sector or from another Federal agency. These records may also be disclosed as part of an ongoing computer matching program to accomplish these purposes.”
Routine Use 10, “National Practitioner Data Bank for Hiring, Privileging: To the National Practitioner Data Bank at the time of hiring or clinical privileging/re-privileging of health care practitioners, and other times as deemed necessary by VA, in order for VA to obtain information relevant to a Department decision concerning the hiring, privileging/re-privileging, retention, or termination of the applicant or employee.”
Policies and Practices for Retention and Disposal of Records is being updated to remove “RCS electronic client records will be maintained in the national computerized RCSNet servers for 45 years after the last episode of service, after which time they will be destroyed.” This section will now state, “The Vet Center records in this system are retained and disposed of in accordance with the schedule approved by the Archivist of the United States, Records Control Schedule 10-1 and General Record Schedule. These records are currently unscheduled and should not be destroyed.”
The Administrative, Technical, and Physical Safeguards section is being updated to include section (d) VA Enterprise Cloud data storage conforms to security protocols as stipulated in VA Directives 6500 and 6517. Access control standards are stipulated in specific agreements with cloud vendors to restrict and monitor access. Record Access Procedures is being amended to state, “Individuals seeking information regarding access to Vet Center records in this system pertaining to them should contact the system manager in writing as indicated above, or may write, call, or visit the last Vet Center where counseling was provided. A request for access to records must contain the requester's full name, address and telephone number, be signed by the requester, and describe the records sought in sufficient detail to enable VA personnel to locate them with a reasonable amount of effort.”
Contesting Record Procedures is being amended to state, “Individuals seeking information regarding access to Vet Center records in this system pertaining to them should contact the system manager in writing as indicated above, or may write, call, or visit the last Vet Center where Counseling was provided. A request for access to records must contain the requester's full name, address and telephone number, be signed by the requester, and describe the records sought in sufficient detail to enable VA personnel to locate them with a reasonable amount of effort.”
The Report of Intent to Amend a System of Records Notice and an advance copy of the system notice have been sent to the appropriate Congressional committees and to the Director of the Office of Management and Budget (OMB) as required by 5 U.S.C. 552a(r) (Privacy Act) and guidelines issued by OMB (65 FR 77677), December 12, 2000.
Signing Authority
The Senior Agency Official for Privacy, or designee, approved this document and authorized the undersigned to sign and submit the document to the Office of the Federal Register for publication electronically as an official document of the Department of Veterans Affairs. Dr. Paul Lawrence, Assistant Secretary for Information and Technology and Chief Information Officer, Department of Veterans Affairs approved this document on September 25, 2025 for publication.
Dated: October 21 2026.
Stephanie Hotchkiss,
Government Information Specialist, VA Privacy Service, Office of Information and Technology, Department of Veterans Affairs.
SYSTEM NAME:
“Readjustment Counseling Service (RCS) Vet Center Program-VA” (64VA10)
( printed page 66948)
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
(a) Vet Center Record: Starting in Fiscal Year 2010 the location of the Vet Center record was transitioned from paper files maintained at each individual Vet Center to being electronically maintained in the national computerized intra-net database (RCSNet). The RCSNet servers are located in Philadelphia, PA in a secure, protected, and approved VA Office of Information and Technology (OIT) Service Delivery and Engineering (SDE) site maintained by OIT personnel. Full confidentiality for RCS Vet Center information is maintained by limiting access to RCS-qualified personnel with the appropriate authority to administer RCS program data systems.
Records are also located within the Salesforce Government Cloud Plus and the Microsoft Azure Government cloud at participating servers in the United States.
(b) All paper Vet Center records established prior to 2010 have been archived, and scanned copies have been uploaded into the RCSNet electronic record system.
SYSTEM MANAGER(S):
Chief Readjustment Counseling Officer (10RCS), VA Central Office, 810 Vermont Avenue NW, Washington, DC 20420, 202-461-6525.
38 CFR 17.2000(e), requires that Vet Center records be independent from VA or Department of War medical records and not be disclosed without the client or eligible individual's voluntarily signed authorization or under the conditions of a permissive disclosure as outlined below under Routine Uses. Vet Center records may include VCOA records, RCSNet records (Client records and eligible individual's records), Secure Messaging Platform records, and Vet Center Call Center records. The purpose of this system of records is to maintain client confidentiality. The Vet Center records will collect and maintain demographic and clinical information required by Vet Center counselors. These counselors will provide quality readjustment counseling to eligible veterans, service members including National Guard and Reserve components, and their families. The information documented provides an accountable record of the course of Vet Center services provided inclusive of psychosocial assessment, number and type of visits provided, type of readjustment counseling sessions provided and referrals, along with follow-up documentation made to VA partners for other services needed for a successful readjustment. Vet Center records will be used for outreach and analytical purposes and for direct secure communication with eligible veterans, service members including National Guard and Reserve components, and their families. These records are also used to produce various management and follow-up reports in responding to clients and other inquiries. Vet Center Call Center records will be used and recorded for quality assurance purposes.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Eligibility for readjustment counseling includes veterans or service members who served in a combat theater or an area of armed hostility, inclusive of those who provided direct emergency medical care or mortuary services to the casualties of combat operations, even if such services were provided outside of the combat theater. Eligibility also includes participation in actions against enemy forces by remotely controlling unmanned aerial vehicles from outside the combat theater. Eligibility has been extended to veterans, service members including Reserve, National Guard, and Coast Guard who were activated in response to a national emergency, a State or national civil disturbance, or foreign drug interdiction. Family members of all eligible individuals are eligible for family readjustment counseling as indicated for the successful readjustment of the eligible individual. Family counseling is also available for family members of deployed service members to assist them in adjusting to the deployment. Members of the community include, but are not limited to, Veterans Service Organizations and Congressional liaisons and attorneys. These records will also include information on VA employees/providers.
CATEGORIES OF RECORDS IN THE SYSTEM:
The Vet Center record contains demographic personally identifiable information, such as unique veteran identification number/veteran identification form, name, address, Social Security number (SSN), EDIPI, marital status, gender identity, birth date, military service information, veteran eligibility information (
i.e.
DD-214), referral, and follow-up information, signed General Consent for the receipt of readjustment counseling, and other identifying statistical information. The Vet Center record also contains protected health information such as documentation of the Warwick-Edinberg Mental Well-Being Scale, suicide risk assessment, psychosocial assessment, military history, service plans, and ongoing case clinical notes documenting the course of RCS delivery. Bereavement services and military sexual trauma counseling information are also included in the Vet Center record. Also documented in the Vet Center record are health care power of attorney, court-ordered counseling information, and completed release of information authorizations as needed to promote efficient and expedient sharing of confidential information for referral and case coordination with VA medical center partners.
Vet Center Call Center records will contain the input form, full name of caller, telephone number of caller, comments from the caller, current location of caller, and physical address of caller.
RECORD SOURCE CATEGORIES:
(1) Relevant forms to be filled out by Vet Center team members on first contact and each contact thereafter; counseling sessions with veterans and other eligible counselees; (2) Other VA and Federal agency systems (
i.e.
VADIR and VA Profile), including from the VA electronic health record; (3) Relevant veteran data protocols completed by Vet Center staff to document the course of readjustment counseling provided; (4) veterans, service members and their family; (5) VA employees and VA health care providers; and (6) Vet Center Call Center.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
To the extent that records contained in the system include information protected by 45 CFR parts 160 and 164,
i.e.,
individually identifiable health information of VHA or any of its business associates, and 38 U.S.C. 7332,
i.e.,
medical treatment information related to drug abuse, alcoholism or alcohol abuse, sickle cell anemia, or infection with the human immunodeficiency virus, that information cannot be disclosed under a routine use unless there is also specific statutory authority in both 38 U.S.C. 7332 and CFR parts 160 and 164 permitting disclosure.
1. Congress:
To a Member of Congress or staff acting upon the Member's behalf when the Member or staff requests the information on behalf of, and at the request of, the individual who is the subject of the record.
( printed page 66949)
2. National Archives and Records Administration:
To the National Archives and Records Administration (NARA) in records management inspections conducted under 44 U.S.C. 2904 and 2906 or other functions authorized by laws and policies governing NARA operations and VA records management responsibilities.
3. Department of Justice for Litigation or Administrative Proceeding:
To the Department of Justice (DoJ), or in a proceeding before a court, adjudicative body, or other administrative body before which VA is authorized to appear, when any of the following is a party to such proceedings or has an interest in such proceedings, and VA determines that use of such records is relevant and necessary to the proceedings for:
(a) VA or any component thereof;
(b) Any VA employee in his or her official capacity;
(c) Any VA employee in his or her official capacity where DoJ has agreed to represent the employee; or
(d) The United States, where VA determines that litigation is likely to affect the agency or any of its components.
4. Contractors:
To contractors, grantees, experts, consultants, students, and others performing or working on a contract, service, grant, cooperative agreement, or other assignment for VA, when reasonably necessary to accomplish an agency function related to the records.
5. Law Enforcement Authorities, for Reporting Violations of Law:
To a Federal, State, local, territorial, Tribal, or foreign law enforcement authority or other appropriate entity charged with the responsibility of investigating or prosecuting a violation or potential violation of law, whether civil, criminal, or regulatory in nature, or charged with enforcing or implementing such law, provided that the disclosure is limited to information that, either alone or in conjunction with other information, indicates such a violation or potential violation. A disclosure of information about veterans or their dependents from VA claims files under this routine use must also comply with the requirements of 38 U.S.C. 5701(f).
6. Federal Agencies, Fraud and Abuse:
To other Federal agencies, such as Centers for Medicare & Medicaid Services or United States Postal Services to assist such agencies in preventing and detecting possible fraud or abuse by individuals in their operations and programs, such as detecting duplicate payments for care, or mail fraud related to delivery of VA medications. This list is not meant to be exhaustive as VA cannot anticipate each specific need in advance of requests by other Federal agencies.
7. Data Breach Response and Remediation, for VA:
To appropriate agencies, entities, and persons when: (a) VA suspects or has confirmed that there has been a breach of the system of records; (b) VA has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, VA (including its information systems, programs, and operations), the Federal Government, or national security; and (c) the disclosure made to such agencies, entities, or persons is reasonably necessary to assist in connection with VA's efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.
8. Data Breach Response and Remediation, for Another Federal Agency:
To another Federal agency or Federal entity when VA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (a) responding to a suspected or confirmed breach or (b) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security resulting from a suspected or confirmed breach.
9. State Licensing Boards, for Licensing:
To a Federal agency, a State or local government licensing board, the Federation of State Medical Boards, or a similar non-governmental entity that maintains records concerning individuals' employment histories or concerning the issuance, retention, or revocation of licenses, certifications, or registration necessary to practice an occupation, profession, or specialty to inform such non-governmental entities about the health care practices of a terminated, resigned, or retired health care employee whose professional health care activity so significantly failed to conform to generally accepted standards of professional medical practice as to raise reasonable concern for the health and safety of patients in the private sector or from another Federal agency. These records may also be disclosed as part of an ongoing computer matching program to accomplish these purposes.
10. National Practitioner Data Bank for Hiring, Privileging:
To the National Practitioner Data Bank at the time of hiring or clinical privileging/re-privileging of health care practitioners and other times as deemed necessary by VA in order for VA to obtain information relevant to a Department decision concerning the hiring, privileging/re-privileging, retention, or termination of the applicant or employee.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Vet Center Record Storage: (a) Vet Center Records established during and after 2010 are electronically stored in the national computerized RCSNet servers located in Philadelphia, PA, in a secure, protected, and approved VA OIT SDE environment maintained by OIT personnel; (b) Paper Vet Center Records established prior to 2010 have been archived and scanned copies are uploaded into the RCSNet electronic record system.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
The Vet Center Record is indexed by the Vet Center number in conjunction with the veteran's name, SSN, and unique veteran client number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The Vet Center records in this system are retained and disposed of in accordance with the schedule approved by the Archivist of the United States, Records Control Schedule 10-1 and General Record Schedule. These records are currently unscheduled and should not be destroyed.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
(a) Within RCS, access to the Vet Center record is limited to authorized RCS staff (Vet Center, District Director Office, and/or the Office of the Chief Readjustment Counseling Officer in the VA Central Office (VACO) with a legitimate need to know connected to direct service delivery and/or the quality oversight of services provided. RCS staff access to the electronic Vet Center record is via standalone computers located in locked Vet Centers. RCS program computers are username and password protected. Computer security is in compliance with RCS and VA computer security policy and protocol. (b) Access to a veteran's or service member's counseling records by elements outside of RCS, whether VA or non-VA, is contingent upon the veteran's or service member's signed authorization or one of the routine uses identified above. (c) Authorized RCS staff will have access to the Vet Record via stand-alone RCSNet computers located in locked Vet Centers, District Director Offices, and VACO. (d) VA Enterprise Cloud data storage conforms to security protocols as
( printed page 66950)
stipulated in VA Directives 6500 and 6517. Access control standards are stipulated in specific agreements with cloud vendors to restrict and monitor access.
RECORD ACCESS PROCEDURE:
Individuals seeking information regarding access to Vet Center records in this system pertaining to them should contact the system manager in writing as indicated above, or may write, call, or visit the last Vet Center where counseling was provided. A request for access to records must contain the requester's full name, address, and telephone number, be signed by the requester, and describe the records sought in sufficient detail to enable VA personnel to locate them with a reasonable amount of effort.
CONTESTING RECORD PROCEDURES:
Individuals seeking information regarding access to Vet Center records in this system pertaining to them should contact the system manager in writing as indicated above, or may write, call, or visit the last Vet Center where counseling was provided. A request for access to records must contain the requester's full name, address, and telephone number, be signed by the requester, and describe the records sought in sufficient detail to enable VA personnel to locate them with a reasonable amount of effort.
NOTIFICATION PROCEDURE:
A veteran who wishes to determine whether a record is being maintained by the RCS Vet Center Program under his or her name or other personal identifier or wishes to determine the contents of such records should submit a written request or apply in person to: (1) the Vet Center Director, (2) the RCS Deputy District Director having supervisory responsibility for the Vet Center with whom he or she had contact, or (3) the Deputy Chief Readjustment Counseling Officer, VA Central Office, 810 Vermont Avenue NW, Washington, DC 20420. Inquiries should include the individual's full name and SSN.
Use this for formal legal and research references to the published document.
91 FR 66946
Web Citation
Suggested Web Citation
Use this when citing the archival web version of the document.
“Privacy Act of 1974; System of Records,” thefederalregister.org (October 23, 2026), https://thefederalregister.org/documents/2026-21702/privacy-act-of-1974-system-of-records.
www.regulations.gov
5 U.S.C. 552a(r)
38 CFR 17.2000(e)