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System of Records (SOR)
06VA026 - Claimant Private Relief Legislative Name Files-VA
System location:
Records are maintained in the Office of General Counsel (026), VA
Central Office, Washington, DC 20420.
Categories of individuals covered by the system:
The following categories of individuals are covered by this
system: (1) Veterans; and (2) their beneficiaries and dependents, on
behalf of whom private relief bills are introduced, or proposed for
introduction, in Congress.
Categories of records in the system:
Records (or information contained in records) may include
information pertinent to private relief bills such as: (1) The bill
for relief (which contains name, other identifying information,
personal data and the claim for a particular type of legislative
relief); (2) other Federal agency reports; (3) VA reports pertaining
to the private relief bill; (4) Congressional committee reports and
(5) the Congressional Record.
Authority for maintenance of the system:
Title 38, United States Code, 210(c).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
- The record of an individual who is covered by this system may
be disclosed to a member of Congress or staff person acting for the
member when the member or staff person requests the record on behalf
of and at the request of that individual.
- Any information in this system, except for the name and
address of a veteran, which is relevant to a suspected violation or
reasonably imminent violation of law, whether civil, criminal or
regulatory in nature and whether arising by general or program
statute or by regulation, rule or order issued pursuant thereto, may
be disclosed to a Federal, State, local or foreign agency charged
with the responsibility of investigating or prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation or order issued pursuant thereto.
- The name and address of a veteran, which is relevant to a
suspected violation or reasonably imminent violation of law, whether
civil, criminal or regulatory in nature and whether arising by
general or program statute or by regulation, rule or order issued
pursuant thereto, may be disclosed to a Federal agency charged with
the responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official
request.
- 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 of 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.
- Records pertinent to consideration of private relief bills
such as VA and other Federal agency reports may be disclosed to
Congressional members in their elected represented capacity and to
other Federal agencies upon their official request to enable them to
aid or to comment on whether the petitioning veteran should obtain
the requested relief and to facilitate the preparation and release of
reports by other Federal agencies regarding the matter.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Active records are maintained in individual file folders and
synopsized on file cards, both of which are kept in metal storage
cabinets.
Retrievability:
Records and file cards are indexed by last name and bill number
of the individuals covered by this system.
Safeguards:
Records and file cards are maintained in a manned room during
working hours. During nonworking hours, the file area is locked, and
the building is protected by the Federal Protective Service. Access
to the records is only authorized to VA personnel on a ``need to
know'' basis.
Retention and disposal:
Index cards and record files which result in legislation are
maintained permanently in the Office of General Counsel. The other
record files and cards are maintained for a period of 10 years and
then destroyed.
System manager(s) and address:
Assistant General Counsel (026), Professional Staff Group VI,
Office of General Counsel, VA Central Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained by the Assistant General Counsel (026) 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
the Assistant General Counsel (026).
Record access procedures:
An individual who seeks access to or wishes to contest records
maintained under his or her name or other personal identifier may
write, call or visit the Assistant General Counsel (026).
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
Courts, veterans, litigants and their attorneys, Federal
agencies, insurance carriers, witnesses, or other interested
participants to the proceedings and VA records.
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