System of Records (SOR)
111VA95E - Center for Acquisition and Material Management Education Online (CAMEO)-VA
System location:
The system is maintained for the Department of Veterans Affairs
(VA) under contract. Records are located at the contractor's
facility, currently Meridian Knowledge Solutions, Inc., 4465
Brookfield Corporate Drive, Suite 201, Chantilly, VA 20151. In
addition, information from these records or copies of the records may
be maintained at the Department of Veterans Affairs, Office of
Acquisition and Materiel Management, 810 Vermont Avenue, NW,
Washington, DC 20420.
Categories of individuals covered by the system:
The records include information concerning VA employees who work
in acquisition, contracting, and materiel management positions,
including personnel in the 1100 occupational series, contracting
officers, contracting officers' technical representatives, and other
employees performing acquisition, contracting, procurement, and
materiel management functions.
Categories of records in the system:
The system will contain information needed for enhancing training
opportunities of VA employees in the Federal acquisition and materiel
management work force. Records include, but are not limited to: (1)
Biographical data such as name, social security number, and
educational level; (2) work-related data such as duty station,
occupational series and grade, supervisor's name, and contracting
officer warrant information; (3) educational qualifications such as
degrees from accredited universities or colleges and business credits
completed; and (4) training information such as completed acquisition
core courses and total continuing education hours for the previous
and current fiscal year.
Authority for maintenance of the system:
Title 38, United States Code (U.S.C.), section 501, and section
37 of the Office of Federal Procurement Policy Act (41 U.S.C. 433).
Purpose(s):
The records and information will be used to enhance training
opportunities of VA employees in acquisition and materiel management
occupations; to ensure that employees meet training requirements; and
to document the training received. The system will provide management
and employees up-to-date information on employee certification
levels, qualification standards, academic degrees, mandatory and
other pertinent training, and contracting officer warrant status.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
- 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.
- Disclosure may be made to the National Archives and Records
Administration (NARA) in records management inspections conducted
under the authority of Title 44 U.S.C.
- Records from this system of records may be disclosed to the
Department of Justice (DOJ) or in a proceeding before a court,
adjudicative body, or other administrative body before which the
Agency is authorized to appear when: (1) The Agency, or any component
thereof; (2) any employee of the Agency in his or her official
capacity, where DOJ or the Agency has agreed to represent the
employee; or (3) the United States, when the Agency determines that
litigation is likely to affect the Agency or any of its components;
is a party to litigation, and has an interest in such litigation, and
the use of such records by DOJ or the Agency is deemed by the Agency
to be relevant and necessary to the litigation, provided, however,
that the disclosure is compatible with the purpose for which the
records were collected.
- Disclosure of relevant information may be made to individuals,
organizations, private or public agencies, or other entities with
whom VA has a contract or agreement or where there is a subcontract
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 may disclose on its own initiative any information in this
system that 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.
- Disclosure may be made to an appeal, grievance, hearing, or
complaints examiner; an equal employment opportunity investigator,
arbitrator, or mediator; and an exclusive representative or other
person authorized to investigate or settle a grievance, complaint, or
appeal filed by an individual who is the subject of the record.
- Disclosure may be made to the Office of Personnel Management
(OPM), the Office of Management and Budget (OMB), and the General
Accounting Office (GAO) in order for them to perform their
responsibilities for evaluating Federal programs.
- Disclosure may be made to a requesting Federal agency for that
agency's use in connection with the hiring, retaining or promotion of
an employee where the information is relevant and necessary for the
decision.
- Information may be disclosed to officials of labor
organizations recognized under 5 U.S.C. Chapter 71, when relevant and
necessary to their duties of exclusive representation concerning
personnel policies, practices, and matters affecting working
conditions.
- Information may be disclosed to officials of the Merit
Systems Protection Board or the Office of the Special Counsel when
requested in connection with appeals, special studies of the civil
service and other merit systems, review of rules and regulations,
investigation of alleged or possible prohibited personnel practices,
and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or
as may be authorized by law.
- Information may be disclosed to the Equal Employment
Opportunity Commission when requested in connection with
investigations of alleged or possible discriminatory practices,
examination of Federal affirmative employment programs, or for other
functions of the Commission as authorized by law.
- Information may be disclosed to the Federal Labor Relations
Authority (including its General Counsel) when appropriate
jurisdiction has been established and the information has been
requested in connection with the investigation and resolution of
allegations of unfair labor practices or in connection with the
resolution of exceptions to arbitration awards when a question of
material fact is raised; and to the Federal Service Impasses Panel in
matters they are considering.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on paper and electronic storage media,
including magnetic tape and magnetic disk media.
Retrievability:
Records are retrieved by name, social security number or other
assigned identifiers of the individuals on whom the records are
maintained.
Safeguards:
- Access to VA working and storage areas is restricted to VA
employees on a ``need-to-know'' basis. Strict control measures are
enforced to ensure that disclosure to these individuals is also based
on this same principle. Generally, VA file areas are locked after
normal duty hours and the facilities are protected from outside
access by the Federal Protective Service or other security personnel.
- Access to computer rooms at VA Central Office and health care
facilities is generally limited by appropriate locking devices and
restricted to authorized VA employees and vendor personnel. ADP
peripheral devices are placed in secure areas (areas that are locked
or have limited access) or are otherwise protected.
- Access to the contractor's computer rooms is restricted to
authorized vendor employees through electronic locking devices.
Information stored in the CAMEO system may be accessed by authorized
VA employees at remote locations, including VA health care facilities
and VA Central Office. Access is controlled by individually unique
passwords/codes that must be changed periodically by the employee or
the appropriate designated personnel. The database is maintained by
the contractor behind a firewall that has been certified by the
National Computer Security Association.
Retention and disposal:
Paper records and electronic storage media are maintained and
disposed of in accordance with records disposition authority approved
by the Archivist of the United States.
System manager(s) and address:
Official responsible for policies and procedures: Chief,
Acquisition Training and Career Development Division (95E), Office of
Acquisition and Materiel Management (90), Department of Veterans
Affairs, 810 Vermont Avenue, NW., Washington, DC 20420.
Notification procedure:
Individuals who wish to determine whether this system of records
contains information about them should contact the System Manager at
the above address. Inquiries should include the person's full name,
social security number, dates of employment, date(s) of contact, and
return address.
Record Access Procedure:
Individuals seeking information regarding access to and/or
contesting the records in this system may write, call or visit the VA
facility location where they are or were employed.
Contesting record procedures:
See Record Access Procedures above.
Record source categories:
Information in this system of records is provided:
- By individuals on whom the record is maintained.
- By supervisors and managers.
- By other agency officials.
- By accredited colleges or universities.
- By related correspondence.
- By other agency records.
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