[Federal Register: March 25, 2008 (Volume 73, Number 58)]
[Notices]
[Page 15847-15852]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr25mr08-141]
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DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974
AGENCY: Department of Veterans Affairs (VA).
[[Page 15848]]
ACTION: Notice of New System of Records.
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SUMMARY: The Privacy Act of 1974 (5 U.S.C. 552(e)(4)) requires that all
agencies publish in the Federal Register a notice of the existence and
character of their systems of records. Notice is hereby given that the
Department of Veterans Affairs (VA) is establishing a new system of
records entitled ``Enrollment and Eligibility Records-VA'' (147VA16)
formerly included and described in the ``Health Eligibility Records-
VA'' (89VA19) system of records last amended in the Federal Register on
May 18, 2001, which has been renamed, ``Income Verification Records''
66 FR 27752 (May 18, 2001).
DATES: Comments on this new system of records must be received no later
than April 24, 2008. If no public comment is received, or unless
otherwise published in the Federal Register by VA, the new system will
become effective April 24, 2008.
ADDRESSES: Written comments may be submitted through http://
www.Regulations.gov; by mail or hand delivery to the Director,
Regulations Management (00REG), Department of Veterans Affairs, 810
Vermont Ave., NW., Room 1068, Washington, DC 20420; or by fax to (202)
273-9026. Copies of comments received will be available for public
inspection in the Office of Regulation Policy and Management, Room
1063B, between the hours of 8 a.m. and 4:30 p.m. Monday through Friday
(except holidays). Please call (202) 273-9515 for an appointment. In
addition, during the comment period, comments may be viewed online
through the Federal Docket Management System (FDMS) at http://
www.Regulations.gov.
FOR FURTHER INFORMATION CONTACT: Stephania H. Putt, Veterans Health
Administration (VHA) Privacy Officer, Department of Veterans Affairs,
810 Vermont Avenue, NW., Washington, DC 20420, telephone (704) 245-
2492.
SUPPLEMENTARY INFORMATION: Background: Title 38 U.S.C. Section 1705
requires VHA to establish a system of annual patient enrollment to
manage the delivery of health care.
I. Description of Proposed Systems of Records
This system of records is used to establish and maintain
applicants' records necessary to support the delivery of health care
benefits; establish applicants' eligibility for VA health care
benefits; to operate an annual enrollment system; provide eligible
veterans with an identification card; collect from applicants' health
insurance provider for care of their nonservice-connected conditions;
provide educational materials related to VA health care benefits,
enrollment, and eligibility; respond to veteran and non-veteran
inquiries related to VA health care benefits, enrollment, and
eligibility; and compile management reports.
II. Proposed Routine Use Disclosures of Data in the System
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) that information cannot be disclosed
under a routine use unless there is also specific regulatory authority
in 45 CFR Parts 160 and 164 permitting disclosure. VA may disclose
protected health information pursuant to the following routine uses
where required by law, or required or permitted by 45 CFR Parts 160 and
164.
1. VA may disclose information from this system of records, as
deemed necessary and proper, to named individuals serving as accredited
service organization representatives and other individuals named as
approved agents or attorneys for a documented purpose and period of
time, to aid beneficiaries in the preparation and presentation of their
cases during verification and/or due process procedures and in the
presentation and prosecution of claims under laws administered by VA.
2. VA may disclose on its own initiative any information in this
system, except the names and home addresses of veterans and their
dependents, which is relevant to a suspected or reasonably imminent
violation of law, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule or
order issued pursuant thereto, to a Federal, State, local, or foreign
agency charged with the responsibility of investigating or prosecuting
such violation, or charged with enforcing or implementing the statute,
regulation, rule or order. On its own initiative, VA may also disclose
the names and addresses of veterans and their dependents to a Federal
agency charged with the responsibility of investigating or prosecuting
civil, criminal or regulatory violations of law, or charged with
enforcing or implementing the statute, regulation, rule or order issued
pursuant thereto.
3. VA may disclose information to private attorneys representing
veterans rated incompetent in conjunction with issuance of Certificates
of Incompetence, in the course of presenting evidence to a court,
magistrate or administrative tribunal in matters of guardianship,
inquests and commitments, and to probation and parole officers in
connection with Court required duties.
4. VA may disclose information to a VA Federal fiduciary or a
guardian ad litem in relation to his or her representation of a
veteran, but only to the extent necessary to fulfill the duties of the
VA Federal fiduciary or the guardian ad litem.
5. VA may disclose information to attorneys, insurance companies,
employers, third parties liable or potentially liable under health plan
contracts, and courts, boards, or commissions, but only to the extent
necessary to aid VA in the preparation, presentation, and prosecution
of claims authorized under Federal, State, or local laws, and
regulations promulgated hereunder.
6. VA may disclose information in 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 disclosure of the records to the
Department of Justice 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. VA may disclose information to the National Archives and Records
Administration (NARA) and General Services Administration (GSA) in
records management inspections conducted under authority of title 44
United States Code.
8. VA may disclose information for the purposes identified below to
a third party, except consumer reporting agencies, in connection with
any proceeding for the collection of an amount owed to the United
States by virtue of a person's participation in any benefit program
administered by VA. Information may be disclosed under this routine use
only to the extent that it is reasonably necessary for the following
purposes: (a) To assist VA in the collection of costs of services
provided
[[Page 15849]]
individuals not entitled to such services; (b) to initiate civil or
criminal legal actions for collecting amounts owed to the United States
and (c) for prosecuting individuals who willfully or fraudulently
obtained or seek to obtain title 38 medical benefits. This disclosure
is consistent with 38 U.S.C. 5701(b)(6).
9. VA may disclose the name and address of a veteran, other
information as is reasonably necessary to identify such veteran, and
any information concerning the veteran's indebtedness to the United
States by virtue of the person's participation in a benefits program
administered by VA to a consumer reporting agency for purposes of
assisting in the collection of such indebtedness, provided that the
provisions of 38 U.S.C. 5701(g)(4) have been met.
10. VA may disclose information to individuals, organizations,
private or public agencies, or other entities 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 individual or entity with whom VA has an agreement or contract to
perform the services of the contract or agreement. This routine use
includes disclosures by the individual or entity performing the service
for VA to any secondary individual or entity to perform an activity
that is necessary for the individual or entity with whom VA has a
contract or agreement to provide the service to VA.
11. The record of an individual who is covered by a system of
records may be disclosed to a member of Congress, or a staff person
acting for the member, when the member or staff person requests the
record on behalf of and at the written request of the individual.
12. VA may disclose information to other Federal agencies to assist
such agencies in preventing and detecting possible fraud or abuse by
individuals in their operations and programs.
13. VA may, on its own initiative, disclose any information or
records to appropriate agencies, entities, and persons when (1) VA
suspects or has confirmed that the integrity or confidentiality of
information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise, there is a risk of embarrassment or harm to the
reputations of the record subjects, harm to economic or property
interests, identity theft or fraud, or harm to the security,
confidentiality, or integrity of this system or other systems or
programs (whether maintained by the Department or another agency or
entity) that rely upon the potentially compromised information; and (3)
the disclosure is to agencies, entities, or persons who 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
disclosure is required by the Memorandum from the Office of Management
and Budget (M-07-16), dated May 22, 2007, of all systems of records of
all federal agencies. This routine use also 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, as the terms are
defined in 38 U.S.C. 5727.
III. Compatibility of the Proposed Routine Uses
The Privacy Act permits VA to disclose information about
individuals without their consent for a routine use when the
information will be used for a purpose that is compatible with the
purpose for which we collected the information. In all of the routine
use disclosures described above, the recipient of the information will
use the information in connection with a matter relating to one of VA's
programs or to provide a benefit to VA, or disclosure is required by
law.
Under section 264, Subtitle F of Title II of the Health Insurance
Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191,
100 Stat. 1936, 2033-34 (1996), the United States Department of Health
and Human Services (HHS) published a final rule, as amended,
establishing Standards for Privacy of Individually-Identifiable Health
Information, 45 CFR Parts 160 and 164. VA's Veterans Health
Administration may not disclose individually-identifiable health
information (as defined in HIPAA, 42 U.S.C. 1320(d)(6), and the HIPAA
Privacy Rule, 45 CFR 164.501) pursuant to a routine use unless either:
(a) the disclosure is required by law, or (b) the disclosure is
permitted or required by the HIPAA Privacy Rule. The disclosures of
individually-identifiable health information contemplated in the
routine uses published in this system of records notice are permitted
under the Privacy Rule or required by law. In accordance with the
requirements of the Privacy Act, VA is publishing these routine uses
and adding a preliminary paragraph to the routine uses portion of the
system of records notice stating that any disclosure pursuant to the
routine uses in this system of records notice must be either required
by law or permitted by the Privacy Rule before VHA may disclose the
covered information.
The notice of intent to publish an advance copy of the system
notice has 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.
Approved: March 11, 2008.
Gordon H. Mansfield,
Deputy Secretary of Veterans Affairs.
147VA16
System Name:
Enrollment and Eligibility Records--VA.
System Location:
Records are maintained at the Health Eligibility Center (HEC) in
Atlanta, Georgia, the Austin Automation Center (AAC) in Austin, Texas,
at each VA health care facility as described in the VA system of
records entitled ``Patient Medical Records--24VA19,'' and at the
Veteran Identification Card (VIC) National Card Management Directory
(NCMD) located at the Hines, Illinois, and Silver Spring, Maryland VA
facilities. Electronic and magnetic records are also stored at
contracted facilities for storage and back-up purposes.
Categories of Individuals Covered By This System:
The records contain information on individuals who have applied for
or who have received VA health care benefits under title 38, United
States Code, chapter 17; the records also include veterans, their
spouses and dependents as provided for in other provisions of title 38,
United States Code.
Categories of Records In the System:
The categories of records in this system may include: Medical
benefit applications, eligibility and enrollment information, including
information obtained from Veterans Benefits Administration automated
records such as the Compensation, Pension, Education and Rehabilitation
Records--VA'' (58VA21/22), and VIC information including applicant's
name, address(es), date of birth, Social Security number, race and
ethnicity, claim number, ICN, applicant's image, preferred facility and
facility requesting a VIC, names,
[[Page 15850]]
addresses and phone numbers of persons to contact in the event of a
medical emergency, family information including spouse and dependent(s)
name(s), address(es) and Social Security number; applicant and spouse's
employment information, including occupation, employer(s) name(s) and
address(es); financial information concerning the applicant and the
applicant's spouse including family income, assets, expenses, debts;
third party health plan contract information, including health
insurance carrier name and address, policy number and time period
covered by policy; facility location(s) where treatment is provided;
type of treatment provided (i.e., inpatient or outpatient); information
about the applicant's military service (e.g., dates of active duty
service, dates and branch of service, and character of discharge,
combat service dates and locations, military decorations, POW status
and military service experience including exposures to toxic
substances); information about the applicant's eligibility for VA
compensation or pension benefits, and the applicant's enrollment status
and enrollment priority group. These records also include, but are not
limited to, individual correspondence provided to the HEC by veterans,
their family members and veterans' representatives such as Veteran
Service Officers (VSO), copies of death certificates; form DD 214,
Certificate of Release or Discharge from Active Duty; disability award
letters; VA and other pension applications; VA Form 10-10EZ,
Application for Health Benefits; VA Form 10-10EZR, Health Benefits
Renewal; VA Form 10-10EC, Application for Extended Care Services; and
workers compensation forms.
Authority for Maintenance of the System:
Title 38, United States Code, Sections 501(a), 1705, 1710, 1722,
and 5317.
Purpose(s):
Information in this system of records is used to establish and
maintain applicants' records necessary to support the delivery of
health care benefits; establish applicants' eligibility for VA health
care benefits; operate an annual enrollment system; provide eligible
veterans with an identification card; collect from an applicant's
health insurance provider for care of their nonservice-connected
conditions; provide educational materials related to VA health care
benefits, enrollment and eligibility; respond to veteran and non-
veteran inquiries related to VA health care benefits, enrollment and
eligibility; and compile management reports.
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), that information cannot be disclosed
under a routine use unless there is also specific regulatory authority
in 45 CFR parts 160 and 164 permitting disclosure.
1. VA may disclose information from this system of records, as
deemed necessary and proper, to named individuals serving as accredited
service organization representatives and other individuals named as
approved agents or attorneys for a documented purpose and period of
time, to aid beneficiaries in the preparation and presentation of their
cases during the verification and/or due process procedures and in the
presentation and prosecution of claims under laws administered by VA.
2. VA may disclose on its own initiative any information in this
system, except the names and home addresses of veterans and their
dependents, which is relevant to a suspected or reasonably imminent
violation of law, whether civil, criminal or regulatory in nature and
whether arising by general or program statute or by regulation, rule or
order issued pursuant thereto, to a Federal, State, local, or foreign
agency charged with the responsibility of investigating or prosecuting
such violation, or charged with enforcing or implementing the statute,
regulation, rule or order. On its own initiative, VA may also disclose
the names and addresses of veterans and their dependents to a Federal
agency charged with the responsibility of investigating or prosecuting
civil, criminal or regulatory violations of law, or charged with
enforcing or implementing the statute, regulation, rule or order issued
pursuant thereto.
3. VA may disclose information from this system of records to
private attorneys representing veterans rated incompetent in
conjunction with issuance of Certificates of Incompetence, in the
course of presenting evidence to a court, magistrate or administrative
tribunal, in matters of guardianship, inquests and commitments; and to
probation and parole officers in connection with court required duties.
4. VA may disclose information to a VA Federal fiduciary or a
guardian ad litem in relation to his or her representation of a veteran
only to the extent necessary to fulfill the duties of the VA Federal
fiduciary or the guardian ad litem.
5. VA may disclose information to attorneys, insurance companies,
employers, third parties liable or potentially liable under health plan
contracts, and to courts, boards, or commissions, but only to the
extent necessary to aid VA in the preparation, presentation, and
prosecution of claims authorized under Federal, State, or local laws,
and regulations promulgated thereunder.
6. VA may disclose information in 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 disclosure of the records to the
Department of Justice 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. VA may disclose information to the National Archives and Records
Administration (NARA) and General Services Administration (GSA) in
records management inspections conducted under authority of title 44
United States Code.
8. VA may disclose information for the purposes identified below to
a third party, except consumer reporting agencies, in connection with
any proceeding for the collection of an amount owed to the United
States by virtue of a person's participation in any benefit program
administered by VA. Information may be disclosed under this routine use
only to the extent that it is reasonably necessary for the following
purposes: (a) To assist VA in the collection of costs of services
provided individuals not entitled to such services, (b) to initiate
civil or criminal legal actions for collecting amounts owed to the
United States, and (c) for prosecuting individuals who willfully or
fraudulently obtained or seek to obtain title 38 medical benefits. This
disclosure is consistent with 38 U.S.C. 5701(b)(6).
9. VA may disclose information such as the name and address of a
veteran, or other information as is reasonably
[[Page 15851]]
necessary to identify such veteran, and any information concerning the
veteran's indebtedness to the United States by virtue of the person's
participation in a benefits program administered by VA, to a consumer
reporting agency for purposes of assisting in the collection of such
indebtedness, provided that the provisions of 38 U.S.C. 5701(g)(4) have
been met.
10. VA may disclose information to individuals, organizations,
private or public agencies, or other entities 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 individual or entity with whom VA has an agreement or contract to
perform the services of the contract or agreement. This routine use
includes disclosures by the individual or entity performing the service
for VA to any secondary individual or entity to perform an activity
that is necessary for the individual or entity with whom VA has a
contract or agreement to provide the service to VA.
11. VA may disclose information from the record of an individual
who is covered by a system of records to a member of Congress, or a
staff person acting for the member, when the member or staff person
requests the record on behalf of and at the written request of the
individual.
12. VA may disclose information to other Federal agencies to assist
such agencies in preventing and detecting possible fraud or abuse by
individuals in their operations and programs.
13. VA may, on its own initiative, disclose any information or
records to appropriate agencies, entities, and persons when (1) VA
suspects or has confirmed that the integrity or confidentiality of
information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise, there is a risk of embarrassment or harm to the
reputations of the record subjects, harm to economic or property
interests, identity theft or fraud, or harm to the security,
confidentiality, or integrity of this system or other systems or
programs (whether maintained by the Department or another agency or
entity) that rely upon the potentially compromised information; and (3)
the disclosure is to agencies, entities, or persons whom VA determines
are reasonably necessary to assist or carry out the Department's
efforts to respond to the suspected or confirmed compromise and
prevent, minimize, or remedy such harm. This routine use permits
disclosure is required by the Memorandum from the Office of Management
and Budget (M-07-16), dated May 22, 2007, of all systems of records of
all Federal agencies. This routine use also 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, as the terms are
defined in 38 U.S.C. 5727.
Policies and Practices for Storing, Retrieving, Accessing, Retaining
and Disposing of Records In the System:
Storage:
Records are maintained on magnetic tape, magnetic disk, optical
disk and paper at the HEC, VIC databases, VA medical centers, the NCMD
databases, AAC, contract facilities, and at Federal Record Centers. In
most cases, copies of back-up computer files are maintained at off-site
locations and/or agencies with whom VA has a contract or agreement to
perform such services, as VA may deem practicable.
Retrievability:
Records are retrieved by name, and/or Social Security number, ICN,
military service number, claim folder number, correspondence tracking
number, internal record number (DFN), facility number, or other
assigned identifiers of the individuals on whom they are maintained.
Access:
1. In accordance with national and locally established data
security procedures, access to enrollment information databases (HEC
Legacy system and the Enrollment Database) is controlled by unique
entry codes (access and verification codes). The user's verification
code is automatically set to be changed every 90 days. User access to
data is controlled by role-based access as determined necessary by
supervisory and information security staff as well as by management of
option menus available to the employee. Determination of such access is
based upon the role or position of the employee and functionality
necessary to perform the employee's assigned duties.
2. On an annual basis, employees are required to sign a computer
access agreement acknowledging their understanding of confidentiality
requirements. In addition, all employees receive annual privacy
awareness and information security training. Access to electronic
records 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. User access to the VIC National Card Management Directory
database utilizes the national NT network authentication
infrastructure. The external VIC vendor utilizes the One-VA VPN secured
connection for access to VIC records.
4. Strict control measures are enforced to ensure that access to
and disclosure from all records is limited to VA and the contractor's
employees whose official duties warrant access to those files.
5. As required by the provisions of the HIPAA Privacy Rule, 45 CFR
Parts 160 and 164, access to records by HEC employees is classified
under functional category ``Eligibility and Enrollment Staff.''
Safeguards:
1. Data transmissions between VA health care facilities, the HEC,
the AAC, Silver Spring, and Hines databases are accomplished using the
Department's secure wide area network. The software programs
automatically flag records or events for transmission based upon
functional requirements. Server jobs at each facility run continuously
to check for data to be transmitted and/or incoming data which needs to
be parsed to files on the receiving end. All messages containing data
transmissions include header information that is used for validation
purposes. The recipients of the messages are controlled and/or assigned
to the mail group based on their role or position. Consistency checks
in the software are used to validate the transmission, and electronic
acknowledgment messages are returned to the sending application. The
Department's Office of Cyber Security has oversight responsibility for
planning and implementing computer security.
2. Working spaces and record storage areas at HEC, AAC, and the VIC
processing locations are secured during all business hours, as well as
during non-business hours. All entrance doors require an electronic
pass card, for entry when unlocked, and entry doors are locked outside
normal business hours. Visitors to the HEC are required to present
identification, sign-in at a specified location and are issued a pass
card that restricts access to non-sensitive areas. Visitors to the HEC
are escorted by staff through restricted areas. At the end of the
visit, visitors are required to turn in their badge. The building is
equipped with an intrusion alarm system, which is activated during non-
business hours. This alarm system is monitored by a private security
service vendor. The office space occupied by employees with access to
[[Page 15852]]
veteran records is secured with an electronic locking system, which
requires a card for entry and exit of that office space. Access to the
AAC is generally restricted to AAC staff, VA Central Office employees,
custodial personnel, Federal Protective Service and authorized
operational personnel through electronic locking devices. All other
persons gaining access to the computer rooms are escorted.
3. Access to the VIC contractor secured work areas is also
controlled by electronic entry devices, which require a card and manual
input for entry and exit of the production space. The VIC contractor's
building is also equipped with an intrusion alarm system and a security
service vendor monitors the system.
4. Contract employees are required to sign a Business Associates
Agreement (BAA) as required by the Health Insurance Portability and
Accountability Act of 1996 as acknowledgement of mandatory provisions
regarding the use and disclosure of protected health information.
Employee and contractor access is deactivated when no longer required
for official duties or upon termination of employment. Recurring
monitors are in place to ensure compliance with nationally and locally
established security measures.
5. Beneficiary's enrollment and eligibility information is
transmitted from the Enrollment and Eligibility information system to
VA health care facilities over the Department's secure computerized
electronic communications system.
6. Only specific key staff have authorized access to the computer
room. Programmer access to the information systems is restricted only
to staff whose official duties require that level of access.
7. On-line data reside on magnetic media in the HEC and AAC
computer rooms that are highly secured. Backup media are stored in the
computer room within the same building and only information system
staff and designated management staff have access to the computer room.
On a weekly basis, backup media are stored in off-site storage by a
media storage vendor. The vendor picks up and returns the media in a
locked storage container; vendor personnel do not have key access to
the locked container. The AAC has established a backup plan for the
Enrollment system as part of a required Certification and Accreditation
of the information system.
8. Any sensitive information that may be downloaded to personal
computers 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. All
magnetic media (primary computer system) and personal computer disks
are degaussed prior to disposal or release off-site for repair. The VIC
contractor destroys all veteran identification data 30 days after the
VIC card has been mailed to the veteran in accordance with contractual
requirements.
9. All new HEC employees receive initial information security and
privacy training; refresher training is provided to all employees on an
annual basis. The HEC's Information Security Officer performs an annual
information security audit and periodic reviews to ensure security of
the system. This annual audit includes the primary computer information
system, the telecommunication system, and local area networks.
Additionally, the IRS performs periodic on-site inspections to ensure
the appropriate level of security is maintained for Federal tax data.
10. Identification codes and codes used to access Enrollment and
Eligibility information systems and records systems, as well as
security profiles and possible security violations, are maintained on
magnetic media in a secure environment at the Center. For contingency
purposes, database back-ups on removable magnetic media are stored off-
site by a licensed and bonded media storage vendor.
11. Contractors, subcontractors, and other users of the Enrollment
and Eligibility Records systems will adhere to the same safeguards and
security requirements to which HEC staff must comply.
Retention and Disposal:
Regardless of the record medium, all records are disposed of in
accordance with the records retention standards approved by the
Archivist of the United States, National Archives and Records
Administration, and published in the VHA Records Control Schedule 10-1.
System Manager(s) and Addresses:
Official responsible for policies and procedures: Chief Business
Officer (16), VA Central Office, 1722 I St., NW., Washington, DC 20420.
Official maintaining the system: Director, Health Eligibility Center,
2957 Clairmont Road, Atlanta, Georgia 30329.
Notification Procedure:
Any individual who wishes to determine whether a record is being
maintained in this system under his or her name or other personal
identifier, or wants to determine the contents of such record, should
submit a written request or apply in person to the Health Eligibility
Center. All inquiries must reasonably identify the records requested.
Inquiries should include the individual's full name, Social Security
number, military service number, claim folder number and return
address.
Record Access Procedures:
Individuals seeking information regarding access to and contesting
of Enrollment and Eligibility Records may write to the Director, Health
Eligibility Center, 2957 Clairmont Road, Atlanta, Georgia 30329.
Contesting Record Procedures:
(See Record Access procedures above).
Record Source Categories:
Information in the systems of records may be provided by the
applicant; applicant's spouse or other family members or accredited
representatives or friends; health insurance carriers; other Federal
agencies; ``Patient Medical Records--VA'' (24VA19) system of records;
``Veterans Health Information System and Technology Architecture
(VistA) Records--VA'' (79VA19); ``Income Verification Records--VA''
(89VA19); and Veterans Benefits Administration automated record
systems, including ``Veterans and Beneficiaries Identification and
Records Location Subsystem--VA'' (38VA23) and the ``Compensation,
Pension, Education and Rehabilitation Records--VA'' (58VA21/22).
[FR Doc. E8-5956 Filed 3-24-08; 8:45 am]
BILLING CODE 8320-01-P