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20VA138
Motor Vehicle Operator Accident Records-VA
System location:
Records are maintained at each VA Health Care
Facility, where the authorization to operate a Government-owned
vehicle was issued, or at the facility where an accident occurred.
Address locations are listed in VA Appendix 1 at the end of this
document.
Categories of individuals covered by the system:
VA employees authorized to operate a Government-owned vehicle. Individuals
involved in a motor vehicle accident at a VA facility.
Categories of records in the system:
Driving tests, road tests, accident reports, physical fitness reports. Reports and records
documenting the facts, circumstances and evidence surrounding a motor
vehicle accident.
Authority for maintenance of the system:
Title 38, United States Code, Chapter 3, Section 210(c)(1); Title 38, United States Code,
Chapter 57, Section 3311.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
- To issue or remove a permit to operate a Governmental vehicle
by the General Service Administration to insure against the operation
of a GSA vehicle by a driver who is not qualified or who is a poor
risk.
- Transfer of required information to attorneys representing
parties involved in litigation of motor vehicle accidents to assist
attorneys in representing their clients.
- In the event that a system of records maintained by this
agency to carry out its functions indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program statute,
or by regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use,
to the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
- A record from this system of records may be disclosed to a
Federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that he information
is relevant and necessary to the requesting agency's decision on the
matter.
- A record from this system of records may be disclosed as a
`routine use' to a Federal, State or local agency maintaining civil,
criminal or other relevant information, such as current licenses, if
necessary to obtain information relevant to an agency decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the letting of a contract, or the issuance of a
license, grant or other health, educational or welfare benefits.
- 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 NARA (National Archives and Records
Administration) GSA (General Services Administration) in records
management inspections conducted under authority of 44 U.S.C. 2904
and 2906.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
(a) Paper documents. (b) Photographs.
Retrievability:
(a) The operator permits are filed alphabetically
by name of operator.
Safeguards:
Physical Security:
Access to VA working space and medical record storage areas 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. Employee file records and file records of public figures or
otherwise sensitive medical record files are stored in separate
locked files. Strict control measures are enforced to ensure that
disclosure is limited to a `need to know' basis.
Retention and disposal:
(a) The operators permit file is disposed
of three (3) years after separation or three (3) years after
cancellation of authorization to operate, whichever is earlier. (b)
The accident files are disposed of two (2) years after last activity.
(c) Destruction of records is accomplished by burning or shredding.
System manager(s) and address: Director, Engineering Service (138),
VA Central Office, Washington, DC 20420.
Notification procedure:
Individuals seeking information concerning the existence or content of a record pertaining to themselves must
submit a written request or apply in person to the VA facility where
the permit was issued or the accident occurred. All inquiries must
reasonably identify the portion of the record system desired, i.e.,
Driver permit, or accident report. Inquiries should include the
individual's full name, dates of employment or approximate date of
accident, vehicle license number, description of the vehicles
involved in the accident.
Record access procedures:
Individuals or duly authorized representatives seeking information regarding access to and
contesting of these records may write, call or visit the VA facility
where the permit was issued or accident occurred.
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
1. Employee, 2. Private citizens involved
in accidents, 3. Federal, State and local law enforcement agencies,
and 4. Private insurance companies.
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