46VA00

Categories of individuals covered by the system:
The following categories of individuals are covered by this system: (1) Veterans (not including dependents) drawing VA disability insurance payments; (2) beneficiaries of VA insurance drawing insurance proceeds; (3) attorneys drawing fees for aiding settlement of VA insurance cases; and (4) veterans (not including dependents) drawing proceeds on matured VA insurance contracts (e.g., endowment policies).

Categories of records in the system:
The life insurance records (or information contained in records) may include: (1) The name and address of the veteran and beneficiary; (2) VA file number; (3) social security number; (4) type of VA insurance; (5) payment amounts; (6) payment vouchers; (7) claims records for disability payments; (8) claim records for death claim payment; (9) beneficiary signature cards; (10) returned check information; (11) records of sums held as credit for veterans for disability payment; (12) records of unpaid insurance proceeds; (13) indebtedness to be withheld from insurance proceeds; (14) records of checks withheld from delivery to certain foreign countries; (15) index of payees; (16) correspondence to and from the payee; and (17) employment information.

Authority for maintenance of the system:
Title 38, United States Code, Chapter 3, Section 210(c); Title 38, United States Code, Chapter 19.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

1. 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.
2. Any information in this system may be disclosed to a Federal agency, upon its official request, to the extent that it is relevant and necessary to that agency's decision regarding: The hiring, retention or transfer of an employee; the issuance of a security clearance, the letting of a contract, or the issuance or continuance of a license, grant or other benefit given by that agency. However, in accordance with an agreement with the U.S. Postal Service, disclosures to the U.S. Postal Service for decisions concerning the employment of veterans will only be made with the veteran's prior written consent.
3. Any information in this system may be disclosed to a State or local agency, upon its official request, to the extent that it is relevant and necessary to that agency's decision on: The hiring, transfer or retention of an employee, the issuance or continuance of a license, grant or other benefit by that agency: Provided, that if the information pertains to a veteran, the name and address of the veteran will not be disclosed unless the name and address is provided first by the requesting State or local agency.
4. Any information in this system may be disclosed to a Federal agency, except for the name and address of a veteran, in order for the VA to obtain information relevant to the issuance of a benefit under title 38 U.S.C. The name and address of a veteran may be disclosed to a Federal agency under this routine use if they are required by the Federal agency to respond to the VA inquiry.
5. The name and address of a veteran, beneficiary or an attorney and the amount of payment may be disclosed to the Treasury Department, in order for the Treasury Department to issue checks to the veteran, beneficiary or attorneys and estates of deceased veterans and beneficiaries.
6. Any information in this system, including the nature and amount of a financial obligation, may be disclosed as a routine use in order to assist the Veterans Administration in the collection of unpaid financial obligations owed the VA, to a debtor's employing agency or commanding officer so that the debtor-employee may be counseled by his or her Federal employer or commanding officer. This purpose is consistent with 5 U.S.C. 5514, 4 CFR 102.5, and section 206 of Executive Order 11222 of May 8, 1965 (30 FR 6469) and 38 U.S.C. 3301(b)(6).
7. Any information in this system, including available identifying data regarding the debtor, such as name of debtor, last known address of debtor, name of debtor's spouse, social security account number of debtor, VA insurance number, VA loan number, VA file number, place of birth and date of birth of debtor, name and address of debtor's employer or firm and dates of employment, may be disclosed to other Federal agencies, State probate courts, State drivers license bureaus, and State automobile title and license bureaus as a routine use in order to obtain current address, locator and credit report assistance in the collection of unpaid financial obligations owed the United States. This purpose is consistent with the Federal Claims Collection Act of 1966 (Pub. L. 89-508, 31 United States Code, 951-953) and 4 CFR parts 101-105 and 38 U.S.C. 3301(b)(6).
8. Any information concerning the veteran's indebtedness to the United States by virtue of a person's participation in a benefits program administered by the VA, including personal information obtained from other Federal agencies through computer matching programs, may be disclosed to any 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 the Veterans Administration. Purposes of these disclosures may be to (a) assist the VA in collection of title 38 benefit overpayments, overdue indebtedness, and or costs of services provided individuals not entitled to such services, and (b) initiate legal actions for prosecuting individuals who willfully or fraudulently obtain title 38 benefits without entitlement. This disclosure is consistent with 38 U.S.C. 3301(b)(6).
9. The name and address of a veteran, other information as is reasonably necessary to identify such veteran, including personal information obtained from other Federal agencies through computer matching programs, 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 the VA may be disclosed to a consumer reporting agency for purposes of assisting in the collection of such indebtedness, provided that the provisions of 38 U.S.C. 3301(g)(4) have been met.
10. Any information in this system may be disclosed to a Federal grand jury, a Federal court or a party in litigation, or a Federal agency or party to an administrative proceeding being conducted by a Federal agency, in order for the VA to respond to and comply with the issuance of a Federal subpoena.
11. Any information in this system may be disclosed to a State or municipal grand jury, a State or municipal court or a party in litigation, or to a State or municipal administrative agency functioning in a quasi-judicial capacity or a party to a proceeding being conducted by such agency, in order for the VA to respond to and comply with the issuance of a State or municipal subpoena; provided, that any disclosure of claimant information made under this routine use must comply with the provisions of 38 CFR 1.511.
12. Identifying information, except for the name and address of a veteran, may be disclosed to a Federal, State, County or Municipal agency for the purpose of conducting computer matches to obtain information to validate the entitlement of a veteran who is receiving or has received veterans insurance benefits under Title 38, United States Code. The name and address of a veteran may also be disclosed to a Federal agency under this routine use if they are required by the Federal agency to respond to the VA inquiry.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:
Records are stored on magnetic tape, microfilm, disks, index cards, and paper documents in file folders.

Retrievability:
All insurance awards records are retrievable by the insurance file number. The index cards are filed in alphabetical order.

Safeguards:

1. Physical Security:
   1. All VA facilities are protected outside access by the Federal Protective Service or other security personnel. All file areas are restricted to authorized personnel on a need-to- know basis. Areas containing paper records are protected by a sprinkler system. Paper records pertaining to employees and public figures, or otherwise sensitive files, are stored in locked files. Microfilm records are stored in a locked fireproof, humidity- controlled vault. Automated records which are not in use at the data processing centers are stored in secured, locked vault areas.
   2. Access to VA data processing centers is restricted to center employees, custodial personnel, and Federal Protective Service or other security personnel. Access to computer rooms is restricted to authorized operational personnel through electronic locking devices. All other persons gaining access to computer rooms are escorted by an individual with authorized access.
   3. At Regional Offices and the Regional Office and Insurance Centers the video display terminals on the ITS (Insurance Terminal System) are protected by key locks, magnetic access card readers, and audible alarms. Electronic keyboard locks are activated on security errors. A security officer at each facility is assigned responsibility for privacy-security measures, including review of violations logs and local control and distribution of passwords and magnetic access cards.
2. System Security.
   1. At the data processing centers, identification of magnetic tapes and disks containing data is rigidly enforced using manual and automated labeling techniques. Access to computer programs is controlled at three levels: Programming, auditing, and operations.
   2. The ITS (Insurance Terminal System) uses the VA data telecommunications terminal system known as the Target System which provides computerized access control for security purposes. This system provides automated recognition of authorized users and their respective access levels/restrictions through passwords and magnetic access cards. Passwords are changed periodically and are restricted to authorized individuals on a need-to-know basis for system access or security purposes.

Retention and disposal:
Records are retained and disposed of in accordance with disposition authorization approved by the Archivist of the United States. The primary record, the insurance folder, is retained at the VA Regional Office and Insurance Center until it has been inactive for 36 months; at which time it is retired to a servicing Federal Archives and Records Center for 50 years retention and destroyed.

System manager(s) and address:
Director (00), VA Regional Office and Insurance Center, 5000 Wissahickon Avenue, Philadelphia, Pennsylvania 19101.

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 who has a routine inquiry concerning the status of his or her insurance under this system may contact the nearest VA Regional Office. Requests concerning the specific content of a record must be in writing or in person to the VA Regional Office and Insurance Center at Philadelphia, Pennsylvania, or St. Paul, Minnesota, where the insurance folder is maintained. The inquirer should provide full name of the veteran, insurance file number, and date of birth. If insurance file number is not available, the social security number, service number, VA claim number, and/or location of insurance records will aid VA personnel in locating official insurance records. Address locations of VA facilities are listed in VA Appendix 1 at the end of this document.

Record access procedures:
Individuals desiring access to and contesting of VA records should write to the VA Regional Office and Insurance Center at Philadelphia, Pennsylvania or St. Paul, Minnesota.

Contesting record procedures:
See Record access procedures above.

Record source categories:
Information in the records is obtained from veterans, beneficiaries, attorneys, financial institutions and executors of estates, undertakers, other Federal agencies, VA medical facilities and civilian hospitals, and VA records.

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