64VA15
Readjustment Counseling Program (RCS) Vet Center Program-VA
System location:
(a) Counseling Folder: Maintained at each individual Vet Center
providing readjustment counseling throughout the country. The
locations of all Vet Centers providing readjustment counseling are
listed in VA Appendix 2 of the Biennial Privacy Act Issuances
publication.
(b) Client Information File: Certain information extracted from
the counseling folder is stored on stand-alone personal computers at
each Vet Center, each of the seven RCS regional managers' offices,
and the RCS national data coordinator's office.
Categories of individuals covered by the system:
Eligible veterans who request and/or are provided readjustment
counseling, including veterans' family members and/or other persons
of significant relationship to the veteran who are eligible.
Eligibility for readjustment counseling at Vet Centers includes any
veteran who served in the military in a theater of combat operations
during any period of war, or in any area during a period in which
armed hostilities occurred. Family members are also eligible for
readjustment counseling to the extent necessary to assist the
veteran.
Categories of records in the system:
(a) Counseling Folder: All written intake forms, applications,
progress notes and demographic and clinical documentation deemed
necessary to provide quality counseling and continuity of care by the
counselors and/or program officials. This would include all
information collected for the computerized database. (b) Client
Information File: Unique veteran identification number; social
security number; Vet Center team number; marital status; gender;
birth date; service dates; branch of service; veteran eligibility
information; theater of operation; service-connection; discharge;
referral source; visit information and treatment; and other
statistical information about services provided to that veteran.
Authority for maintenance of the system:
Title 38, United States Code, Section 1712A.
Purpose(s):
The purpose of this system of records is to collect and maintain
all demographic and clinical information required to conduct a
psychological assessment, to include a military history, and provide
quality readjustment counseling to assist veterans resolve war trauma
and improve their level of post-war functioning.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
(a) Counseling Folder: Paper documents stored in file folders.
(b) Client Information File: Stored on stand-alone personal computer
hard drives and any backup media.
Retrievability:
(a) Counseling Folder: Filed or indexed alphabetically by last
name or unique Client Number.
(b) Client Information File: Indexed by Vet Center Number in
conjunction with unique Client Number and social security number.
Safeguards:
(a) Counseling Folder: Access to records at Vet Centers will be
controlled by Vet Center staff during working hours. During other
hours, records will be maintained in locked file cabinets. In high
crime areas, Vet Center offices are equipped with alarm systems. (b)
Client Information File: The computerized file is in a stand-alone
personal computer and access to records is for authorized Vet Center
personnel. Access is achieved on a need-to-know basis with a
password. Computer security is in compliance with RCS and VA computer
security policy and protocol. All computers are password protected
and stored inside the locked Vet Center.
Retention and disposal:
(a) Counseling Folder: The records will be retained at the Vet
Center for 50 years after the date of last activity. Destruction of
counseling folders will be by shredding.
(b) Client Information File: Maintained for the duration of the
program. Destruction will be by deleting all information on all Vet
Center, RCS regional manager's office, and the RCS national data
coordinator's office stand-alone personal computers containing the
program database.
System manager(s) and address:
Chief Readjustment Counseling Officer (15), VA Central Office,
810 Vermont Ave, NW., Washington, DC 20420.
Notification procedure:
A veteran who wishes to determine whether a record is being
maintained by the Readjustment Counseling Service Vet Center Program
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: (1) The Team Leader of the Vet Center,
or the RCS Regional Manager having supervisory responsibility for the
Vet Center, with whom he or she had contact, or (2) the Chief
Readjustment Counseling Officer (15), VA Central Office, 810 Vermont
Ave, NW, Washington, DC 20420. Inquiries should include the
individual's full name and social security number.
Record access procedures:
An individual (or duly authorized representative of such
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 above named individuals.
Contesting record procedures:
(See Record Access Procedures above.)
Record source categories:
(1) Relevant forms to be filled out by Vet Center team members on
first contact and each contact thereafter; counseling sessions with
veterans and other eligible counselees. (2) Other VA and Federal
agency systems.
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