69VA131
Ionizing Radiation Registry-VA
System location:
Character-based data from Ionizing Radiation Code Sheets are
maintained in a registry data set at the Austin Automation Center
(AAC), 1615 Woodward Street, Austin, Texas 78772. Since the data set
at the AAC is not all-inclusive, i.e., narratives, signatures, etc.,
noted on the code sheets are not entered into this system, images of
the code sheets are maintained at the Department of Veterans Affairs,
Environmental Agents Service (131), 810 Vermont Avenue, NW.,
Washington, DC 20420. These are electronic images of paper records,
i.e., code sheets, medical records, questionnaires and correspondence
that are stored on optical disks.
The secure web-based data entry system is maintained by the AAC
and provides retrievable images to users. The optical disk system is
currently being utilized where there is no access to the secure web-
based system. However, the optical disk system is scheduled to be
discontinued in 2004 and all access to the Ionizing Radiation
Registry (IRR) system will be through the secure web-based data entry
system.
Categories of individuals covered by this system:
Veterans who may have been exposed to ionizing radiation while on
active military duty and have had an IRR examination at a Department
of Veterans Affairs (VA) medical facility under conditions described
in Title 38 United States Code (U.S.C.) 1710(e)(1)(B) and 1720E.
These conditions include:
- On-site participation in a test involving the atmospheric
detonation of a nuclear device at a nuclear device testing site--the
Pacific Island, e.g., Bikini, New Mexico, Nevada, etc. (whether or
not the testing nation was the United States);
- Participation in the occupation of Hiroshima or Nagasaki,
Japan, from August 6, 1945, through July 1, 1946;
- Internment as a POW in Japan during World War II which the
Secretary of Veterans Affairs determines resulted in an opportunity
for exposure to ionizing radiation comparable to that of veterans
involved in the occupation of Hiroshima or Nagasaki, Japan;
- Treatment with nasopharyngeal (NP) radium irradiation while in
the active military, naval or air service; and
- Participated in radiation-risk activities at the:
- Department of Energy gaseous diffusion plants at Paducah, KY,
Portsmouth, OH, or K25 area at Oak Ridge, TN, for at least 250 days
before February 1, 1992;
- Underground nuclear tests at Amchitka Island, AK, before
January 1, 1974.
Categories of records in the system:
These records consist of code sheet records containing VA
facility code identifier where the veteran was examined or treated;
veteran's name; address; social security number; military service
serial number; claim number; date of birth; telephone number; sex;
report of birth defects among veteran's children or grandchildren;
dates of medical examinations; consultations; radiogenic related
diseases; and name and signature of examiner/physician coordinator.
In addition, there may be medical records with information
relating to the examination and/or treatment, including laboratory
findings on vision, hearing, blood tests, electrocardiograms, chest
x-rays, urinalysis, laboratory report displays, medical certificates
to support diagnosis; progress notes; military unit assignments;
questionnaires; correspondence relating to veteran's exposure
history; personal history, e.g., education, marital status,
occupational history, family history, complaints/symptoms; personal
medical history, habits, recreation, reproductive and family history,
physical measurements; military discharge records; and VA claims for
compensation.
Authority for maintenance of the system:
Title 38, United States Code (U.S.C.) 1710(e)(1)(B) and 1720E.
Purpose(s):
The records will be used for the purpose of providing information
about veterans who have had an IRR examination at a VA facility;
assisting in generating hypotheses for research studies; providing
management with the capability to track patient demographics, and
radiogenic related diseases; and planning and delivery of health care
services and associated costs. The records are used to assist in
generating hypotheses for research studies. Because of the self-
selected nature of the registry participants, i.e., the individuals
decide themselves to be part of the registry rather than being
``chosen'' in a scientific manner, this group cannot be used for
scientific research. However, the IRR may assist researchers by
providing clues or suggestions of specific health problems that then
form the basis for the design and conduct of specific scientific
studies.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
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.
- 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 written request of, that individual.
- Disclosure of records covered by this system, 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.
- A record containing the name(s) and address(es) of present or
former members of the armed services and/or their dependents may be
released from this system of records under certain circumstances:
- To any nonprofit organization if the release is directly
connected with the conduct of programs and the utilization of
benefits under Title 38, and
- To any criminal or civil law enforcement governmental agency
or instrumentality charged under applicable law with the protection
of the public health or safety if a qualified representative of such
organization, agency or instrumentality has made a standing written
request that such name(s) or address(es) be provided for a purpose
authorized by law; provided, further, that the record(s) will not be
used for any purpose other than that stated in the request and that
the organization, agency or instrumentality is aware of the penalty
provision of 38 U.S.C. 5701(f).
- Disclosure may be made to the National Archives and Records
Administration (NARA) in records management inspections conducted
under authority of Title 44 U.S.C.
- Disclosure of information, excluding name and address (unless
name and address is furnished by the requestor) for research purposes
determined to be necessary and proper, to epidemiological and other
research facilities approved by the Under Secretary for Health.
- In order to conduct Federal research necessary to accomplish a
statutory purpose of an agency, at the written request of the head of
the agency, or designee of the head of that agency, the name(s) and
address(es) of present or former personnel or the Armed Services and/
or their dependents may be disclosed
- To a Federal department or agency or
- Directly to a contractor of a Federal department or agency.
When a disclosure of this information is to be made directly to the
contractor, VA may impose applicable conditions on the department,
agency, and/or contractor to insure the appropriateness of the
disclosure to the contractor.
- 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 VA to respond to and comply with the
issuance of a Federal subpoena.
- Any information in this system may be disclosed to a state or
municipal grand jury, a state or municipal court or a party in a
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 VA to respond to and
comply with the issuance of a state or municipal subpoena; provided,
that any disclosure or claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
- 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, 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. 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.
- For program review purposes and the seeking of accreditation
and/or certification, disclosure may be made to survey teams of the
Joint Commission on Accreditation of Healthcare Organizations
(JCAHO), College of American Pathologists, American Association of
Blood Banks, and similar national accreditation agencies or boards
with whom VA has a contract or agreement to conduct such reviews, but
only to the extent that the information is necessary and relevant to
the review.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
In 2003, the data collection process moved to a secure web-based
system. Data previously recorded manually and converted to electronic
format is now input through the secure VA Intranet system. Data is
stored on a web server hosted by the AAC and is retrievable by the
facility. Three levels of access are provided for the data that is
input, using password security linked to the AAC Top Secret Security
system, with mandated changes every 90 days. Data from individual
facilities is uploaded nightly and stored on Direct Access Storage
Devices at the AAC, Austin, Texas, and on optical disks at VA Central
Office, Washington, DC. AAC stores registry tapes for disaster back
up at an off-site location. VA Central Office also has back-up
optical disks stored off-site. In addition to electronic data,
registry reports are maintained on paper documents and microfiche.
The optical disk system is currently being utilized where there
is no access to the secure web-based system. The optical disk system
is scheduled to be discontinued in 2004 and all access to the IRR
system will be through the secure web-based data entry system.
Records will be maintained and disposed of in accordance with records
disposition authority approved by the Archivist of the United States.
Retrievability:
Documents are retrieved by name of veteran, social security
number and service serial number.
Safeguards:
Access to records at VA Central Office is only authorized to VA
personnel on a ``need to know'' basis. Records are maintained in
manned rooms during working hours. During non-working hours, there is
limited access to the building with visitor control by security
personnel. Registry data maintained at the AAC can only be updated by
authorized AAC personnel.
Data is securely located behind the VA firewall and only
accessible from the VA Local Area Network (LAN) through the VA
Intranet. Read access to the data is granted through a
telecommunications network to authorized VA Central Office personnel.
AAC reports are also accessible through a telecommunications network
on a read-only basis to the owner (VA facility) of the data. Access
is limited to authorized employees by individually unique access
codes which are changed periodically.
Physical access to the AAC is generally restricted to AAC staff,
VA Central Office, custodial personnel, Federal Protective Service
and authorized operational personnel through electronic locking
devices. All other persons gaining access to the computer rooms are
escorted. Backup records stored off-site for both the AAC and VA
Central Office are safeguarded in secured storage areas. A disaster
recovery plan is in place and system recovery is tested at an off-
site facility in accordance with established schedules.
Retention and disposal:
Records will be maintained and disposed of in accordance with
records disposition authority approved by the Archivist of the United
States.
System manager(s) and address:
Program Chief for Clinical Matters, Office of Public Health and
Environmental Hazards (13) (for clinical issues) and Management/
Program Analyst, Environmental Agents Service (131) (for
administrative issues), VA Central Office, 810 Vermont Avenue, NW.,
Washington, DC 20420.
Notification procedure:
An 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 last VA facility
where medical care was provided or submit a written request to the
Program Chief for Clinical Matters, Office of Public Health and
Environmental Hazards (13) or the Management/Program Analyst,
Environmental Agents Service (131), VA Central Office, 810 Vermont
Avenue, NW., Washington, DC 20420. Inquiries should include the
veteran's name, social security number, service serial number, and
return address.
Record access procedures:
An individual who seeks access to records maintained under his or
her name may write or visit the nearest VA facility or write to the
Program Chief for Clinical Matters, Office of Public Health and
Environmental Hazards (13) or the Management/Program Analyst,
Environmental Agents Service (131), VA Central Office, 810 Vermont
Avenue, NW., Washington, DC 20420.
Contesting records procedures:
Refer to previous item ``Record Access Procedures.''
Record source categories:
VA patient medical records, various automated record systems
providing clinical and managerial support to VA health care
facilities, the veteran, family members, and records from Veterans
Benefits Administration, Department of Defense, Department of the
Army, Department of the Air Force, Department of the Navy and other
Federal agencies.
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