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75VA001B
Administrator's Official Correspondence Records-VA
System location:
Records are maintained in the Office of the Secretary, Executive Secretariat (001B), VA Central Office, Washington, DC 20420 with copies located in various other offices throughout Department of Veterans Affairs (VA) Central Office and field stations. (Address locations are listed in VA Appendix 1 at the end of this document). The Office of Administration, Safety and Office Support Services (03) keeps records on magnetic media.
Categories of individuals covered by the system:
Individual citizens (veteran and nonveteran), VA employees, organizations, agencies of Federal, state and local governments, and public officials who have sent correspondence to VA.
Categories of records in the system:
Records (or information contained in records) may include: (1) Names of individuals (e.g. private citizens, veterans, public officials, organizations); (2) writers' Social Security number and/or veterans' claim number (3) inquiries or correspondence sent to the Secretary of Veterans Affairs by individuals; (4) information pertinent to decisions or responses given by the Secretary, administration heads or staff office directors; and (5) copies of the decisions or responses of the Secretary ,administration heads or staff office directors.
Authority for maintenance of the system:
Title 38, United States Code, 210(c).
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
- The records 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.
- Any information in this system from correspondence or inquiries sent to the Secretary of Veterans Affairs may be disclosed to Federal or state agencies at the request of the correspondent or inquirer in order for those agencies to help the correspondent with his or her problem. The information disclosed may include the name and address of the correspondent or inquirer and details concerning the nature of the problem specified in the correspondence.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
Records of inquiries and correspondence are maintained on paper documents in individual file folders in the Office of the Secretary. Data filessupporting the automated system are stored in a secured area on magnetic disk and tape.
Retrievability:
Records are maintained in alphabetical order by last name of the individual correspondent. When appropriate, records are also filed alphabetically by name of member of Congress representing the correspondent. Access to the automated system is via terminals located in the secured area referred in SAFEGUARDS. Standard security precautions are used to prohibit access to only authorized personnel.
Safeguards:
Records are maintained in a manned room during working hours. During nonworking hours, there is limited access to the building with visitor control by security personnel, and the room where the records are kept is locked. Access to the records is only authorized to VA personnel on a ``need-to-know'' basis.
Retention and disposal:
In the Office of the Secretary, records retrieved by last name of members of Congress are retained in the Secretary's Office for one current year then retired to inactive storage in VA and Federal Archives and Records Center for ten years. All other records in this system are retained in VA for five years then retired to the Washington National Records Center where they are retained for 20 years. Thereafter, they are offered to National Archives for accessioning. After five years automated files are maintained indefinitely on a history file in the correspondence tracking system.
System manager(s) and address:
Office of the Secretary, Executive Secretariat (001B), VA Central Office, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being maintained by the Office of the Secretary (001B) under his or her name or other personal identifier or wants to determine the contents of such records should submit a written request or apply in person to Executive Secretariat (001B).
Record access procedures:
An individual who seeks access to or wishes to contest records maintained under his or her name or other personal identifier may write or call or visit the Executive Secretariat.
Contesting record procedures:
(See Records Access Procedures above.)
Record source categories:
Individuals (veterans, nonveterans,) attorneys, employees, members of Congress, local and state officials and various private and public organizations.
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