20VA138
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:
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.