Privacy Act of 1974; New System of RecordsAutomated Customer Registration System (ACRS)VA (87VA045)

DEPARTMENT OF VETERANS AFFAIRS

Privacy Act of 1974; New System of Records--Automated Customer

Registration System (ACRS)--VA (87VA045)

AGENCY: Department of Veterans Affairs.

ACTION: Notice, new system of records.

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SUMMARY: The Privacy Act of 1974 (5 U.S.C. 552(e)(4)) requires that all

agencies publish in the Federal Register a notice of the existence and

character of their systems of records. Notice is hereby given that the

Department of Veterans Affairs (VA) is adding a new system of records

entitled ``Automated Customer Registration System (ACRS)--VA

(87VA045)''.

Federal computer security regulations require that managers and

operators of Government computer systems maintain control over who

accesses the resources of those systems. This system of records, which

will replace the PROS/Keys system (67VA30), consists of the

administrative paperwork involved in adding, modifying or deleting

access privileges to the computer resources at the VA Austin Automation

Center (AAC), as well as a computer database used to grant access to

those resources.

The information maintained in this system of records in hard copy

and electronic form will include the names and social security numbers

of VA employees, employees of other Government agencies and selected

authorized vendors who require access to the computer resources at the

AAC. The records will also include business address and telephone

number, job title and information relating to data file and computer

system access permissions granted to that individual.

Release of information from these records will only be made in

accordance with the provisions of the Privacy Act of 1974 for

investigatory, judicial and administrative uses. VA has determined that

release of information for these purposes is a necessary and proper use

of information in this system of records and that specific routine uses

for transfer of this information are appropriate.

DATES AND ADDRESSES: Interested persons are invited to submit written

comments, suggestions or objections regarding the proposed system of

records to the Director, Office of Regulations Management (02D),

Department of Veterans Affairs, 810 Vermont Ave., NW, Washington, DC

20420. All relevant material received before January 12, 1996, will be

considered. All written comments received will be available for public

inspection in the Office of Regulations Management, Room 1176, 801 I

Street NW, Washington, DC 20001, between 9 a.m. and 4 p.m. only, Monday

through Friday (except Federal holidays) until January 22, 1996.

If no public comment is received during the 30-day review period

allowed for public comment, or unless otherwise published in the

Federal Register by VA, the routine use statements included herein are

effective January 12, 1996, and all other provisions included herein

are effective January 12, 1996.

SUPPLEMENTARY INFORMATION: A ``Report of Intention to Publish a Federal

Register Notice of New System of Records'' and an advance copy of the

new system notice have been provided to the Chairmen of the House

Committee on Government Reform and Oversight and the Senate Committee

on Governmental Affairs, and the Director, Office of Management and

Budget (OMB), as required by the provisions of 5 U.S.C. 522(r) (Privacy

Act), guidelines issued by OMB (50 FR 52730), December 24, 1985, Pub.

L. 100-503, and follow-up OMB guidelines issued July 25, 1994 (59 FR

37917).

FOR FURTHER INFORMATION CONTACT: Nelda Cook (045/200B), Department of

Veterans Affairs, 810 Vermont Avenue NW., Washington, DC 20420,

telephone number (202) 565-8045.

Approved: December 1, 1995.

Jesse Brown,

Secretary of Veterans Affairs.

87VA045

Automated Customer Registration System (ACRS)--Department of

Veterans Affairs (VA).

The automated records are maintained by the VA Automation Center,

1615 Woodward Street, Austin, TX 78772. The paper records will be

maintained at each VA field station that has a responsibility for ACRS

input.

All Department of Veterans Affairs employees, employees of other

Government agencies and authorized contractor personnel who have

requested and have been granted access to the automated resources of

the VA's Austin Automation Center (AAC).

The records in this system, in both paper and electronic form, will

include the names and social security numbers of all personnel who have

requested and been granted access to the automated resources at the

AAC. The records will also include business address and telephone

number, job title and information relating to data file and computer

system access permissions granted to that individual.

Title 38, U.S.C. 501.

The purpose of this system of records is to allow the VA Austin

Automation Center (AAC) in Austin, TX, to maintain a current list of

all VA employees, employees of other Government agencies and authorized

contractor personnel who require access to the computer resources of

the AAC, in accordance with Federal computer security requirements.

[[Page 64099]]

1. At the initiative of VA, pertinent information may be disclosed

to appropriate Federal, State or local agencies responsible for

investigating, prosecuting, enforcing or implementing statutes, rules,

regulations or orders, where VA becomes aware of an indication of a

violation or potential violation of civil or criminal law or

regulation.

2. Disclosure of specific information may be made to a Federal

agency, in response to its request, to the extent that the information

requested is relevant and necessary to the requesting agency's decision

in connection with hiring or retaining an employee, issuing a security

clearance, conducting a security or suitability investigation on an

individual, classifying jobs, awarding a contract or issuing a license,

grant or other benefit.

3. Information may be provided to a congressional office in

response to an inquiry from that congressional office made at the

request of the individual and concerning that individual's record in

this system.

4. Disclosure of information may be made to officials of the Merit

Systems Protection Board, including the Office of the Special Counsel,

the Federal Labor Relations Authority and its General Counsel or the

Equal Employment Opportunity Commission, when requested in performance

of their authorized duties, and the request is not in connection with a

law enforcement investigation.

5. The Department of Veterans Affairs (VA) may disclose records in

this system or records in proceedings before a court or adjudicative

body before which VA is authorized to appear when VA, a VA official or

employee, the United States, or an individual or entity for whom the

United States is providing representation is a party to litigation or

has an interest in such litigation, and VA determines that the use of

such records is relevant and necessary to the litigation, provided,

however, that in each case, the agency determines that disclosure of

the records is a use of the information contained in the records that

is compatible with the purpose for which the records were collected.

6. The Department of Veterans Affairs (VA) may disclose records in

this system of records to the Department of Justice when VA, a VA

official or employee, the United States, or an individual or entity for

whom the United States is providing representation is a party to

litigation or has an interest in such litigation, and the use of such

records by the Department of Justice is deemed by VA to be relevant and

necessary to the litigation, provided, however, that in each case, the

agency determines that disclosure of the records to the Department of

Justice is a use of the information contained in the records that is

compatible with the purpose for which the records were collected.

7. Disclosure may be made during reviews by the National Archives

and Records Administration in records management inspections conducted

under authority of 44 U.S.C. 2904 and 2906.

Each field station responsible for inputting records into the

system will retain the original signed paper copies of requests for

system access in locked containers. Data files supporting the automated

system are stored in a secure area located at the Austin Automation

Center. Data files are stored on magnetic disk and, for archival

purposes, on magnetic tape.

Paper records are maintained in alphabetical order by last name of

the requester. Automated records are retrieved by individual name or by

a specific automated resource.

Paper records in progress are maintained in a manned room during

working hours. Paper records maintained for archival purposes are

stored in locked containers until needed. During non-working hours, the

paper records are kept in a locked container in a secured area. Access

to the records is on a need-to-know basis only.

Access to the automated system is via computer terminal; standard

security procedures, including a unique customer identification code

and password combination, are used to limit access to authorized

personnel only. Specifically, in order to obtain access to the

automated records contained in this system of records, an individual

must:

(1) Have access to the automated resources of the AAC. An

individual may not self-register for this access. Formal documentation

of the request for access, signed by the employee's supervisor, is

required before an individual may obtain such access. Authorized

customers are issued a customer identification code and one-time

password.

(2) Be an authorized official of the ACRS system. Only two

individuals per field station may be designated ACRS officials with

access to add, modify or delete records from the system. These

individuals require a specific functional task code in their customer

profile; this functional task can only be assigned by the AAC. A

limited number of supervisory or managerial employees throughout VA

will have read-only access for the purpose of monitoring ACRS

activities.

Records will be maintained and disposed of in accordance with the

records disposal authority approved by the Archivist of the United

States, the National Archives and Records Administration and published

in Agency Records Control Schedules. Paper records will be destroyed by

shredding or other appropriate means for destroying sensitive

information. Automated storage records are retained and destroyed in

accordance with a disposition authorization approved by the Archivist

of the United States.

Director, VA Austin Automation Center, 1615 Woodward Street,

Austin, TX 78772. The phone number is (512) 326-6000.

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 who wants to determine the contents of such records

should submit a written request or apply in person to the Director, VA

Austin Automation Center, 1615 Woodward Street, Austin, TX 78772.

An individual who seeks access or wishes to contest records

maintained under his or her name or other personal identifier may

write, call or visit the System Manager.

See record access procedures above.

Individuals who have applied for and been granted access permission

to the resources of the Austin Automation Center (AAC).

[FR Doc. 95-30329 Filed 12-12-95; 8:45 am]

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