[Federal Register Volume 75, Number 203 (Thursday, October 21, 2010)]
[Notices]
[Pages 65063-65066]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-26490]
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DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Department of Veterans Affairs.
ACTION: Notice of amendment and republication of an existing system of
records.
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SUMMARY: As required by the Privacy Act of 1974 5 U.S.C. 552a(e)4,
notice is hereby given that the Department of Veterans Affairs (VA) is
amending the system of records in its inventory entitled ``Veterans
(Deceased) Headstone or Marker Records--VA'' (48VA40B) as set forth in
Public Law 93-43. VA is amending the system of records by revising the
Purpose, Routine Uses of
[[Page 65064]]
Records Maintained in the System, Safeguards, Categories of Individuals
Covered by the System and Notification Procedures. VA is republishing
the system notice in its entirety.
DATES: Comments on this amended system of records must be received no
later than November 22, 2010. If no public comment is received during
the period allowed for comment or unless otherwise published in the
Federal Register by VA, the amended system will become effective
November 22, 2010.
ADDRESSES: Written comments concerning the proposed amended system of
records may be submitted through http://www.Regulations.gov; by mail or
hand-delivery to Director, Regulations Management (02REG), Department
of Veterans Affairs, 810 Vermont Avenue, NW., Washington, DC 20420; by
fax to (202) 273-9026. Comments received will be available for public
inspection in the Office of Regulation Policy and Management, Room
1063B, between the hours of 8 a.m. and 4:30 p.m., Monday through Friday
(except holidays). Please call (202) 461-4902 for an appointment, (this
is not a toll free number). In addition, during the comment period,
comments may be viewed online through the Federal Docket Management
System (FDMS) at http://www.Regulations.gov.
FOR FURTHER INFORMATION CONTACT: Privacy Officer, National Cemetery
Administration, Department of Veterans Affairs, 810 Vermont Avenue,
NW., Washington, DC 20420, or fax comments to telephone (202) 273-6699.
SUPPLEMENTARY INFORMATION: This publication is in accordance with the
Privacy Act requirement that agencies publish their amended system of
records in the Federal Register when there is revision, change, or
addition. VA's National Cemetery Administration (NCA) has reviewed its
systems of records notices and has determined its record system,
``Veterans (Deceased) Headstone or Marker Records-- VA'' (48VA40B)
should be amended to reflect evolving technology and procedures and to
conform to current practice.
This system of records is also amended by revising the Purpose
section. The Purposes section more fully explains the mission of the VA
NCA Interment Records system.
The Safeguards section is being amended to list specific standards
that will be applied to protect sensitive personal information.
The Notification Procedures are amended to reflect any individual
who wishes to access information within the system may submit a written
request to the Privacy Officer.
Routine Use of Records Maintained in the System is being amended to
reflect the Departmental requirement of adding seven routine uses to
further clarify appropriate and necessary disclosures. Former routine
use numbers 1, 3, and 4 remain the same.
Routine use number 1 remains the same and allows for use in
connection with the issuance of a government headstone or marker in a
National Cemetery or a private cemetery.
Routine use number 2 is revised to better allow the disclosure by
VA, on its own initiative, any information in the system, except the
names and home addresses of Veterans and their dependents, that is
relevant to a suspected or reasonably imminent violation of the 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. VA may also disclose on its own initiative
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, or order issued
pursuant thereto.
Routine use number 3 remains the same and allows for disclosure to
a foreign government allied with the U.S. during war, or a Federal,
State or local agency maintaining civil, criminal or other pertinent
information or military service data, if necessary to obtain
information relevant to an agency decision concerning eligibility for
burial or a reservation in a national cemetery or the issuance of a
government headstone to mark a grave.
Routine use number 4 remains the same and allows disclosure to a
Federal agency in response to its request in connection with the
granting of a benefit to a veteran (including active duty personnel) or
a dependent by the requesting agency, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter.
Routine use number 5 is revised to better allow for disclosure to a
Member of Congress, or a staff person acting for the Member, when the
Member or staff person requests the record on behalf of and at the
written request of the individual.
Routine use number 6 is revised to better allow disclosure to the
National Archives and Records Administration in records management
inspections conducted under authority of Title 44 U.S.C.
Routine use number 7 is added and allows VA to disclose records to
the Department of Justice (DoJ), either on VA's initiative or in
response to DoJ's request for the information, after either VA or DoJ
determines that such information is relevant to DoJ's representation of
the United States or any of its components in legal proceedings before
a court or adjudicative body, provided that, in each case, the agency
also determines prior to disclosure that release of the records to the
DoJ is a use of the information contained in the records that is
compatible with the purpose for which VA collected the records. VA, on
its own initiative, may disclose records in this system of records in
legal proceedings before a court or administrative body after
determining that the disclosure of the records to the court or
administrative body is a use of the information contained in the
records that is compatible with the purpose for which VA collected the
records.
Routine use number 8 is added and allows for the disclosure of
relevant information to individuals, organizations, private or public
agencies, or other entities with whom VA has a contract or agreement or
where there is a subcontract to perform such services VA may deem
practicable for the purposes of laws administered by VA, in order for
the contractor or subcontractor to perform the services of the contract
or agreement.
Routine use number 9 is added and allows disclosure to other
Federal agencies to assist such agencies in preventing and detecting
possible fraud or abuse by individuals in their operations and
programs.
Routine use number 10 is added to allow for the appropriate
mitigation of a possible data breach. This routine use permits
disclosures by including the conduct of any risk analysis or provision
of credit protection services as provided in 38 U.S.C. 5724, as the
terms are defined in 38 U.S.C. 5727.
The notice of amendment and an advance copy of the system notice
have been sent to the appropriate Congressional committees and to the
Director of Office of Management and Budget (OMB) as required by 5
U.S.C. 552a(r) (Privacy Act) and guidelines issued by OMB (65 FR
77677), December 12, 2000.
[[Page 65065]]
Approved: September 16, 2010.
John R. Gingrich,
Chief of Staff, Department of Veterans Affairs.
48VA40B
SYSTEM NAME:
``Veterans (Deceased) Headstone or Marker Records--VA''.
SYSTEM LOCATION:
Records are maintained at the Department of Veterans Affairs (VA)
Central Office, Washington, DC.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Deceased Veterans and eligible family members.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records in the system are the primary records and may contain
the following types of information:
1. Military Service Data.
2. Applicant's name and address.
3. Place of burial.
4. Data on headstone or marker.
5. Consignee's name, address and phone number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Law 93-43.
Purpose:
National Cemetery Administration (NCA) collects a limited amount of
personally Identifiable information in order to provide authorized
individual's access to or interact with the Department of Veterans
Affairs. The system enables VA to maintain lists of individuals who
receive a variety of Federal Veteran's Benefits administered by VA at
VA facilities located throughout the country. VA gathers or creates
these records in order to enable it to administer these statutory
benefits programs.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system also may be disclosed as a routine use
for the following purposes:
1. For use in connection with the issuance of a government
headstone or marker in a National Cemetery or a private cemetery.
2. VA on its own initiative may disclose any information in the
system, except the names and home addresses of Veterans and their
dependents, that is relevant to a suspected or reasonably imminent
violation of the 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. VA may also
disclose on its own initiative 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, or order issued pursuant thereto.
3. A record from this system of records may be disclosed as a
``routine use'' to a foreign government allied with the U.S. during
war, or a Federal, State or local agency maintaining civil, criminal or
other pertinent information or military service data, if necessary to
obtain information relevant to an agency decision concerning
eligibility for burial or a reservation in a national cemetery or the
issuance of a government headstone to mark a grave.
4. A record from this system of records may be disclosed to a
Federal agency, in response to its request, in connection with the
granting of a benefit to a Veteran (including active duty personnel) or
a dependent by the requesting agency, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter.
5. The record of an individual who is covered by a system of
records may be disclosed to a Member of congress, or a staff person
acting for the Member, when the Member or staff person requests the
record on behalf of and at the written request of the individual.
6. Disclosure may be made to the National Archives and Records
Administration in records management inspections conducted under
authority of Title 44 U.S.C.
7. VA may disclose records to the Department of Justice (DoJ),
either on VA's initiative or in response to DoJ's request for the
information, after either VA or DoJ determines that such information is
relevant to DoJ's representation of the United States or any of its
components in legal proceedings before a court or adjudicative body,
provided that, in each case, the agency also determines prior to
disclosure that release of the records to the DoJ is a use of the
information contained in the records that is compatible with the
purpose for which VA collected the records. VA, on its own initiative,
may disclose records in this system of records in legal proceedings
before a court or administrative body after determining that the
disclosure of the records to the court or administrative body is a use
of the information contained in the records that is compatible with the
purpose for which VA collected the records.
8. Disclosure of relevant information may be made to individuals,
organizations, private or public agencies, or other entities with whom
VA has a contract or agreement or where there is a subcontract to
perform such services as VA may deem practicable for the purposes of
laws administered by VA, in order for the contractor or subcontractor
to perform the services of the contract or agreement.
9. Disclosure to other Federal agencies may be made to assist such
agencies in preventing and detecting possible fraud or abuse by
individuals in their operations and programs.
10. VA may, on its own initiative disclose any information or
records to appropriate agencies, entities, and persons when (1) VA
suspects or has confirmed that the integrity or confidentiality of
information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise, there is a risk of embarrassment or harm to the
reputations of the record subjects, harm to economic or property
interests, identity theft or fraud, or harm to the security,
confidentiality, or integrity of this system or other systems or
programs (whether maintained by the Department or another agency or
entity) that rely upon the potentially compromised information; and (3)
the disclosure is to agencies, entities, or persons whom VA determines
are reasonably necessary to assist or carry out the Department's
efforts to respond to the suspected or confirmed compromise and
prevent, minimize, or remedy such harm. This routine use permits
disclosures by the Department to respond to a suspected or confirmed
data breach, including the conduct of any risk analysis or provision of
credit protection services as provided in 38 U.S.C. 5724, as the terms
are defined in 38 U.S.C. 5727.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The information contained in the Veterans (Deceased) Headstone and
Marker Records are maintained in paper documents and are stored at
Veterans Administration Central Office.
RETRIEVABILITY:
Paper documents are indexed and retrievable by name of VA
beneficiary or eligible family member.
[[Page 65066]]
SAFEGUARDS:
NCA will maintain the data in compliance with applicable VA
security policy Directives that specify the standards that will be
applied to protect sensitive personal information. Further, only
authorized individuals may have access to the data and only when needed
to perform their duties. They are required to take annual VA mandatory
data privacy and security training.
RETENTION AND DISPOSAL:
Because the information is related to deceased veterans, the paper
documents are retained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Director, National Cemetery Administration (41), Department of
Veterans Affairs, 810 Vermont Ave., NW., Washington, DC 20420.
NOTIFICATION PROCEDURE:
Any individual who wishes to access information in order 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
content of such records should submit a written request to the Privacy
Officer, National Cemetery Administration, Department of Veterans
Affairs, 810 Vermont Avenue, NW., Washington, DC 20420. All inquiries
must reasonably identify the type of records involved. Inquiries should
include the individual's full name, branch of service, dates of
service, service numbers, social security number, and date of birth.
RECORD ACCESS PROCEDURES:
See ``Notification Procedures'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification Procedures'' above.
RECORD SOURCE CATEGORIES:
Include family members of the deceased, official military records
and VA claims records.
[FR Doc. 2010-26490 Filed 10-20-10; 8:45 am]
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