96-30105. Privacy Act of 1974; Altered System of Records  

  • [Federal Register Volume 61, Number 229 (Tuesday, November 26, 1996)]
    [Notices]
    [Pages 60148-60153]
    From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
    [FR Doc No: 96-30105]
    
    
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    DEPARTMENT OF VETERANS AFFAIRS
    
    Privacy Act of 1974; Altered System of Records
    
    AGENCY: Department of Veterans Affairs.
    
    ACTION: Notice of altered system of records.
    
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    SUMMARY: The Privacy Act of 1974 (5 U.S.C. 522a(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 altering a system of records 
    entitled ``Accounts Receivable Records--VA'' (88VA20A6).
    
    DATES: Interested persons are invited to submit written comments, 
    suggestions or objections regarding the proposed changes to the system 
    of records. All relevant materials received before December 26, 1996, 
    will be considered. All written comments received will be available for 
    public inspection at the Office of Regulations Management, room 1158, 
    810 Vermont Avenue, NW, Washington, DC 20420, only, between 8:00 a.m. 
    and 4:30 p.m., Monday through Friday (except holidays). 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 altered system of records is effective December 26, 1996.
    
    ADDRESSES: Written comments concerning the altered system of records 
    may be mailed to the Director, Office of Regulations Management (02D), 
    810 Vermont Avenue, NW, Washington, DC 20420.
    
    FOR FURTHER INFORMATION CONTACT:
    Daniel D. Osendorf, Director, Debt Management Center (389/00), U.S. 
    Department of Veterans Affairs, Bishop Henry Whipple Federal Building, 
    1 Federal Drive, Ft. Snelling, Minnesota 55111, (612) 725-1844.
    
    SUPPLEMENTARY INFORMATION: On November 3, 1994, The Department 
    published original notice of this system of records at 59 FR 55155. 
    That notice incorporated a recitation of the history
    
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    of debt collection within the Veterans Benefits Administration (VBA). 
    The new system was established,
    
    * * * to reflect the centralized environment VBA continues to build 
    for collection activity as well as to provide the public with one 
    reference for routine use disclosures related to debt collection.
    
    In furtherance of these goals, and to broaden their application to a 
    department-wide basis, collection responsibilities for additional types 
    of debts are being consolidated under the administration of VA's Debt 
    Management Center (DMC) in Ft. Snelling, Minnesota. These additional 
    debts include: (1) First-party medical billings (including delinquent 
    billings) resulting from treatment or prescriptions provided by or on 
    behalf of VA health care facilities; (2) debts arising from 
    participation in the VA Civilian Health and Medical Program (CHAMPVA); 
    and (3) certain miscellaneous debts associated with VA home loan 
    programs. Miscellaneous home loan debts include (but are not limited 
    to) those incurred by virtue of veteran-borrowers' defaults on home 
    loans guaranteed under The Veterans Benefits Act of 1989 (Pub. L. 101-
    237) and more commonly referred to as ``Guaranty and Indemnity Fund'' 
    (GIF) loans.
        Statutory citations to the Selected Reserve component of the All-
    Volunteer Force Educational Assistance Program (Also known as 
    Montgomery G.I. Bill--Selected Reserve) and been changed from ``chapter 
    106'' to ``chapter 1606''. This change is the result of renumbering of 
    title 10, U.S.C., as set forth in the Department of Defense 
    Authorization Act for FY 1995, Pub. L. 103-337.
        The debt collection program adheres to VA security and Reporting 
    requirements under title 38, Code of Federal Regulations and other 
    Federal regulations, as well as the Privacy Act of 1974, as amended (5 
    U.S.C. 552a), and the appropriate provisions of the Internal Revenue 
    Code, title 26, United States Code.
    
        Approved: November 15, 1996.
    Jesse Brown,
    Secretary of Veterans Affairs.
    
    Report of Intention To Publish an Altered System of Records for 
    ``Accounts Receivable Records--VA'' (88VA20A6)
    
    Purpose
    
        This system of records has been amended to further consolidate 
    notice to the public of the types of information disclosed, and to whom 
    it is disclosed, in the course of collection of debts arising from 
    participation in benefit, health care and other programs administered 
    by the Department of Veterans Affairs (VA). This amendment also serves 
    to revise citations related to the All-Volunteer Force Educational 
    Assistance Program. Previous publication of this system of records 
    consolidated notice for debts arising from most VA benefit programs 
    [see 55 FR 55155 (November 3, 1994)]. The revised system of records 
    adds notice of the types of disclosure, and to whom disclosure is made, 
    for the following types of indebtedness accounts: (1) First-party 
    medical billings (including delinquent billings) resulting from 
    treatment or prescriptions provided by or on behalf of VA health care 
    facilities; (2) debts arising from participation in the VA Civilian 
    Health and Medical Program (CHAMPVA); and, (3) certain miscellaneous 
    debts associated with VA home loan programs. Miscellaneous home loan 
    debts include (but are not limited to) those incurred by virtue of 
    veteran-borrowers' default on home loans guaranteed under The Veterans 
    Benefits Act of 1989 (Pub. L. 101-237) and more commonly referred to as 
    ``Guaranty and Indemnity Fund'' (GIF) loans. Changes in the revised 
    system of records are not individually bracketed.
    
    Authority
    
        Title 38, United States Code, sections 501(a), 5314 and 5315; 
    Federal Claims Collection Act of 1966 (Pub. L. 89-508), 31 U.S.C. 
    chapter 37, subchapter I (General) and subchapter II (Claims of the 
    United States Government), 31 U.S.C. 3711, Collection and Compromise, 
    31 U.S.C. 3716, Administrative Offset; Debt Collection Act of 1982 
    (Pub. L. 97-365), 5 U.S.C. 5514, Installment Deduction for 
    Indebtedness.
    
    Probable Privacy Impact
    
        Information concerning indebtedness accounts added to the system of 
    records under this revision is currently disclosed under ``Categories 
    of Records in the System'' set forth in the Privacy Act system of 
    records, 88VA20A6. Disclosure is limited to that which is relevant and 
    necessary to obtain the debtor's whereabouts or telephone number to 
    identify a source of collection, provide an incentive for payment and 
    to comply with certain requirements associated with the operation of 
    the Government. The routine uses set forth in the accompanying notice 
    of an altered system of records describe, generally, the data disclosed 
    to various third parties, all of whom are, in turn, obligated to 
    protect that data under statute, contract or both.
    
    Risk Assessment
    
        Access to working spaces and record storage areas associated with 
    VA debt collection is restricted to VA employees on a ``need-to-know'' 
    basis. Access to computer rooms, magnetic media storage and documents 
    classified as sensitive is even further restricted to certain 
    designated employees. The repositories for debt collection records are 
    automated systems accessible only by a limited number of computer 
    terminals and only by employees with specific passwords and knowledge 
    of computer systems dedicated to debt collection. Most paper 
    documentation that must be kept at Debt Management Center is 
    microfilmed and forwarded to the regional office or medical center of 
    jurisdiction or the CHAMPVA Center for filing. The security measures 
    for those documents are set forth in the Privacy Act system of records, 
    88VA20A6.
    
    Routine Uses
    
        The routine uses of this system are compatible with the purposes 
    for which this information is collected. Disclosures under the routine 
    uses are limited to those necessary for the management of debt 
    collection operations, including answering inquiries from or on behalf 
    of debtors.
    
    Compatibility Requirement
    
        The routine uses of this system are compatible with the purpose for 
    which the information is collected and maintained.
    
    New Rules or Changes to Published Rules
    
        This system of records does not require any new regulations or 
    changes to published regulations.
    
    Information Collection Requirements
    
        Establishing this system of records does not require any new 
    information collection requirements.
    88VA20A6
    
    SYSTEM NAME:
        Accounts Receivable Records-VA.
    
    SYSTEM LOCATION:
        Automated indebtedness records for first-party medical billing, 
    compensation, pension, educational assistance, survivors' and 
    dependents' educational assistance and most home loan debts are 
    maintained at the VA's Austin Automation/Systems Development Center in 
    Austin, Texas. Extracts of benefit and home loan debt automated records 
    are maintained in the
    
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    Benefits Delivery Network for accounting and adjudication purposes. The 
    Benefits Delivery Network is administered by the Benefit Delivery 
    Center (BDC), Hines, Illinois. First-party medical billing information 
    is extracted from records maintained at VA medical facilities and in 
    automated media as more fully described in the Privacy Act system of 
    records, 24VA136, ``Patient Medical Records--VA'' (56 FR 1054, Jan. 10, 
    1991). Automated and paper indebtedness records for the Civilian Health 
    and Medical Program of the Department of Veterans Affairs (CHAMPVA) are 
    maintained at the CHAMPVA Center in Denver, Colorado and are more fully 
    described in the Privacy Act system of records, 54VA136, ``Veteran's 
    Spouse or Dependent Civilian Health and Medical Care Records--VA'' 40 
    FR 38095 (Aug. 26, 1975), as amended at 53 FR 23845 (Jun. 24, 1988), 53 
    FR 25238 (Jul. 5, 1988) and 56 FR 26186 (Jun. 6, 1991). Certain paper 
    records, microfilm and microfiche are maintained at the VA Debt 
    Management Center (DMC), Ft. Snelling, Minnesota. Education loan and 
    miscellaneous home loan automated, paper, microfilm and microfiche 
    records are maintained at DMC. Automated and paper indebtedness records 
    related to the All-Volunteer Force Educational Assistance Program are 
    also maintained at DMC. Paper records related to benefit and home loan 
    accounts receivable may be maintained in individual file folders 
    located at the VA regional office having jurisdiction over the domicile 
    of the claimant or the geographic area in which a property securing a 
    VA guaranteed, insured or direct loan is located. Similarly, paper and 
    automated records related to first-party medical billing and CHAMPVA 
    are also maintained in individual patient medical records at VA health 
    care facilities and CHAMPVA Center. Generally and with the exception of 
    claims against third-party insurers and certain first-party medical 
    debts, automated records and papers maintained at regional offices, 
    health care facilities and CHAMPVA Center are not used directly in the 
    debt collection process unless they are forwarded by conventional mail, 
    electronic mail or facsimile to DMC. Records provided to the Department 
    of Housing and Urban Development (HUD) for inclusion in the Credit 
    Alert Interactive Voice Response System (CAIVRS) are located at the HUD 
    Data Processing Center in Lanham, Maryland.
    
    CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
        Persons indebted to the United States Government as a result of 
    their participation in benefit programs (including health care 
    programs) administered by VA under title 38, United States Code, 
    chapters 11, 13, 15, 17, 21, 30, 31, 34, 35, 36 and 37, including 
    persons indebted to the United States Government by virtue of their 
    ownership, contractual obligation or rental of property owned by the 
    Government or encumbered by a VA-guaranteed, insured, direct or vendee 
    loan. Persons indebted to the United States Government as a result of 
    their participation in a benefit program administered by VA under 10 
    U.S.C. or 10 U.S.C. ch. 1606. Persons who received benefits or services 
    under 38 U.S.C. or 10 U.S.C. ch. 1606, but who did not meet the 
    requirements for receipts of such benefits or services.
    
    CATEGORIES OF RECORDS IN THE SYSTEM:
        Information varies depending on the benefit type (including health 
    care and home loan) from which the debt arose. Identifying information, 
    including VA claim number, Social Security number, name and address 
    and, when appropriate, loan reference number obtained from the 
    following Privacy Act systems of records: ``Compensation, Pension, 
    Education and Rehabilitation Records--VA'' (58VA21/22); ``Loan Guaranty 
    Home, Condominium and Manufactured Home Loan Applicant Records, 
    Specially Adapted Housing Applicant Records, and Vendee Loan Applicant 
    Records--VA'' (55VA26); ``Patient Medical Records--VA'' (24VA136); and, 
    ``Veteran's Spouse or Dependent Civilian Health and Medical Care 
    Records--VA'' (54VA136). Initial indebtedness amount, dates of 
    treatment, amounts claimed for reimbursement type of benefit from which 
    the debt arose, identifying number of the VA regional office with 
    jurisdiction over the underlying benefit claim or property subject to 
    default or foreclosure, station number of the VA health care facility 
    rendering services, name of co-obligor and property address of the 
    defaulted home loan from 58VA21/22, 55VA26, 24VA136 and 54VA136. 
    History of debt collection activity on the individual, including 
    correspondence, telephone calls, referrals to other Government 
    agencies, VA district counsel, private collection and credit reporting 
    agencies. Payments received, refunds made, interest amount, current 
    balance of debt and indication of status or current VA benefit 
    payments. Federal employment status obtained by computer matching with 
    Government agencies and the United States Postal Service. No personal 
    medical information concerning the nature of disease, injury or 
    disability is transmitted to or maintained in this system of records.
    
    AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
        Title 38, United States Code, sections 501(a), 5314 and 5315. 
    Federal Claims Collection Act of 1996 (Pub. L. 89-508), 31 U.S.C. 
    Chapter 37, Subchapter I (General) and Subchapter II (Claims of the 
    United States Government), 31 U.S.C. 3711, Collection and Compromise, 
    31 U.S.C. 3716, Administrative Offset; Debt Collection Act of 1982 
    (Pub. L. 97-365), 5 U.S.C. 5514, Installment Deduction for 
    Indebtedness.
    
    ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
    OF USERS AND THE PURPOSE OF SUCH USES:
        For purposes of the following routine uses:
        (a) The term ``veteran'', includes present, former or retired 
    members of the United States Armed Forces, the reserve forces or 
    national guard;
        (b) The term, ``debtor'', means any person falling within the 
    categories of individuals covered by this system, as set forth above. A 
    ``debtor'' may be a veteran, as defined above, a veteran's dependent 
    entitled to VA benefits (including health care) in his or her own right 
    or a person who is neither a veteran nor a veteran's dependent for 
    benefit purposes; and,
        (c) The terms ``benefit'', ``benefit program'' and ``VA program'' 
    include any gratuitous benefit, home loan (including miscellaneous home 
    loan) or health care (including CHAMPVA) program administered by the 
    Secretary.
        1. 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.
        2. Any information in this system may be disclosed to a Federal 
    agency, upon its official request, to the extent that it is relevant 
    and necessary to that agency's decision regarding: The hiring, 
    retention or transfer of an employee; the issuance of a security 
    clearance; the letting of a contract or the issuance or continuance of 
    a license, grant or other benefit given by that agency. However, in 
    accordance with an agreement with the U.S. Postal Service, disclosures 
    to the U.S. Postal Service for decisions concerning the employment of 
    veterans will only be made with the veteran's prior written consent.
    
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        3. Any information in this system may be disclosed, by computer 
    matching or otherwise, in connection with any proceeding for the 
    collection of an amount owed the United States by virtue of a person's 
    participation in any benefit program administered by VA when in the 
    judgment of the Secretary, or official generally delegated such 
    authority under standard agency delegation of authority rules (38 CFR 
    2.6), such disclosure is deemed necessary and proper in accordance with 
    38 U.S.C. 5701(b)(6).
        4. The name and address of a veteran or the dependent of a veteran 
    and other information as is reasonably necessary to identify such 
    veteran or dependent may be disclosed to a consumer reporting agency 
    for the purpose of locating the veteran or dependent indebted to the 
    United States under a VA benefit program or to obtain a consumer report 
    in order to assess the ability of a veteran or dependent to repay an 
    indebtedness, provided the disclosure is consistent with 38 U.S.C. 
    5701(g)(2).
        5. The name and address of a veteran or dependent, other 
    information as is reasonably necessary to identify such persons, 
    including personal information obtained from other Federal agencies 
    through computer matching programs, and any information concerning the 
    person's indebtedness to the United States by virtue of the person's 
    participation in a VA benefit program may be disclosed to a consumer 
    reporting agency for purposes of making such information available for 
    inclusion in consumer reports regarding that person and for purposes of 
    locating that person, provided that the provisions of 38 U.S.C. 
    5701(g)(4) have been met.
        6. Any information in this system, including available identifying 
    information regarding a person, such as the person's name, address, 
    Social Security number, VA insurance number, VA claim number, VA loan 
    number, date of birth and employment information, may be disclosed, 
    except to consumer reporting agencies, to a third party in order to 
    obtain current name, address and credit report in connection with any 
    proceeding for the collection of an amount owed the United States by 
    virtue of the person's participation in a VA benefit program. Such 
    disclosure may be made in the course of computer matching having the 
    purpose of obtaining the information indicated above. Third parties may 
    include other Federal agencies, State probate courts, State drivers' 
    license bureaus, State automobile title and license bureaus and private 
    commercial concerns in the business of providing the information 
    sought.
        7. Identifying information, including the debtor's name, Social 
    Security number and VA claim number, along with the amount of 
    indebtedness, may be disclosed to any Federal agency, including the 
    U.S. Postal Service, in the course of conducting computer matching to 
    identify and locate delinquent debtors employed by or receiving 
    retirement benefits from those agencies. Such debtors may be subject to 
    offset of their pay or retirement benefits under the provisions of 5 
    U.S.C. 5514.
        8. Any information in this system, including the nature and amount 
    of a financial obligation as well as the history of debt collection 
    activity against a debtor, may be disclosed to the Federal agency 
    administering salary or retirement benefits to the debtor to assist 
    that agency in initiating offset of salary or retirement benefits to 
    collect delinquent debts owed the United States under VA benefit 
    programs.
        9. The name(s) and address(es) of a veteran or beneficiary may be 
    disclosed to another Federal agency or to a contractor of that agency, 
    at the written request of the head of that agency or designee of the 
    head of that agency for the purpose of conducting Government research 
    of oversight necessary to accomplish a statutory purpose of that 
    agency.
        10. Any information in the system, including the amount of debt, 
    may be disclosed at the request of a debtor to accredited service 
    organizations, VA-approved claims agents and attorneys acting under a 
    declaration of representation so that these individuals can aid persons 
    indebted to VA in the preparation, presentation and prosecution of 
    debt-related matters under the laws administered by VA. The name and 
    address of a debtor will not, however, be disclosed to these 
    individuals under this routine use if the debtor has not requested the 
    assistance of an accredited service organization, claims agent or an 
    attorney.
        11. Any information in this system such as the amount of 
    indebtedness and collection history may be disclosed in the course of 
    presenting evidence to a court, magistrate or administrative authority 
    in matters of guardianship, inquests and commitments, to private 
    attorneys representing debtors rated incompetent in conjunction with 
    issuance of Certificates of Incompetence and to probation and parole 
    officers in connection with court-required duties.
        12. Any information in this system, including the amount of 
    indebtedness and history of collection activity, may be disclosed to a 
    VA or court-appointed fiduciary or a guardian ad litem in relation to 
    his or her representation of a debtor only to the extent necessary to 
    fulfill the duties of the fiduciary or guardian ad litem.
        13. Any relevant information in this system may be disclosed to the 
    Department of Justice and United States Attorneys in the defense or 
    prosecution of litigation involving or pertaining to the United States. 
    Any relevant information in this system may also be disclosed to other 
    Federal agencies upon their request in connection with review of 
    administrative tort claims and potential tort claims filed under the 
    Federal Tort Claims Act, 28 U.S.C. 2672, the Military Claims Act, 10 
    U.S.C. 2733 and other similar claims statutes.
        14. Any information concerning a person's indebtedness to the 
    United States by virtue of that person's participation in a benefit 
    program administered by VA, including personal information obtained 
    from other Federal agencies through computer matching programs, may be 
    disclosed to any third party, except consumer reporting agencies, in 
    connection with any proceeding for the collection of any amount owed to 
    the United States. Purposes of these disclosures may be to (a) assist 
    VA in collection of title 38 and 10 U.S.C. ch. 1606 program debts and/
    or costs of services, and (b) initiate legal actions for prosecuting 
    individuals who willfully or fraudulently obtain title 38 or 10 U.S.C. 
    ch. 1606 benefits without entitlement.
        15. The debtor's name, address, Social Security number and the 
    amount (excluding interest) of any indebtedness waived, compromised or 
    written off may be disclosed to the Treasury Department, Internal 
    Revenue Service, as a report of income under 26 U.S.C. 61(a)(12).
        16. The name of a debtor, any other information reasonably 
    necessary to identify such individual and any other information 
    concerning the individual's indebtedness under a VA program, may be 
    disclosed to the Treasury Department, Internal Revenue Service, for the 
    collection of that indebtedness by offset of Federal income tax refunds 
    pursuant to 31 U.S.C. 3720A.
        17. Debtors' social security numbers, VA claim numbers, loan 
    account numbers and other information as is reasonably necessary to 
    identify individual VA indebtedness accounts may be disclosed to the 
    Department of Housing and Urban Development for inclusion in the Credit 
    Alert Interactive Voice Response System (CAIVRS). Information in CAIVRS 
    may be disclosed to all participating agencies and lenders who 
    participate in the
    
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    agencies' programs to enable them to verify information provided by new 
    loan applicants and evaluate the creditworthiness of applicants. 
    Records are disclosed to participating agencies and private-sector 
    lenders by an ongoing computer matching program.
        18. Name, Social Security numbers and any other information 
    reasonably necessary to ensure accurate identification may be disclosed 
    to the Department of the Treasury, Internal Revenue Service, to obtain 
    the mailing address of taxpayers who are debtors under this system of 
    records. Disclosure is made by computer matching and pursuant to 26 
    U.S.C. 6103(m)(2).
        18. Any information in a record under this system of records may be 
    disclosed to the United States General Accounting Office (GAO) to 
    enabling GAO to pursue collection activities authorized to that office 
    or any other activities within their statutory authority.
    
    DISCLOSURE TO CONSUMER REPORTING AGENCIES:
        Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
    record system to consumer reporting agencies as defined in the Fair 
    Credit Reporting Act 15 U.S.C. 1681a(f) or the Federal Claims 
    Collection Act of 1966 31 U.S.C. 3701(a)(3). The disclosure is limited 
    to information necessary to establish the identity of the individual, 
    including name, address, and taxpayer identification number (Social 
    Security number), the amount, status and history of the claim; and the 
    agency or program under which the claim arose for the sole purpose of 
    allowing the consumer reporting agency to prepare a commercial credit 
    report. 38 U.S.C. 5701(g) governs the release of names and addresses of 
    any person who is a present or former member of the Armed Forces, or 
    who is a dependent of such a person, to consumer reporting agencies 
    under certain circumstances. Routine uses, above, provide for 
    disclosure under those circumstances.
    
    POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
    AND DISPOSING OF RECORDS IN THE SYSTEM:
    STORAGE;
        Records are maintained on magnetic tape and disk, microfilm, 
    microfiche, optical disk and paper documents. DMC does not routinely 
    maintain paper records of individual debtors in file folders with the 
    exception of correspondence, and replies thereto, from Congress, the 
    White House, members of the Cabinet and other similar sources. Paper 
    records related to accounts receivable may be maintained in individual 
    file folders located at VA regional offices, health care facilities and 
    CHAMPVA Center. Generally and with the exception of claims against 
    third-party insurers and certain first-party medical debts, such papers 
    maintained outside of DMC are not used directly in the debt collection 
    process unless they are first forwarded to DMC. Information stored on 
    magnetic media for most benefit debts, including first-party medical, 
    may be accessed through a data telecommunications terminal system 
    designated as CAROLS (Centralized Accounts Receivable On-Line System). 
    Most CAROLS terminals are located in DMC; however, VA regional offices 
    generally each have one terminal for inquiry purposes. Information 
    stored on magnetic media and related to the All-Volunteer Force 
    Educational Assistance, education loan, miscellaneous home loan or 
    CHAMPVA debt collection programs may be accessed through personal 
    computers. Records provided to the Department of Housing and Urban 
    Development for inclusion in the Credit Alert Interactive Voice 
    Response System (CAIVRS) are maintained on magnetic media at the HUD 
    Data Processing Center in Lanham, Maryland. For benefit debts other 
    than miscellaneous home loan, first-party medical and CHAMPVA, 
    identifying information, the amount of the debt and benefit source of 
    the debt may be stored on magnetic media in records that serve as the 
    data base for the VA Benefits Delivery Network (BDN). The BDN is 
    operated for the adjudication of claims and the entry of certain fiscal 
    transactions. The identifying information, the amount of the debt and 
    benefit source of the debt are transmitted to the Centralized Accounts 
    Receivable System (CARS) or a personal computer local area network 
    system before collection activity commences. When a debtor is awarded 
    gratuitous benefits under VA programs, the BDN may operate to offset 
    all or part of retroactive funds awarded, if any, to reduce the balance 
    of the indebtedness. The Decentralized Hospital Computer Program 
    (DHCP), through its various modules, is used to create and store first-
    party medical charges and debts associated with the provision of health 
    care benefits. The identifying information about the person, the amount 
    of the debt and program source of the debt may be transmitted to CARS 
    as part of the collection process. When a person receives care under 
    the auspices of VA, a VA medical facility may collect all or part of a 
    charge or debt.
    
    Retrievability:
        Paper documents, microfilm and microfiche are indexed by VA file 
    number or date of receipt. Automated records are indexed by VA claim 
    number, Social Security account number, name and loan account number in 
    appropriate circumstances. Records in CAIVRS may only be retrieved by 
    Social Security number.
    
    SAFEGUARDS:
        1. Physical Security: (a) Access to working spaces and document 
    storage areas in DMC is restricted by cipher locks and to VA employees 
    on a need-to-know basis. Generally, document storage areas in VA 
    offices other than DMC are restricted to VA employees on a need-to-know 
    basis. VA offices are generally protected from outside access by the 
    Federal Protective Service or other security personnel. Strict control 
    measures are enforced to ensure that access to and disclosure from 
    documents, microfilm and microfiche are limited to a need-to-know 
    basis. (b) Access to CAROLS data telecommunications terminals is by 
    authorization controlled by the site security officer. The security 
    officer is assigned responsibility for privacy-security measures, 
    especially for review of violation logs, information logs and control 
    of password distribution. (c) Access to data processing centers is 
    generally restricted to center employees, custodial personnel, Federal 
    Protective Service and other security personnel. Access to computer 
    rooms is restricted to authorized operational personnel through 
    electronic locking devices. All other personnel gaining access to 
    computer rooms are escorted.
        2. CAROLS and Personal Computer Local Area Network (LAN) Security: 
    (a) Usage of CAROLS and LAN terminal equipment is protected by password 
    access. Electronic keyboard locks are activated on security errors.
        (b) At the data processing centers, identification of magnetic 
    media containing data is rigidly enforced using labeling techniques. 
    Automated storage media which are not in use are stored in tape 
    libraries which are secured in locked rooms. Access to programs is 
    controlled at three levels: programming, auditing and operations.
        3. CAIVRS Security: Access to the HUD data processing center from 
    which CAIVRS is operated is generally restricted to center employees 
    and authorized contact employees. Access to computer rooms is 
    restricted to authorized operational personnel through locking devices. 
    All other persons gaining access to computer rooms are escorted.
    
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        Records in CAIVRS use Social Security numbers as identifiers. 
    Access to information files is restricted to authorized employees of 
    participating agencies and authorized employees of lenders who 
    participate in the agencies' programs. Access is controlled by agency 
    distribution of passwords. Information in the system may be accessed by 
    use of a touch-tone telephone by authorized agency and lender employees 
    on a need-to-know basis.
    
    RENTENTION AND DISPOSAL:
        Microfilm and microfiche are retained in metal cabinets in DMC for 
    25 years. CARS records are retained until termination of debt 
    collection (payment in full, write off, compromise or waiver). All 
    other automated storage media are retained and disposed of in 
    accordance with disposition authorization approved by the Archivist of 
    the United States. DMC generally forwards all substantive paper 
    documents to VA regional offices, health care facilities and CHAMPVA 
    Center for storage in claims files, patient treatment files, imaging 
    systems or loan files. Those documents are retained and disposed of in 
    accordance with the appropriate system of records. Information provided 
    to HUD for CAIVRS is stored on magnetic tape. The tapes are returned to 
    VA for updating each month. HUD does not keep separate copies of the 
    tapes.
    
    SYSTEM MANAGER(S) AND ADDRESS:
        Director, Debt Management Center (389/00), U.S. Department of 
    Veterans Affairs, Bishop Henry Whipple Federal Building, 1 Federal 
    Drive, Ft. Snelling, MN 55111.
    
    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 to the system manager indicated above.
    
    RECORD ACCESS PROCEDURES:
        Individuals seeking information regarding access to and contesting 
    of VA records may write, call or visit the nearest VA regional office. 
    Address locations are listed in VA Appendix 1.
    
    CONTESTING RECORD PROCEDURES:
        See record access procedures, above.
    
    RECORD SOURCE CATEGORIES:
        The records in this system are derived from four other systems of 
    records as set forth in ``Categories of records in the system'', above, 
    persons indebted to the United States by virtue of their participation 
    in programs administered by Va, dependents of those persons, 
    fiduciaries for those persons (VA or court appointed), other Federal 
    agencies, State and local agencies, private collection agencies, 
    consumer reporting agencies, State, local and county courts and clerks, 
    other third parties and other VA records.
    
    [FR Doc. 96-30105 Filed 11-25-96; 8:45 am]
    BILLING CODE 8320-01-M