Privacy Act of 1974; System of Records, 65405-65414 [2010-26491]

Agencies

• DEPARTMENT OF VETERANS AFFAIRS

[Federal Register Volume 75, Number 204 (Friday, October 22, 2010)]
[Notices]
[Pages 65405-65414]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-26491]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; System of Records

AGENCY: Department of Veterans Affairs.

ACTION: Notice of amendment to and republication of 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) 
proposes to amend the three existing systems of records known as 
``Veterans and Armed Forces Personnel Programs of Government Life 
Insurance--VA'' (36VA00) as last updated and set forth in the Federal 
Register at 59 FR 38035 (July 26, 1994); ``Veterans, Beneficiaries, and 
Attorneys United States Government Insurance Award Records--VA'' 
(46VA00) as last updated and set forth in the Federal Register at 50 FR 
50033 (December 6, 1985); and ``Veterans Mortgage Life Insurance--VA'' 
(53VA00) as last updated and set forth in the Federal Register at 59 FR 
10455 (March 4, 1994) into one system of records. When this notice is 
approved and published in the Federal Register, the three systems of 
records referenced above will be deleted. This amendment will 
consolidate the three current systems of records 36VA00, 46VA00, and 
53VA00 into one system under the designation of ``Veterans and 
Uniformed Services Personnel Programs of U.S. Government Life 
Insurance--VA'' (36VA29). This amendment includes updates reflecting 
current terminology, records usage, policies, managing office location, 
and storage and retrieval technology. We proposed to combine these 
changes as an amended and consolidated system of records entitled 
``Veterans and Uniformed Services Personnel Programs of U.S. Government 
Life Insurance--VA'' (36VA29). VA is republishing this system of 
records in its entirety.

DATES: Comments on routine uses must be received no later than 30 days 
after date of publication in the Federal Register, on or before 
November 22, 2010. If no public comment is received during the period 
allowed for comments, the routine use will become effective November 
22, 2010.

ADDRESSES: Written comments may be submitted through https://www.Regulations.gov; by mail or hand-delivery to the Director, 
Regulations Management (02REG), Department of Veterans Affairs, 810 
Vermont Ave., NW., Room 1068, Washington, DC 20420; or by fax to (202) 
273-9026. Copies of 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 https://www.Regulations.gov.

FOR FURTHER INFORMATION CONTACT: Monica Keitt, Attorney-Advisor/Privacy 
Officer, VA Insurance Program Management Staff, Department of Veterans 
Affairs Regional Office and

[[Page 65406]]

Insurance Center, 5000 Wissahickon Avenue, Philadelphia, PA 19144, 
(215) 842-2000, Ext. 2905.

SUPPLEMENTARY INFORMATION: The Department of Veterans Affairs notices 
for systems of records subject to the Privacy Act of 1974 (5 U.S.C. 
552a), as amended, have been published in the Federal Register and are 
available from the address above.
    The VA Insurance Program has reviewed its records notices and 
determined that its three existing systems of records know as 
``Veterans and Armed Forces Personnel United States Government Life 
Insurance Records--VA'' (36VA00); ``Veterans, Beneficiaries, and 
Attorneys United States Government Insurance--VA'' (46VA00); and 
``Veterans Mortgage Life Insurance--VA'' (53VA00) should be 
consolidated into one system of records entitled ``Veterans and 
Uniformed Services Personnel Programs of U.S. Government Life 
Insurance--VA'' under a single number of 36VA29. When this notice is 
approved and published in the Federal Register, the three systems of 
records referenced above will be deleted and replaced by 36VA29.
    This amendment is designed to reflect the VA Insurance Program's 
role and mission as the primary source of U.S. government life 
insurance for veterans and members of the uniformed services. The 
amendment also serves to reflect the evolving technology and current 
practices of the VA Insurance Program.
    The System Location is amended to reflect the various locations of 
both active and inactive insurance records, including back-up records. 
Addresses of the various records storage centers is provided in the 
attached Appendix I of the System of Records Notice (SORN).
    The Categories of Individuals covered by the system is modified to 
provide the individuals covered by the system and the specific chapters 
under title 38 United States Code (U.S.C.) for each program of 
insurance under which these individuals are covered.
    The Categories of Records in the System was amended to reflect the 
Insurance Program's current technology, including the following: (a) 
Use of the Disability Outreach Tracking System (DOTS) which stores the 
veteran's or uniformed services member's name, address, phone number, 
and disability status as part of the Insurance Program's benefits 
outreach service; (b) the VA Insurance Web site self-service portal 
which tracks activities related to policy changes, which may include 
the name of the insured, file number, policy number, address, phone 
number, e-mail address, loan status, including loan amount requested, 
denied, or pending, date of request for information, loan history, and 
dividend option changes, and Web site pages accessed; (c) the VA 
Insurance Web site ``Autoform'' program provides access for veterans to 
complete an online application for Service-Disabled Veterans Insurance 
(S-DVI), which may include the veteran's name, address, Social Security 
number, date of birth, phone number, medical history, e-mail address, 
and beneficiary information, such as the beneficiary's name, address, 
and Social Security number; (d) the ``Freedom Enterprise,'' which 
records incoming phone calls received by insurance personnel of the 
Veterans Insurance Phone Section (VIPS) from veterans, service members, 
beneficiaries, personal representatives, Members of Congress and their 
staff members, other interested parties, and stakeholders. (The 
recordings are maintained for quality assurance and training purposes 
only.)
    The Authority for Maintenance of the System has been amended to 
reflect current citations for DOTS, the VA programs of government life 
insurance, and the Privacy Act.
    The system of records has been amended by revising the 
``Purpose(s)'' section. The Purpose(s) section explains the mission and 
purpose of the VA Insurance Program. (Legal authorities for the routine 
uses have been updated and are listed with the routine use in the 
System of Records Notice (SORN) where appropriate for reference.)
    Several changes have been made to the Routine Uses of Records 
consisting of the following:
    Routine use 1 has been continued in this single SORN from the 
previous three SORNs (36VA00; 46VA00; and 53VA00) to permit disclosure 
of information from the record of an individual in response to inquiry 
from a Congressional office made on behalf of the individual.
    Routine use 2 has been added to permit disclosure of information to 
the National Archives and Records Administration (NARA) and the General 
Services Administration (GSA) relative to inspection conducted under 
title 44 U.S.C. NARA and GSA are responsible for the proper disposition 
and archiving of Federal records that are no longer active but may be 
appropriate for preservation. VA must be permitted to share information 
with NARA in order for NARA and GSA to perform these statutorily 
created functions.
    Routine use 3 permits records disclosure to the U.S. Department of 
Justice (DoJ). When VA is involved in litigation or an adjudicative or 
administrative agency process and VA policies or operations may be 
affected by the outcome of the litigation or process, VA must be able 
to disclose pertinent information to the court, adjudicative or 
administrative bodies or parties involved. This routine use does not 
constitute authority to disclose records in response to a grand jury or 
other subpoena under the Privacy Act. This routine use is an expansion 
of routine use number 13 from the existing 36VA00.
    Routine use number 4 permits disclosure of information to 
individuals, agencies, organizations, or entities from whom VA requires 
the services of a contractor or subcontractor to perform under the 
contractual agreement with VA as is deemed practicable under the laws 
administered by VA.
    Routine use number 5 represents a consolidation of the existing 
routine uses number 6, 7, and 8 from the existing 36VA00 and number 2 
of the existing 53VA00. This use permits VA, based on its own 
initiative, relative to a suspected or reasonably imminent violation of 
a law, to disclose information to the Federal, State, local, Tribal, or 
foreign agency charged with enforcing or implementing such law, rule or 
order. This use permits disclosure of the name and address of the 
veteran or member of the uniformed services, upon written request for 
such, when relevant to the suspected or reasonably imminent violation 
of laws involving public health or safety, to the agency with the 
responsibility of maintaining compliance with such laws.
    Routine use number 6 has been included to permit disclosure to 
other Federal agencies to assist the agencies in preventing and 
detecting fraud or abuse by persons in their operations or programs.
    Routine use number 7 has been added to permit disclosure of 
information to agencies, entities, or persons responsible for 
preventing, minimizing, responding to, or establishing remedies when VA 
suspects or has confirmed that the integrity or confidentiality of 
information in the system of records has been compromised or there is 
the risk of harm to an individual, including harm affecting their 
reputation, economic status, security, and confidentiality, or harm 
affecting another agency or entity which relies on the information in 
this system of records or other systems or programs.
    Routine use number 8 was formerly recorded as routine use number 2 
under both the existing 36VA00 and the existing 46VA00 and has been 
incorporated to permit disclosure of information to a Federal agency to 
the extent necessary for the agency to

[[Page 65407]]

render decisions involving hiring, retention or transfer of an 
employee; issuance of a security clearance, letting of a contract, or 
the issuance or continuance of a license, grant or other benefit given 
by the agency. Written consent by the veteran must be provided for 
disclosures to the U.S. Postal Service based on an agreement with the 
U.S. Postal Service.
    Routine use number 9 was formerly recorded as routine use number 3 
under the existing 36VA00 and the existing 46VA00 and has been 
incorporated to permit disclosure of information to a State or local 
agency to the extent necessary for the agency to render decisions 
involving hiring, retention or transfer of an employee; issuance of a 
security clearance, letting of a contract, or the issuance or 
continuance of a license, grant or other benefit given by the agency. 
The name and address of the veteran or member of the uniformed services 
will not be disclosed unless the name and address is provided first by 
the requesting State or local agency.
    Routine use number 10 was formerly recorded as routine use number 4 
under the existing 36VA00 and has been incorporated to permit 
disclosure to a Federal, State, or local agency maintaining civil or 
criminal violation records or other pertinent information regarding an 
individual's background in order for VA to render a decision regarding 
hiring, transfer or retention of an employee, the letting of a 
contract, the granting of a security clearance, or the issuance of a 
grant or other benefit.
    Routine use number 11 was formerly recorded as routine use number 5 
under the existing 36VA00 and number 4 under the existing 46VA00 and 
has been incorporated to permit VA to disclose to a Federal agency, 
information other than the name and address of the veteran or member of 
the uniformed services (unless required by the receiving Federal 
agency) in order for VA to obtain information relevant to issuance of 
title 38 U.S.C. benefits.
    Routine use number 12 was formerly recorded as routine use number 9 
under the existing 36VA00 and has been incorporated to permit 
disclosure of information to nonprofit organizations where such 
information is related to programs and utilization of benefits under 
title 38 U.S.C., and includes computerized lists of names and addresses 
of veterans or members of the uniformed services, but not beneficiary 
designation related information.
    Routine use number 13 was formerly recorded as routine use number 
10 under the existing 36VA00 and routine use number 6 under the 
existing 53VA00 and has been incorporated to permit disclosure of 
insurance contract information upon the veteran's or uniformed services 
member's request, not including medical or beneficiary related 
information, to the veteran's or uniformed services member's legal 
representative in order to assist a veteran's or uniformed services 
member's legal representative in prosecution of a claim under the laws 
administered by VA.
    Routine use number 14 was formerly recorded as routine use number 
11 under the existing 36VA00 and has been incorporated to permit 
disclosure of information to the Treasury Department in order for the 
Treasury Department to process payment related activities. Additional 
language has been added consisting of ``insurance account information 
of an insured veteran or member of the uniformed services'' and 
``perform check tracer activities for the veteran or member of the 
uniformed services, beneficiary(ies), legal representative or 
designated payee(s)'' to reflect activities and terms commonly used in 
the payment process.
    Routine use number 15 was formerly recorded as routine use number 
12 under the existing 36VA00 and has been incorporated to permit 
disclosure of information to the Internal Revenue Service (IRS) when it 
is required for the IRS to collect tax liens.
    Routine use number 16 was formerly recorded as routine use number 
14 under the existing 36VA00 and has been incorporated to permit 
disclosure of identifying information for members of the uniformed 
services and veterans, including personal information about their 
military service, medical status, beneficiary(ies) and dependent(s), to 
the Office of Servicemembers' Group Life Insurance (OSGLI) in order for 
OSGLI to provide government life insurance coverage under the 
Servicemembers' Group Life Insurance (SGLI) and Veterans' Group Life 
Insurance (VGLI) programs. This routine use has been edited to reflect 
that disclosure of information about members of the uniformed services 
and veterans is currently used by OSGLI in the administration of the 
related programs of insurance based on OSGLI's contractual relationship 
with VA.
    Routine use number 17 was formerly recorded as routine use number 
15 under the existing 36VA00 and has been incorporated to permit 
disclosure of information to the Department of Defense and the 
uniformed services in order to establish and maintain allotments from 
active and retired service pay for VA insurance premiums and loan 
repayments.
    Routine use number 18 was formerly recorded as routine use number 
16 under the existing 36VA00 and has been incorporated to permit 
disclosure of policy and loan values and the name and address of the 
veteran or member of the uniformed services to Federal, State, and 
local agencies in order for the agency to render a decision regarding 
the veteran's or uniformed services member's entitlement to Medicaid, 
Medicare, nursing home admittance, and welfare benefits. Additional 
language has been added stating ``or other benefits provided by the 
requesting agency'' in order to be more inclusive and encompassing with 
regards to benefits beyond Medicaid, Medicare, nursing home admittance, 
and welfare provided by the agency to which the veteran or member of 
the uniformed services may be entitled.
    Routine use number 19 was formerly recorded as routine use number 
17 under the existing 36VA00 and has been incorporated to permit 
disclosure of the name, address, and military service information of 
the veteran or member of the uniformed services to the Armed Forces 
Institute of Pathology (AFIP) for official research purposes.
    Routine use number 20 was formerly recorded as routine use number 
18 under the existing 36VA00 and has been incorporated to permit 
disclosure of the name(s) and address(es) of a veteran or member of the 
uniformed services to another Federal agency or contractor of that 
agency for the purposes of government research based on the statutory 
purpose of such agency.
    Routine use number 21 was formerly recorded as routine use number 
19 under the existing 36VA00 and number 6 under the existing 46VA00 and 
has been incorporated to permit disclosure of any information in the 
system, including information related to financial obligations, to a 
debtor's employing agency or commanding officer for the purpose of debt 
collection and debtor-employee counseling.
    Routine use number 22 was formerly recorded as routine use number 
20 under the existing 36VA00 and number 7 under the existing 46VA00 and 
has been incorporated to permit disclosure of information regarding the 
veteran's or uniformed services member's indebtedness to the United 
States based on participation in VA benefit programs to another Federal 
agency, a State agency, or a State probate court in order to obtain 
current address, locator, and credit report assistance in the 
collection of unpaid financial obligations owed to the United States.
    Routine use number 23 was formerly recorded as routine use number 
21

[[Page 65408]]

under the existing 36VA00 and routine use number 8 under the existing 
46VA00 and has been incorporated to permit disclosure of information to 
a third party, but not a consumer protection agency, regarding the 
veteran's or uniformed services member's indebtedness to the United 
States based on participation in a VA benefits program, in order to 
help VA collect debts due and initiate legal action due to fraud in 
obtaining title 38 benefits.
    Routine use number 24 was formerly recorded as routine use number 
22 under the existing 36VA00 and has been incorporated to permit 
disclosure of the name and address of the veteran or member of the 
uniformed services, and other information which is reasonably necessary 
to identify the veteran or member of the uniformed services, including 
information concerning the veteran's or uniformed services member's 
indebtedness to the United States based on participation in VA benefit 
programs, to consumer reporting agencies in order to assist in 
collection of the indebtedness.
    Routine use number 25 was formerly recorded as routine use number 
23 under the existing 36VA00 and has been incorporated to permit 
disclosure of information to the legal representative of incompetent 
veterans or members of the uniformed services in order to advise the 
legal representative relative to actions required to properly perform 
his/her duty. Additional language has been added to include ``court-
appointed guardians/conservators, Powers of Attorney, or military 
trustees'' and the term ``VA Federal fiduciaries'' has been changed to 
``VA fiduciaries'' to reflect the types of representatives who may 
receive information.
    Routine use number 26 is being inserted to replace routine use 
numbers 24 and 25 under the existing 36VA00 and has been incorporated 
to permit disclosure of information involving the presentation of 
evidence in or to a court, magistrate, administrative tribunal, or 
grand jury, including disclosures to opposing counsel in the course of 
such proceeding or settlement negotiations. In order to avoid the 
controversies presented by cases such as Doe v. DiGenova, 779 F.2d 74 
(DC Cir. 1985) and Doe v. Stephens, 851 F.2d 1457 (DC Cir. 1988) 
regarding disclosure of information under the Privacy Act in response 
to subpoenas, this routine use was added to permit disclosure in 
response to grand jury proceedings but omitting the ``subpoena'' 
related language reference in 36VA00.
    Routine use number 27 was formerly recorded as routine use number 
26 under the existing 36VA00 and has been incorporated to permit 
disclosure of information to Federal, State, country, and municipal 
agencies for the purpose of conducting computer matches to validate a 
veteran's or uniformed services member's entitlement to insurance 
benefits under title 38 U.S.C. The name and address of the veteran or 
member of the uniformed services may be disclosed if required by the 
Federal agency in order to respond to VA.
    The Policies and Practices for Storing, Accessing, Retaining, and 
Disposing of Records in the System section is amended to more 
accurately reflect terminology and changes in technology used by the VA 
Insurance Program. The Insurance Program has evolved from a paper-based 
environment to a largely paperless one. Records and information are 
primarily stored electronically in two storage and retrieval systems, 
called the Veterans Insurance Claims Tracking and Response System 
(VICTARS), and the Insurance Terminal System (ITS), which are 
maintained as part of the VA Insurance Program's local area network 
(LAN).
    VICTARS utilizes imaging and electronic technology to store paper 
documents and store information from the Disability Outreach Tracking 
Services (DOTS), and Web site self-service activities, including 
``Autoform'' S-DVI applications.
    The Insurance Terminal System (ITS) provides direct access to 
insurance records relative to claims processing via computer monitors. 
This amendment explains that both VICTARS and ITS store and retrieve 
all information in the insurance records system through the LAN 
maintained through the VA Information Technology Center (VA ITC) at the 
Philadelphia VA Regional Office and Insurance Center.
    The amendment also reflects changes involving the phone system used 
by the VA Insurance Program to include a computerized phone system 
called ``Freedom Enterprise'' which creates recordings of incoming 
phone calls related to insurance policies for quality assurance and 
training purposes only. This system stores the call as part of the LAN 
maintained through the VA ITC.
    The amendment notes that back-up VA insurance computer records are 
stored by Iron Mountain Off-Site Data in a secured area. (The complete 
address is provided in Appendix 1 at the end of this document.)
    Inactive records are also no longer stored on magnetic tape, and 
reference to such has been removed in this amended system of records.
    The Retrievability section is amended to reflect how records are 
retrieved in these new computerized storage media using the VA 
insurance file number, VA file number, policyholder's name, social 
security number, date of birth, personal identification numbers (PINs), 
and passwords.
    The Safeguards section in the system of records is amended to 
include changes involving the fact that automated records which are not 
in use by the ITC are now stored in locked secured areas at Iron 
Mountain Off-Site Data Center. (The address of the facility is provided 
in the SORN in Appendix I.)
    The amendment reflects that access to the VA ITC and the 
Collections Unit (the payment processing unit) is restricted to 
authorized personnel with approved electronically coded access cards. 
All other persons gaining access to computer rooms and the Collections 
Unit are escorted by an individual with authorized access.
    This amendment reflects that Physical Security and System Security 
at the Philadelphia VA Regional Office and Insurance Center for 
computerized storage systems, including VICTARS, ITS, Freedom 
Enterprise, and the VA ITC is protected by password access, magnetic 
access card readers, and audible alarms in designated areas. Electronic 
keyboard locks are activated upon security errors. Video surveillance 
is also provided in secured processing and computer protected areas, 
such as Claims, Collections, and VA ITC. Approved encryption technology 
is included in the amendment to reflect new system security procedures.
    Changes involving the main computer site area are included to note 
the end of the Benefits Delivery Network terminology and the use of the 
new centralized computer center called the VA Information Technology 
Center (VA ITC). VA ITC's practices of identifying computerized tapes 
and disks containing data is enforced using automated labeling 
techniques. Access to computer programs is now controlled at the 
Operations level only, and no longer involves Auditing or Programming 
personnel.
    The Retention and Disposal sections are amended to make 
distinctions between remaining hardcopy records and imaged/computerized 
records. Hardcopy records are retained and disposed of in accordance 
with disposition authorization approved by the Archivist of the United 
States. VICTARS, the primary records storage and retrieval system for 
the Insurance Program, maintains imaged insurance records indefinitely, 
which has resulted in removal of the need for reference to periods of 
storage for inactive records,

[[Page 65409]]

specifically the 36-month and 50-year Federal Archive and Records 
reference in the previous SORN 36VA00 and the reference to Veterans' 
Mortgage Life Insurance (VMLI) closed and inactive files noted in SORN 
53VA00.
    Additional changes in this section include the following: Hardcopy 
records imaged into VICTARS are stored for 31 days prior to 
destruction. Beneficiary designation forms are imaged and the hardcopy 
originals are stored indefinitely at the NARA Mid Atlantic Region 
Center. (The address of the facility is provided in Appendix I of the 
SORN.) Computerized records accessible through ITS are maintained 
indefinitely though the LAN. Back-up VA ITC archive records are stored 
on tape for 1 year prior to being erased or written over. Records in 
the ``Freedom Enterprise'' system which records incoming phone calls 
regarding insurance policies are maintained for 1 year and are purged 
13 months after the call.
    The System Manager(s) and Address sections have been amended to 
provide the complete mailing address of: Director (00), VA Regional 
Office and Insurance Center, 5000 Wissahickon Avenue, P.O. Box 8079, 
Philadelphia, PA 19101.
    The Notification Procedure section is amended to reflect a direct 
number for the Director's staff relative to inquiries about the 
records. The number provided is (215) 381-3029. Reference to the St. 
Paul, Minnesota, office for records requests has been removed because 
the St. Paul Insurance Center is no longer in operation and all records 
from that office have been consolidated into the records maintained by 
the Philadelphia Insurance office.
    Language from 36VA00, 46VA00, and 53VA00 has been combined and 
incorporated relative to the information needed to complete the records 
inquiry request.
    Also the reference to submission of VMLI lending and mortgage 
information noted in SORN 53VA00 has been omitted because the VMLI 
records are identified using the same indicators used to identify other 
Insurance program records.
    Record Access Procedures now provides the complete mailing address 
of the Philadelphia VA Regional Office and Insurance Center to 
individuals desiring access to, and contesting of, VA records. The 
section also requested written notice for records access and provides 
language noting that ``and related procedures'' can be part of the 
inquiry.
    The Record Source Categories has been amended to reflect inclusion 
of Westlaw, InfoUSA, and the Inquiry Routing & Information System 
(IRIS) as sources of information used in this record system. Notation 
that IRIS is maintained by the Office of Information Technology (005) 
and is governed under the system of records entitled ``Information 
Routing & Information System (IRIS)--VA'' (151VA005N) has been added.
    Interested persons are invited to submit written comments, 
suggestions, or objections regarding the proposed amended routine use 
statement to the Director, Office of Regulations Management (02D), 
Department of Veterans Affairs, 810 Vermont Ave., NW., Washington, DC 
20420. All relevant material received within November 22, 2010 will be 
considered. All written comments received will be available for public 
inspection at the above address in the Office of Regulations 
Management, Room 1068, between the hours of 8:30 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 otherwise published in the Federal 
Register by VA, the new routine use is effective November 22, 2010.

    Approved: September 1, 2010.
John R. Gingrich,
Chief of Staff, Department of Veterans Affairs.
36VA29

SYSTEM NAME:
    ``Veterans and Uniformed Services Personnel Programs of U.S. 
Government Life Insurance--VA''

SYSTEM LOCATION:
    VA Insurance records are maintained as follows:
    Active Insurance records are located at the VA Regional Office and 
Insurance Center (VAROIC) in Philadelphia, Pennsylvania. (The complete 
address is available in Appendix 1 at the end of this document.)
    Inactive Insurance records are located at the VA Regional Office 
and Insurance Center (VAROIC) in Philadelphia, Pennsylvania. (The 
complete address is available in Appendix 1 at the end of this 
document.) In addition, inactive records are stored at various 
servicing Federal archives and records centers in Northeast 
Philadelphia, Pennsylvania; Miamisburg, Ohio; Lee's Summit, Missouri; 
Lenexa, Kansas; Chicago, Illinois; and Pittsfield, Massachusetts. (The 
complete addresses are available in Appendix 1 at the end of this 
document.)
    Some pre-1968 records pertaining to beneficiaries of deceased 
veterans are located in local VA regional offices in VA claim folders.
    Insurance file numbers, policies numbers, and folder locations are 
available to all VA regional offices through VETSNET.
    Back-up computerized insurance records and automated data 
maintained by the VA Information Technology Center (VA ITC), the 
primary computer processing center, is stored by Iron Mountain Off-Site 
Data in Itasca, Illinois. (The complete address is available in 
Appendix 1 at the end of this document.)
    Records for the supervised programs of government insurance are 
maintained by the Office of Servicemembers' Group Life Insurance 
(OSGLI) in Roseland, New Jersey. (The complete address is available in 
Appendix 1 at the end of this document.)

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The following categories of individuals will be covered by this 
system:
    1. Veterans (not including dependents) and members of the uniformed 
services (including dependents) who have applied for and/or have been 
issued government life insurance.
    2. Beneficiaries of government life insurance entitled to or in 
receipt of insurance proceeds.
    3. Attorneys drawing fees for aiding in settlement of VA insurance 
claims.
    The individuals noted above are covered by this system based on 
applications, claims, and notices of eligibility for the following 
government life insurance programs provided in 38 U.S.C. Chapters 19 
and 21:
    (1) U.S. Government Life Insurance (USGLI) under Section 1942.
    (2) National Service Life Insurance (NSLI) under Section 1904.
    (3) Veterans' Special Life Insurance (VSLI) under Section 1923.
    (4) Veterans' Reopened Insurance (VRI) under Section 1925.
    (5) Service-Disabled Veterans Insurance (S-DVI) under Section 1922 
and 1922A.
    (6) Veterans' Mortgage Life Insurance (VMLI) under Section 2106.
    (7) Servicemembers' Group Life Insurance (SGLI), including Family 
Servicemembers' Group Life Insurance (FSGLI), Veterans' Group Life 
Insurance (VGLI), and Servicemembers' Group Life Insurance Traumatic 
Injury Protection (TSGLI) under Sections 1967 through 1980A.

[[Page 65410]]

CATEGORIES OF RECORDS IN THE SYSTEM:
    Life insurance records (or information contained in records) may 
consist of:
    1. Applications for insurance, including the name and address of 
the veteran or member of the uniformed services, e-mail address, phone 
number, correspondence to and from the veteran or member of the 
uniformed services or their legal representatives, date of birth, 
social security number, military service number, dates of service, 
military ranking, character of discharge, VA file number, plan or type 
of insurance, disability rating, medical information regarding 
disability and health history, method of payment, amount of insurance 
coverage requested, and bank routing and account numbers. Applications 
for Veterans' Mortgage Life Insurance (VMLI), including supporting 
mortgage documents, contain the address of the mortgaged property, name 
and address of the mortgagor, the mortgage account number, the rate of 
interest, the original amount of the mortgage, and the current amount 
of the mortgage, the monthly payment amount, the mortgage payment 
period, and VA Specially Adapted Grant Cards (which contain the 
veteran's or uniformed services member's name, address, dates of 
military service, branch of service, method of separation, whether the 
veteran or member of the uniformed services has VMLI, the name and 
address of the lender, the legal description and property address, 
improvements to such property, date applied for disability 
compensation, date of initial application submission, grant 
information, amount of the grant approved or whether the grant was 
denied or canceled).
    2. Beneficiary and option designation information, including the 
names and addresses of principal and contingent beneficiaries, 
beneficiary social security number, share amount to each beneficiary, 
the method of payment, and the designated estate(s) and trust(s).
    3. Insurance contract information, including: (a) Authorization of 
allotment payment; (b) authorization for deduction from VA benefit 
payments; (c) authorization for deduction from military retired pay; 
(d) authorization for deduction from employee payroll; (e) paid 
dividend information; (f) claims for disability or death payments; (g) 
cash value, policy loan, and lien information; (h) a listing of lapsed 
actions and unpaid insurance proceeds; (i) payment vouchers; (j) 
reinstatement information; (k) premium records status, and retired 
status of the policy; (l) court-martial orders; (m) copies of personal 
papers of the insured, including birth certificate, marriage license, 
divorce decree, citizen or naturalization papers, death certificate, 
adoption decree, and family support documents; (n) correspondence to 
and from the veteran, member of the uniformed services, legal 
representative and payee; (o) employment information; (p) returned 
check and check tracer information; (q) court documents; and (r) 
insurance death claims settlement information, including indebtedness, 
interest, and other credits.
    4. Records of checks withheld from delivery to certain foreign 
countries.
    5. Index of payees, including CO index cards and premium record 
cards.
    6. Disability Outreach Tracking System (DOTS) records stored in the 
Veterans Insurance Claims Tracking and Response System (VICTARS) 
including the veteran's or uniformed services member's name, address, 
phone number, and disability status.
    7. Policy information and access history from the VA Insurance Web 
site self-service-portal stored in VICTARS, which includes the name of 
the insured, file number, policy number, address, phone number, e-mail 
address, loan status, including loan amount requested, denied, or 
pending, the date of request for information, loan history, policy 
changes, dividend option changes, and Web site pages accessed.
    8. Information from the VA Insurance Web site's ``Autoform'' 
program which provides access to veterans for completion of an 
application for Service-Disabled Veterans Insurance (S-DVI), which 
includes the veteran's name, address, social security number, date of 
birth, phone number, medical history, e-mail address, and beneficiary 
information, such as the beneficiary's name, address, and social 
security number.
    9. Records of incoming calls recorded in the ``Freedom Enterprise'' 
system. These are recordings of incoming phone calls received by 
insurance personnel of the Veterans Insurance Phone Section (VIPS) from 
veterans, members of the uniformed services, beneficiaries, personal 
representatives, members of Congress and their staff, other interested 
parties, and stakeholders. (The recordings are maintained for quality 
assurance and training purposes only.)

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Title 38, United States Code (U.S.C.), chapter 5, section 501, and 
chapter 3, including sections 303 and 315.
    Title 38, U.S.C., chapter 19; chapter 21, section 2106; and chapter 
77, sections 7721-7725.
    Title 5 U.S.C. 552(a) and 5514.

PURPOSE(S):
    VA gathers or creates these records in order to enable it to 
administer and supervise statutory government life insurance programs 
for veterans, members of the uniformed services, and their spouses, 
surviving spouses, dependents, and beneficiaries who apply for 
government life insurance benefits administered or supervised by the VA 
Insurance Program. See the statutory provisions cited in ``Authority 
for maintenance of the system.''

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    1. 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.
    2. Disclosure may be made to the National Archives and Records 
Administration and the General Services Administration in records 
management inspections conducted under authority of title 44 U.S.C.
    3. VA may disclose information from this system of 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 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.
    4. 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.
    5. VA may disclose on its own initiative any information in the 
system, except the names and home addresses of veterans, members of the 
uniformed services, and their dependents, that is relevant to a 
suspected or reasonably

[[Page 65411]]

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, members of the uniformed services, 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.
    6. 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.
    7. 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.
    8. 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.
    9. Any information in this system may be disclosed to a State or 
local agency, upon its official request, to the extent that it is 
relevant and necessary to that agency's decision on: The hiring, 
transfer or retention 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 by that agency; provided, that if the 
information pertains to a veteran or member of the uniformed services, 
the name and/or address of the veteran or member of the uniformed 
services will not be disclosed unless the name and address is provided 
first by the requesting State or local agency.
    10. Any information in this system may be disclosed to a Federal, 
State or local agency maintaining civil or criminal violation records, 
or other pertinent information such as prior employment history, prior 
Federal employment background investigations, and personal or 
educational background at the request of the veteran or member of the 
uniformed services in order for VA to obtain information relevant to 
the hiring, transfer or retention of an employee, the letting of a 
contract, the granting of a security clearance, or the issuance of a 
grant or other benefit.
    11. Any information in this system may be disclosed to a Federal 
agency, except for the name and address of a veteran or member of the 
uniformed services, in order for VA to obtain information relevant to 
the issuance of a benefit under title 38 U.S.C. The name and address of 
a veteran or member of the uniformed services may be disclosed to a 
Federal agency under this routine use if they are required by the 
Federal agency to respond to VA inquiry.
    12. Except for beneficiary and option designations, any information 
in this system including the name and address of a veteran or member of 
the uniformed services may be disclosed to any nonprofit organization 
if the release is directly connected with the conduct of programs and 
the utilization of benefits under title 38 U.S.C. (such disclosures 
include computerized lists of names and addresses).
    13. Except for medical information and beneficiary and option 
designations, any information including insurance contract information 
(e.g., name, address, status of the account, dividends paid, cash 
value, and policy loans) may be disclosed at the request of a veteran 
or member of the uniformed services to an attorney acting under a 
declaration of representation, a VA-approved claims agent, an insurance 
agency, a trust officer, or to employees or members of an accredited 
service organization, so that these individuals or organizations can 
aid veterans or members of the uniformed services in the preparation, 
presentation, prosecution of claims under the laws administered by VA. 
The name and address of a veteran or member of the uniformed services 
will not, however, be disclosed to these individuals under this routine 
use if the veteran or member of the uniformed services has not 
requested the assistance of an accredited service organization, claims 
agent, trust officer, or an attorney.
    14. The name, address, insurance account information of an insured 
veteran or member of the uniformed services, their beneficiary(ies), 
legal representatives, or designated payee(s), and the amount of 
payment may be disclosed to the Treasury Department, upon its official 
request, in order for the Treasury Department to make payment of 
dividends, policy loans, cash surrenders, maturing endowments, 
insurance refunds, issue checks and perform check tracer activities for 
the veteran or member of the uniformed services, beneficiary(ies), 
legal representative or designated payee(s).
    15. The name and address of an insured veteran or member of the 
uniformed services, date and amount of payments made to VA, including 
specific status of each policy (e.g., premiums paid in, dividends paid 
out, cash and loan values) may be disclosed to the Internal Revenue 
Service (IRS), upon its official request, in order for the IRS to 
collect tax liens by withholding insurance payments to satisfy unpaid 
taxes. This purpose is consistent with title 26 of the United States 
Code, section 7602.
    16. The name, address, social security number, date of discharge 
from the military, medical information concerning the grounds for total 
disability or the nature of an injury or illness, and dependency or 
beneficiary related information of a member of the uniformed services 
or veteran may be disclosed to the Office of Servicemembers' Group Life 
Insurance (OSGLI) at the request of a member of the uniformed services 
or veteran in order to aid OSGLI in the verification of such 
information for the purpose of issuance and maintenance of insurance 
policies provided to members of the uniformed services or veterans 
participating in the Servicemembers' Group Life Insurance (SGLI) 
program

[[Page 65412]]

and/or Veterans' Group Life Insurance (VGLI) program and to pay 
insurance benefits under these programs.
    17. The name, address, and other identifying information such as a 
social security number or a military service number may be disclosed to 
the Department of Defense (Army, Air Force, Navy, Marine Corps); the 
Coast Guard of the Department of Homeland Security; the Commissioned 
Officers Corps of the U.S. Public Health Service; and the Commissioned 
Officers Corps of the National Oceanic and Atmospheric Administration 
(NOAA) of the Department of Commerce; this disclosure may be made upon 
their official request, for use in order for these departments to 
establish and maintain allotments from active and retired service pay 
for VA insurance premiums and loan repayments.
    18. The face amount and cash and/or loan value of an insurance 
policy, verification of an existing insurance policy, and the name and 
address of an insured veteran or member of the uniformed services may 
be disclosed at the request of the veteran or member of the uniformed 
services to a Federal, State, or local agency, in order for these 
agencies to assist a veteran or member of the uniformed services 
applying for Medicaid, Medicare, nursing home admittance, welfare 
benefits, or other benefits provided by the requesting agency to the 
extent that the information is relevant and necessary to the agency's 
decision regarding benefits.
    19. The name and address of a veteran or member of the uniformed 
services and military service information (e.g., dates of service, 
branch of service) may be disclosed to the Armed Forces Institute of 
Pathology (AFIP), upon its official request, in order for the AFIP to 
conduct research for specified official purposes.
    20. The name(s) and address(es) of a veteran or member of the 
uniformed services 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 necessary to accomplish a statutory 
purpose of that agency.
    21. Any information in this system, including the nature and amount 
of a financial obligation, may be disclosed to a debtor's employing 
agency or commanding officer, upon its official request, as a routine 
use in order to assist VA in the collection of unpaid financial 
obligations owed to VA so that the debtor-employee may be counseled by 
his or her Federal employer or commanding officer. This purpose is 
consistent with 5 U.S.C. 5514, 31 U.S.C. 3701-3702, and 3711-3718.
    22. Any information in this system, including available identifying 
data regarding the debtor, such as the name of the debtor, last known 
address of the debtor, name of the debtor's spouse, social security 
account number of the debtor, VA insurance number, VA loan number, VA 
file number, place of birth and date of birth of the debtor, name and 
address of the debtor's employer or firm and dates of employment, may 
be disclosed to other Federal agencies, State probate courts, State 
drivers license bureaus, and State automobile title and license bureaus 
as a routine use in order to obtain current address, locator and credit 
report assistance in the collection of unpaid financial obligations 
owed the United States. This purpose is consistent with the Federal 
Claims Collection Act of 1966 (Pub. L. 89-508) and subsequent 
amendments, and 31 United States Codes 3701-3702 and 3711-3718.
    23. Any information concerning the veteran's or uniformed services 
member's indebtedness to the United States by virtue of a person's 
participation in a benefits 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 an amount owed to the United States. Purposes of these 
disclosures may be to (a) assist VA in collection of title 38 benefit 
overpayments, overdue indebtedness, and or costs of services provided 
individuals not entitled to such services, and (b) initiate legal 
actions for prosecuting individuals who willfully or fraudulently 
obtain title 38 benefits without entitlement. This disclosure is 
consistent with 31 U.S.C. 3701-3702, 3711-3718; and 38 U.S.C. 
5701(b)(6).
    24. The name and address of a veteran or member of the uniformed 
services, other information as is reasonably necessary to identify such 
veteran or member of the uniformed services, including personal 
information obtained from other Federal agencies through computer 
matching programs, and any information concerning the veteran's or 
uniformed services member's indebtedness to the United States by virtue 
of the person's participation in a benefits program administered by VA 
may be disclosed to a consumer reporting agency for purposes of 
assisting in the collection of such indebtedness, provided that the 
provisions of 31 U.S.C. 3701-3702 and 3711-3718 and 38 U.S.C 5701(g)(4) 
have been met.
    25. Any information in this system such as notice of renewal, 
reinstatement, premium due, lapse actions, miscellaneous insurance 
instructions, disposition of dividends, policy loans, and transfer of 
records may be disclosed to VA fiduciaries, court-appointed guardians/
conservators, powers of attorney, or military trustees of incompetent 
veterans or members of the uniformed services in order to advise VA 
fiduciaries, court-appointed guardians/conservators, powers of 
attorney, or military trustees of current actions to be taken in 
connection with ownership of U.S. government life insurance policies 
and to enable them to properly perform their duties as fiduciaries or 
guardians, powers of attorney, or military trustees.
    26. Any information in this system of records may be disclosed, in 
the course of presenting evidence in or to a court, magistrate, 
administrative tribunal, or grand jury, including disclosures to 
opposing counsel in the course of such proceedings or in settlement 
negotiations.
    27. Identifying information, except for the name and address of a 
veteran or member of the uniformed services, may be disclosed to a 
Federal, State, County or Municipal agency for the purpose of 
conducting computer matches to obtain information to validate the 
entitlement of a veteran or member of the uniformed services who is 
receiving or has received government insurance benefits under title 38 
of the United States Code. The name and address of a veteran or member 
of the uniformed services may also be disclosed to a Federal agency 
under this routine use if they are required by the Federal agency to 
respond to the VA inquiry.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in two computerized systems called Veterans 
Insurance Claims Tracking and Response System (VICTARS), and the 
Insurance Terminal System (ITS). VICTARS utilizes imaging and 
electronic technology to store paper documents, including applications 
and correspondence, and it records all processing related activities 
involving insurance policies, disability outreach services, and Web 
site self-service and ``Autoform'' access.
    The Insurance Terminal System (ITS) provides direct access to 
insurance records relative to claims processing via computer monitors. 
Both VICTARS and

[[Page 65413]]

ITS store and retrieve all information in the insurance records system 
through the local area network (LAN) maintained through the VA 
Information Technology Center (VA ITC) at the Philadelphia VA Regional 
Office and Insurance Center.
    ``Freedom Enterprise'' creates recordings of incoming phone calls 
received by insurance personnel regarding insurance policy related 
issues and stores the call as part of the LAN maintained through the VA 
ITC.
    Back-up VA insurance records are stored by Iron Mountain Off-Site 
Data in a secured area. (The complete address is provided in Appendix 1 
at the end of this document.)
    Inactive records are also stored on microfilm, microfiche, disks, 
Central Office (CO) index cards, premium record cards in hardcopy 
folders, on computer lists, and on punch cards, which are kept in 
locked files and secured areas.

RETRIEVABILITY:
    All hardcopy and electronically stored insurance records are 
retrievable by the government insurance file number, VA file number, 
policyholder's name, social security number, or date of birth.
    Information input through the VA Insurance Web site's self-service 
portal relative to loan applications is retrievable by the use of 
unique personal identification numbers (PINs), passwords, and an 
insurance file number. Approved encryption technology is used to 
protect personal information.
    Incomplete Service-Disabled Veterans Insurance (S-DVI) applications 
are retrievable on the VA Insurance Web site through the ``Autoform'' 
program with the use of a personal password, social security number, 
and date of birth of the veteran. (The completed S-DVI application 
becomes part of the VICTARS storage system.) Approved encryption 
technology is used to protect personal information.
    The ``Interactive Voice Response (IVR)'' system permits veterans to 
access audible information about their insurance records which is 
stored by the VA Insurance Program's LAN via touch-tone telephone 
technology utilizing the VA Insurance file number.

SAFEGUARDS:
1. PHYSICAL SECURITY:
    a. All VA facilities are protected by the Federal Protective 
Service or other security personnel. All Insurance files and processing 
areas are restricted to authorized personnel on a need-to-know basis. 
Areas containing paper and computerized records are protected by a 
sprinkler system. Paper records pertaining to employees and public 
figures, or otherwise sensitive files, are stored in locked files. 
Microfilm records and computerized disk (CD) back-up files of 
Collections (the payment processing unit) activities are stored in 
locked, fireproof, humidity-controlled vaults at the VA Regional Office 
and Insurance Center. Automated records which are not in use by the VA 
ITC are stored in locked, secured areas at Iron Mountain Off-Site Data 
Center. (The complete address of the facility is available in Appendix 
1 at the end of this document.)
    b. Access to the VA ITC and Collections (the payment processing 
unit) is restricted to VA ITC and Collections employees, custodial 
personnel, and Federal Protective Service or other security personnel. 
Access to VA ITC and Collections is restricted to authorized personnel 
and is secured by electronic locking devices. All other persons gaining 
access to computer rooms and the Collections Unit are escorted by an 
individual with authorized access.
    c. Access to insurance records at the Philadelphia VA Regional 
Office and Insurance Center through computerized storage systems, 
including VICTARS, ITS, ``Freedom Enterprise'', and the VA ITC is 
protected by password access, magnetic access card readers, and audible 
alarms. Electronic keyboard locks are activated upon security errors. 
Video surveillance is also provided in secured processing and computer 
protected areas, such as Claims, Collections, and VA ITC. An 
Information Security Officer is assigned responsibility for privacy-
security measures, including review of violations logs and local 
control and distribution of passwords.

2. SYSTEM SECURITY:
    a. In the VA ITC, identification of computerized tapes and disks 
containing data is enforced using automated labeling techniques. Access 
to computer programs is controlled at the Operations level.
    b. The Veterans Insurance Claims Tracking and Response System 
(VICTARS), the Insurance Terminal System (ITS), and ``Freedom 
Enterprise'' utilizes the VA Insurance Program's LAN as the storage and 
retrieval conduit which provides automated recognition of authorized 
users and their respective access levels and restrictions through the 
use of passwords. Passwords are changed periodically and are restricted 
to authorized individuals on a need-to-know basis for system access or 
security purposes.
    c. Back-up insurance records and VA ITC data records are stored in 
a secured site by Iron Mountain Off-Site Data. (The address of the 
facility is listed in Appendix 1 at the end of this document.)
    d. The VA Insurance Web site self-service pages, including its 
``Autoform'' application, which is used by veterans, their legal 
representatives, and payees is only accessible with the use of personal 
identifiers consisting of personal identification numbers (PINs), 
passwords, file numbers, loan numbers, social security number, and date 
of birth. The access portals utilize LAN based encryption technology 
and firewalls to protect personal data.
    e. The ``Interactive Voice Response'' (IVR) system, which is 
protected as part of the VA Insurance Program's LAN, permits veterans 
to listen to information from their insurance records via touch-tone 
telephone technology which utilizes the VA Insurance file number to 
access the record.
    f. Data exchange by e-mail within the agency or between other 
Federal agencies is done by means of dedicated communication lines 
utilizing approved encryption technology.

RETENTION AND DISPOSAL:
    Hardcopy records are retained and disposed of in accordance with 
disposition authorization approved by the Archivist of the United 
States.
    VICTARS, the primary records storage and retrieval system for the 
Insurance Program maintains imaged insurance records indefinitely 
through the VA Insurance Program's LAN. Hardcopy records imaged into 
VICTARS are stored for 31 days prior to destruction. Original copies of 
imaged beneficiary designation documents are stored indefinitely at the 
NARA Mid Atlantic Regional Center. (The complete address is provided in 
Appendix I at the end of this document.) Computerized records 
accessible through ITS are also maintained indefinitely through the VA 
Insurance Program's LAN.
    Back-up VA ITC archive records are stored on tape for 1 year prior 
to being erased or written over.
    Records in the ``Freedom Enterprise'' system which records incoming 
phone calls regarding insurance policies are maintained for 1 year and 
purged 13 months after the call.

SYSTEM MANAGER(S) AND ADDRESS:
    Director (00), VA Regional Office and Insurance Center, 5000 
Wissahickon Avenue, P.O. Box 8079, Philadelphia, PA 19101.

[[Page 65414]]

NOTIFICATION PROCEDURES:
    Any 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 record, or 
has a routine inquiry concerning the status of his or her insurance 
under this system may contact the VA Regional Office and Insurance 
Center in Philadelphia, Pennsylvania at (215) 381-3029. Requests 
concerning the specific content of a record must be made in writing or 
made in person to the VA Regional Office and Insurance Center in 
Philadelphia, Pennsylvania. The inquirer should provide the full name 
of the veteran or member of the uniformed services, their insurance 
file number or VA claim number or social security number, the date of 
birth of the veteran or member of the uniformed services, and 
reasonably identify the benefit or system of records involved. If the 
insurance file number or any of the other identifiers noted above are 
not available, the service number, and/or location of insurance records 
that will aid VA personnel in locating the official insurance records 
should be provided. (Address locations of records storage facilities 
for this system are listed in Appendix 1 at the end of this document.)

RECORD ACCESS PROCEDURE:
    Individuals desiring access to, and contesting of, VA records and 
related procedures should write to the VA Regional Office and Insurance 
Center at 5000 Wissahickon Avenue, P.O. Box 8079, Philadelphia, 
Pennsylvania 19101.

CONTESTING RECORD PROCEDURES:
    (See Records access procedures above.)

RECORD SOURCE CATEGORIES:
    The veteran, member of the uniformed services, or someone acting on 
their behalf; the uniformed services, other Federal agencies, including 
the Department of Defense (DoD); Social Security Administration (SSA); 
U.S. Treasury Department; Office of Servicemembers' Group Life 
Insurance (OSGLI); State and local agencies; Federal, State, and local 
courts; VA records; VA and private physicians; VA and private medical 
facilities; accredited vetera