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Federal Register / Vol. 86, No. 14 / Monday, January 25, 2021 / Notices
Administration NARA and General Services Administration GSA in records management inspections conducted under title 44, U.S.C.
2. Contractors. VA may disclose information from this system of records to individuals, organizations, private or public agencies, or other entities or individuals with whom VA has a contract or agreement to perform such services as VA may deem practicable for the purposes of laws administered by VA, in order for the contractor, subcontractor, public or private agency, or other entity or individual with whom VA has a contract or agreement to perform services under the contract or agreement.
3. Law Enforcement. VA may, on its own initiative, disclose information in this system, except the names and home addresses of veterans and their dependents, which is relevant to a suspected or reasonably imminent violation of 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. On its own initiative, VA may also disclose the names and addresses of veterans and their dependents to a Federal agency charged with the responsibility of investigating or prosecuting civil, criminal or regulatory violations of law, or charged with enforcing or implementing the statute, regulation, rule or order issued pursuant thereto.
4. Research. VA may disclose information from this system to a Federal agency for the conduct of research and data analysis to perform a statutory purpose of that agency upon the prior written request of that agency, provided that there is legal authority under all applicable confidentiality statutes and regulations to provide the data and VA has determined prior to the disclosure that VA data handling requirements are satisfied.
5. Federal Agencies for Computer Matches. VA may disclose limited individual identification information to another Federal agency from this system for the purpose of matching and acquiring information held by that agency for VA to use for the purposes stated for this system of records.
6. Congress. VA may disclose information from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.

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7. Litigation. VA may disclose information from this system of records to the Department of Justice DoJ, either on VAs initiative or in response to DoJs request for the information, after either VA or DoJ determines that such information is relevant to DoJs representation of the United States or any of its components in legal proceedings before a court or adjudicative body, provided that, in each case, the agency also determines prior to disclosure that release of the records to the DoJ is a use of the information contained in the records that is compatible with the purpose for which VA collected the records. VA, on its own initiative, may disclose records in this system of records in legal proceedings before a court or administrative body after determining that the disclosure of the records to the court or administrative body is a use of the information contained in the records that is compatible with the purpose for which VA collected the records.
To determine whether to disclose records under this routine use, VA will comply with the guidance promulgated by the Office of Management and Budget in a May 24, 1985, memorandum entitled Privacy Act Guidance Update, currently posted at http
www.whitehouse.gov/omb/inforeg/
guidance1985.pdf.
8. Data breach response and remedial efforts. VA may, on its own initiative, disclose information from this system 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 Departments efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:

VA sensitive information that includes health information is stored on a segregated secure server. For data
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match purposes and data storage, all databases are placed on secured servers located at the following location: VAs Austin Information Technology Center, 615 Woodward St., Austin, TX 78772.
Information that resides on a segregated server is kept inside a restricted network area behind cipher-locked doors with limited access. Requestors of stored health and non-health information within VA, or from external individuals, contractors, organizations, and/or agencies with whom VA has a contract or agreement, must provide an equivalent level of security protection and comply with current VA policies and procedures for storage and transmission as codified in VA
directives such as but not limited to VA
Handbook 6500, Information Security Program and Handbook 6513 Secured Connections.
POLICIES AND PRACTICES FOR RETRIEVABILITY
OF RECORDS:

Health care information is kept separate from individual identifiers for survey data. Unique codes are assigned to individual health information. A
codebook for decoding is stored on a secure server for name, social security number or other assigned identifiers of the individuals on whom they are maintained. These survey records may be retrieved by name, address, social security number, date of birth, military service number, claim or file number, DoD identification numbers, or other personal identifiers.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:

Records are maintained and disposed of in accordance with the records disposition authority approved by the Archivist of the United States and the National Archives and Records Administration NARA and published in Agency Records Control Schedules. If the Archivist has not approved disposition authority for any records covered by the system notice, the System Manager will take immediate action to have the disposition of records in the system reviewed in accordance with VA Handbook 6300.1, Records Management Procedures. The records may not be destroyed until VA obtains an approved records disposition authority. See Records Control Schedule RCS 101 May 2016 for further detailed guidance. OEI destroys electronic files when no longer needed for administrative, legal, audit, or other operational purposes consistent with the Record Control Schedule. In accordance with 36 CFR 1234.34, Destruction of Electronic Records, electronic records may be destroyed
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