Records Management Compliance Monitoring

WASHINGTON, Aug. 17 -- The U.S. Department of Veterans Affairs' Veterans Health Administration issued the following directive (6300.01):

1. REASON FOR ISSUE: This Veterans Health Administration (VHA) directive establishes procedures required to monitor, validate, and report compliance with Federal records management laws and regulations, specifically the Federal Records Act and National Archives and Records Administration (NARA) regulations, Title 36 Code of Federal Regulations (CFR) Chapter XII Subchapter B - "Records Management", and Department of Veterans Affairs (VA) and VHA records management policies. Compliance monitoring of the records management program and practices is required by NARA.

2. SUMMARY OF CONTENTS: This new directive provides procedures for ensuring compliance with all records management laws, regulations, and VA/VHA policies, which govern management of Federal Records. This policy extends the scope of the Privacy Compliance Assurance (PCA) Office to include the monitoring of VA Health Care Facilities as defined in this directive and applicable Business Associates as defined by the Health Insurance Portability Accountability Act (HIPAA) Privacy Rule for compliance with the Federal Records Act, NARA, and VA and VHA policies regarding records management; the administration of Facility Self-Assessments (FSA) requirements outlined in this policy; and the development of records management monitoring policies, guidance, and responsibilities.

3. RELATED ISSUES: VA Directive 6300, VA Directive 6301, VA Directive 6311, VA Directive 6371, VA Handbook 6300.1, VA Handbook 6300.2, VA Handbook 6300.8, VA Handbook 6500.1, VA Handbook 6500.6, VA Handbook 6500.8, VHA Handbook 1605.03, VHA Handbook 1605.05.

4. RESPONSIBLE OFFICE: The VHA Office of Informatics and Information Governance (OIIG)(10P2), Health Information Governance (HIG)(10P2C), Health Information Management (HIM) Program Office, VHA Records Officer and Office of Information Access and Privacy (IAP), VHA Privacy Compliance Assurance Officer (10P2C1) are responsible for the contents of this directive. Questions may be referred to the VHA Privacy Compliance Assurance Officer at 202-360-1475 or the VHA Records Officer at (202) 461-5509.

5. RESCISSIONS: None

6. RECERTIFICATION: This VHA directive is scheduled for recertification on or before the last working day of August 2022. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.

Poonam Alaigh, M.D.

Acting Under Secretary for Health

DISTRIBUTION: E-mailed to the VHA Publication Distribution List on August 21, 2017.

The complete text of the directive is available at (https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=5450).