Veterans In Partnership (VISN 11)

Report ID: SPE000000077376, U.S. Department of Veterans Affairs

Reported Entity: VISN 11 Detroit, MI

Issue:

The Privacy Officer (PO) was contacted by an employee who found three employee files. The files are in the brown six-part file folder and they all contain the employees" full name, full SSN, credentials, full home address and performance appraisals. Although the files were not "outside" of the VA environment, they were in an office that was unsecured inside an unlocked desk drawer. This room has also been used by Mental Health for group Veteran sessions so it is unknown how long the files were there or why. Update: 07/04/12:The files were in the room for at least 24 hours and it is possible that Veterans were in the room without a employee present for an unknown amount of time. The files were employee records as described in the ticket and "belonged" to VA but were the responsibility of the clerk who was filing other documents into the records and left them in the desk. The three employees will receive letters offering credit protection services.07/10/12:Although ticket indicates 3 individuals that were involved, it was actually 4. Two of the records involved were stuck together leading PO to believe there were only 3. The 4 employees will receive letters offering credit protection services.

Outcome:

Supervisor has discussed w/employee responsible the need to secure personnel records at all times and where files should be kept when not in use. CM letters have been picked up by employees and PO has attached one of the four redacted CM letters.

Related Reports:

1 other violation reported on the same date. Note that other citations may be about the same event: SPE000000077392