Appendix V, must be on file with the employee’s supervisor before any information may be taken off-site. The employee must complete and submit the VR&E Sign-Out Log, Appendix AD, to the employee’s supervisor each time information is taken off-site and returned. Handling Veterans’ Personal Information Including Mock-up Folders Provided to VR&E Contractors (Change Date October 23, 2012) All case managers must follow the procedures outlined below regarding the creation, retention, handling, and destroying of documents and up folders provided to contractors: CER folders will not be released to contractors. Only copies of data and documents necessary for the contractor to conduct the services requested will be placed in the mock-up folders and forwarded to contractors. Types of documents provided to the contractor will vary from case to case depending on the type of services requested and background information required to provide the services. To ensure that the contractor does not misuse PII, any document containing personally identifying information may be released as long as safeguards are in place to protect the information and it is outlined in the contract. Refer to VA Handbook 6500.6. Case managers must follow the guidance relating to the protection of privacy and release of information as cited in M28R.III.C.2. Documents containing personal identifying information must be sent according to VBA’s prescribed shipping method. Contractors must follow the procedures outlined regarding Veterans’ files and documents: All documents returned by contractors to the VR&E office must be sent via mail delivery service with traceable means. As cited in the Federal Acquisition Regulations (FAR), Subpart 4.7, Contractor Records Retention, all contractors are responsible for retaining records, materials, and other evidence relating to cases and services provided to Veterans under VR&E contracts until three years after final payment has been rendered. Contractors are required to follow the guidance relating to the privacy
Appendix V, must be on file with the employee’s supervisor before any information may be taken off-site. The employee must complete and submit the VR&E Sign-Out Log, Appendix AD, to the employee’s supervisor each time information is taken off-site and returned. Handling Veterans’ Personal Information Including Mock-up Folders Provided to VR&E Contractors (Change Date October 23, 2012) All case managers must follow the procedures outlined below regarding the creation, retention, handling, and destroying of documents and folders provided to contractors: CER folders will not be released to contractors. Only copies of data and documents necessary for the contractor to conduct the services requested will be placed in the mock-up folders and forwarded to contractors. Types of documents provided to the contractor will vary from case to case depending on the type of services requested and background information required to provide the services. To ensure that the contractor does not misuse PII, any document containing personally identifying information may be released as long as safeguards are in place to protect the information and it is outlined in the contract. Refer to VA Handbook 6500.6. Case managers must follow the guidance relating to the protection of privacy and release of information as cited in M28R.III.C.2. Documents containing personal identifying information must be sent according to VBA’s prescribed shipping method. Contractors must follow the procedures outlined regarding Veterans’ files and documents: All documents returned by contractors to the VR&E office must be sent via mail delivery service with traceable means. As cited in the Federal Acquisition Regulations (FAR), Subpart 4.7, Contractor Records Retention, all contractors are responsible for retaining records, materials, and other evidence relating to cases and services provided to Veterans under VR&E contracts until three years after final payment has been rendered. Contractors are required to follow the guidance relating to the privacy up
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