FIELD KIT 

FIELD KIT 

Conducting and Preserving Interviews 

Library of Congress 

American Folklife Center 

The Veterans History Project collects and preserves personal stories and other documents from 

America’s war veterans, and those American civilians who served in support of them. 

The Library of Congress 
The Veterans History Project (VHP) honors American war veterans and 

civilian workers who supported them by preserving stories of their service 

to our country. The U.S. Congress voted unanimously in October 2000 

for legislation to create the Veterans History Project at the American 

Folklife Center at the Library of Congress. VHP relies on volunteers 

throughout the nation to collect veterans’ stories on behalf of the Library 

of Congress. We depend on people like you to record and submit firstperson narratives by wartime veterans. 

VHP archives its collections at the Library of Congress and makes them 

available to researchers and the public. In addition to compiling a unique 

archive for scholars, the Veterans History Project hopes to inspire future 

generations with these stories of service to our country. 

This Field Kit outlines five steps for participating in the Veterans History 

Project. We ask you to register at our Web site, www.loc.gov/vets, before 

submitting a collection. Once you register, you will receive a reminder of 

what we can accept and how to submit your collection. 

You may also submit your collection without registering, but this could 

delay the timely addition of your submission to our archive. 

Our Web site contains all the information you need to participate in our 

project. For additional copies of this kit, contact our toll-free message line 

at 1–888–371–5848, or email us at vohp@loc.gov. 

Table of Contents 

STEP 1. LEARN ABOUT VHP ........................................................................1


The Collections ........................................................................................1


Go Online to Register ..............................................................................1


What VHP Can Accept/What VHP Can Not Accept ..................................1


STEP 2. BE PREPARED ................................................................................2


What Equipment to Use ..........................................................................2


Where to Interview ..................................................................................2


Before You Start ......................................................................................2


STEP 3. THE INTERVIEW ..............................................................................2


How to Conduct an Interview ..................................................................2


What to Ask ............................................................................................3


STEP 4. HOW & WHERE TO SEND IN YOUR COLLECTION ............................4


STEP 5. WHAT HAPPENS TO YOUR COLLECTION AT VHP ..............................4


FORMS........................................................................................................5

• 	Audio and video recordings at least 30 minutes long. 

• 	Original wartime memoirs or diaries of at least 20 pages. 

• Collections of original letters (10 or more).


In addition to submitting oral history interviews or the above-named manuscript materi­


als, you may also donate:


•	 Original photographs or artwork (10 or more, unless accompanying interview or manuscript materials). 

•	 Home movies, photograph albums, or scrapbooks (related only to wartime service). 

• 	Official military personnel documents for the veteran. 

• 	Original maps. 

What VHP Can Not Accept: 

• 	Photocopies of anything. Originals only, please. 

• 	Medals. 

• 	Uniforms. 

• 	Memorabilia. 

•	 Framed materials (photos, art work, citations). You must remove the materials from 

their frames. 

• 	Unit histories or yearbooks. 

• 	Flags. 

•	 Weapons. 

Please remember to include the required forms with your collection. 

NOTE: VHP accepts any approved material on behalf of living and deceased veterans. 

STEP 1. LEARN ABOUT VHP 

The Collections 

The Veterans History Project collects first-person accounts of military service in World 

War I, World War II, the wars in Korea, Vietnam, and the Persian Gulf, and the conflicts in 

Afghanistan and Iraq. We also collect stories of civilians who supported these efforts, including men and women who worked in defense-related industries, as USO entertainers, and as 

Red Cross workers. 

Go Online to Register 

Go to our Web site at www.loc.gov/vets to learn more about our project. There, you can register the collection you wish to submit. Once we’ve received your registration information, 

you will receive a reminder of what we accept and how to submit your collection. You may 

also submit your collection without registering, but this may delay our receiving and processing your collection. 

What VHP Can Accept 

We accept the following items if they specifically relate to the veteran’s or civilian’s wartime 

story. 

VETERANS HISTORY PROJECT Field Kit 1 
STEP 2. BE PREPARED 

What Equipment to Use 

Please use: 

• 	High quality or digital audio or video equipment. Digital is preferred. 

• 	Standard-size audio cassettes or compact discs. All video formats are acceptable. 

• 	An external microphone. 

Please do not use: 

• 	Mini or micro audiocassettes. 

• 	Microphone built into a camera or audio recorder, unless necessary. 

NOTE: We urge you to make a copy of the interview. VHP cannot make copies of material already 

submitted. 

Where to Interview 

•	 Interview the veteran (or civilian) in a quiet area with soft surfaces (carpeting, upholstered 

furniture) for better sound quality. 

•	 The interviewee should be in a fixed seat, not a rocking chair or recliner. 

•	 Avoid background noises: chiming clocks, hissing air vents, air conditioners, ringing telephones, televisions, radios, computers, or noisy pets. 

• 	Set the microphone six to twelve inches from the interviewee. 

• 	Do not videotape your subject sitting in front of a window or bright light. 

• 	Focus the camera on the upper body of the interviewee. 

• 	Do not use the zoom feature on the video camera. 

•	 Test your equipment for sound levels to make sure your subject is audible. 

Before You Start 

•	 Do some homework. Try to learn in advance where and when your veteran served. If the veteran was involved in a specific campaign or battle, research it. 

•	 Ask the veteran if he or she has any materials to bring to the interview. Personal photographs, 

letters, or other records of service might be useful in jogging his or her memory. Originals of 

these materials may also be donated as part of your veteran’s collection. 

•	 If the veteran has not filled out our Biographical Data Form prior to the interview date, you 

may want to work with him or her on it before you begin the interview. This may give you 

some ideas on questions to ask later. 

•	 Have a brief conversation with your veteran before you start recording. Even if you know 

your interview subject, it will help to relax both of you. 

NOTE: The Veterans History Project does accept self-interviews by individual veterans. The Project does not accept interviews of groups of veterans. 

STEP 3. THE INTERVIEW 

How to Conduct an Interview 

Every interview is different. Each veteran will recall his or her own experiences, some more vividly 

than others. Your job is to make the interviewee feel comfortable and guide him or her through 

their story of service. 

2 Field Kit VETERANS HISTORY PROJECT 
• 	Keep your own comments to a minimum and let the veteran do the talking. 

• 	Do not interrupt. 

•	 Keep the interview moving. However, if the veteran is telling a significant story, do not push 

him or her along. 

IMPORTANT: Begin your interview by announcing: 

•	 The name of your veteran. 

• 	His or her birthdate. 

•	 War served in and branch of service. 

• 	Highest rank achieved. 

• 	Date and place (town and state, but not address) of recording. 

•	 The interviewer’s name and relationship (e.g., relative, friend), if any, to the interviewee. 

Also, the name of anyone present assisting in the interview. 

•	 The interview is being conducted for the Veterans History Project at the Library of Congress. 

NOTE: Do not ask for personal information such as home address, phone number, Social Security number, or family names. 

What to Ask 

Here are a series of suggested topics. This is an outline—not a script to be followed to the letter. Let your veteran tell the story in his or her own way. 

1. A Few Biographical Details. 

•	 Where and when veteran was born. 

• 	Family details: parents’ occupations, number and gender of siblings. 

•	 What veteran was doing before entering the service. 

• 	Other family members who served in the military. 

2. Early Days of Service. 

• 	How veteran entered service—draft or enlistment. 

• 	If enlistment, why and the reason for choosing a specific branch of service. 

• 	Departure for training camp, early days of training. 

• 	Specialized training, if applicable. 

• 	Adapting to military life: physical regimen, barracks, food, social life. 

3. Wartime Service. 

•	 Where veteran served. 

• 	Details of the trip abroad, if applicable. 

• 	Action witnessed, or duties away from the front line. 

• 	If applicable, emotions relating to combat—witnessing casualties, destruction. 

• 	Friendships formed and camaraderie of service. 

•	 How veteran stayed in touch with family and friends back home; communication from 

home. 

• 	Recreation or off-duty pursuits. 

4. War’s End, Coming Home. 

•	 Where veteran was when war ended. 

• 	How he or she returned home. 

• 	Reception by family and community. 

• 	Readjustment to civilian life. 

•	 Contact with fellow veterans over the years; membership in veterans’ organizations. 

5. Reflections. 

•	 How wartime experiences affected veteran’s life. 

•	 Life lessons learned from military service. 

For more information on how to conduct an interview, go to our Web site and click on “Participate in the Project.” 

Writing a Memoir 

The Veterans History 

Project accepts previously written memoirs 

as well as memoirs 

written specifically for 

the Project. Submission of a memoir must 

be accompanied by a 

Manuscript Data 

Sheet. For more information and guidelines, 

go to our Web site and 

download our Memoir 

Kit. You may request a 

printed copy of this kit 

by contacting us. 

VETERANS HISTORY PROJECT Field Kit 3 
STEP 4. HOW & WHERE TO SEND IN


YOUR COLLECTION


•	 Make yourself a copy of the interview and any other items you are submitting. (We are 

unable to make copies of any items once you have submitted them.) 

•	 Make sure you fill out all the forms marked REQUIRED. (Additional copies of the forms 

may be printed from our Web site.) If you need guidance in completing the Audio and Video 

Recording Log, go to our Web site and click on How to Participate, then Learn About the 

Audio and Video Recording Log. 

•	 Please send original materials and forms to the Library of Congress via a commercial delivery service such as UPS, Federal Express, or DHL. Due to security procedures, U.S. Postal 

Service mail to the Library of Congress is screened. Unfortunately, this process damages 

paper and melts plastic materials such as audio and video cassettes. Send collections to: 

Veterans History Project 

Library of Congress 

101 Independence Avenue, S.E. 

Washington, DC 20540–4615 

DO NOT SUBMIT MATERIALS BEYOND THOSE SPECIFIED. Should any part of the collection be found to include materials that the Library of Congress deems inappropriate for retention with the collection or elsewhere within the Library, the Library may dispose of such material 

in accordance with its procedures for disposition of materials not needed for the Library’s collections. 

STEP 5. WHAT HAPPENS TO YOUR 

COLLECTION AT VHP 

When VHP receives your materials, we do the following: 

— We check the required forms. If any are missing or incomplete, your materials go “on hold.” 

We will contact you and request that you complete these forms. Your collection cannot be 

processed until we receive all required forms. 

— We send you an acknowledgement note card within six months of receipt of the collection. 

— Once all required forms are received, we enter basic information about the veteran into the 

VHP database. Please note the following: 

•	 Biographical and service information are made public on the VHP database, which is 

accessible through our Web site (www.loc.gov/vets). 

•	 Processing a collection may take as long as six months due to the extraordinary public 

response to our project. Please refrain from contacting VHP regarding the status of your 

collection for at least six months after the date of submission. We appreciate your 

patience. 

— Your collection will be carefully stored and maintained in keeping with professional archival 

standards. This will ensure that your materials will be preserved for use by generations to 

come. 

The materials you send will be available at the Library of Congress American Folklife Center 

Reading Room for use by researchers, educators, family members, and others. An advance 

appointment is required to view materials. 

4	 Field Kit VETERANS HISTORY PROJECT 
To ensure inclusion in the Veterans History Project, this form must accompany each submission. Please use reverse or additional sheet if service was in more than one war or 

conflict. 

PLEASE PRINT CLEARLY 

Veteran ❑ Civilian ❑

first middle last maiden name 

Address 

City State ZIP -

Telephone ( ) - Email 

month/day/year 

Place of Birth Birth Date 

Race/Ethnicity (optional) Male ❑ Female ❑

Branch of Service or Wartime Activity 

Commissioned ❑ Enlisted ❑ Drafted ❑ Service dates to 

Highest Rank 

Unit, Division, Battalion, Group, Ship, etc. (Do not abbreviate.) 

War, operation, or conflict served in 

Locations of military or civilian service 

Battles/campaigns (please name) 

Medals or special service awards. If so, please list (be as specific as possible): 

Special duties/highlights/achievements 

Was the veteran a prisoner of war? Yes ❑ No ❑

Did the veteran or civilian sustain combat or service-related injuries? Yes ❑ No ❑

Interviewer (if applicable) 


(Please use reverse for any additional biographical information.)


R E Q U I R E D 

Biographical Data Form 

VETERANS HISTORY PROJECT Field Kit 5 
Additional Service History Information 

Branch of Service or Wartime Activity 

Commissioned ❑ Enlisted ❑ Drafted ❑ Service dates to 

Highest Rank 

Unit, Division, Battalion, Group, Ship, etc. (Do not abbreviate.) 

War, operation, or conflict served in 

Locations of military or civilian service 

Battles/campaigns (please name) 

Medals or special service awards. If so, please list (be as specific as possible): 

Special duties/highlights/achievements 

Was the veteran a prisoner of war? Yes ❑ No ❑

Did the veteran or civilian sustain combat or service-related injuries? Yes ❑ No ❑

Additional Biographical Information 

6 Field Kit VETERANS HISTORY PROJECT 
TO BE COMPLETED BY VETERAN OR CIVILIAN


(In cases of deceased veterans, to be completed by the donor of the material.)


I, ____________________________________________ , am a participant in the Veterans 

History Project (hereinafter “VHP”) of the Library of Congress American Folklife Center. I understand that the purpose of the VHP is to collect audio- and video-recorded oral histories of America’s 

war veterans and of those who served in support of them, as well as selected related documentary 

materials such as photographs and manuscripts, for inclusion in the permanent collections of 

the Library of Congress. These oral histories and related materials serve as a record of American 

veterans’ wartime experiences and as a scholarly and educational resource for Congress and the 

general public. 

I understand that the American Folklife Center plans to retain the product of my participation in 

the VHP, including but not limited to my interview, presentation, video, photographs, statements, 

name, images or likeness, voice, and written materials (“My Collection”) as part of its permanent 

collections. 

I hereby grant to the Library of Congress ownership of the physical property comprising My 

Collection. Additionally, I hereby grant to the Library of Congress, at no cost, the perpetual, 

nonexclusive, transferable, worldwide right to use, reproduce, transmit, display, perform, prepare 

derivative works from, distribute, and authorize the redistribution of the materials in My Collection 

in any medium. By giving this permission, I understand that I retain any copyright and related 

rights that I may hold. 

I hereby release the Library of Congress, and its assignees and designees, from any and all claims and 

demands arising out of or in connection with the use of My Collection, including but not limited 

to any claims for copyright infringement, defamation, invasion of privacy, or right of publicity. 

Should any part of My Collection be found to include materials that the Library of Congress deems 

inappropriate for retention with the collection or for transfer to other collections in the Library, the 

Library may dispose of such materials in accordance with its procedures for disposition of materials 

not needed for the Library’s collections. 

ACCEPTED AND AGREED 

Signature ________________________________________________________ Date ______________ 

month/day/year 

Printed Name __________________________________________________________________________ 

Name of Interviewer (if applicable) __________________________________________________________ 

Relationship to Interviewer ________________________________________________________________ 

Library of Congress American Folklife Center VETERANS HISTORY PROJECT 

R E Q U I R E D 

Veteran’s Release Form 

(See reverse for Interviewer’s Release Form) 

VETERANS HISTORY PROJECT Field Kit 7 
TO BE COMPLETED BY INTERVIEWERS, RECORDING OPERATORS, AND PHOTOGRAPHERS 

(Please circle appropriate category.) 

I, ____________________________________________ , am a participant in the Veterans Hi s t o ry 

Project (hereinafter “V H P”) of the Library of Congress American Folklife Center. I understand that the 

purpose of the VHP is to collect audio- and video-re c o rded oral histories of America’s war veterans and of 

those who served in support of them, as well as selected related documentary materials such as photographs and manuscripts, for inclusion in the permanent collections of the Library of Congress. These oral 

histories and related materials serve as a re c o rd of American ve t e r a n s’ wartime experiences and as a scholarly and educational re s o u rce for Congress and the general public. 

I understand that the American Folklife Center plans to retain the product of my participation in the 

VHP, including but not limited to my interview, presentation, video, photographs, statements, name, 

images or likeness, voice, and written materials (“My Collection”) as part of its permanent collections. 

I hereby grant to the Library of Congress ownership of the physical property comprising My Collection. 

Additionally, I hereby grant to the Library of Congress, at no cost, the perpetual, nonexclusive, transferable, worldwide right to use, reproduce, transmit, display, perform, prepare derivative works from, distribute, and authorize the redistribution of the materials in My Collection in any medium. By giving 

this permission, I understand that I retain any copyright and related rights that I may hold. 

I hereby release the Library of Congress, and its assignees and designees, from any and all claims and 

demands arising out of or in connection with the use of My Collection, including but not limited to 

any claims for copyright infringement, defamation, invasion of privacy, or right of publicity. 

Should any part of My Collection be found to include materials that the Library of Congress deems 

inappropriate for retention with the collection or for transfer to other collections in the Library, the 

Library may dispose of such materials in accordance with its procedures for disposition of materials not 

needed for the Library’s collections. 

ACCEPTED AND AGREED 

Signature ______________________________________________________ Date ____________________ month/day/year 

Printed Name ______________________________________________________________________________ 

Signature of Parent or Guardian (if interviewer is a minor) ____________________ Date ____________________ month/day/year

Printed Name of Parent or Guardian ______________________________________________________________ 

Address __________________________________________________________________________________ 

City __________________________________ State ______ ZIP ______________ - ____________ 

Telephone ( ________ ) - ____________________ Email __________________________ 

Name of Veteran __________________________________________________________________________ 

Partner organization affiliation (if any) ____________________________________________________________ 

Library of Congress American Folklife Center VETERANS HISTORY PROJECT 

R E Q U I R E D 

Interviewer’s Release Form 

(See reverse for Veteran’s Release Form) 

8 Field Kit VETERANS HISTORY PROJECT 
R E Q U I R E D 

Audio and Video Recording Log 

1. Name and address of collector or interviewer. 

Name of Donor/Interviewer ______________________________________________________________ 

Address ____________________________________________________________________________ 

City __________________________________ State ______ ZIP ____________ - ______________ 

Telephone ( ________ ) - ________________________ Email ________________________________ 

Partner organization affiliation (if any) ______________________________________________________ 

2. Name and birth date of the veteran or civilian being interviewed as it appears on the 

Biographical Data Form. 

Name of Veteran/Civilian ____________________________________ Birth Date __________________ month/day/year 

3. Recording format (please check) 

VIDEO type: Betacam ❑ VHS ❑ 8mm ❑ High-8 ❑ DVD ❑ Other ❑ ______________________ 

(identify) AUDIO type: Cassette ❑ CD ❑ Digital (DAT) ❑

4. Estimated length of recording (in minutes) ____________________ Date of Recording ______________ 

5. Location of recording __________________________________________________________________ 

6. Please log the topics discussed in the interview in sequence. 

For example: 

1:45 enlisted with best friend 22:30 on board troop ship to Europe 

2:50 chose Signal Corps and reasons why 26:30 part of 2nd wave at Omaha Beach on D-Day 

Minute Mark Topics presented in order of discussion on recording 

____________ __________________________________________________________________ 

____________ __________________________________________________________________ 

____________ __________________________________________________________________ 

____________ __________________________________________________________________ 

____________ __________________________________________________________________ 

____________ __________________________________________________________________ 

____________ __________________________________________________________________ 

(Continue on back or on additional sheets as needed.) 

VETERANS HISTORY PROJECT Field Kit 9 
Minute Mark Topics presented in order of discussion on recording 

____________ ________________________________________________________________________ 

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10 Field Kit VETERANS HISTORY PROJECT 
Photograph Log 

Photographic prints should be numbered with a soft (no.1) pencil on the back of the 

photograph in the lower-right corner. If the back is too slick to write on, enclose each 

photograph in a labeled envelope. Please do not use a pen or marker to label prints. 

Photographers should sign a release form when possible. If more than eight photographs 

are submitted, please make photocopies of the second page of this form to complete. 

Name of Veteran/Civilian ______________________________________ Birth Date ____________________ 

month/day/year 

PHOTOGRAPH # 1 

Place ________________________________________________________ Date____________________ month/day/year 

Description ____________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

PHOTOGRAPH # 2 

Place ________________________________________________________ Date____________________ month/day/year 

Description ____________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

PHOTOGRAPH # 3 

Place ________________________________________________________ Date____________________ month/day/year 

Description ____________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

(Continue on back.) 

VETERANS HISTORY PROJECT Field Kit 11 
(You may photocopy this side of the form to use for additional photographs if needed.) 

PHOTOGRAPH # ___ 

Place __________________________________________________________________ Date ________________
 month/day/year


Description ____________________________________________________________________________________


____________________________________________________________________________________________ 

____________________________________________________________________________________________ 

PHOTOGRAPH # ___ 

Place __________________________________________________________________ Date ________________
 month/day/year


Description ____________________________________________________________________________________


____________________________________________________________________________________________ 

____________________________________________________________________________________________ 

PHOTOGRAPH # ___ 

Place __________________________________________________________________ Date ________________
 month/day/year


Description ____________________________________________________________________________________


____________________________________________________________________________________________ 

____________________________________________________________________________________________ 

PHOTOGRAPH # ___ 

Place __________________________________________________________________ Date ________________
 month/day/year


Description ____________________________________________________________________________________


____________________________________________________________________________________________ 

____________________________________________________________________________________________ 

PHOTOGRAPH # ___ 

Place __________________________________________________________________ Date ________________
 month/day/year


Description ____________________________________________________________________________________


____________________________________________________________________________________________ 

____________________________________________________________________________________________ 

12 Field Kit VETERANS HISTORY PROJECT 
Manuscript Data Sheet 

Please complete this form when donating letters, diaries, and other printed and handwritten 

manuscripts to the Veterans History Project. It is to be used in conjunction with the 

required forms. 

1. Name of donor. 

Name of Donor/Interviewer ______________________________________________________________ 

Telephone ( ________ ) -________________________ Email __________________________________ 

2. Name of veteran/civilian. 

__________________________________________________________________________________ 

3. Types and dates of manuscripts submitted, for example: 

Diary, November 20, 1942–February 17, 1944; Service records, 1951–1953; Letters, 

1969–1972; Commendations, 1991; Unpublished memoir, 2001; etc. 

Title of Item: ________________________________________________________________________ 

Topic: ______________________________________________________________________________ 

Description: __________________________________________________________________________ 

__________________________________________________________________________________ 

Title of Item: ________________________________________________________________________ 

Topic: ______________________________________________________________________________ 

Description: __________________________________________________________________________ 

__________________________________________________________________________________ 

Title of Item: ________________________________________________________________________ 

Topic: ______________________________________________________________________________ 

Description: __________________________________________________________________________ 

__________________________________________________________________________________ 

4. Number of items: ______________________ Is this an exact ❑ or estimated ❑ figure? 

5. Number of pages: ______________________ 

VETERANS HISTORY PROJECT Field Kit 13 
6. If these items are copies of originals, identify when the copies were made. Please note that the 

Veterans History Project encourages you to donate the originals to the Library of Congress or 

another trusted institution for long-term preservation and for access by researchers. 

Copies ❑ Originals ❑ Mixed ❑

Form(s) of reproduction: ________________________________________________________________________ 

__________________________________________________________________________________________ 

Date(s) reproduced: __________________________________________________________________________ 

__________________________________________________________________________________________ 

Location of originals: __________________________________________________________________________ 

__________________________________________________________________________________________ 

7. Describe the scope and content of the manuscripts by addressing the following: 

Please identify by name the writers and recipients of the letters and other documents. What is 

their relationship to the veteran or civilian whose name appears on the Biographical Data Form? 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

What are the most interesting/important topics and events described in these documents? 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

8. Have any of these materials been published, or have copies of them been donated elsewhere? If 

so, please provide full citation of the publication or the location of the copies. 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

14 Field Kit VETERANS HISTORY PROJECT 
BEFORE YOU SUBMIT

Did you remember to:

• Make a copy for yourself and/or veteran

• Include registration form (if you registered online)

• Complete all required forms (Biographical Data Form, release forms, audio/video log)

• Label all tapes and remove tabs

• Complete photograph or manuscript logs if appropriate
Veterans History Project

American Folklife Center

Library of Congress 

101 Independence Ave., SE 

Washington, DC 20540–4615

tel: 202–707–4916

msg: 1–888–371–5848 

fax: 202–252–2046 

email: vohp@loc.gov 

www.loc.gov/vets/