Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0090 - County Veterans Service Offices Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Contact and Inquiry Index Records
Series used to assign, track and retrieve information about claimants
			 seeking veterans' benefits through county Veterans Services Officers. Some
			 contacts do not result in formal action. Records consist of index cards or
			 information sheets, or an electronic index. Information may include veteran's
			 name, birth date, social security number, service number, claim numbers, date
			 file started, dates actions performed, power of attorney designee,
			 beneficiaries names, file status (active/inactive), death date, date file
			 closed and related information. (Minimum retention: 10 years after final case
			 activity)
(2)
Death
			 Certificates
Series provides a record of the death of a veteran and is
			 used to help determine eligibility of heirs and dependents for veterans
			 benefits and to provide copies to heirs and dependents and for reference.
			 Records include copies of death certificates which show deceased name,
			 certificate number, date of birth, date and location of death, cause of death,
			 and certifying signatures. Records may be kept separately or in Veterans Case
			 Files. (Original State of Oregon Death Certificates are at the Oregon Health
			 Division.) (Minimum retention: 20 years)
(3)
Military Discharge Records
Series used to verify and document a veteran's discharge from military service
			 and to determine eligibility to apply for veterans' benefits. Records consist
			 of DD 214 forms and a manual or electronic index. Information includes name,
			 service dates, branch, military history, service number, birth date, Social
			 Security Number, discharge terms, and related information. Records may be kept
			 separately or in Veterans Case Files. (Minimum retention: 75 years after
			 discharge)
(4)
Statistical
			 Reports
Series documents activity levels for various services provided
			 to veterans. Records are used to report to state and federal veterans'
			 departments, county commissioners and others, to prepare budgets, and for
			 research. Records consist of statistical reports. Information may include
			 various categories of services and numbers of activities performed, such as
			 phone, mail and in person inquiries, office visits, home and nursing home
			 visits, interviews, files opened/closed, claims filed, counseling provided and
			 referrals. (Minimum retention: 10 years)
(5)
Veterans' Case Files
Series
			 used to document activities and services performed for veterans and their
			 dependents, heirs and beneficiaries. Series also provides a record of
			 documentation received regarding the eligibility of veterans for state and
			 federal benefits. Records may include but are not limited to interview
			 worksheets; biographical and service information about the veteran and family;
			 interview and contact records (file face sheets); military, Veterans
			 Administration, and civilian medical records; copies of applications and claim
			 forms; military service records including form DD 214s; income verification;
			 residence verification; release authorizations; medal award forms; state and
			 federal benefits award and denial notices; VA claims deadlines sheets; inquiry
			 status sheet; transmittal sheets; copies of service records; copies of marriage
			 and death certificates; loan records; and correspondence. (Minimum retention:
(a) DD214s: 75 years after discharge
(b) Death Certificates: 20 years
(c) Service and medical records: 20
			 years
(d) All other records: 10
			 years after last activity)