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System of Records (SOR)
45VA21 - Veterans Assistance Discharge System-VA
System location:
Records are maintained at the VA Data Processing Center, 1615
East Woodward Street, Austin, Texas 78772.
Categories of individuals covered by the system:
Individuals (veterans only) released from active military service
from March, 1973, for whom separation documents (i.e., DD Form 214,
215) were received in the Data Processing Center, Austin, Texas.
Categories of records in the system:
The record, or information contained in the record may include
identifying information and military discharge information.
Identifying information may include the following concerning the
veteran: Full name, social security number, service number, dates of
birth. Military discharge information generally includes the primary
military occupational specialty number, entry and release from active
duty, character of service, branch of service, and mailing address at
the time of discharge, amount of education (e.g., high school
graduate or equivalent or not high school graduate or equivalent),
sex, total amount of active service, the dollar amount of
readjustment or severance pay, number of nonpaydays, pay grade,
narrative reason for separation and whether the veteran was
discharged with a disability, served in the Vietnam Conflict,
reenlisted in the military service or received a military decoration
such as a Purple Heart.
Authority for maintenance of the system:
Title 38, United States Code, Chapter 3, section 210(c).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
- The record of an individual who is covered by this system may
be disclosed to a member of Congress or staff person acting for the
member when the member or staff person requests the record on behalf
of and at the request of that individual.
- Any information in this system may be disclosed to a Federal
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision regarding: The hiring,
retention or transfer of an employee; the issuance of a security
clearance, the letting of a contract, or the issuance or continuance
of a license, grant or other benefit given by that agency. However,
in accordance with an agreement with the U.S. Postal Service,
disclosures to the U.S. Postal Service for decisions concerning the
employment of veterans will only be made with the veteran's prior
written consent.
- Any information in this system may be disclosed to a State or
local agency, upon its official request, to the extent that it is
relevant and necessary to that agency's decision on: The hiring,
transfer or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance or continuance
of a license, grant or other benefit by that agency; provided, that
if the information pertains to a veteran, the name and address of the
veteran will not be disclosed unless the name and address is provided
first by the requesting State or local agency.
- Any information in this system may be disclosed to a Federal
agency, except for the name and address of a veteran, in order for
the VA to obtain information relevant to the issuance of a benefit
under title 38 U.S.C. The name and address of a veteran may be
disclosed to a Federal agency under this routine use if they are
required by the Federal agency to respond to the VA inquiry.
- Any information in this system, except for the name and
address of a veteran, which is relevant to a suspected violation or
reasonably imminent violation of law, whether civil, criminal or
regulatory in nature and whether arising by general or program
statute or by regulation, rule or order issued pursuant thereto, may
be disclosed to a Federal, State, local or foreign agency charged
with the responsibility of investigating or prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation or order issued pursuant thereto.
- The name and address of a veteran, which is relevant to a
suspected violation or reasonably imminent violation of law, whether
civil, criminal or regulatory in nature and whether arising by
general or program statute or by regulation, rule or order issued
pursuant thereto, may be disclosed to a Federal agency charged with
the responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official
request.
- The name and address of a veteran, which is relevant to a
suspected violation or reasonably imminent violation of law
concerning public health or safety, whether civil, criminal or
regulatory in nature and whether arising by general or program
statute or by regulation, rule or order issued pursuant thereto, may
be disclosed to any foreign State or local governmental agency or
instrumentality charged under applicable law with the protection of
the public health or safety if a qualified representative of such
organization, agency or instrumentality has made a written request
that such name and address be provided for a purpose authorized by
law.
- Any information, including name and address of a veteran, may
be disclosed to any nonprofit organization if the release is directly
connected with the conduct of programs and the utilization of
benefits under title 38 U.S.C. (such disclosures include computerized
lists of names and addresses).
- A listing of names and addresses of educationally
disadvantaged veterans residing in a specific geographic area may be
disclosed to VA-approved nonprofit educational facilities in order to
aid these facilities in VA outreach programs by permitting direct
contact with the educationally disadvantaged veteran.
- Identifying information may be disclosed at the request of
the veteran to accredited service organization representatives, VA-
approved claims agents and attorneys acting under a declaration of
representation so that these individuals can aid veterans in the
preparation, presentation, and prosecution of claims under the laws
administered by the VA. The name and address of a veteran will not,
however, be disclosed to these individuals if the veteran has not
requested the assistance of an accredited service organization,
claims agent or an attorney.
- The names and addresses and military discharge information
(e.g., job-related information regarding veterans with a certain
primary occupational specialty number) may be disclosed upon official
request to the Departments of Justice, Labor and to the Department of
Health and Human Services, Operation MEDIHC (Military Experience
Directed Into Health Careers) State coordinators. These disclosures
help veterans who were trained in health and other skills while in
the military to learn of career opportunities.
- Any information in this system of records may be disclosed to
the Department of Defense Manpower Data Center, upon its official
request, for statistical compilation of information contained on the
separation documents issued by the Department of Defense. Veterans'
addresses which are contained in this system of records may be
disclosed to the Department of Defense Manpower Data Center, upon its
official request, for military recruiting command needs. Department
of Defense civilian personnel offices' mobilization studies and
mobilization information, debt collection, and Individual Ready
Reserve (IRR) Units' locator services.
- The name, address, date of birth and other identifying data,
including social security numbers, of a male veteran covered by this
system may be released to the Selective Service System for the
purpose of identifying men who served on active military duty, but
failed to register with the Selective Service System upon separation
or discharge from the service; providing the current addresses of
veterans; correcting or supplementing the data which the Selective
Service System receives from Department of Defense separation points;
and ensuring the proper classification of veteraans for induction
purposes in the event of a return to the draft. These records may
also be disclosed as part of an ongoing computer matching program to
accomplish these purposes.
- Identifying information from this system of records,
including name, mailing address, service discharge date, social
security number, date of birth, service branch, gender, disability
status, pay grade, educational level, date of enlistment and the
amount of Servicemen's Group Life Insurance coverage carried at the
time of discharge may be disclosed to the Office of Servicemen's
Group Life Insurance for the purposes of soliciting applications for
life insurance coverage under the Veteran's Group Life Insurance
program.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on magnetic tape.
Retrievability:
Records are retrievable by use of the social security number and
the first five letters of the last name.
Safeguards:
Access to the basic file in the Austin DPC (Data Processing
Center) is restricted to authorized VA employees and vendors. Access
to the computer room where the magnetic tape is located within the
DPC is further restricted to specifically authorized employees and is
protected by an alarm system, the Federal Protective Service, and
other VA security personnel.
Retention and disposal:
Records are retained and disposed of in accordance with
disposition authorization approved by the Archivist of the United
States.
System manager(s) and address:
Director, Compensation and Pension Service (21), VA Central
Office, 810 Vermont Avenue NW, Washington, DC 20420.
Notification procedure:
An individual who wishes to determine whether a record is being
maintained in this system under his or her name or other personal
identifier, or wants to determine the contents of such record, should
submit a written request or apply in person to the Director,
Administrative Service (23), VA Central Office, 810 Vermont Avenue
NW, Washington, DC 20420. Inquiries should include the individual's
full name and social security number.
Record access procedures:
Interested persons seeking information regarding access to and
contesting of VA records may write, call or visit the Director,
Administrative Service (23), VA Central Office, 810 Vermont Avenue,
NW, Washington, DC 20420.
Contesting record procedures:
See Record access procedures above.
Record source categories:
The Department of Defense which provides copies to VA of DD Form
214, Certificate of Release or Discharge from Active Duty, DD Form
215, Correction to DD Form 214, U.S. Public Health Service which
provides copies to the VA of PHS-1867, Statement of Service--
Verification of Status of Commissioned Officers of the U.S. PHS, and
the National Oceanic and Atmospheric Administration which provides
the VA with copies of ESSA Form 56-16, report of separation,
discharge.
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