- (1) Military Discharge Records: Series verifies and documents a veteran’s discharge from military service and eligibility for veterans’ benefits. Records consist of DD 214 forms and a manual or electronic index. Records may be kept separately or in Veterans Case Files. Minimum retention: 75 years after discharge.
- (2) Veteran 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 may be kept separately or in Veterans Case Files. (Original State of Oregon Death Certificates are at the Oregon Public Health Division.) Minimum retention: 20 years.
- (3) Veterans’ Case Files: Series documents activities and services performed for veterans and their dependents, heirs and beneficiaries, as well as eligibility of veterans for state and federal benefits. Records may include 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 sheets; transmittal sheets; copies of service records; copies of marriage and death certificates; loan records; and related documentation. Minimum retention: (a) DD 214s, 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.
- (4) Veterans Service Office Contact and Inquiry Index Records: Series documents assignment, tracking, and retrieval of information about claimants seeking veterans’ benefits through county Veterans Services Officers. Records may include index cards, information sheets, and electronic indexes. Minimum retention: 10 years after final case activity.
- (5) Veterans Services Statistical Reports: Series documents activity levels for various services provided to veterans. Minimum retention: 10 years.
Statutes/Other Implemented
ORS 192.005–192.170 & ORS 357.805–357.895
History
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04