GS #21: County Veterans Affairs retention schedule.

These records are used to support administrative analysis, program and project planning, procedure development, and programmatic activities. Subject files are generally organized alphabetically by topic. Document types may include special reports, topical correspondence (including electronic mail), research materials, project planning notes, organizational charts, etc. Subject files do NOT include files related to individual program activities, human resources files, and accounting records. For topics of continuing interest, files may be segmented into annual files.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.100; approved 11/6/2007

General correspondence does not pertain to a specific issue or client and it is often organized chronologically or by correspondent's name. General correspondence may include referral correspondence. If the correspondence does pertain to a specific issue or client it should be filed with other relevant records. General correspondence may exist in a variety of formats, including memos, letters, notes and electronic mail messages. This series also includes automated or manual tools that index and/or track when correspondence was received, the topic of the correspondence, who is responsible for responding to the correspondence, and when the correspondence is considered closed for further ti

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.101; approved 11/6/2007

Transitory correspondence is any form of written communication with a short-term interest that has no documentary value and need not be retained more than 30 days. This type of correspondence has limited administrative and evidential value that is lost soon after the communication is received. Transitory messages do not set policy, establish guidelines or procedures, certify a transaction or become a receipt. Examples of transitory correspondence include letters of transmittal that do not add information to the transmitted materials, routine requests for information that require no administrative action, policy decision, special compilation or research. This type of record also includes invitations to work-related events, notifications of an upcoming meeting, and similar records.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.102; approved 11/6/2007

This file will document any requests for information or public records maintained by the veterans affairs office. They may include requests for information, correspondence, a copy of the information released, and billing information.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.103; approved 11/6/2007

These may be electronic or manual planners and calendars that are used to track an individual staff member's work-related meetings, assignments, and tasks. Individual employees are responsible for retaining their planners and calendars for the duration of this retention period.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.104; approved 11/6/2007

These records document staff meetings, meetings with other government agencies, etc. They may include meeting minutes, agendas, and distribution materials, etc. Meeting records may also be retained in subject files, if they relate to a specific project.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.105; approved 11/6/2007

These records document the amount of money that is appropriated for each account and line item for the current and previous fiscal years. They may include budget requests, statistics, budget amendments, budget summaries and balance sheets, etc.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.106; approved 11/6/2007

These files are used to administer grants that are applied for by the office from state, federal and private agencies. Examples of grants include monument restoration, homelessness projects, etc. These files may contain applications, budgets, worksheets, adjustments, plans, rules and regulations, award letters, committee records, grant evaluation and monitoring reports, audits, periodic progress reports, etc.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.108; approved 11/6/2007

These records may include press releases, brochures, newsletters, annual reports and other items that are published by the office. Offices are strongly encouraged to keep one copy permanently for historical purposes.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.109; approved 11/6/2007

These records document office policies, procedures, etc.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.110; approved 11/6/2007

These files document official presentations conducted by the staff. They may contain electronic presentations, speaker notes, formal papers, etc.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.111; approved 11/6/2007

This series includes photographs, news clippings, certificates, awards, etc. that document events and activities of the office. Offices are strongly encouraged to retain select items permanently for historical purposes.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.112; approved 11/6/2007

These narrative and statistical reports are produced on a monthly and annual basis. They document the activities of the office.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.113; approved 11/6/2007

This database is used to keep track of all services that are provided to veterans who contact the office. It may contain the veteran's name, social security number, address, phone number, date and place of birth, case number, military service information, discharge, dependents drawing benefits, types of services provided by the office, dates the services were provided to the veteran, etc.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.200A; approved 11/6/2007

This database is used to keep track of all services that are provided to veterans who contact the office. It may contain the veteran's name, social security number, address, phone number, date and place of birth, case number, military service information, discharge, dependents drawing benefits, types of services provided by the office, dates the services were provided to the veteran, etc

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.200B; approved 11/6/2007

These records are used to keep track of all services that are provided to veterans who contact the office. They may contain the veteran's name, social security number, address, phone number, date and place of birth, military service information, discharge, dependents drawing benefits, types of services provided by the office, dates the services were provided to the veteran, etc. These paper records may not be created any longer, if the county office has switched to a database system.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.201; approved 11/6/2007

These files document which services are provided to a veteran. Some services are provided directly by the county, and some services are provided by the U.S. Department of Veterans Affairs (in which case, the county assists the veteran with applying for the services). These files may contain applications, DD-214, copies of cover letters, rating decisions, etc. These files are kept open until a veteran dies or moves outside of the service district. If the veteran moves, a copy of the file may be requested and sent to the new service district. The DD-214 may be retained permanently (see item #211) or sent to the county clerk for recordkeeping when the file is closed (see General Schedule #6.0417).

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.202; approved 11/6/2007

This index is used to assign file numbers to new clients. It may contain the veteran's name, social security number, file number, input date, etc.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.203; approved 11/6/2007

This index is used to keep track of the location of closed files. It may contain the veteran's name, social security number, file number, file location, etc.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.205; approved 11/6/2007

These records are maintained on veterans who are not applying for services, but are requesting a copy of their military records from the federal government.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.206; approved 11/6/2007

The U.S. Department of Veterans Affairs will guarantee home loans for veterans. These records are maintained on veterans who are not applying for services, but are applying for a home loan.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.207; approved 11/6/2007

The U.S. Department of Veterans Affairs provides burial benefits to veterans. These records are maintained on veterans who are not applying for services, but are requesting a marker, flag, Presidential memorial certificate, etc.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.208; approved 11/6/2007

The county provides burial benefits to eligible veterans. These records are maintained on veterans who are not applying for services, but are requesting funds to assist with the cost of burial

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.209; approved 11/6/2007

The U.S. Department of Veterans Affairs provides free health care to eligible veterans. These records are maintained on veterans who are not applying for services, but are applying for care.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.210; approved 11/6/2007

Veterans may file a copy of the DD-214 that they received when they separated from the armed forces with the county. These records may be retained by the county clerk (see General Schedule #6.0417).

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.211; approved 11/6/2007

These volumes may be compiled by the county to identify residents who served in the armed forces during a particular conflict, such as the Civil War, World War I, Vietnam, etc. They may contain names, contact information, military service information, family information, etc. These records may be retained by the county clerk.

DTMB General Schedule #21 (County Departments of Veterans Affairs), item 21.212; approved 11/6/2007