Record Keeping - Judge Advocate - July '10 TVV

Judge Advocate
Many documents on file at the post, particularly DD214s, contain non public, personal information that has nothing to do with Legion eligibility and is really nobody’s business but the member’s. While the post might still need to review such forms, we don’t, necessarily, need to retain a copy of them. It’s for that reason that the post’s Executive Committee has decided the post will no longer retain copies of DD214 or other documents containing non public personal information about members.
We live in more complex times than when the practice of collecting discharge documents began decades ago and protecting personal privacy is more significant these days. States, like Missouri, are taking privacy and military discharge information more seriously too. For example: Missouri now has a law (RSMO 59.480), essentially “locking up” DD214s many veterans recorded at their county court house, denying public access to those forms. (But the veteran can still access his/her DD214 on public record). Even more federal laws have been recently placed on the books, like the FACT Act, a law specifically addressing Identity Theft and giving consumers and active duty military personnel special rights and remedies.
Granted, there might be occasional aggravations because of not retaining copies of your discharge documents. Because we will no longer have your personal documents on file, it might be necessary to ask you to provide documentation later to resolve an issue or question. But the protection of our members and the post far outweighs any future inconvenience getting rid of these documents might cause.
Even if you’re asked to submit documentation in the future, it does not, necessarily, mean the post has to keep a copy of it. Depending on the reason for the request, the document can be reviewed, needed information noted on post records, and you can have the document back for safekeeping.
If you have submitted your DD214 or another form of eligibility documentation and you want it back, you can pick it up between the hours of 11AM and 2PM on July 6th, 7th, and 8th, 2010. After that, discharge documents will be destroyed.
We will only surrender your document to you personally and you must show photo ID. We will not mail your document. We will not release your document to anybody but the veteran whose name is on it.
NOTICE TO MEMBERS
THE POST’S EXECUTIVE COMMITTEE HAS DECIDED THAT PROTECTING THE PRIVACY AND CONFIDENTIALY OF PERSONAL, NON PUBLIC INFORMATION ABOUT MEMBERS SHOULD BE GIVEN GREATER PRIORITY AND HAS DECIDED THE POST WILL NO LONGER RETAIN COPIES OF DD214 FORMS AND OTHER DOCUMENTS CONTAINING SUCH INFORMATION.
IF YOU WANT TO PICK UP YOUR DD214 OR OTHER DISCHARGE DOCUMENT, YOU MAY DO SO BETWEEN THE HOURS OF 11AM AND 2PM JULY 6TH, 7TH, AND 8TH, AT THE POST.
IF YOU WANT YOUR DOCUMENT BACK, YOU MUST PICK IT UP IN PERSON, WE WILL NOT RELEASE IT TO ANYBODY BUT THE VETERAN WHOSE NAME IS ON IT.
YOU MUST PROVIDE PHOTO ID.
DOCUMENTS NOT PICKED UP WILL BE DESTROYED.
Larry Skouby