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Individual Veterans and Dependents Records

RDA Number
10212
Effective Date
Record Series Abstract
Records consist of personal claims data on veterans, dependents and qualified survivors, including periods of service, race, voter status, social security number, claims filed and awarded, and other medical data required to establish eligibility of claim.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When fully developed claim is transmitted and received by USDVA
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be maintained in paper format until all substantiating information is collected to be transmitted to the USDVA via VETRASPEC. Record is converted to electronic format for submission to USDVA. Paper record will be destroyed one month after submission. Information is electronically available through VETRASPEC (USDVA claims software system) USDVA will maintain these records in accordance with their records retention guidelines.
Allotment Code
32300
Record Location
USDVA VETRASPEC system, accessed through various state of Tennessee Veterans Affairs field offices located across the state
File Arrangement
Alpha and numeric
Date Range
9/2005 - current
Annual Accumulation
6 cu ft, 2GB
Current Volume
120 cu ft of remaining paper records Electronic volume is stored on USDVA Vetraspec system, approximately 10 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Veterans Administration
Essential Record
Yes - Original
Essential Record Stored
VetraSpec, system
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
38 CFR 1.500 et seq
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Record Sample PDF
1474.sample.pdf436.58 KB
System Name
VetraSpec
Hardware Description
The Vetraspec system is a federal system used for generating, storing, and transmitting the disability claims records to the USDVA. System was implemented around 2010. Prior records will be input into the Vetraspec system and then transmitted to the USDVA
Software Description
The Vetraspec system is a federal system used for generating, storing, and transmitting the disability claims records to the USDVA. System was implemented around 2010. Prior records will be input into the Vetraspec system and then transmitted to the USDVA
System Location
The Vetraspec system is maintained on servers governed by the federal government. Records will be maintained by the USDVA in accordance with their records retention guidelines
Backup Procedures
The Vetraspec system is maintained and monitored by the USDVA. All backup procedures are administered by the federal government
Disaster Recovery
The Vetraspec system is maintained and monitored by the USDVA. All backup procedures are administered by the federal government
Data Migration Description
Record information will be input into the Vetraspec system and transmitted to the USDVA
Legacy Revision UUID
1474