Enterprise Records Service (ERS) ensures that all Department of Veterans Affairs (VA) records are managed in the most effective and cost-efficient manner and that VA’s records management practices comply with the Federal Records Act of 1950. Our functions include: providing policy oversight and monitoring compliance for all VA records activities; and processing VA information collection and Release of Names and Addresses (RONA) requests. ERS operates to ensure government accountability, protect the interests of the public, and mitigate records-related litigation risks.
The VA Office of Information and Technology, Enterprise Records Service provides policy guidance for and administration of VA's records management programs and operations.
Title 38 (VA Handbook 6300.6) of the United States Code authorizes the Secretary of Veterans Affairs (VA) to release the names or addresses, or both, of any present or former members of the Armed Forces, and/or their beneficiaries:
- To nonprofit organizations (including Members of Congress) when the purpose of the release is directly connected with the conduct of programs and the use of benefits covered by title 38.
- As part of VA's Outreach Program for advising Veterans of non-VA Federal, State, and local benefits and programs.
- To Federal, State, or local agencies, and to any criminal or civil law enforcement governmental agency or instrumentality charged under law with the protection of the public health or safety if a qualified representative of the agency or instrumentality has made a written request stating the names or addresses will be used for a purpose authorized by law.
- Names and addresses may not be released for such purposes as soliciting memberships for an organization, nor for listing names or inscriptions on monuments or memorials.
- There are two systems used to extract names and addresses;
- Recently discharged Veterans - Veterans Assistance Discharge System (VADS), and
- Veterans currently receiving benefits - Compensation and Pension (C&P), and Education (EDU) systems.
Requests for Veteran or beneficiary names and addresses must be in writing, and should be sent to:
Department of Veterans Affairs
Enterprise Records Service (005R1B)
810 Vermont Avenue NW
Washington, DC 20420
Hotline: (877) 727-7844
Under the Paperwork Reduction Act of 1995, Information requested by Federal agencies, such as VA, are required to report to the Office of Management and Budget (OMB). The act, which went into effect October 1, 1995, requires agencies to plan for the development of new collections of information (ex. Form, pamphlet, questionnaire) and the extension of ongoing collections well in advance of sending proposals to OMB. Agencies must:
- Seek public comment on proposed collections of information through "60-day notices" in the Federal Register;
- Certify to OMB that efforts have been made to reduce the burden of the collection on small businesses, local government and other small entities, and
- Have in place a process for independent review of information collection requests prior to submission to OMB.
VA implemented the National Archives and Records Administration (NARA) Capstone Approach on January 1, 2018, to manage email records in compliance with OMB Directive M-12-18, “Managing Government Records”. The VA Capstone Approach designates electronic mail accounts as being Capstone Officials or Non-Capstone Officials.
Capstone Officials are designated based on the virtue of their work, office, or position and are likely in a primary decision-making role. Capstone Official email records are permanent and will be maintained by the agency for a period of 15 years before being transferred to NARA for preservation.
Non-Capstone Officials are employees who have not been designated as Capstone Officials and whose email records are considered temporary. Non-Capstone email records will be maintained for a period of seven years and will then be deleted unless there is a business requirement to maintain the email records longer according to an approved records control schedule.
The Controlled Unclassified Information (CUI) Program is an executive branch-wide information security reform that standardizes the way agencies handle, mark, safeguard, disseminate, decontrol, and destroy sensitive information. The administration of the CUI Program was first outlined in President Obama’s Executive Order 13556 ”Controlled Unclassified Information” on November 4th, 2010, and later defined by Title 32 of the Code of Federal Regulations Part 2002 (32 CFR 2002).