CORONAVIRUS (COVID-19) RESOURCE CENTER Read More
Add To Favorites

Smyth County Circuit Court clerk's office helps veterans with discharge papers

Smyth County News & Messenger - 6/12/2017

The Smyth County Circuit Court clerk's office is offering a free service for veterans that will help men and women who are discharged from military service keep up with their discharge papers, commonly referred to as DD214s.

According to Joe Rogers, deputy clerk, for many years the circuit court office has documented and retained discharge records for veterans. The clerk's office has several large books stored in the vault that contain the files. An index book makes it easy to find the veteran's file should the need arise.

In 2014, Rogers said, his office decided to store the forms electronically, so he began scanning the paper copies into the computer.

"We thought it would be good to have this recorded in the computer. It would be a lot easier, would take up less room and use less paper. All of those copies in the books have been electronically stored. We are currently keeping the paper copies, but this practice is likely to cease in the future," Rogers said.

All electronically stored files are backed up nightly at the local courthouse and are also sent to Richmond to the Virginia Supreme Court, where they are backed up twice, making storage of the files very secure.

"So many times veterans do not keep a copy of their 214. They don't know this service is available. We thought it would be good to let people know they can have the forms recorded here. It's similar to having a will recorded here. We keep a will until it is needed by that individual," Rogers said, adding that when veterans or their families need a copy of the DD214, the courthouse provides them with a copy at no charge.

There is also no charge to have the DD214 recorded. A veteran would simply stop by the clerk's office and have a copy of the form made from the original. Courthouse staff would scan that copy into the electronic filing system.

"So many veterans do not keep up with their 214. They are getting out to the military. They just want to get home. Sometimes, as veterans get older, they might want to display them. Or, they might put them in a safe place where family members might not be able to find them if the veteran dies. All Marion funeral homes call us to see if we have copies they can use if there's a death of a veteran," Rogers said

He added that the clerk's office is happy to provide this free service to local veterans. Last year he and Smyth County Circuit Court Clerk John Graham attended a meeting of the VFW and presented a program about the service.

"We did a little program about how simple it was to get your 214 and bring it into the circuit court. We'll record it, no fee. If you ever need a copy of it, come by and pick it up, no fee. We had a few people come by and a lot of interest that day and some activity back then. We just want to remind people that the service is available," Rogers said.

He added that veterans might need a copy of their DD214 for employment applications, death benefits and when contacting the Veterans Administration for medical purposes.

Rogers said that if veterans do not have copies of their discharge papers, the clerk's office will assist in obtaining the forms from the Veterans Administration.

"This is a good service for someone that served our country. We like to help the veterans and will be glad to do so," Rogers said.

The courthouse has been accepting and storing DD214s since the 1940s at the end of World War II. Over 5,000 records are currently on file.