Recording Military Discharges

RECORDING

A military discharge document must be:

  • Presented in person (not by mail, fax, email, phone, etc.)
  • Presented by an Authorized Party as defined by G.S. 47-113.2(b)(1)
  • An original, carbon copy, or photographic copy issued or certified by an agency of federal or state government
  • Accompanied by the form "Presentation of Military Discharge Document for Recording" signed by an Authorized Party

Note: If the Register of Deeds doubts the authenticity of the document as to whether or not any paper presented for registration is an official discharge from the Army, Navy or Marine Corps of the United States, or an official certificate of lost discharge, G.S. 47-111 authorizes the register to administer an oath to the person presenting the paper. The oath form is at the Register of Deeds office and will be recorded along with the discharge record.

 

COPIES

Certified and uncertified copies must be requested in writing by an Authorized Party using the "Request for Copy" form. 


Completed Request for Copy forms are not public records and may not be viewed by the public.

 

FEE

  • Discharges are recorded at no charge.
  • Certified and uncertified copies are provided to authorized persons at no charge.
  • Uncertified copies that have been on file for over 50 years may be provided to the general public; the uncertified copy fee (.25) applies.

 

AUTHORIZED PARTIES

 

Only authorized persons pursuant to G.S. 47-113.2(b)(1) may record or request a copy of a military discharge document at the Register of Deeds office. Authorized Parties are:

  1. Subject of the record (the veteran)
  2. Veteran's widow or widower
  3. Agents and representatives of the subject authorized in writing:
    • by the veteran or subject's widow or widower in a notarized "Authorization."
    • by a court to represent the subject
    • by the subject's executor acting on behalf of the deceased subject
  4. Authorized agents of the Division of Veterans Affairs, the United States Department of Veterans Affairs, or the Department of Defense or a  court official with an interest in assisting the subject or the deceased subject's beneficiaries to obtain a benefit
  5. Agents or representatives of the North Carolina State Archives

Note:

  • The spouse of the veteran is not listed as an authorized party.
  • The child of the veteran is not listed as an authorized party.
  • Funeral home personnel may request a copy of the discharge by presenting a notarized "Authorization" from the veteran's widow, widower, or executor.

The Rockingham County Veterans' Service Officer is an authorized party and may request the copy or record the discharge on your behalf. If you have questions or need assistance, contact them directly at:

 

Rockingham County Veterans' Service Officer

ATTN: Wanda Lane

P. O. Box 202

Wentworth, NC 27375

(336) 342-8449 

 

AUTHORIZATION AND IDENTIFICATION

  • The veteran who is the subject of the record must present valid identification.
  • The veteran may appoint someone to serve as his/her Agent or Representative. The Representative must present their ID, along with a notarized "Authorization", signed by the veteran authorizing them to act or his/her behalf.
  • The veteran's widow or widower must present veteran's death certificate and identification.
  • The veteran's widow/widower may appoint someone to serve as his/her Agent or Representative. The Representative must present their ID, along with the notarized "Authorization", signed by the veteran's widow or widower authorizing them to act on his/her behalf, and the veteran's death certificate.
  • The veteran's executor acting on behalf of the deceased veteran must present their identification, along with Letters of Testamentary.
  • The veteran's executor acting on behalf of the deceased veteran may appoint someone to serve as his/her Agent or Representative. The Representative must present their identification, along with the notarized "Authorization", signed by the veteran's executor authorizing them to act on his/her behalf, and a copy of the Letters of Testamentary.
  • An attorney-in-fact for either the veteran, the veteran's widow or widower, or the veteran's executor must present their identification, along with the Power of Attorney signed by either the veteran, the veteran's widow or widower, or the veteran's executor giving them the power to act on their behalf.
  • Authorized agents of the Division of Veterans Affairs, the United States Department of Veterans Affairs, or the Department of Defense must present official state or county agency identification, and authorization issued by NC Division of Veteran Affairs*.
  • An authorized court official with an interest in assisting the veteran or the deceased veteran's beneficiaries to obtain a benefit must present the court order and identification.
  • Agents or representatives of the North Carolina State Archives- must present official state agency identification.

*State, district and county officers of the Division of Veterans Affairs have been authorized by the director of NCDVA to act as an Authorized Party. Any representative authorized by the NCDVA may authorize a staff member to act as an Authorized Party. All authorizations of NCDVA will be issued on DVA letterhead and all representatives should be prepared to present an authorization.

 

Authorized Parties must:

  • Complete the "Presentation of Military Discharge Document for Recording" form to record a military discharge. The form is available in our office and must be completed in our office.
  • Complete the "Request for Copy of Military Discharge Document" form to obtain a certified copy or an uncertified copy of a discharge on file less than 50 years. The form is available in our office and must be completed in our office.

 

RESTRICTED ACCESS

 

Effective January 1, 2004, all military discharge documents filed in the Register of Deeds office on or after that date shall be considered a public record with restricted access.

 

Restrictions apply to:

  • All discharges recorded on or after January 1, 2004.
  • Discharge indexes and/or images filed before January 1, 2004 that were recorded in separate books.

Restrictions do NOT apply to:
  • Discharge index entries that do not contain private information.
  • Discharge images (paper, microfilm, or digital images) that were recorded in the real estate records and cannot be separated from those records.
  • Military discharges that have been on file for 50 years or more.
       
       
       

       Rockingham County North Carolina
      Contact Us
      Rockingham County Government
      371 NC Hwy 65
      Reidsville NC 27320
      Phone: 336.342.8100
      Fax: 336.342.8105
       
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