Veterans services director clarifies DD214 access, committee accepts two‑year CARES UP grant

Allegany County’s Veterans Service Agency director, Mister Middaugh, told the Personnel Committee on Feb. 4 that confusion over access to DD214 military records stemmed from misunderstandings, not a new local policy, and outlined the legal rules that govern those documents.

Middaugh said federal law (the Privacy Act of 1974) and state rules determine access to military records held by county or state repositories. He said veterans retain the right to obtain copies while alive and an accredited veterans service representative may access files under federal Title 38. He explained that when records are held by county offices they must be secured and that, after a veteran’s death, federal rules seal certain records for 62 years and the county follows a longer state retention period discussed in the meeting (described by staff as 100 years for state‑held files).

The director emphasized practical steps for families: when a next of kin requests records after a death, the office requires proof of relationship (marriage certificate for a spouse, birth certificate or adoption papers for children) and will provide immediate assistance if the paperwork is presented. If the county does not hold the files, staff will help submit an SF‑180 (Request Pertaining to Military Records) to the National Archives to obtain federal records.

Middaugh also addressed earlier local practice in which funeral homes sometimes received copies directly. He said releasing full certified copies to funeral homes without proper authorization is not permitted and that staff now direct next of kin to request records directly so the office can expedite certified copies when appropriate. He noted that some non‑protected information (branch of service, dates of service, character of discharge) can be provided verbally to assist funeral arrangements, while protected identifiers (Social Security numbers, service numbers, exact birthdates) will not be released.

Separately, Middaugh described two grant‑related actions the committee approved. The county will accept and appropriate a $60,000 award from the New York State CARES UP program (Onward Ops), with $30,000 budgeted for each of fiscal years 2026 and 2027. The award includes $20,000 earmarked for a data‑tracking platform to support case management for service members and veterans. Middaugh said the county attorney reviewed a memorandum of agreement for the platform, the vendor returned it with minor modifications, and the county is prepared to sign once the final MOA is received.

Middaugh told the committee the state Office of Mental Health and a partnering public‑private sponsor will fund materials and travel for a mental health first aid training to be delivered at six sites in 2026; the state would pass up to $10,000 through the county to cover associated costs, with no net cost to the county. Details and the contract are pending final review by county counsel.

The director also outlined outreach plans, including exploring a veteran‑focused food pantry and working with local partners to reduce stigma so veterans in small communities will use available services. County legion commander Mister Healy and other members praised the office’s proactive work during the meeting.

The committee approved the grant acceptance and MOA by voice vote; the director said he will forward final contract documents to county counsel for signature and return with any required implementation details.