M21-1 Manual / Part I, Subpart i, Chapter 3

Other Information Disclosures

M21-1, Part I, Subpart i, Chapter 3

Overview

In This Chapter

This chapter contains the topic “Processing Third Party Information Requests.”

1. Processing Third Party Information Requests

Introduction

This topic contains information on processing third party information requests, including

when to make a disclosure of information outside of the Department of Veterans Affairs (VA
use of VA Form 21-0845, Authorization to Disclose Personal Information to a Third Party
VA Form 21-0845 required criteria checklist, and
updating systems for third party disclosure.

Change Date

October 4, 2023

the signature of the individual who is authorizing release of information (Veteran, claimant, or beneficiary) and the date the form is signed
the name and claims folder number of the Veteran/claimant
contact information of the individual who is authorizing release of information, if that individual is not the Veteran
the type of information authorized for release
the length of time authorization is valid, if applicable
a security question and answer
the form date stamped by VA
the form designates only one person or organization, and
if the individual whose information is being released has a court-ordered or VA-appointed fiduciary, the signature of the fiduciary.

Important:

For the purposes of this block, the term “Veteran” refers to the individual

with an established VA claims folder, and
upon whose service VA benefits have been established or requested.

The April 2020 version of the form incorrectly labels the signature block requirement as the Veteran Signature, rather than the appropriate Signature designation.

The signature cannot be someone other than the individual who is authorizing release of information, except in cases where the individual is incompetent. When the individual is found incompetent, the VA Form 21-0845 must be signed by the court-ordered or VA-appointed fiduciary.
If an organization is appointed, the form must also identify the individual(s) within that organization to whom information can be discussed, as indicated in M21-1, Part I, Subpart i, 3.1.b.

Note: If the form does not contain substantially complete information required to authorize access
return it with a letter explaining
the reason for the return, and
the block(s) that must be completed, and
add a Veterans Benefits Management System (VBMS) note stating VA Form 21-0845 returned on MM/DD/YY for completion.

I.i.3.1.d. Updating Systems for Third Party Disclosure

Once the VA Form 21-0845 is deemed acceptable, follow the steps in the table below to update systems for third party information disclosure.

Step	Action
1	Access the VETERAN PROFILE screen in VBMS.
2	Expand the FLASHES section, and select the EDIT button.
3	Verify that Third Party Release flash is not shown in the FLASH table. *Note*: If the flash is already present select the CANCEL button, and go no further.
4	Enter the following text in the FLASH NAME field: Third Party Release select the ADD button, and select the SAVE button.
5	Add the following VBMS note: VA Form 21-0845, Authorization to Disclose Personal Information to a Third Party, received and of record in favor of: [insert the person or organization named in Block 10]. If the claimant selected a limited time frame for the authorization, also note VA Form 21-0845 expires on [MM/DD/YYYY].
6	Upload the VA Form 21-0845 into the claimant’s electronic claims folder, and following confirmation of a successful upload, shred VA Form 21-0845.

Reference: For more information on Centralized Mail intake procedures, see M21-1, Part II, Subpart i, 1.A.

Source: VA M21-1 Adjudication Procedures Manual, M21-1, Part I, Subpart i, Chapter 3 (U.S. government work, reproduced for reference). Browse all sections →