Military: what you need to know about the digitization, archiving of medical records

In the past year the Coast Guard has shifted to a new electronic medical record system, and in the process has been digitizing service members’ terminated health records after a service member separates or retires. However, that digitization came to a stop in the Spring of 2020 due to the company that was contracted for that service being closed. Now, in January 2022, the Coast Guard has resumed digitizing and archiving service members’ medical records, with the expectation of completion by the end of September 2022. Following this, the service aims to digitize records within 45 days of separation.

What does this mean for me?

The Coast Guard has contracted with the Defense Logistics Agency (DLA) for digitization, electronic archiving, and physical storage of paper Coast Guard health records, and will start with the 9,566 terminated Coast Guard health records that were backlogged awaiting final disposition.

What can I do?

Here are a couple of guidelines for you to follow whether you are separating in the near future or plan to continue your service:

Separating or retiring: You are encouraged to get and/or make a copy of your health record and file for VA benefits as per processes outlined at the VA/DoD eBenefits portal. Additionally, if you are separating or retiring within 90-180 days, you can use the VA Benefits Delivery at Discharge (VA BDD)
All servicemembers: Make and obtain a personal copy of your Coast Guard health record prior to separation regardless of when that may be. If you are referred out for care, make sure all of those notes are in your health care record. It may become difficult to obtain those notes once you separate or if too much time has passed.
Contact a Veteran's Service Organization for assistance in navigating the VA claims process

For more information on these guidelines above, please see the COVID-19: Health Record Disposition Delays Due to COVID-19 Pandemic ALCOAST 102-21:

Please keep in mind that health records are the property of the federal government, and service members will not maintain custody of your original health record.

For general policy and procedural questions, please email the HSWL SC Medical Administration Division health records management team.

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