Requests received in the NPRC Research Rooms

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
National Personnel Records Center
St. Louis, Missouri 63132-5100

NPRC 1864.112A
March 18, 1994

SUBJECT: Requests received in the NPRC Research Rooms

1. Purpose. This memorandum transmits instructions for processing requests submitted in person in the NPRC Research Rooms.

2. Cancellation. NPRC memorandum 1864.112 is canceled.

3. Reason for revision. This memorandum is revised to update instructions and forms used in processing requests submitted in person in the Research Rooms.

4. Applicability. The provisions of this memorandum are applicable to personnel in correspondence, search, and mailroom operations; and the research room attendants.

5. Instructions. The instructions for processing requests received in the Research Rooms are contained in the Attachment.

6. Forms. This memo makes use of the following forms:

    NA Form 6014, Record of Time of Arrival and Departure from Buildings
    NA Form 13013, File Chargeout Card
    NA Form 13035, Concealment, Removal, or Mutilation of Records
    NA Form 13042, Request for Information Needed to Locate Medical Records
    NA Form 13053, National Personnel Records Center Acknowledgement/Referral
    NA Form 13055, Request for Information Needed to Reconstruct Medical Data
    NA Form 13068, Walk-In Request for OPM Records or Information
    NA Form 13075, Questionnaire About Military Service
    NA Form 13087, Request for Records
    NA Form 13113, Chargeout/Cross Reference
    NA Form 13132, Accounting of Disclosure
    SF 127, Request for Official Personnel Folder
    SF 180, Request Pertaining to Military Records
    DD Form 214, Certificate of Release or Discharge from Active Duty

DAVID L. PETREE
Director

TABLE OF CONTENTS
CHAPTER 1. INQUIRIES RECEIVED IN THE RESEARCH ROOM AT 111 WINNEBAGO
Paragraph Title	Paragraph Number
Walk-ins	1
Investigators	2
Other requesters	3
Information sheets	4
Request form	5
Requests for General Reference Branch records	6
Requests for Civilian Reference Branch records	7
Research requests requiring a record (S/research)	8
Research requests requiring a transcript of the record (C/4 research)	9
Fees	10

Figure 1-4

National Personnel Records Center Information Sheet - Civilian Records

CHAPTER 2. INQUIRIES RECEIVED IN THE RESEARCH ROOM AT 9700 PAGE
Paragraph Title	Paragraph Number
Security in the Research Room	1
Information sheet	2
Processing request of veteran, next of kin, personal representative, or researcher	3
Processing request of visiting Federal or state agent and multiple-record requests from researcher	4
Telephone requests	5
Prompt service to the requester	6
Correspondence section responsibilities in providing photocopies of documents and screening records	7
Disclosure of record to veteran or family member	8
Disclosure of record to veteran's representative	9
Disclosure of record to Federal or state investigative agent	10
Disclosure of record to insurance agent or commercial investigator	11
Fees	12
Use of red tags	13

Figure 2-2

National Personnel Records Center Information Sheet - Military Records

CHAPTER 1. INQUIRIES RECEIVED IN THE RESEARCH ROOM AT 111 WINNEBAGO

1. Walk-ins. Walk-ins are individuals making a request in person concerning their own records. They are not required to sign in because they are not given access to the building or records. Walk-ins receive copies of requested information and/or documents from the record.

a. If the requester asks to review an Official Personnel Folder (OPF), he/she is advised of the agency having legal custody of the record and is told to contact that office for a review of the record.

b. If the requester asks to obtain information and/or copies of documents from an OPF, he/she must provide proper identification, including:

(1) a document bearing individual's name and photograph (preferably a driver's license or state identification card); or

(2) a document bearing the individual's signature.

2. Investigators. Investigators are individuals representing governmental agencies and/or private industry who request disclosure of information from the record. Proper identification must be provided. The name of the investigator's agency and/or private employer is listed on a roster giving him/her authority to review OPF's. The roster is maintained by the Research Room attendant. Investigators are required to enter information on NA Form 6014, Record of Time of Arrival and Departure from Buildings.

3. Other requesters. Persons other than those described above who are requesting access to another individual's record must provide the appropriate release authorization.

4. Information sheets. All requesters of civilian records, whether agents of a routine use, representatives of private industry, or private citizens, should review the National Personnel Records Center Information Sheet - Civilian Records (see fig. 1-4) before their requests are submitted. Requesters of military dependent medical records should review the National Personnel Records Center Information Sheet - Military Records (see fig. 2-2). The attendant refers to the information sheets to ensure the appropriate release authorization has been provided.

5. Request form. The Research Room attendant asks the requester to prepare NA Form 13068, Walk-in Request for OPM Records or Information, to include:

a. all identification needed to locate the record;

b. what document or information is sought by the requester;

c. whether the reply is to be mailed or picked up; and

d. the requester's name and address.

6. Requests for General Reference Branch records. When a request is made for military dependent medical records, IRS records, Postal Data Center records, and other local Federal agency records, the Research Room attendant informs the General Reference Branch. The Chief, General Purpose Section, will come to the Research Room and obtain the necessary information about the record from the requester. In the Section Chief's absence, the Assistant Branch Chief or Branch Chief will assist the requester. If the requester is a walk-in, the General Reference Branch representative will also request the appropriate identification for the individual to review records or documents.

7. Requests for Civilian Reference Branch records. The Research Room attendant processes these requests in the following manner:

a. Investigators. Standard Form 127, Request for Official Personnel Folder, is used to request OPF's. Query the on-line system for a record location, attach the pullslip to the SF 127, write on the pullslip the agency abbreviation; e.g., FBI, CIA, etc. and send to the Search and File Section for the retrieval of the record. If the investigator is not on-site and will return at a later date, the record is placed in the investigative file cabinet.

b. All other requests. Query the on-line system for a records location. Page the supervisor assigned to walk-in requests. Immediate action will be taken to retrieve the record.

8. Research requests requiring a record (S/research).

a. Search and File Section. Consult latest revision of NPRC 1867.59, Searching for Official Personnel Folders and other GS-3 operations in the Civilian Reference Branch, Search and File Section. Place requested record in the "Research Room" box located in the Section.

b. Screening. The supervisor or designee screens the record for medical, confidential, and refile material in accordance with the latest revisions of NPRC 1867.6, Release and access guide for Official Personnel Folders, and NPRC 1867.47, Screening the official personnel folder to comply with general and specific agency restrictions. Print "SCREENED" in large letters on the pullslip and initial the document. Also determine if the requester represents a routine use of the requested records.

(1) Routine use. If the requester represents a routine use of the records, and the documents requested are releasable, forward the request and releasable documents to the Research Room. The registry number is written on any material that is screened out because it is not releasable, and such material is refiled.
(2) Non-routine use. If the requester does not represent a routine use of the records and/or none of the documents requested are releasable to the requester, forward the case to the Correspondence Section for reply. Notify Research Room attendant of the action taken.

c. Research Room.

(1) Observing review of record. The attendant logs in each record received from the Search and File Section and checks to make sure that the record has been screened. If the record has not been screened, it is returned to the Search and File Section. The record is provided to the requester to review in the Research Room. Records reviewed by agents are assigned by date and time. The attendant observes all requesters reviewing records to see that records are not removed or damaged during the review.

(2) Accounting of disclosure. The investigator, after reviewing the record, completes an accounting of disclosure for inclusion in the record. The accounting of disclosure can be a form generated by the agency represented, or NA Form 13132, Accounting of Disclosure, provided to the requester by NPRC. ALL AGENTS must complete an accounting of disclosure statement, unless they represent the agency which is the legal custodian of the record. The accounting must include:
     (a) the date of the review;
     (b) the purpose of the review (explain why the record was reviewed);
     (c) the nature of the records reviewed (personnel, medical, etc.); and
     (d) the name, address, and telephone number of the agency which reviewed the record. (The name of the agent may also be supplied in addition to the agency's name, but this is not required.)
(3) Records returned/held for review. All agents return folders, or other records reviewed, to the Research Room attendant upon completion of review, or at the end of the work day. The record will be held in the files of the Research Room until the review is completed, or for five work days, whichever is shorter. Agencies may request records held in the Research Room for a longer time, provided specific arrangements are made with the approval of the Assistant Director for Civilian Records.
(4) Review of accounting of disclosure. The attendant reviews returned records for accounting of disclosure statements before folders are sent to the Search and File Section for refile. The attendant reports any improperly completed disclosure statement, or noncompliance with the accounting of disclosure requirement, to the Assistant Director for Civilian Records.

9. Research requests requiring a transcript of the record (C/4 research).

a. Search and File Section. Follow procedures as outlined in latest revision of NPRC 1867.59, Searching for OPF and other GS-3 operations in the Civilian Reference Branch, Search and File Section. Forward completed action to the Correspondence Section for reply.

b. Correspondence Section. Reply to the inquiry in accordance with the latest revision of NPRC 1867.7, Furnishing verification of service. File copy of request and reply into the record as an accounting of disclosure. Give reply and inquiry to supervisor upon completion. The supervisor takes reply and a copy of inquiry to the Research Room.

c. Research Room. After accounting of disclosure is completed, the investigative folder log is maintained at the Research Room desk and is annotated by the Research Room attendant as to the date the record is returned to file.

10. Fees. Commercial agents and private researchers should be informed of the Center's fee requirements. See the latest revision of NPRC 1852.2, Information and instructions on fee cases (111 Winnebago), ch. 5.

CHAPTER 2. INQUIRIES RECEIVED IN THE RESEARCH ROOM AT 9700 PAGE

1. Security in the Research Room. The Research Room attendant is responsible for maintaining security for all records and information in the Research Room. When the regular attendant leaves the room for any reason, including lunch or break, a substitute must remain in the room if agents are working there. During such times the door is locked to visitors. If a problem with security is encountered at any time and cannot be resolved, the attendant contacts a security guard or the Assistant Director for Military Records.

a. Visitor sign-in. Each visitor must sign NA Form 6014, Record of Time of Arrival and Departure from Buildings, and provide what the form requires. The sign-in list helps to deter-mine the sequence in which visitors came to the Center in case there is a question about the priority in which visitors are serviced. (However, if it is apparent that the visitor will have to be referred elsewhere--most frequently this would be to ARPERCEN--the visitor does not sign in.)

b. Identification. All visitors, receiving information or photocopies and those reviewing records, must present proper identification.

(1) Comparison of signature. Those who choose to wait (or return later) for copies must provide identification at the time the record/copies are presented. The Research Room attendant establishes the identity of a veteran, next of kin, or personal representative by comparing the signature, date of birth, etc., as it appears on the copies, with some form of personal identification such as a driver's license, identification cards, credit cards, passport, etc.
(2) Agents and investigators. Federal, state, or commercial agents must provide credentials issued by the employer. Only properly identified investigative representatives of those agencies which the Department of Defense and the U. S. Coast Guard have given routine use status may review records in connection with employment matters, security clearances, investigations, etc. See apps.A through E of the latest revision of NPRC 1865.16, Release and access guide for military personnel and related records at NPRC, for lists of routine uses for each records system. Commercial agents must provide the veteran's authorization, or the authorization of the next of kin.

c. Safeguarding records. All visitors (including agents) who are in the process of reviewing records must be monitored at all times to prevent possible alteration, destruction, or removal of documents from the folder. When veterans, their representatives, or other authorized individuals (excluding agents and investigators as defined in subpar. (2), above) are reviewing the records, they must be accompanied by a technician from the appropriate correspondence section. The group of persons allowed in the reviewing area at any one time should be limited to a number that can be effectively observed.

2. Information sheet. The Research Room attendant refers to the National Personnel Records Center Information Sheet - Military Records to ensure the appropriate release authorization has been provided. A copy of the information sheet should be provided to the requester. (See fig. 2-2)

3. Processing request of veteran, next of kin, personal representative, or researcher.

a. Research Room attendant.

(1) Request forms. Provide an SF 180, Request Pertaining to Military Records, NA Form 13042, Request for Information Needed to Locate Medical Records, or NA Form 13055, Request for Information Needed to Reconstruct Medical Data, to obtain basic identifying data on the veteran. This also ensures that the request is in writing, which is a requirement of the Privacy Act. The Center can best serve the requester by helping him/her determine the documents or information he/she is seeking.
(2) MPR holdings. Query the on-line system to ascertain if the record is in the custody of Center holdings. If not, refer the requester to the appropriate office.
(3) Fire-related records. Provide an NA Form 13075, Questionnaire About Military Service, if the requested records are within the fire-related blocks. Inform the requester that the Center may be able to verify basic service data if we receive adequate and accurate identifying information to begin the process. If the visitor has brought any military documents or letters, photocopy them and attach them to the NA Form 13075.

(4) Reply by mail. Encourage the visitor to accept the reply by mail. If the request is to be answered by mail, attach a special Research Room red tag. (See par. 13)
(5) On-site reply. If the visitor insists on waiting or wants to return to the Center to pick up photocopies or to review the record(s), telephone the appropriate correspondence section to advise of that fact. Screening a record prior to permitting a visitor to review it may take an hour or longer; thus, the visitor should be advised to allow sufficient time for the record or copies to be made available. Do not offer same day service for requests for: organizational records; DD Form 214, Certificate of Release or Discharge from Active Duty, when it is for reenlistment purposes; or complete copies. These will be mailed. If the veteran lives in the area and requests a review, offer to schedule a time for the review in 24 to 48 hours. If the veteran is from out of town, try to arrange for same day review. The veteran must fill out an NA Form 13035, Concealment, Removal, or Mutilation of Records, at the time the record is made available for review.
(6) Verification of data. Prior to releasing the photocopies, verify that requested data has been provided, and compare signatures on the documents with those of the veteran.
(7) Amended request. If the visitor requests additional documents, amend the original request to indicate that additional information is requested or have the veteran complete another request form.
(8) Interfile material. Ensure that any newly-created documents, such as a release authorization or copy of the request, are forwarded to the correspondence section for interfiling in the veteran's folder.

b. Correspondence section. The correspondence section to which the request is sent does the deleting and photocopying. If the response is to be mailed, the correspondence section does so, completing the case. However, if the visitor prefers to pick up the copies, the correspondence section forwards them to the Research Room, while retaining the folder until the copies are presented to the requester and it is certain that the folder is no longer needed.

4. Processing request of visiting Federal or state agent and multiple-record requests from researcher. The requester must submit a separate NA Form 13087, Request for Records, for each record being requested. The Research Room attendant queries on-line system and electronically transfers request for a record to appropriate search section. The attendant retains one copy of NA Form 13087 for the suspense file in the Research Room. Any negative request is returned to the requester with a suggestion about where the record is probably located, or what additional information is needed.

5. Telephone requests. If visiting agents ask how to submit requests by telephone, tell them that all requests must be submitted in writing. The telephone in the Research Room is for internal use only and then only by Center personnel. Visiting Federal, state, and commercial agents have access to a public telephone in the lobby.

6. Prompt service to the requester. If the visitor is waiting, the request requires fast action.

a. Research Room. The Research Room attendant is the Director's representative in dealing with the public. The record must be available at the specified time. If the requester insists on waiting or returning the same day, the attendant telephones the correspondence section and obtains an estimate of when the record will be available.

b. Correspondence section. The supervisor or designee should give a realistic but appropriate estimate of the time that will be required to provide the record. If the record will not be available because it is charged out, incomplete, etc., the supervisor will call to notify the Research Room attendant immediately. Each employee involved in the case must be aware of the importance of keeping the Research Room attendant apprised of the status of the search and/or preparation of the record for review. Any reason for delay should immediately be made known to the Research Room attendant. If there are strict time limits, the documents/record is hand-carried to the Research Room.

7. Correspondence section responsibilities in providing photocopies of documents and screening records. When a request requires photocopies of documents only, each document should be reviewed for restricted information. A request to review a record requires that the entire folder be screened according to current release policies. Remember that the source of the request determines the screening process; some documents which may be reviewed by Federal agents cannot be examined by other visitors, including the veteran. (See latest revisions of NPRC 1865.16, Release and access guide for military personnel and related records at NPRC1865.51, Request for replacement of separation documents, and 1864.108, Screening of military personnel and medical records for on-site review at NPRC or for disclosure through photocopies.)

8. Disclosure of record to veteran or family member. An archives technician (GS-6 or above), from the correspondence section with physical custody of the record, must be present in the Research Room while the record is being reviewed. Prior to review, the technician asks the veteran for identification and compares the evidence provided with information contained in the record. If the veteran asks if certain documents have been removed from the folder, explain that the Privacy Act of 1974 and Department of Defense regulations do not allow access to certain types of information. If the veteran persists in demanding to see the restricted records, contact the section chief for further assistance. Once the review is complete, the technician verifies that a copy of the veteran's request has been placed in the folder.

9. Disclosure of record to veteran's representative. Provisions of par. 8 are applicable. In addition, a written authorization from the veteran, specifically designating the representative to be given access to review the record, is required. The technician should compare the signature with the signatures available in the record.

10. Disclosure of record to Federal or state investigative agent. Only properly identified investigative agents of Federal and state agencies which are routine uses of the records system may review records in connection with employment matters, security clearances, investigations, etc. See latest revision of NPRC 1865.16.

a. Observing review of record. These agents do not have to be accompanied by Center personnel on a one-to-one basis as do the veteran or the veteran's personal representative. These agents must complete the review within the Research Room within sight of the attendant.

b. Accounting of disclosure. These agents are also subject to all applicable provisions of the Privacy Act, including completing an accounting of disclosure regarding their access to the folder. Also, an adequate accounting of disclosure must be put into each record when it is reviewed by a non-DoD agent. The accounting of disclosure must include:

(1) the date of review;
(2) the purpose of the review (explain why the record needs to be reviewed);
(3) the nature of the records reviewed (personnel, medical, other, etc.); and
(4) the name of the agency and the address of the agency which reviewed the record. (The name of the agency may also be supplied in addition to the agency's name, but this is not required.)

NA Form 13087 is used as the accounting of disclosure. The Research Room attendant periodically checks the records which have been reviewed (before sending them to be refiled) to determine if there is a completed form that fulfills the requirements.

c. Requests to remove documents. Federal agents may ask to temporarily remove certain documents for use by their agencies. Refer all requests to the appropriate branch chief, who applies the procedures in NPRC1865.58, Occupant agency access to records in NPRC.

11. Disclosure of record to insurance agent or commercial investigator. Provisions of par. 10 are applicable. Also, make sure the agent or investigator:

a. has the written authorization of the veteran or the veteran's next of kin in order to review the military personnel or medical records;

b. completes a copy of NA Form 13035; and

c. puts the veteran's authorization (or the next of kin's) in the record.

12. Fees. Commercial agents and private researchers should be informed of the Center's fee requirements. See the latest revision of NPRC 1852.l, Information and instructions on fee cases (9700 Page).

13. Use of red tags.

a. Research Room. Attach a special Research Room red tag to each request to be answered by mail. Query on-line system. Send positives to appropriate search section for action. Send negatives to Inquiry Analysis Section for action. Write on the request, "Mail Response."

b. Inquiry Analysis Section. Refer negative Research Room red tag requests to the appropriate branch of service or VA for reply. Notify requester of referral by using NA Form 13053, National Personnel Records Center Acknowledgement/Referral.

c. Reference branches and Records Reconstruction Branch. Research Room red tag cases must be assigned for immediate service.

Figure 1-4: National Personnel Records Center Information Sheet - Civilian Records

NATIONAL PERSONNEL RECORDS CENTER
INFORMATION SHEET -- CIVILIAN RECORDS
111 Winnebago St., St. Louis, MO

HOURS: 7:30 A.M. to 3:45 P.M., Monday through Friday except for legal holidays.

ACCESS TO OFFICIAL PERSONNEL FOLDERS: Access to Official Personnel Folders (OPF's) in the physical custody of NPRC is strictly regulated by the legal custodian of the record. The NPRC, as the physical but not the legal custodian of retired OPF's, is allowed to comply with only certain limited types of requests for access to information/documents.

ROUTINE USES: Routine uses of a record are compatible with the purpose for which the record was created. Routine uses of the records system are permitted access without the written authorization of the subject of the record. Routine uses are designated by the agency that has legal custody of the system of records involved. Lists of routine uses for all systems of records maintained by Federal agencies are published in the Federal Register.

RELEASABLE INFORMATION:

1. The only information releasable by NPRC to other than routine uses of the records, WITHOUT the former employee's written authorization, is information designated as releasable under the Freedom of Information Act. The releasable information is: position title, all past and present grades, past and present salaries, and past and present duty stations of a particular individual.

2. Information releasable by NPRC to non-routine uses of the records, WITH the former employee's written authorization, is limited to a transcript of employment, including the Freedom of Information Act (FOIA) items listed above, and copies of specific documents in the OPF.

3. Determination of releasability, and release of any other information to non-routine uses from the OPF's in the custody of NPRC must be made by the creating agency. NPRC routinely forwards requests for access to other information in the OPF's to the creating agency. A requester may contact the agency retaining legal authority of the record.

REQUIREMENTS OF A WRITTEN AUTHORIZATION:

1. Under the provisions of the Privacy Act of 1974, we must have the written consent of the individual whose records are involved before considering your request for access to a record (except for the FOIA items listed above). If the individual named in the record is mentally incompetent, the legal guardian must sign the release. (The legal representative or guardian must furnish a copy of the court appointment.)

2. All authorizations must be signed by the subject of the record. If the subject is unable to write (cursively), a printed signature is sufficient. If the subject is unable to write or print his/her name, the authorization (an "X" will be sufficient) must be witnessed by two adults other than the agent or representatives of the agent's company. The witnesses must also sign and date the authorization.

3. All authorizations granting a third party (attorney, subject's representative, company, or agent) the right to receive copies of specific documents in an OPF, or a transcript of service, must be dated.

4. The authorization remains in effect for one year from the time the subject signs and dates the authorization. We cannot honor authorizations which are more than one year old.

5. An authorization granting a third party the right to receive copies of specific documents, or a transcript of service, should specify that the custodian of the personnel record, or the National Personnel Records Center, St. Louis, Missouri, is authorized to disclose personnel records to an agent of a designated company.

a. If the authorization specifies only medical records, personnel records will not be released, and vice versa if the authorization specifies only personnel records.
b. The Center will not honor vague authorizations which have been passed from one company or one person to another. The authorization must specify the person who or the company whose agent is authorized access.
c. The Center will not honor vague authorizations which do not specify that the subject of the record realizes that his/her personnel record will be reviewed.

6. Please submit either the original request containing the subject's signature, or a clear photocopy or carbon copy. If, on the authorization submitted, it appears that the signature block or any other portion has been altered in any manner, this Center will not honor the request.

SUBMISSION PERIOD PRIOR TO REVIEW: If you submit a request in person at the Research Room, please allow at least sixteen work hours to elapse after submission before returning to the Center. Because of the large volume of requests received here daily, it takes approximately sixteen (16) work hours to discover the location of a record, have it searched, and then have it brought to the Research Room. If you submit a request by mail, please allow at least seven (7) work days to elapse after submission before coming to this Center for the copy(ies) or transcript. This allows the Postal Service several days to deliver the request. NOTE: This time schedule does not apply to individual requesters inquiring about their own records.

RECORDS HELD AT THE RESEARCH ROOM: Once a record has been located and sent to the Research Room, it will not be held in the files in that office for longer than five (5) work days. If you will not be able to come to the Center within ten (10) days of the time you mail your request (we allow seven (7) days for delivery and processing time), please indicate on the request the probable day you will arrive at the Center to review the record. If there is a considerable time span between the date of submission and the planned date of review, your request will not be processed until several days before your scheduled arrival.

ACCOUNTING OF DISCLOSURE: Every agent of a routine use of a records system (other than the subject of a record) who reviews a record on file at NPRC must provide an accounting of disclosure for the record. If the agent/representative cannot provide a disclosure form, the Center will provide a suitable form to be completed by the agent/representative. The accounting must state:

1. the date of review;

2. the purpose of the review;

3. the nature of the records reviewed (personnel, medical, etc.); and

4. the name of the agency and address of the agency which reviewed the record. (The name of the agent may also be supplied, in addition to the agency's name, but this is not required.)

Records will be reviewed before being refiled to determine compliance with this requirement.

Figure 2-2: National Personnel Records Center Information Sheet - Military Records

NATIONAL PERSONNEL RECORDS CENTER
INFORMATION SHEET -- MILITARY RECORDS
9700 Page Ave., St. Louis, MO

HOURS: 7:30 A.M. to 3:45 P.M., Monday through Friday except for legal holidays.

REQUIREMENTS OF A WRITTEN AUTHORIZATION:

1. Under the provisions of the Privacy Act of 1974, we must have the written consent of the individual whose records are involved before considering your request to review a record. If the person is mentally incompetent, the legal guardian must sign the release. (The legal representative or guardian must furnish a copy of the court appointment.) Although the Privacy Act does not apply to the records of deceased individuals, Department of Defense instructions indicate that we must have the written consent of the next of kin if the individual is deceased. For purposes of the release authorization, the next of kin is defined as any of the following: unremarried widow or widower, son, daughter, father, mother, brother, or sister.

2. All authorizations must be signed by the subject of the record. If the subject of the record is unable to write (cursively), a printed signature is sufficient. If the subject of the record is unable to write or print his/her name, the authorization (an "X" will be sufficient) must be witnessed by two adults other than the agent or representatives of the agent's company. The witnesses must also sign and date the authorization.

3. All authorizations granting a third party (attorney, subject's representative, company, or agent) the right to review a military personnel or medical record must be dated.

4. The authorization remains in effect for one year from the time the subject or his/her next of kin (if the subject of the record is deceased) signs and dates the authorization. We cannot honor authorizations which are more than one year old.

5. An authorization must specify that the veteran is authorizing the release of military personnel and/or medical records, or dependent's medical records. While it is not necessary that the authorization itself name the recipient, it must be clear that the veteran who signed the authorization intended whoever had control of the records to release them to the requester. It is sufficient that another piece of paper (transmittal) indicates where the copies or information will be sent.

a. If the authorization specifies only medical records, personnel records will not be released, and vice versa if the authorization specifies only personnel records.
b. The Center will not honor vague authorizations which have been passed from one company to another. The authorization must specify the company whose agent will complete the review and/or to furnish information/photocopies from the record..
c. The Center will not honor vague authorizations which do not specify or imply that the subject of the record realizes that his/her military record will be reviewed and/or photocopied.

6. An agent or subject's representative will not be allowed to review or to photocopy documents from either the military personnel or medical portions of the record unless the subject's authorization specifies that he/she is authorizing the company's agent or representative to review and photocopy portions of the personnel or medical records.

7. You must submit either the original request containing the subject's signature or a clear photocopy or carbon copy. If, on the authorization submitted, it appears that the signature block or any other portion has been altered in any manner, this Center will not honor the request.

SUBMISSION PERIOD PRIOR TO REVIEW: If you submit a request in person at the Research Room, please allow at least ten (10) days to elapse after submission before returning to this Center to review a record. Because of the large volume of requests received here daily, it takes approximately ten (10) days to discover the location of a military record, have it searched, and then have it brought to the Research Room.

If you submit a request by mail, please allow at least two (2) weeks to elapse after submission before coming to this Center to review a record. This allows the Postal Service several days to deliver the request.

RECORDS HELD AT THE RESEARCH ROOM: Once a military record has been located and sent to the Research Room, it will not be held in the files in the office for longer than thirty (30) days. If you will not be able to come to the Center within thirty (30) days of the time you mail your request (we allow ten (10) days for delivery and processing time), please indicate on the request the probable day you will arrive at the Center to review the record. If there is a considerable time span between the date of submission and the planned date of review, your request will not be processed until several days before your scheduled arrival.

ACCOUNTING OF DISCLOSURE: Every agent or routine use of a records system (other than the subject of a record) who reviews a record on file at NPRC must provide an accounting of disclosure for the record. If the agent/representative cannot provide such a form, the Center will provide a suitable form to be completed. The accounting must state:

1. the date of review;

2. the purpose of the review;

3. the nature of the records reviewed (personnel, medical, etc.); and

4. the name of the agency and address of the agency which reviewed the record. (The name of the agent may also be supplied in addition to the agency's name, but this is not required.)