SUBJECT: General Background and reference information concerning Records Reconstruction Branch

1. Purpose.  This memorandum issues and transmits general background information about Records Reconstruction Branch; and provides basic information for understanding the records reconstruction process.

2. Applicability.  This memorandum is applicable to all Records Reconstruction Branch personnel.

3. Instructions.  General background information and reference material concerning Records Reconstruction Branch are contained in the Attachment.

4. Forms.  This memorandum provides for use of the following forms:

NA Form 13096, Finding Aid Report.
VA Form 3101, Request for Information.

1. General information.

     a. Policy statement regarding lost records.  As a result of the NPRC (9700 Page) July 1973 fire, the Center's responsibility for assisting veterans and their families, as well as providing service to authorized governmental sources, took on a wholly new and greatly expanded aspect.  Regardless of the fact that many master personnel and medical records were lost in the fire, the burden of providing proof of military service remains with NPRC.

     b. Reconstruction through auxiliary sources.  Procedures for responding to reference service requests include responsibility for locating, through auxiliary sources, any existing documentation.

     c. Records Reconstruction Branch (NRPMR).  NRPMR was established to provide reference service and records reconstruction service for U.S. Army and Air Force records lost or damaged as a result of the fire.

2. Fire-related records.  U.S. Army and Air Force records destroyed or damaged by the
July '73 fire include:

    Army WWI   (11/1/12 - 9/7/39)

    Army WWII  (9/8/39 - 12/31/46)

    Army PWWII (1/1/47 - 12/31/59)

    Air Force    (9/25/47 - 12/31/63)
    (with surnames of Hubbard through Z)

    Some Army reservist records through 1963.

     a. "B" registry file.  The "B" registry file was established September 14, 1973, to include all records recovered from fire and water damaged file areas.   As lost records were recovered, a "B" file folder was established and accessioned into the "B" registry file.  These records are stored on the first floor (9700 Page).  During April 1974, use of the "B" prefix was discontinued.

     b. "R" registry file.  The "R" registry file was established in April 1974, and includes file folders established as a result of records reconstruction efforts.  Those records with an "R" prefix registry number up to and including R8025920 are stored on the third floor.  Records with an "R" prefix registry number R8025921 and higher are stored on the second floor, module 10.

     c. "S" registry file.  The "S" registry file (Suspense File) was established in February 1976.  It is maintained by the Search and Control Section (NRPMR-S) as a means of controlling data procurement action requests resulting from efforts at reconstructing records lost or damaged in the fire.  All folders accessioned into the "S" file remain there on a temporary basis.  Upon completion of data procurement and reconstruction actions, the "S" file number is deleted from the computerized index.  If an "R" or "B" prefix registry number is not already assigned, an "R" prefix registry number is assigned and the folder is accessioned into the "R" registry file.

     d. "Auxiliary" registry file.  The "auxiliary" registry file was established in 1974 to include various categories of personnel-related, medical, and payroll records.  This file is used as a supplemental source of information in the records reconstruction process.  See NPRC 1865.111, Internal sources of information used in the records reconstruction process, fig. 1 for specific information found in these records.  Records are added to this file on a continuing basis as new "auxiliary" sources are identified.

4. Service codes and registry number prefixes for the "auxiliary" registry file.  A service code and registry number prefix are assigned to identify the specific type of record in the "auxiliary" registry file.  The codes and prefixes assigned to each type of record are as follows:

QM C -

(a) Army hospital clinical record cover sheets and/or nominal index (admission cards) for military personnel.  The three groups of digits in the registry number designate respectively the box #, folder #, and page #, for the desired record.  (See fig. 1.)

EXCEPTIONS:  For boxes 7174-7176; 7195-7198; and 7200-7228, the first four digits of the registry number are the box number; the last six digits are the clinical registry number sequentially assigned to each record in the box.  (See fig. 2.)

(b) A QM C service code on a FAR can also represent the existence of a Letterman General Hospital record which is stored on microfilm.  The FAR will indicate an index number in the data field normally used for the registry number of the auxiliary file location.  (See fig. 2.)  The first four digits of the index number identify the box containing the appropriate reel of microfilm and the last six digits are the clinical registry number and identifies specific frames on the reels.  The Letterman medical cards will be within the same numbered breaks as shown above.  The microfilm consists primarily of medical cards created during the period 1906 to 1955 at Letterman General Hospital.  The records were prepared for every individual hospitalized at Letterman, and usually show a diagnosis and treatment.  In disability discharge cases they may contain a character of discharge and authority.

QM E - Enlistment/induction service number registers showing date and place of entry into service.  The three groups of digits in the registry number designate respectively the box #, ledger or folder #, and page #, for the desired record.  (See fig. 4.)

QM J - Information from the Judge Advocate General (JAG) microfilm index.  NA Form 13096, Finding Aid Report (FAR), indicates veteran's name, service number, and Court Martial Case Number.  The Case Number is in the last six digits of the data field normally used for registry number auxiliary file location.  (See fig. 5.)

QM P - Pay records (final pay vouchers and payrolls).  The registry numbers for this file concerning World War I and II records designate only the folder in which record is to be found.  (See fig. 6.)  The registry numbers for this file concerning Post World War II and some WWII records designate the box in which the record is located along with a folder # and page #.  (See fig. 7.)

QT D - Indexing information from the California Military Benefit Index Cards.  The FAR indicates an index number in the data field normally used for registry number auxiliary file location.  (See fig. 8.)  The index number identifies specific frame(s) on the microfilm.  The microfilm contains information pertaining to Californians discharged from the armed forces, and, in most cases, a copy of the veteran's separation document.  This file contains information from WWI up to recent times.

QT H - Surgeon General's Office (SGO) Hospital Admission Card File which pertains to data concerning some Army hospital admissions during WWII and the Korean Conflict.  The FAR indicates three groups of numbers in the data field normally used for registry number auxiliary file location.  The three groups of digits designate respectively the listing year, the microfiche page #, and the frame #.

NOTE:  The FAR will NOT indicate the veterans' name, only the service number.  (See fig. 20.)  This information is used to locate each related record on a microfiche listing.  To interpret the coded record a blowback copy is made of the microfiche page.  The codes are then entered to a computer screen format which interprets each code and generates a printout.

QT K - (Korean Casualty File) - Entries on this file appear on the FAR with a "QT" service code and a "K 0000 000 000" registry number.  The FAR identifies a veteran listed in the Korean Casualty File, i.e., casualties and POW's of the Korean Conflict.  (See fig. 9.)  The Korean Casualty File contains three separate microfiche listings, each sorted into a different sequence.  These listings arrange the complete file in alphabetical order; list the veterans alphabetically by home county and state; and provide an alphabetical extract of Prisoners of War.

QT P - (Philippine POW's) - Index cards that contain information on U.S. Army personnel who were stationed in the Philippines in December 1941.  The three groups of digits in the registry number designate respectively the box #, folder #, and item #, for the desired record.  (See fig. 10.)  This file is especially useful in cases involving Philippine Scout service.

QT W - Paper records and back-up microfilm for WWII Prisoners of War listed in alphabetical order.  The FAR indicates veteran's name, service number, date of capture, and date of release or return to military control.  (See fig. 11.)

QT * - A "QT" service code and an "* 0000 000 000" registry number indicates an entry on the American Battle Monuments Commission (ABMC) web pages at www.abmc.gov.  This source of information identifies WWII dead interred in American military cemeteries on foreigh soil and WWII and Korean missing or lost or buried at sea.  (See fig. 12.)

5. Supplemental NPRC auxiliary records sources.  In addition to those auxiliary records entered into the computerized registry system, NPRC holdings include a multitude of supplemental sources of information to assist in the records reconstruction process.  See NPRC 1865.111, pars. 10 thru 14, for supplemental auxiliary records most often used in the records reconstruction process.

6. NCPMR library materials.  The NCPMR library contains important source materials to assist in the reconstruction of records.  Among the vast holdings of source material are:  Records Used in Reconstruction of Military Service Data (which inventories all NPRC auxiliary sources); and the Monograph on Military Personnel and Related Records of the War Department 1912-1939.  These two issuances are invaluable sources for explaining the evolution of the U.S. Army and Air Force, and for introducing typical military documents/records utilized in records reconstruction.

7. Definition of data/records procurement.  A data/records procurement action specifically means seeking additional sources OUTSIDE NPRC (Page) to complete the response to the requester.  It includes requests to NPRC (Winnebago) for additional information, as well as, soliciting other Federal, State, or local agencies for information (see NPRC Memorandum 1865.112, External sources of information used in the records reconstruction process).  A data procurement request does not include organizational or auxiliary records searching at NPRC (Page).

8. Receipt of requests with FAR indicating "B"/"R" file folder(s).  All routine requests with FAR indicating "B" and/or "R" prefix registry number(s) are received in NRPMR with record attached.  If the FAR also indicates a "QM"/"QT" service code, the auxiliary record is not secured prior to receipt in NRPMR.  After analysis of the case, the "QM/QT" record may be subsequently requested by correspondence personnel.

9. Receipt of reference request with FAR indicating "QM/QT" service code.  Requests received in NRPMR, with FAR indicating only "QM/QT" service code, are sent directly from the mailroom to NRPMR-S where they are reviewed by the Analysis and Control Technician.  The technician determines whether the "QM/QT" record should be pulled/searched, or whether an initial data procurement action is more appropriate.

10. Order of precedence in selecting appropriate auxiliary record source.  In some instances, there can be no standard rule for the order in which auxiliary sources are to be used.

     a. Factors to consider.  Decisions regarding which auxiliary source to use shall be determined by examination of various factors involved in the request.  Factors to consider are:  type of information requested; amount and kind of information furnished; period of service involved; and urgency of request.

     b. Use of more than one source.  In most instances information requested may be available from one or more of the many known sources.  It may be necessary to check some of these record sources merely to determine whether the subject did, in fact, serve as claimed or to obtain information to assist in further records reconstruction efforts.

11. Veterans Administration (VA).  The VA is an important outside source of information in the records reconstruction process.  The VA maintains a separate record on each veteran who has received, or is receiving, VA benefits.  For more in-depth information regarding the VA, see NPRC1865.112, Chapter 1.

     a. VA's Beneficiary Identification and Records Locator Subsystem(BIRLS).  After the initial probe of the NPRC Registry System, fire-related requests, from sources other than the VA, are routed by NRPMO-M personnel for a BIRLS probe if no record or if only auxiliary (QM/QT) records are located at NPRC.  The specific location of a VA claim folder is obtained from the BIRLS response.  Upon receipt, the BIRLS response is attached to the corresponding reference request.  See figs. 13, 14, 15, 16, 17 and 18 for samples of BIRLS responses.

     b. BIRLS response with SSAN as claim number.  In the early 1970's, the VA began using an individual's Social Security Account Number (SSAN) as their respective VA claim number.  All BIRLS responses that reference a Social Security Account Number as the VA claim number shall be considered a "negative" BIRLS.  In most cases documentation on file with the VA would not assist in the reconstruction efforts.  (See fig. 17.)

     c. BIRLS response with multiple veterans records.  If NRPMO-M receives a negative response from the initial BIRLS probe, an additional probe may be keyed using the individual's name.  The alpha search may result in a print out with multiple veterans listed.  (See fig. 18.)  Using the data shown on the print out; e.g., SS #, SVC #, EOD, and/or RAD, technicians may be able to identify the veteran who is the subject of the inquiry.

     d. Requests from the VA.  VA offices are required to search all their own records sources before submitting VA Form 3101, Request for Information, to NPRC.  Therefore, requests from the VA are not routed initially for a BIRLS probe.

12. Reference requests not appropriate for reconstruction.  Even though it is determined that a record has been lost in the fire, reconstruction action should not be taken under certain circumstances.  For instructions on removing these requests from the reference service pipeline, see NPRC 1865.107, ch. 1-5.

     a. General rules.  All reference requests shall be reviewed prior to initiating reconstruction efforts for the following:

• for information not releasable under the current release policy and laws
• requests that do not contain sufficient information to reconstruct the record
• requests concerning records for which NRPMR is not responsible for providing reference service.

• any kind of test scores
• birth certificate (not to be confused with requests for birth data, i.e., proof of birth)
• marriage license
• naturalization papers.
• address (if address does not appear in record)

13. Army Reserve Personnel Center (ARPERCEN) computer probes.  In some instances, ARPERSCOM computer probes should be requested in order to determine the status and location of a record.  These probes are primarily used when the requester indicates 20 or more years of service or recent military service.  See fig. l9 for samples of ARPERSCOM computer probes.

14. Referral of auxiliary records and S files.  Auxiliary records (original documents) must not be referred to elements outside of NPRC(MPR).  File folders indicating an "S" prefix registry number (Suspense File) shall not be referred from NRPMR.  The S file must be deleted and accessioned as an R file.  This is commonly referred to as a "Batch 99" action.  See NPRC 1865.107,ch. 1-11 for instructions on accession and deletion actions.

15. Information concerning service numbers.  Occasionally, even though a service number has been furnished by the requester, evidence of service cannot be found.  Perhaps in these instances, efforts to obtain the branch of service and approximate dates of service from the requester have been unsuccessful.  The service number in these cases can be the key to determining era and sometimes branch of service and, in turn, provide a shortcut for determining alternate auxiliary records sources.  Appendix A contains information about service numbers that may assist in the records reconstruction process.