SUBJECT: Routine searching of auxiliary records in Records Reconstruction Branch

1. Purpose.  This memorandum issues and transmits instructions for use by routine search personnel in the auxiliary file of Search and Control Section, Records Reconstruction Branch.

2. Applicability.  This memorandum is for the information and guidance of Records Reconstruction Branch search personnel insofar as their searching duties are concerned.  Organizational records searching is not addressed in this issuance.  This issuance is most specifically for the GS-3 routine searcher.

3. Instructions. This memo is intended for use in conjunction with NPRC Memo 1865.104, General background and reference information concerning Records Reconstruction Branch.  The instructions for routine searching are contained in the attachment.  This memorandum:  Chapter 1 contains general information and instructions; and Chapter 2 contains instructions for processing specific type.

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

NA Form 13096, Finding Aid Report
NA Form 13105, NPRC Search Request and Reply
VA Form 70-3101-4, Request for Information
DAS Form 54, Request for Official Military Personnel File, Microfiche, or Paper Document.
AF Form 652, Request for Loan of Master Personnel Record
 

DAVID L. PETREE
Director

1. Purpose.  This memorandum transmits a page change to NPRC 1865.106.

2. Explanation of change.  Only distribution of this memorandum is changed to include personnel who search organizational records (OR) in Correspondence Section 2 of the Records Reconstruction Branch (NRPMR-B).

3. Instructions.  Distribution of this change sheet is made to all personnel as shown below.  Since no changes have been made to the original instructions, the Attachment is distributed only to the OR searchers.

DAVID L. PETREE
Director

1. Purpose.  This memorandum transmits revised pages for NPRC 1865.106.

2. Explanation of changes.  This memorandum has been revised to add the NRPMR-S searching responsibilities for Letterman General Hospital medical cards (QM C), California Military Benefit Cards (QT D), Korean Casualty File (QT K), and the Surgeon General's Office (SGO) Hospital Admission Card File (QT H).  The memo provides search processing instructions and samples of these records.  In addition, the memo reflects that NRPMR-S searches for POW information is limited to Korean service only with the inclusion of all WWII service in the auxiliary registry file (QT W).

3. Instructions.

     a. Remove pp. 1/2 of ch. l and insert revised pp. 1/2.

     b. Remove pp. i and ii of ch. 2, Table of Contents, and insert revised pp i and ii.

     c. Remove pp. 1 thru 4 of ch. 2 and insert revised pp. 1 thru 4.2.

     d. Remove pp. 7/8 of ch. 2 and insert revised pp. 7/8.

     e. Remove pp. 19 thru 26 of ch. 2 and insert revised pp. 19 thru 30.

DAVID L. PETREE
Director

 

Figure 1-10.1	Common arrangement of records in aisles 1 through 4
Figure 1-10.2	Common arrangement of records in aisles 5 through 9

 

Figure 2-2.1	Sample search requests
Figure 2-2.2	Sample search requests using NA Form 13105, NPRC Search Request and Reply
Figure 2-4.1	Sample U.S. Army search request, DAS Form 54, Request for Official Military Personnel File, Microfiche, or Paper Document
Figure 2-4.2	Sample U.S. Air Force search request, AF Form 652, Request for Loan of Master Personnel Record
Figure 2-5	Sample chargeouts showing entry of charge code
Figure 2-7.1	Sample of single name pay voucher
Figure 2-7.2	Sample of multiple name pay voucher
Figure 2-7.3	Sample of multiple name discharge order
Figure 2-8.1	Sample of clinical record
Figure 2-8.2	Sample of medical card from Letterman General Hospital
Figure 2-9	Completion of request for QM E record
Figure 2-9.1	Sample of California Military Benefit Card (application and related DD-214)
Figure 2-9.2	Sample of coded SGO information on microfiche and related printout with interpreted codes
Figure 2-9-3	Sample page from Korean Casualty File
Figure 2-10	Sample of Philippine POW card
Figure 2-14	Sample completed NA Form 13105 for SN Index search
Figure 2-15	Sample completed NA Form 13105 for SN Index search initiated by NRPMR-S
Figure 2-17	Sample primary and secondary guides for VA Index
Figure 2-18	Sample completed NA Form 13105 for VA Index search
Figure 2-19	Sample completed NA Form 13105 for VA Index search initiated by NRPMR-S

1. Searcher's responsibility and purpose.  The primary mission of the Center is answering requests for information concerning records in the physical custody of the National Personnel Records Center (NPRC).  Inquiries cannot be answered unless the pertinent records are located.  The conscientious searcher, who has a personal commitment to providing efficient service to the requester, helps the Center fulfill its mission by displaying initiative and imagination in his/her efforts to locate records.  In Records Reconstruction Branch a significant amount of searching is conducted in the auxiliary file.

2. Auxiliary file.  The auxiliary file of the Records Reconstruction Branch consists of all records (paper, microfiche, and microfilm) which are used to assist in the records reconstruction process.  Consult NPRC 1865.104, General background and reference information concerning Records Reconstruction Branch, for a complete description of all records included in the auxiliary registry file.

     a. Searching responsibilities in the auxiliary registry file.  Only the following types of auxiliary registry file records are searched by routine searchers in the Search and Control Section (NRPMR-S):

QM C - clinicals (to include Letterman General Hospital on microfilm)

QM D - discharge orders

QM E - enlistment registers

QM P - pay records

QT D - California Military Benefit Cards (microfilm source)

QT H - Surgeon General's Office (SGO) Hospital Admission Card File (microfiche source)

QT K - Korean Casualty File (microfiche source)

QT * - American Battle Monuments

Service Number Card File (microfilm source)

VA Master Index Card File (microfilm source)

JAG Tapes (microfilm source)

     a. ALWAYS replace a record/document removed from the file area with a properly completed chargeout.

     b. Follow instructions carefully.

     c. Maintain neat and orderly work areas (including ladders).

     d. Report any records, documents, drawers, or cartons out of place to the supervisor.

     e. Report unsafe conditions or damaged equipment, records, documents, microfilm, or cartons to the supervisor.

     f.  Replace all microfilm, documents, and cartons to their proper location.

4. Safety rules.

     a. Use of ladders.
 

(1)  Face the ladder when pulling or pushing it.

(2)  Place the ladder to avoid excessive reaching.

(3)  While on a ladder, never position yourself directly in front of a heavy carton when removing it.

(4)  Do not lean back on shelving behind you, as the ladder may have a  tendency to slip.

(5)  Do not use a broken ladder.  Report it to your supervisor immediately.

(6)  Do not use an overhead fixture or other object for support.

(7)  Do not place a ladder so that the uprights extend into the main aisles.

(8)  Do not pass a person working on a ladder, unless he/she has been warned.

(9)  Do not touch lights, pipes, overhead fixtures, or obstructions when standing on a ladder.

(10)  Do not work within five feet of a person on top of a ladder.

(11)  Do not use cartons as arm rests when working on a ladder.

(12)  Do not attempt to move a ladder while on it--always descend before moving it.

(13)  Do not leave ladders in the aisles at the end of the work day.  Place them in the designated area by Column D-33.

(1)  NEVER stand or climb on shelves - use ladders.

(2)  Pull out one carton at a time.

(3)  Replace cartons securely on shelving.

     a. Microfilm.

(1)  Carefully feed the film into the microfilm reader.

(2)  DO NOT continue to feed if the film is not feeding properly.

(3)  Repair broken film with splicing tape.  DO NOT use scotch tape or cellophane tape.

     c. Refile.  Refile microfilm periodically throughout the work day.

6. Handling of paper records.  Handle all paper records with extreme care.  The records are from 30-70 years old and are frequently very brittle.  Repair any individual pages that should tear or crack.

7. Photocopying of documents.  Documents that are being photocopies must lie flat on the copy machine surface.  (Any part that is raised off the surface will be blurred.)  Always check copies for legibility and completeness.  If a document is larger than 8 1/2" x 14", the reduction mode on the copy machine shall be used.

8. Batch and assignment of work.  All work is sorted into priority levels immediately after receipt in Search and Control Section.  Work is batched and assigned as necessary to promote efficient processing.  Routine searching shall be performed as soon as possible to minimize the pending workload and unnecessary delay.

9. Routing of work.  At the end of the work day, deliver completed and uncompleted work to NRPMR-S office area.

10. Records arrangements in stack area.  The records stack area of the auxiliary file consists of nine aisles, generally with ten high shelving units, three cube cartons wide.  Within the area there are two basic records arrangements:

     a. Aisles 1 through 4.  Fig. 1-10.1 illustrates the common arrangement of the records on shelving from aisles 1 through 4, however certain areas may differ.

     b. Aisles 5 through 9.  Fig. 1-10.2 illustrates the common arrangement of the records on shelving from aisles 5 through 9, however certain areas may differ.

11. Records locations in stack area.  To locate the appropriate file, refer to the registry numbers posted on the end of each aisle.

12. Routine search in stack area.  A routine search in the stack area requires searching the entire contents of the correct folder, as indicated by the search request.  (See Chapter 2 for instructions on searching microfilm.)

13. Positive identification of record.  Compare the search request to the name and service number (SN) of record to confirm positive identification.

1. Processing search requests for QM/QT records.  Consult NPRC Memorandum 1865.104 for descriptions of various QM/QT records, and for information pertaining to the registry numbers and records locations.  The searcher shall search ONLY those items indicated on the search request.  Upon completion of a search ALWAYS initial and date the search request.

2. Forms used for requesting search actions.  A request for a search action may be documented on one of the following:

     a. NA Form 13096, Finding Aid Report (FAR).  On NA Form 13096, the requested search items will be indicated with a "check mark" next to the QM/QT entries.  (See fig. 2-2.1.)

     b. Single sheet FAR.  On a single sheet FAR, the requested search items will be indicated with a "check mark" next to the QM/QT entries.  (See fig. 2-2.1.)

     c. VA Form 70-3101, Request for Information.  On upper portion of VA Form 70-3101 (computer generated) requested search items will be indicated with a "check mark" next to the QM/QT entries.  (See fig. 2-2.1.)

     d. NA Form 13105, NPRC Search Request and Reply.  On NA Form 13105, the requested search items will be indicated on the left side of the form.  (See fig. 2-2.2.)  The right side of the form shall be completed by the searcher.

NOTE:  This form may be used for requesting searches in the stack area, on microfilm, or on microfiche.

3. Processing priority search requests.  Priority search requests (e.g., red tags, Congressionals) will be hand delivered to searchers.  Routine search procedures shall be followed, except that the searcher shall immediately conduct the search and deliver the inquiry and records to NRPMR-S office area.

4. Processing search requests from sources other than Records Reconstruction Branch.  Search requests from sources other than Records Reconstruction Branch are ALWAYS processed by furnishing photocopies of requested records.  A copy of all documents shall be made regardless of the number that may be involved.  Searcher shall initial and date request form.  Seefigs. 2-4.1and 2-4.2 for samples of the most common types of these requests.

5. Charging out records. ALL RECORDS REMOVED FROM THE FILE AREA MUST BE CHARGED OUT.

NOTE:  Records are removed from the file area ONLY if the inquiry/search request will be forwarded to Records Reconstruction Branch, Correspondence Sections (NRPMR-A/B).

     a. Definition.  A chargeout is a signal inserted in the file in place of a record/document indicating:

(1) What record has been removed;

(2) Where the record was sent;

(3) When the record was removed (date); and

(4) The identity of the person who removed the record (usually a searcher.)

     b. Types of chargeouts.  The following forms are used to chargeout records:

(1) NA Form 13013, File Chargeout Card.  NA Form 13013 is a reusable form, therefore, all prior entries must be crossed out.  (See fig. 2-5 for sample of completed chargeout.)

NOTE:  Searcher shall write the date color code and case routing code in the space marked "charged to."

(2) NA Form 13096, Finding Aid Report (FAR).  The FAR is printed in duplicate with interleaved carbon.  Use the card weight FAR copy as the chargeout.  Searchers shall write the date color code, the date of chargeout, and their initials on the FAR.  (See fig. 2-5.)

NOTE:  If the case routing code is illegible on the card weight FAR copy, the searcher shall write in the code.

(3) VA Form 70-3101-4, Request for Information.  When processing search requests using VA Form 70-3101-4, the hardback copy (page 4) is used as the chargeout.  Searchers shall write in the date color code, the date of chargeout, and their initials.  (See fig. 2-5.)

NOTE:  If the case routing guide is illegible on page 4, the searcher shall write in the code.  If the record to be charged out is shown on the VA-3101 continuation sheet only, the searcher shall "check mark" the registry number on the continuation sheet chargeout card and attach it to the VA 3101 request.

     a. Chargeouts.  When a search is made and the requested document has been previously charged out of the file, the pertinent chargeout information shall be reported on the FAR/search request.  Next to the appropriate entry write, "c/o ; case routing code; date color code, and date charged out."  (Example:  c/o RC4 GB2 10-1-86.)

NOTE:  Frequently, more than one of the same type of QM or QT record is indicated on the FAR/search request.  For example, there may be three (3) "QM P" entries checked on a FAR, indicating that a search action is required for all three "QM P" entries.  In these cases, if one or more of the requested records has been previously charged-out, write the registry file number of the document(s) found in the upper right hand corner of the corresponding document(s).  This action shall be taken in addition to recording the charge-out information on the FAR/search request.

     b. Negative searches.

(1) Auxiliary stack area.  When the requested document is not found in the folder, write "not found in folder" on the FAR/search request next to the appropriate entry.

NOTE:  Before reporting a negative, the searcher shall:

• double check to be sure the correct carton and folder are being searched
• check the entire box to be sure the folder has not been misfiled or slipped underneath other folders.

(2) Microfilm/microfiche.  To report a negative search of microfilm/microfiche, the searcher shall complete the block in the lower right hand corner of NA Form 13105, indicating the sources searched.  If the film/fiche skips the veteran's name or SN, or if it is blurred or illegible, the searcher shall make a notation at the bottom of NA Form 13105.

(3) Negative searches on priority request.  Negative searches for priority requests (e.g., red tag, Congressional) shall be reported in the same manner as described above, except the searcher shall deliver these requests to the supervisor for a verification search.

     a. Single name document.  A single name document may either be one single sheet or a group of documents.  For example, a single name pay voucher may have an attached order listing several names.  This is still considered to be a single name document.  The requested document or group of documents shall be removed from the file and a chargeout inserted in its place.  (See fig. 2-7.1 for sample of single name pay voucher.)

     b. Multiple name document.  The multiple name document shall only be removed from the file for photocopy purposes.  When returning the document to file take extreme care to refile in the correct folder.

(1) Multiple name pay voucher.  On a multiple name pay voucher the searcher shall normally photocopy four pages:

• front cover
• reverse of the front cover or the page containing the discharge authority (usually page 2)
• any additional pages where the individual's name and signature appears.


Using the red ink pen place a check mark next to the veteran's name wherever it appears on the voucher.  (See fig. 2-7.2.)

(2) Multiple name discharge order.  On a multiple name discharge order the searcher shall photocopy the first page (front) of the order.  If the veteran's name appears on this page it is not necessary to copy the reverse side of the order.  If the veteran's name does not appear on the first page of the order, then copy both sides of the order.  The front page usually contains the discharge authority.  Using a red ink pen place a check mark next to the veteran's name where it appears.  (See fig. 2-7.3.)

     a. Paper records.  After making positive identification of the QM C record, the searcher shall remove the requested record from the file and insert a chargeout in its place.  (See fig. 2-8.1 for sample of clinical record.)

     b. Microfilm record.  A QM C service code on a FAR can represent the existence of a Letterman General Hospital record which is stored on microfilm in the NRPMR-S office area if the QM C indicates box locations 7174-7176,  7195-7198, or 7200-7228.  Correspondence technicians will request a copy of the medical card from the Letterman General Hospital microfilm when the requester indicates treatment at this facility.  After locating the subject record on the microfilm the searcher shall attach a blowback copy of the medical card to the search request.  (See fig. 2-8.2 for sample of the medical card from Letterman General Hospital.)

9.  Processing search request for QM E record.  The date of enlistment is recorded by service number on various pages of ledgers or on individual documents within a folder.  Once the correct name and service number are located, the enlistment date shall be written next to the appropriate entry on the FAR/search request.  (See fig. 2-9.)

9.1. Processing search request for QT D record.  This microfilm source is located in the NRPMR-S office area.  After identifying the appropriate record(s) on the microfilm, the searcher shall attach a blowback copy of the application and the DD-214, if available, to the search request.  (See fig. 2-9.1 for sample of record.)

9.2. Processing search request for QT H record.  The microfiche listing of SGO information is located in the NRPMR-S office area.  After identifying the subject coded information on the microfiche listing, the searcher shall make a blowback copy of the microfiche page and attach it to the search request/inquiry.  (See fig. 2-9.2 for a sample of coded record.)  The search request/inquiry shall then be placed in a designated location in the Section.  Further  processing in NRPMR-S will require the codes to be entered into the computer screen format which interprets each code and generates a printout in duplicate.  (See fig. 2-9.2 for a sample of the computer printout.)

9.3. Processing search request for QT K record.  The microfiche listings of the Korean Casualty File (QT K) are located in the NRPMR-S office area.  Upon identifying the subject veteran on the microfiche, the searcher shall attach a blowback copy of the applicable information to the search request.  (See fig. 2-9.3 for sample of record.)

10. Processing search request for QT P record.  After making positive identification of the QT P record, the searcher shall remove the requested record from the file and insert a chargeout in its place.  (See fig. 2-10 for sample of Philippine POW index card.)

12. Service Number Index Tape (SN Index).

     a. Background.  The Service Number Index Tape (SN Index) provides Army WWII enlistment/reenlistment dates.  The microfilm covers the period from January 1, 1940 through September 1946.  Computer cards were completed for each veteran.

     b. Location.  The SN Index tapes are filed in microfilm file cabinets located in the NRPMR-S office area.

     c. Purpose.  The purpose in searching the SN Index is primarily to verify/furnish the date of enlistment/induction.  The cards record the following information:  service number, name, date of enlistment (or reenlistment), rank at time of enlistment, and in some cases, the year of birth.

13. SN Index - File system and organization.  The cards on the tape are arranged in service number order.  Tapes 1 through 21 contain information on Army WAC's.  (These may be shown with an "A" before the service number.)  The remaining tapes contain information on male service personnel.

NOTE:  Some of the service numbers below 1,000,000 may be duplicated with the WAC service numbers.

14. Processing search request for SN Index.  Search requests for SN Index are usually processed using NA Form 13105.  The dates on the tapes are shown military style (i.e., day, month, year).  Example:  enlistment date on the card is "190942."  The searcher shall write the date "09-19-42" on NA Form 13105.  (See fig. 2-14.)

     a. Before and after dates.  When requested, the searcher shall furnish the dates of enlistment for the individuals shown immediately "before and after" the service number of the individual originally searched.  Show the "before and after" enlistment dates, automatically, whenever the entry date is after June 1945.  If the requested service number is skipped on the film, furnish the service number "before and after" with the enlistment dates.  Specifically annotate that the dates furnished are "before" and "after" dates on NA Form 13105.

     b. E.R.C. STATISTICAL.  Some of the SN Index cards also carry a notation which reads:  "E.R.C. STATISTICAL."  This notation stands for "Enlisted Reserve Corps."  In these cases the date the veteran began active duty may differ from the date the veteran enlisted in the reserve.  If "E.R.C. STATISTICAL" is noted on the card indicate "ERC" on NA Form 13105 next to the date of entry.

15. SN Index search initiated by Search and Control Section.  The batch clerk shall review completed actions on QM/QT searches and determine those requiring a subsequent SN Index search.  The searcher shall prepare and complete NA Form 3105 as shown in fig. 2-15.

16. VA Master Index Tape (VA Index).

     a. Background.  Prior to January 1972, the Veterans Administration (VA) maintained a card index with the name and partial information about each veteran who had insurance applications and conversions, and veterans who had filed claims with their agency.  There were also cards for veterans who were paid a World War I bonus.  This card system covered the period from 1917 to January 1972, and contained the names of over 34,000,000 veterans.  In 1974, the NPRC was able to obtain a copy of this microfilm index.  The VA has retained the Master Card File.

     b. Location.  The VA Master Index tapes are filed in microfilm file cabinets located in the NRPMR-S office area.

     c. Purpose.  The purpose in searching the VA index is to verify/furnish the requested service information as indicated in NA Form 13105.  This may include name, service number, date of birth, VA claim #, dates of entry and discharge, home address at time of enlistment/induction, VA insurance numbers, and in some cases, the first organization to which the individual was assigned.

17. VA Index - File system and organization.

     a. Time Periods.  The cards were put on the microfilm according to the VA breakdown of the fifty-six year time span into two periods:

"Prior Wars" -- 1917 through September 19, 1940

"World War II" -- September 20, 1940 to January 1972

     b. Card File Description.  Within each period the VA Master Index cards are filed under a library type system.  The arrangement is essentially alphabetical within preselected PRIMARY and SECONDARY guides.

(1) PRIMARY guides.  The PRIMARY guides are short surnames or the first part of a surname. Typical PRIMARY guides are:  DALF, followed by DALK, and between these two guides will fall such surnames as DALFino, DALGetty, DALHaus, DALIcandro, and DALJesus.  (See fig. 2-17.)

(2) SECONDARY guides.  Within the segment covered by each PRIMARY guide, the cards are arranged alphabetically within the selected SECONDARY guides, consisting of one or more first name initials.  SECONDARY guides usually follow this pattern:

       A & B

       C

       D & E

       F & G

       H & I

       J & K

       L & M

       N thru S

       T thru Z

Each PRIMARY guide segment is repeated, i.e., started again at the beginning for each of these nine SECONDARY guide segments.  This means that for the PRIMARY guide cited
in subpar. 17b(1) (DALF thru DALJ), there will be nine separate alphabetical runs.  (See
fig. 2-17.)

     c. Additional search information.  The searcher shall use the following information in locating the requested name on microfilm:

(1) Identical names.  If there is more than one card for the same name, the names will be in date of birth order.

(2) Last names beginning with "MC" or "MAC."  Last names beginning with "MC" or "MAC" are filed together on the tapes.

(3) Hyphenated last names.  Hyphenated last names are generally run together, but may also be filed with the first part showing on the tape as the last name, and the second part as the first name.

(4) Common names.  When searching a given name that is common and only the middle initial is shown on NA Form 13105 (e.g., Jones, John J.) search all names with only that middle initial, as well as all middle names beginning with that initial.  If, however, the middle name is given, first search the middle name and if not found, then the initial only (i.e., Jones, John Joseph and then Jones, John J.).

19. VA Index search initiated by Search and Control Section.  The batch clerk shall review completed actions on QM/QT searches and determine those requiring a subsequent VA Index search.  Searcher shall prepare and complete NA Form 13105 by furnishing ALL the information as shown on the VA Index card.  (See fig. 2-19.)

20. Processing search request for "POW" information.

     a. Background and procedures for positive search.  A request for "POW" information requires searching Air Force paper records or Army microfiche (QT K POW microfiche) listings of Korean Prisoners of War in alphabetical order.  The paper records/fiche furnish the individual's name, SN, rank, component, and dates of capture and release to military control.  The paper records/fiche are located in the NRPMR-S office area.  After positive identification, the searcher shall furnish the dates of capture and release on the request form (usually NA Form 13105).

     b. Negative search.  If the search of the appropriate record is negative, the searcher shall subsequently search the microfilm of the Foreign Claims Settlement Commission and furnish applicable information.  This microfilm is located in the NRPMR-S office area, and is also listed in alphabetical order.

21. Processing search request for "JAG Tape."  A search request for "JAG Tape" requires searching microfilm for a court martial index card.  These tapes are divided into two alphabetical runs.  The first run covers Army, 1917 to 1949, and Air Force (Air Corps and Air Service), 1917 to 1948.  The second run covers Army from 1950 to 1959.  The cards are arranged alphabetically by surname.  The earlier set of cards contains name, serial number, rank, organization, general court martial order and record numbers, and date registered in JAGO.  The later set of cards contains the same information plus age and sentence and confinement dates.  This microfilm source is located in the NRPMR-S office area.  After positive identification, the searcher shall furnish the court martial case number on the request form (usually NA Form 13105).  If Air Force service is indicated, the searcher shall preface the court martial case number with "AFGCM" (Air Force General Court Martial); or "AFSPCM" (Air Force Special Court Martial).