SUBJECT: Miscellaneous correspondence procedures unique to Records Reconstruction Branch

1. Purpose.  This memorandum issues instructions for processing reference service requests in the Records Reconstruction Branch.

2. Cancellation.  This memorandum cancels NPRC 1865.76.

3. Reason for cancellation.  NPRC 1865.76 is canceled in order to update correspondence procedures unique to Records Reconstruction Branch.

4. Applicability.  The provisions of this memorandum are applicable to personnel in the correspondence sections of Records Reconstruction Branch.

5. Instructions.  This memorandum is intended for use in conjunction with NPRC Memorandum 1865.104, General background and reference information concerning Records Reconstruction Branch.  The instructions for processing reference service requests are contained in the attachment.  This memorandum is divided into two chapters to facilitate the use of this memo:   Chapter 1 contains general information and instructions; and Chapter 2 contains instructions for processing specific types of reference service requests.

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

NA Form 13018, Reply to Inquiry(NCP)
NA Form 13024, Delay Notice Card
NA Form 13039, Delay Card (Recon)
NA Form 13038, Certification of Military Service
NA Form 13041, Statement of Service
NA Form 13045, Informal Information Reply
NA Form 13053, Referral Notice
NA Form 13055, Request for Information Needed to Reconstruct Medical Data
NA Form 13062, Release of Information
NA Form 13075, Military Service Questionnaire
NA Form 13075-A, Military Service Questionnaire (FL)
NA Form 1308, NPRC Routing Slip
NA Form 13103, Request for Service Data
NA Form 13105, NPRC Search Request & Reply
SF-180, Request Pertaining to Military Records
VA-3101, Request for Information
DD Form 214, Report of Separation from Active Duty

SUBJECT: Miscellaneous correspondence procedures unique to Records Reconstruction Branch

1. Purpose. This memorandum transmits revised pages for NPRC 1865.107.

2. Explanation of changes. This memorandum has been revised to include instructions pertaining to the early removal of requests from the reference service pipeline; and to reflect current references to related memorandums used in the records reconstruction process.

3. Instructions.

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

Remove pp. 1/2 from ch. 1, and insert revised pp. 1/2, 2.1 and 2.2.

Remove pp. 7/8 from ch. 1, and insert revised pp. 7/8.

Remove app. 1-A from ch. 1, and insert revised app. 1-A.

Remove app. 2-A from ch. 2, and insert revised app. 2-A.
 

SUBJECT: Miscellaneous correspondence procedures unique to Records Reconstruction Branch

1. Purpose. This memorandum transmits revised pages for NPRC 1865.107.

2. Explanation of changes. This memorandum has been revised to reflect the current instructions pertaining to furnishing information from the Surgeon General's Office (SGO) Hospital Admission Card File (QT H) in response to requests from the Veterans Administration.

3. Instructions.  Remove pp. 3 and 4 from ch. 2 (fig. 2-1), and insert revised pages.

DAVID L. PETREE
Director

SUBJECT: Miscellaneous correspondence procedures unique to Records Reconstruction Branch

1. Purpose. This memorandum transmits revised pages for NPRC 1865.107.

2. Explanation of changes. This memorandum has been revised to include Department of Air Force separation program numbers (SPN) and separation program designators (SPD).

3. Instructions.

Remove pp. 5 and 6 from ch. 1, and insert revised pages.

Add fig. 1-13.5 to ch. 1, pp. 45 thru 56.

SUBJECT: Miscellaneous correspondence procedures unique to Records Reconstruction Branch

1. Purpose. This memorandum transmits revised pages for NPRC 1865.107.

2. Explanation of changes. Figure 2-4 has been deleted since instructions for obtaining date and character of discharge from courts-martial records is provided in the latest revision of NPRC 1865.112, External sources of information used in the records reconstruction process, ch. 2, part 3.

3. Instructions. Remove and insert the following pages:

Remove pagesInsert pages

Ch. 2, i and ii Same

Ch. 2, 1/2 Same

Ch. 2, fig. 2-4, 13 thru 22

SUBJECT: Miscellaneous correspondence procedures unique to Records Reconstruction Branch

1. Purpose. This memorandum transmits revised pages for NPRC 1865.107.

2. Explanation of changes. Figure 2-6 has been deleted since instructions for processing requests for retirement points have been included in the latest revision of NPRC 1865.84, Retirement credit points.

3. Instructions. Remove and insert the following pages:

Remove pagesInsert pages

Ch. 2, i and ii Same

Ch. 2, 2 Same

Ch. 2, fig. 2-6, 35/36

 

Figure 1-5.1	Instructions for requests lacking proper authorization
Figure 1-5.2	Sample NA Form 13062 returning inquiry to requester indicating information requested is not available
Figure 1-6	Instructions for telephone technicians on follow-up actions
Figure 1-11	Instructions for records accession and deletion actions
Figure 1-13.1	General guidelines for Army components based on status and date
Figure 1-13.2	Discharge terminology, forms, and applicable dates
Figure 1-13.3	Listing of authorized separation documents by type and date of separation
Figure 1-13.4	Primary Circulars cited and the reason for separation
Figure 1-13.5	Dept. of the Air Force separation program numbers (SPN) and separation programs designators (SPD)
Appendix 1-A	Topical guide for use of NPRC instructions

 

Paragraph Title	Paragraph Number
Coverage	1
Instructions	2

 

Figure 2-1	Instructions for providing service information and medical records to the VA
Figure 2-2	Instructions on requests for replacement of medals
Figure 2-3	Instructions for verifying service pertaining to Philippine Scouts
Figure 2-4	Replaced by 1865.112 (External Sources of Information)
Figure 2-5	Instructions on VA requests involving certification of pay grade
Figure 2-6	Replaced by 1865.84 (Retirement Points)
Figure 2-7	Instructions on VA requests involving eligibility for complete separation
Appendix 2-A	Topical guide for use of NPRC instructions

1. Coverage.  This chapter covers general procedures used in the processing of reference service requests that are unique to Records Reconstruction Branch, Correspondence Sections (NRPMR-A/B). This instruction should be used as a supplement to, NOT A SUBSTITUTION FOR, other NPRC correspondence procedures with Centerwide application. Appendix 1-A provides additional sources of NPRC instructions.

2. Incoming work.  Incoming work in the Correspondence Sections can be divided into two broad categories: reference requests with file folders attached; and reference requests without file folders attached ("papers").  The latter results when computer probes are negative for the "R", "B", and "S" registry files; however, in some cases, auxiliary file records may be attached.

     a. Requests WITH file folders.  Reference requests with "R" or "B" file folders attached are routed to NRPMR-A/B from Search and File Sections.  Reference requests with "S" file folders attached are routed from the Search and Control Section (NRPMR-S).

     b. Requests WITHOUT file folders.  Reference requests without "R", "B", or "S" file folders are reviewed by the Analysis and Control Technician in NRPMR-S to determine the most appropriate initial action within the Records Reconstruction Branch.  These initial actions are most often:

(1) Date procurements.  When an initial data procurement action to a VARO, FRC, or RPC is deemed appropriate, the reference request is forwarded to the data procurement operation in NRPMR-A/B, where the initial data procurement request is initiated.  Upon receipt of the procurement reply, the request with appropriate S-file attached, is assigned to a correspondence technician or aid for completion.

(2) Assignment or referral to correspondence technicians/aids.  Correspondence technicians/aids receive the reference requests with appropriate auxiliary registry file records attached; or without any records attached if no appropriate auxiliary registry file record is identified which would enable correspondence personnel to respond to the request.  These require additional analysis on the part of correspondence personnel to determine the next appropriate action.

• Has the correct record been pulled?  Does the veteran's name, service number, and date of birth on the inquiry agree with those in the record?

• What is the veteran/next of kin requesting?  What must be furnished?  Can the information be reconstructed?  Be alert for more than one request; a situation which may not have been recognized in the mailroom.

• Does the request contain the proper signatory authority? If not, it must be returned.

• Does the record contain an entry date?

• Does the record contain a discharge/release from active duty (RAD) date?

• Has a BIRLS check been made? If so, was the correct name and service number entered?

• Has the VA been contacted and asked to furnish separation document(s) or medical records?

• Has the veteran/next of kin ever been sent NA Form 13075-A, Questionnaire About Military Service (FL), to request all available information?

• Has the VA index or service number (SN) tape been checked?

• Has the requester been sent a delay notice?

• Is the identifying data shown on the folder label correct? This should be checked before dispatching the record.

4. Privacy Act instructions.  Release of information from records obtained from agencies outside NPRC, such as Selective Service System, is not specifically covered by the Department of Defense approved release guide and extreme care must be exercised in releasing such information to "third parties" (see NPRC l865.l6, Release and access guide for military personnel and related records at NPRC).  When using information from an outside source to answer a request, be sure there is a signed authorization which applies to the data obtained from the outside source.  However, actual military information that may be a part of an outside agency's files, such as dates of entry and separation, copies of DD Forms 2l4, Report of Separation from Active Duty, etc., may be used in the usual way, under the provisions of NPRC l865.l6.

5. Early removal of requests from the reference service pipeline.

     a. Requests for information NOT releasable under release policy and laws.  Correspondence personnel shall determine whether the requested information may be released under current release policy and laws.  If a request does not bear the appropriate authority DO NOT attempt to procure documents or reconstruct record (see fig. 1-5.1).

     b. Requests for which NRPMR-A/B is NOT responsible for providing reference service.  Correspondence personnel are responsible for providing reference service and records reconstruction service on Army military personnel and medical records dating from Nov. 1, 1912 through 1959; and on Air Force records with surnames Hubbard through Z, dating from Sept. 25, 1947 through 1963.  If the reference request concerns records other than these, route the request to the proper NPRC (MPR) reference element.  If an R file exists, for an individual that would otherwise be excluded from NRPMR-A/B reference service responsibility, then route the request with the R file to the proper NPRC (MPR) reference element; or to ARPERSCOM and refile the R folder.

NOTE: Some Army reservists records through 1963 were destroyed in the fire and require reconstruction by NRPMR-A/B.

     c. Requests for information NOT available in records. Certain types of information may be requested that are not available in the records; e.g., test scores, marriage licenses, etc.  In such cases, correspondence personnel shall return the request using NA Form 13062, Release of Information, as the transmittal.  Check the appropriate blocks on the NA Form 13062 (see fig. 1-5.2).

6. Initial and subsequent data procurement actions on "30 day old cases." Prior to taking an initial or subsequent data procurement action on a case which is 30 days old (or older), correspondence technicians shall recommend the proposed procurement action to the supervisor.  If the supervisor concurs with the recommendation, the technician shall take the following actions:

     a. Initial data procurement action.  When an initial data procurement action is taken on a "30-day old" case, correspondence personnel shall write "30 DAYS" on the date tag IN RED.  Prepare and dispatch the S file accession in the usual manner (see pars. 11 and 12).  After the S file is accessioned, the Suspense File Control Technician will charge out and deliver the file folder to the Correspondence Section Chief for distribution to the telephone technicians.  The telephone technician shall maintain the file until the reply to the data procurement request is received; or until a follow-up action becomes necessary (see fig. 1-6).

     b. Subsequent data procurement action.  When a subsequent data procurement action is taken on a "30 day old" case, correspondence personnel shall write "30 DAYS" on the date tag IN RED, and annotate on the data procurement request form/letter, "2nd procurement."  Send the requester a second delay notice using NA Form 13039, Delay Card (Recon).  Dispatch the S file folder for "refile" in the usual manner (see par. 12).  The Suspense File Control Technician will charge out and deliver the file folder to the Correspondence Section Chief for distribution to the telephone technicians. The telephone technician shall maintain the file until the reply to the data procurement request is received; or until a follow-up action becomes necessary (see fig. 1-6).

7. Follow-up action to data procurement requests (40 days old).  "S" file folders will be removed from the Suspense File on a daily basis for follow-up action when a response has not been received within 40 days.  The Suspense File Control Technician will deliver the file folders to the Correspondence Section Chief for distribution to the telephone technicians.  Before placing a tracer telephone call on a data procurement request, the telephone technician shall analyze the request, data procurement actions(s), and other contents of the folder to determine if the request can be answered by using internal sources of information (including CPR).  If the technician determines that a response to the request is not possible using internal sources of information, a follow-up telephone call is required (see fig. 1-6).

8. Receipt of original military documents or other personal papers.  In order to reconstruct military data NRPMR-A/B personnel often times solicit the requester for additional information.  In some instances the requester may inadvertently send ORIGINAL military documents or personal papers to NPRC.  In these cases, NRPMR-A/B personnel shall photocopy the military documents for the record; and return all ORIGINAL papers to the requester.

9. Multiple records in one jacket.  When portions of, or complete records, for one veteran are found within the folder of a second veteran, route the misfiled record material to the clerk typist (NRPMR-A).

10. Multiple requests for one veteran.  Occasionally, two or more requests pertaining to the same veteran are received in NRPMR.  For example: one may be submitted by the veteran and a second submitted by the VA.  It is essential that multiple requests and available record(s) be brought together with a minimum of delay.  Second requests (from the original requester or another source) shall be brought to the supervisor's attention who will correct batch sheets to reflect an additional request.

11. Records accession and deletion actions. Under certain circumstances, correspondence personnel shall initiate records accession and deletion actions pertaining to the "R," "B," and "S" registry files. (See fig. 1-11.)

    a. Accessions.  Correspondence personnel shall underscore in red identifying information for each accession action.  This includes last name, first name, middle initial (if available), and service number (SN). When the SN is not available, the Social Security Account Number (SSAN) is used as the identifier.  The date of birth (DOB) shall be used as an identifier only if the SN and SSAN are unavailable.  If the date of birth is used as the Identifier, write "DOB" in green ink in the lower left hand corner on the front of the file folder.  On ALL file folders the technician shall write in the lower left hand corner on the front of the folder: "AR in black ink to indicate Army service; or "AF" in red ink to indicate Air Force service.

NOTE:  When initiating an "S" file accession DO NOT remove colored coded date tags, red tags, or other special tags affixed to the request by the mailroom.

     b. "R"/"B" file deletions.  Correspondence personnel shall initiate an "R"/"B" file deletion actions when consolidating file folders.  When more than one "B" or "R" file folder exists for a subject veteran, the technician shall consolidate the material from all folders into a single folder; normally, the highest numbered "R" folder.  However, if a "B" file folder contains a volume substantially greater than the "R" folder, material shall be consolidated in the "B" folder and the "R" registry number shall be deleted.

NOTE:   If the subject veteran's record is contained in a 4-1/2 x 8-3/8 inch size jacket, and the record and correspondence material will not fit in the jacket, then consolidate the material in a new blank kraft letter-size folder and accession into the "R" file, then delete the "B" file registry number.

12. Routing of completed work.  Correspondence personnel shall deliver completed work to the Search and Control Section (NRPMR-S).  Completed responses and data procurement requests are dispatched in outgoing mail bins.  Refiles, accession and deletion actions, change of chargeouts, and search requests shall be dispatched in appropriately marked bins.

13. Service indicators when no separation document is available.  The data contained in many of the alternate record sources often requires some interpretation on the part of correspondence personnel. Certain remarks were used in the recording of data that are considered positive indicators of a particular happening.  On occasion, the particular manner in which a record was initiated, and the purpose therefore, is sometimes considered sufficient to establish a specific fact of service.

     a. Indicators of service component.

• Status and date of entry (see fig. 1-13.1)
• Service number (see NPRC 1865.104)

• Service number (see NPRC 1865.104)
• Type of separation documents issued (see figs. 1-13.2 and 1-13.3)

• Type of separation document issued (see figs. 1-13.2 and 1-13.3)
• RR 1-1 (Demobilization)
• C of G (Convenience of Government Demobilization)
• Payment of MOP
• Multi-voucher
• Bonus paid
• Payroll Discharge Code
• WD AGO Form 100 (after NOV. 18, 1947)
• SSS Classification IVA
• C of S-H (Morning report remark - character of service - honorable)
• Service honest and faithful
• Character excellent or very good
• Dept. of the Army separation program numbers (SPN) and separation program designators (SPD) (see NPRC 1865.62)
• Circular cited (see fig. 1-13.4)
• Dept. of the Air Force separation program numbers (SPN) and separation program designators (SPD) (see fig. 1-13.5)

• Type of separation document issued (see figs. 1-13.2 and 1-13.3)
• SPN/SPD cited (see NPRC 1865.62 for Army service and fig. 1-13.5 for Air Force service)
• Circular cited (see fig. 1-13.4)

1. Coverage.  This chapter provides instructions for handling specific types of inquiries which are not sufficiently covered in other NPRC memorandums to include the records reconstruction process.  This instruction should be used as a supplement to (NOT A SUBSTITUTE FOR) other NPRC correspondence procedures with Centerwide application.  Appendix 2-A provides additional sources of NPRC instructions.

2. Instructions.  The instructions for handling specific types of inquiries are set forth in the attachment. A cover sheet provides a list of the inquiries by subject/type and purpose with the corresponding "Figure Number." Additional request types will be added as deemed necessary.