Assorted Figures for 1865.107

Figure 1-6: Instructions for telephone technicians on follow-up actions (Part 1 of 7 - Next)

INSTRUCTIONS FOR TELEPHONE TECHNICIAN ON FOLLOW-UP ACTIONS

1. The telephone technician shall place the first tracer telephone call within two (2) work days after the data procurement request becomes forty (40) days old.

2. When a response to the tracer telephone call or the original data procurement is received, immediately match it up with the record and prepare a reply to the requester.

3. When making follow-up telephone calls the technician shall observe the following guidelines:

a. Always be sure you indicate the date of the data procurement request. Express a sense of urgency.

b. Always obtain the name of the person with whom you are speaking.

c. Always indicate that you expect the person with whom you are speaking to call you back. Indicate that you will call back if you do not hear from him/her in five(5) work days. If you have not heard from the VARO after five(5) work days, place a SECOND tracer telephone call.

d. When calling the VARO, inquire as to the date the requested documents were MAILED to the NPRC. Frequently the VARO will provide the date the documents were sent for photocopy service at the VARO, rather than the date the documents were MAILED. If the person with whom you are specking cannot provide the desired information, ask to speak with someone who can.

e. If it is necessary to make a THIRD follow-up call, refer the case to the Section Chief.

f. If the VA reports that the claim folder cannot be found during the SECOND follow-up call, refer the case to the Section Chief.

g. Never allow more than ten(10) work days for copies to reach us through the mail without taking additional action. A tracer telephone call may be necessary.

4. A small, personalized suspense file, having one section for each of the month, is provided for use by the telephone technician.

a. Suspense periods. After taking a follow-up action on a case, file it in your personalized suspense file in accordance with the suspense periods listed below:

Figure 1-6: Instructions for telephone technicians on follow-up actions (Part 2 of 7 - Next)

(1) Telephone calls 5 work days
(2) Reconstructions 2 work days (O/R search, VA Index, etc.)
(3) CPR 7 work days
(4) Waiting for documents in mail 10 work days

b. Do not file the following types of cases in your personalized suspense file:

(1) Those cases not yet analyzed;
(2) Those cases on which a computer search or BIRLS probe has been requested;
(3) Those cases awaiting copies or typing; or
(4) Those cases being analyzed.

5. If the response is not received by the suspense date established in subpar. 4a, follow the instructions in part 3 of this figure within two(2) work days of the suspense date.

Figure 1-6: Instructions for telephone technicians on follow-up actions (Part 3 of 7 - Next)

REQUEST IS FOR:		IF	THEN
1.	Service Data	a. Requester has not completed NA Form 13075-A, Military Service Questionnaire (FL). b. Requester has completed NA Form 13075-A.	Send requester NA Form 13075-A, using NA Form 13018, Reply to Inquiry (NCP). (See part 4 of this figure.) Initiate follow-up telephone call.
2.	Medical Records	BIRLS is positive with a VA Claim #.	Refer requester to the VA using NA Form 13018. (See part 5, this figure.) Attach NA Form 13055, Request for Information Needed to Reconstruct Medical Data.
3.	Service data and medical records	Service data can be verified.	Refer requester to the VA using NA Form 13018. (See part 6, this figure.) Attach NA Form 13055 and completed NA Form 13038, Certificate of Military Service.
4.	Service data and medical records	Unable to verify service data. Requester has not completed NA Form 13075-A. BIRLS is positive with VA Claim #.	Refer requester to the VA using NA Form 13018. (See part 7, this figure.) Attach NA Form 13075-A and NA Form 13055.
5.	Service data and medical records	Requester has completed NA Form 13075-A.	Initiate follow-up telephone call.

Figure 1-11: Instructions for records accession and deletion actions

TYPE OF ACTION	STATUS OF CASE	IF	THEN	RESULT
R File Accession	Completed case. _________________ Request referred from NCPMR	No existing file folder.	Create "R" file folder.	File folder with "R" prefix registry number.
S File Accession	Initial data procurement action taken.	Existing B/R file folder. No existing file folder.	Use existing, "B/R" file as Suspense File ("S") folder. Create "S" File folder.	Double labeled file folder with "B" and "S"; or "R" and "S" prefix registry numbers. File folder with "S" prefix registry number.
S File Deletion/ R File Accession	Completed case or request being return-ed for additional information. Request referred from NCPMR	File folder indicates "S" registry number only.	Create "R" file using existing folder.	File folder with single label - "R" prefix registry number.
S File Deletion	Completed case or request being return-ed for additional information. Request referred from NCPMR.	Double labeled file folder with "B" and "S"; or "R" and "S" prefix registry numbers.	Use existing "B/R" folder. Mark "X" through label indicating "S" registry number.	File folder with "B/R" prefix registry number.

Figure 1-13.1: General guidelines for Army components based on status and date

STATUS	DATE PERIOD	COMPONENT
A. Induction	Before Aug. 8, 1918 August 8, 1918 - 1919 (NO INDUCTIONS 1919 - October 29, 1940) After Oct. 29, 1940	National Army United States Army Army of the United States
B. Enlistments	Before Aug. 8, 1918 Aug. 8, 1918 - Feb. 28, 1919 Mar. 1, 1919 - Dec. 7, 1941 Dec. 8, 1941 - Oct. 5, 1945 After Oct. 6, 1945	As indicated on enlistment document United States Army Regular Army Army of the United States Regular Army
C. Officers	(Component as shown on appointment or commission)
	Military academy Field Commission (enlisted to officer) Officer Reserve (prior WWII)	Regular Army Army of the United States Officer Reserve Corps
	Components indicated by service number prefixes include: RA - Regular Army (enlisted) US - Army of the United States (inducted) NG - National Guard of the United States ER - Enlisted Reserve Corps (ERC) after Jul. 1, 1949, U. S. Army Reserve AUS - Philippine Scout AUS - SATC AUS - WAC