1. Purpose. This memorandum provides guidance regarding the availability of internal sources of information located within the NPRC which may be used to assist in the records reconstruction process.
2. Applicability. The provisions of this memorandum are applicable to personnel in the Correspondence Sections of the Records Reconstruction Branch.
3. Instructions. This memorandum is intended for use in conjunction with NPRC Memorandums 1865.104, General background and reference information concerning Records Reconstruction Branch, and 1865.107, Miscellaneous correspondence procedures unique to Records Reconstruction Branch. Guidance regarding the availability and uses of internal sources of information is contained in the attachment.
4. Forms. This memorandum makes use of the following forms:
NA Form 13018, Reply to Inquiry
NA Form 13024, Delay Notice Card
NA Form 13026, MPR-CPR Request/Reply Form
NA Form 13047, Reply to Request for Information
NA Form 13055, Request for Information to Reconstruct Medical Data
NA Form 13075A, Questionnaire About Military Service
NA Form 13096, Finding Aid Report
NA Form 13098, NPRC Routing Slip
NA Form 13105, NPRC Search Request and Reply
VA Form 3101, Request for Information
DAVID L. PETREE
SUBJECT: Internal sources of information used in the records reconstruction process
1. Purpose. This memorandum transmits revised pages for NPRC 1865.111.
2. Explanation of changes. This memorandum has been revised to reflect a change in the searching responsibilities for Letterman General Hospital medical cards (QM C), California Military Benefit Cards (QT D), and the Korean Casualty File (QT K) from NRPMR-O to NRPMR-S; to include data and instructions for processing requests that pertain to furnishing information from the Surgeon General's Office (SGO) Hospital Admission Card File (QT H); and to provide samples of these records.
a. Remove pp. ½ and insert revised pp. l/2.
b. Remove pp. 3/4 and insert revised pp. 3 through 4.2.
c. Remove pp. 9/10 and insert revised pp. 9/10.
pp. 17/18 and insert revised pp. 17 thru 18.4.
DAVID L. PETREE
2. Introduction to primary internal sources of information. There are numerous internal sources of information located within the NPRC (MPR) which may be used to assist in the records reconstruction process. The primary sources of information are the: Auxiliary Registry File; VA Master Index Tape; Service Number Index Tape; and various organizational records. The remainder of this memorandum: provides background information on these record sources; describes the purpose in requesting searches of these record collections; and provides instructions on obtaining these records in order to respond to reference service requests.
NOTE: As defined in NPRC 1865.104, General background and reference information concerning Records Reconstruction Branch, par. 7, 111 Winnebago (CPR) is considered a data/records procurement source outside of 9700 Page. For the purpose of this memorandum only, X-ray and pay voucher records located at CPR are considered as primary internal sources of information.
3. Additional sources of information. While this memorandum provides instructions on the use of the PRIMARY internal sources of information, correspondence personnel should also be aware of other reference material that is available; e.g., Monograph of Records Used in Reconstruction of Military Service Data, Monograph of Military Personnel and Related Records of the War Department 1912-1939, and the NCPMR library. All technicians involved in records reconstruction actions should review the Monographs and become familiar with the library materials to gain an understanding of the types of records and kinds of information available in these records.
4. Deciding whether information/records from an internal source should be requested. In order to determine whether a search request for an internal source of information is appropriate, the correspondence technician shall review the inquiry, any attached documentation, and the contents of the R/B file. (See NPRC 1865.107, Miscellaneous correspondence procedures unique to Records Reconstruction Branch, par. 3.) After a review of these materials, the technician shall analyze the available information and determine if there is sufficient data to respond to the reference service request. If there is INSUFFICIENT data to respond to the inquiry, then the technician shall decide whether the information/records from an internal source can be used to reconstruct the requested information. The technician is responsible for identifying the most appropriate internal source(s) of information.
5. Auxiliary registry file.
a. Background. The auxiliary registry file was established in 1974 to include various categories of personnel-related, medical, and payroll records. See par. 4 of NPRC 1865.104 for a description of each of these types of records, along with the related service code (QM/QT) and the registry number prefix used to identify the specific type of record. Most of the auxiliary registry file records are located in the Search and Control Section (NRPMR-S) of the Records Reconstruction Branch.
b. Purpose in using QM/QT records. Auxiliary registry file records may be used to obtain a variety of service/medical information. For example, pay vouchers normally contain the date and character of discharge, and in some cases, the date and place of entry. In order to decide whether a QM/QT record may assist in responding to a reference service request, an Auxiliary Registry File Records Information Sheet, listing those auxiliary registry file records collections located at 9700 Page, is provided in fig. 1. This attachment shows the kinds of information found in the various QM/QT records.
6. Criteria for determining whether a search request for a QM record is appropriate. In most instances where the initial computer probe failed to locate a military service record, the appropriate QM record/information will be provided to the Correspondence Sections (NRPMR-A) without a search request. However, if an R or B file exists, or if the QM record/information is not attached to the inquiry, then correspondence personnel shall decide whether the QM records should be searched. To assist correspondence technicians in deciding whether QM records should be searched, before other reconstruction actions are initiated, a case decision logic table (DLT) is provided in fig. 2. The DLT also identifies which QM record(s) should be searched.
NOTE: Fig. 2 also illustrates the conditions under which external sources of information (data procurement) or referral action should be initiated by correspondence personnel. NPRC1865.112, External sources of information used in the records reconstruction process, provides a more detailed explanation of external sources and their uses.
a. Additional information regarding QM C records (Letterman General Hospital). If the DLT indicates that the QM C record should be searched, and the requester indicates treatment received at Letterman General Hospital, then request the QM C record from NRPMR-S. (See par. 8).
b. Information regarding QM J records. NPRC is in the process of adding information from the Judge Advocate General (JAG) Tapes to the auxiliary registry file under the service and prefix codes QM J. Note the absence of QM J entries from fig. 2. This is because a QM J entry on NA Form 13096, Finding Aid Report (FAR), provides the technician with the court martial case number. Therefore, a search request is unnecessary. However, if the court martial case number is needed to verify service, and the FAR does not indicate a QM J entry, then request a search of the JAG tapes (see par. 8). After positive identification, the searcher will furnish NRPMR-A with the court martial case number on the request form. If Air Force service is indicated, the searcher will preface the court martial case number with "AFGCM" (Air Force General Court Martial); or "AFSPCM" (Air Force Special Court Martial).
7. Criteria for determining whether a search request for a QT record is appropriate. In most instances where the initial computer probe failed to locate a military service record, the appropriate QT record/information will be provided to NRPMR-A without a search request. However, if an R or B file exists, or if the QT record/information is not provided, then correspondence personnel shall decide whether the QT records should be searched. To assist correspondence technicians in deciding whether QT records should be searched, the following information is provided concerning each type of QT record:
a. QT * (American Battle Monuments Commission). When the FAR indicates the existence of a QT * record, check the American Battle Monuments Commission web site at www.abmc.gov if any of the following information is needed to respond to the request: Service Number, home state, date of death, place of death/burial, rank at death, awards, and/or organization.
b. QT D (California Military Benefit Index Cards). If the QT D record is needed to verify service, and the FAR indicates the existence of a QT D record,then request the record from NRPMR-S.
c. QT H *Surgeon General's Office (SG)) Hospital Admission Card File). When the FAR indicates the existence of a QT H record, prepare and route search request to NRPMR-S for the following:
(1) Requests for medical information on VA Form 3101. ALWAYS obtain and send available SGO information in response to VA requests for medical records.
(2) Requests from other sources. Obtain and send SGO information when:
(a) The requester specifically asks for SGO information;
(b) The requester asks for all records of treatment from a specific year or years, and there is at least one SGO hit for a year that is either a specified year or within a year or two of a specified year:
(c) The requester specifically mentions that the information is being sought with regard to a VA claim, and the circumstances of the case are such that complete copies would ordinarily be sent to the veteran;
(d) No other medical records (or only incomplete medical records) are available; or
(e) The requester makes a specific allegation which is not covered in the complete medical records.d. QT K (Korean Casualty File). Search and Control (NRPMR-S) personnel are responsible for searching the microfiche related to the QT K records. If the FAR indicates the existence of a QT K record, correspondence personnel should use discretion in determining whether to have the QT K record searched. See fig. 1 to assist in making this determination.
NOTE: DO NOT request search of QT H record if the request is for medical records AND NO allegation of specific treatment is made AND complete medical records are available.
e. QT P (Philippine POW Cards). If the FAR indicates the existence of a QT P record, the correspondence technician shall use discretion in determining whether to have the QT P record searched. Use fig. 1 to assist in making this determination.
f. QT W (WWII POW's). If the request pertains to prisoner of war (POW) status during WWII, and the FAR indicates QT W, use the date of capture and the date of release or return to military control, as shown on the FAR, to respond to the inquiry.
NOTE: A search request is unnecessary. However, if the request is for SERVICE AND POW information, and the separation document is not attached, then the appropriate auxiliary registry file record(s) shall be requested by correspondence personnel.
8. Requesting a search of the auxiliary registry file. All search requests for auxiliary registry file records shall be forwarded to the Records Reconstruction Branch, Search and Control Section (NRPMR-S) for processing. To request a search for a QM/QT record, correspondence personnel shall use NA Form 13105, NPRC Search Request and Reply. When using this form, correspondence personnel shall complete the requested search items on the left side of the form. (See fig. 3.) The right side of the form will be completed by the searcher.
NOTE: This form shall be used to request searches of records in the stack area, on microfilm, or on microfiche. When preparing NA Form 13105 to request SGO information (QT H), indicate the source of your request; e.g., SSA, VA, veteran, etc. in the upper right hand corner of the form.
9. Responses to search requests for QM/QT records. In response to search requests, NRPMR-S personnel will either furnish the original record(s), photocopies of the record(s), or provide pertinent information on the search request depending on the type of record(s) requested. For example, in response to a search request for a QM E record, the searcher will write the enlistment date next to the appropriate entry on the search request. More detailed information regarding the responses to search requests for the various types of QM/QT records is provided below:
a. Response to search request for QM D or QM P record. The requested QM D or QM P record may be a single name or a multiple name document.
(1) 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 will be removed from the file and forwarded to NRPMR-A. After correspondence personnel complete the case, these single name documents then become part of the reconstructed "R" record. (See fig. 4.)
(2) Multiple name document. The multiple name document is only removed from the file for photocopying by search personnel.
(a) Multiple name pay voucher. In response to a search request for a multiple name pay voucher the technician will normally receive a photocopy of four pages: the front cover, the reverse of the front cover or the page containing the discharge authority (usually page 2), and any additional pages where the individual's name and/or signature appears. A red check mark will be placed next to the veteran's name wherever it appears on the voucher. (See fig. 5.)b. Response to search request for QM C record. In response to a search request for a QM C record, the technician will receive the requested clinical record from the NRPMR-S file area( see fig. 7.1); or a blowback copy of the medical card from NRPMR-S microfilm sources. (See fig. 7.2)
(b) Multiple name discharge order. In response to a search request for a multiple name discharge order, the technician will receive a photocopy of the first page (front) of the order. If the veteran's name does not appear on the first page of the order, then a copy of both sides of the order will be furnished. The front page usually contains the discharge authority. A red check mark will be placed next to the veteran's name where it appears. (See fig. 6.)
c. Response to search request for QT D record. In response to a search request for a QT D record, the technician will receive blowback copies of the requested record from NRPMR-S microfilm sources. (See fig. 7.3.)
d. Response to search request for QT H record. In response to a search request for a QT H record, the technician will receive a blowback copy of the applicable microfiche page and two copies of a printout which decodes the information from the fiche. (See fig. 7.4.)
NOTE: One copy of the printout is sent to the requester and the other retained as a file copy. Because the printout DOES NOT CONTAIN the name of the patient, it is imperative that the printout be checked thoroughly to determine if the information pertains to the subject individual. If there is any doubt as to whether the information pertains to the subject veteran, then the correspondence technician should seek assistance from the immediate supervisor or lead technician.
e. Response to search request for QT K record. In response to a search request for a QT K record, the technician will receive a blowback copy of the requested record from NRPMR-S microfiche sources. (See fig. 7.5.)
f. Response to search request for QT P record. In response to a search request for a QT P record, the technician will receive the requested Philippine POW card from the NRPMR-S file area. (See fig. 8.)
10. 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 Master Index tapes are filed in microfilm file cabinets located in the Search and Control Section office area and are searched by NRPMR-S personnel.
b. Purpose in requesting searches of the VA Index. The VA Index may be used to verify or obtain a variety of service information. This information may include the veteran's name, service number, date of birth, VA claim #, dates of entry and discharge, home address at time of enlistment/induction, VA insurance number, and in some cases, the first organization to which the individual was assigned.
c. Requesting searches of the VA index. Correspondence personnel should use NA Form 13105 to request a search of the VA Index. The searcher will furnish ALL the information as shown on the VA Index card, regardless of whether or not the information is requested. (See fig. 10.)
11. 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. The SN Index tapes are filed in microfilm file cabinets, located in the Search and Control Section office area, and are searched by NRPMR-S personnel.
b. Purpose in requesting searches of the SN Index. The purpose in requesting a search of the SN Index is primarily to verify or obtain 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.
searches of the SN Index. Correspondence personnel shall
use NA Form 13105 to request a search of the SN Index. (See fig.
(1) Before and after dates. NRPMR-A personnel shall request the dates of enlistment for the individuals shown immediately "before and after" the service number of the individual originally requested, when the veteran has two periods of service and the date of entry for the first period of service is needed. If the requested service number is skipped on the film, the searcher will furnish the service numbers "before and after" with the enlistment dates. The NA Form 13105 will be annotated "before" and "after". (See fig. 11.)
(2) 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, the searcher will annotate "ERC" on the NA Form 13105.
12. X-rays at CPR.
a. Background. During the early 1940's, the Department of the Army began requiring a routine chest X-ray as part of the induction physical examination. In the later 1940's a chest X-ray was also required a few days prior to discharge. (This practice was continued by the Air Force in 1947 when it became an independent branch of service.) The X-rays provide name, service number, rank, and date and place of X-ray. Occasionally, additional information such as unit may be annotated. These X-rays are stored at CPR, 111 Winnebago.
b. Purpose in requesting searches of X-rays. Since X-rays were taken just prior to entrance or separation from service, the dates provided are not exact dates of entry and/or separation from service. However, the approximate dates can be used to make further searches.
c. Requesting searches of X-rays from CPR. Correspondence personnel shall use NA Form 13026, MPR-CPR Request/Reply Form, to request a search of X-rays from 111 Winnebago. As X-rays are primarily filed in service number order, NRPMR-A personnel must furnish the correct service number and name of the veteran. In addition, the approximate dates of service (if known) shall be provided on NA Form 13026. (See fig. 12.)
NOTE: See NPRC 1865.112 for more detailed information regarding data procurement procedures.
13. Final Payroll Vouchers at CPR.
a. Background and purpose in requesting searches of final payroll vouchers at CPR. The screening of payroll records at CPR is an ongoing project. Some final payroll vouchers for officers and enlisted personnel from 1938-1942 are located at CPR (111 Winnebago). These records, like those in the QM P auxiliary registry file, provide basic service and pay information.
NOTE: These records will NOT be indicated on the FAR as a QM P.
b. Requesting searches of final payroll vouchers from CPR. Correspondence personnel shall use NA Form 13026 to request a final payroll voucher from 111 Winnebago. At a minimum, NRPMR-A personnel shall furnish the name and service number on the request. (See fig. 13.)
NOTE: See NPRC 1865.112 for more detailed information regarding data procurement procedures.
14. Organizational records sources.
a. Background. Organizational records (OR) are supplementary records created by specific organizations within the military services and may pertain to either personnel related matters or administration. Personnel related records contain additional information on service personnel and their dependents which may be used to supplement incomplete Official Military Personnel Folders. Non-personnel related records pertain to the functional aspects of the military organizations, and not the individual service person. Most of the organizational records used in the records reconstruction process are located in the Records Reconstruction Branch office area. Search requests pertaining to these records are serviced by OR technicians in NRPMR-O.
b. Determining if organizational records should be searched. In order to decide whether the contents of an organizational record may assist in responding to a reference service request, an Organizational Records Information Sheet is provided in fig. 14. The information sheet lists the organizational records that are most commonly used in the records reconstruction process. In addition, the information sheet shows the kinds of information found in the various organizational records, and the information that is needed in order to conduct a search of these records.
NOTE: OR searches shall be requested only if sufficient information is available to conduct a search. The period of time to be searched shall be limited to not more than three months and the organizational designation must be more complete than just the regiment or division level organization.
c. Requesting a search of organizational records. To request a search of organizational records, correspondence personnel shall use NA Form 13105. (See fig. 15.) Route the original and one copy of NA Form 13105 to NRPMR-O. A third copy of the form shall be placed in the IBR file when a "B" or "R" record is available.
NOTE: All requests for OR searches will be returned to the technician who made the request, whether or not a record is attached to the case, except for VA Forms 3101, Request for Information, as described in subpar. 14d, below.
d. Referring inquiries to NRPMR-O. OR searchers are responsible for responding directly to VA Forms 3101 when:
15. Combining the use of internal sources of information in the records reconstruction process.
a. Initial steps. Specific steps shall be taken by correspondence personnel in order to utilize internal sources of information to the maximum extent. When available and appropriate, the auxiliary registry file records (QM/QT) shall be used according to the procedures and conditions prescribed in pars. 6 and 7.
b. Negative FARS and BIRLS responses. When both the FAR and the BIRLS response are negative, or the BIRLS response is negative with the QM/QT records NOT FOUND or inappropriate to use for reconstruction purpose, specific steps shall be taken in order to utilize other internal sources of information. In order to assist correspondence personnel in their reconstruction efforts, Decision Logic Tables (DLT's) are provided in figs. 16 and 17.
16 refers to enlisted personnel and fig.
17 refers to officers.