NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
National Personnel Records Center
St. Louis, Missouri  63132-5100

SUBJECT:  External sources of information used in the records reconstruction process

1. Purpose.  This memorandum provides guidance regarding the availability of external sources of information which may be used to assist in the records reconstruction process.

2. Cancellation.  This memorandum cancels NPRC 1865.112A.

3. Reason for revision.  This memorandum is revised to update procedures, references to organizational elements, and forms used in the records reconstruction process.

4. Applicability.  The provisions of this memorandum are applicable to personnel in the Records Reconstruction Branch, Correspondence Sections; and the Air Force Reference Branch, Special Inquiries Section.

5. Instructions.  This memorandum is intended for use in conjunction with NPRC Memorandums 1865.104, General background and reference information concerning Records Reconstruction Branch; 1865.107, Miscellaneous correspondence procedures unique to Records Reconstruction Branch; and 1865.111, Internal sources of information used in the records reconstruction process.  Guidance regarding the availability of external sources of information is contained in the attachment.

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

NA Form 13023, Request for Military Records/Information (VA Files)
NA Form 13024, Delay Notice Card
NA Form 13026, MPR-CPR Request/Reply Form
NA Form 13045, Informal Information Reply
NA Form 13055, Request for Information Needed to Reconstruct Medical Data
NA Form 13069, FBI Identification Letter
NA Form 13098, NPRC Routing Slip
NA Form 13103, Request for Service Data
NA Form 13160, Fax Request for Military Records/Information
DD Form 214, Report of Separation from Active Duty
VA Form 3101, Request for Information
SSS Form No. 1, Registration Card
SSS Form No. 2, Classification Ledger
WD/DA AGO R-5297, Reference Card

DAVID L. PETREE
Director

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
National Personnel Records Center
St. Louis, Missouri  63132-5100

SUBJECT: External sources of information used in the records reconstruction process

1.  Purpose.  This memorandum transmits a change to NPRC 1865.112B.

2.  Explanation of change.  This memorandum has been updated to reflect a change in the mailing address of data procurement requests to the Federal Bureau of Investigation (FBI) using NA Form 13069, FBI Identification Letter.

3.  Instructions.  Remove pp. 15/16 of ch. 3, and insert revised pages.

DAVID L. PETREE
Director

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
National Personnel Records Center
St. Louis, Missouri 63132-5100

NPRC 1865.112B CHGE 2
April 15, 2004

SUBJECT:  External sources of information used in the records reconstruction process

1.  Purpose.  This memorandum transmits a change to NPRC 1865.112B.

2.  Explanation of change.  This memorandum has been updated to include an additional external source for separation documents at the Library of Virginia.

3.  Instructions.  Remove pp. 5/6 of Chapter 2, Part 2, and insert revised pages 5/6 and 6.1/6.2.  Remove pp. 25/26 of Figure 2-9.1 and insert revised pages.  Remove pp. 49/50 of Figure 2-10 and insert revised pages.

R. L. HINDMAN
Director

PART 3.  NARA FACILITIES

Paragraph Title	Paragraph Number
Background	13
Introduction to military courts-martial records	14
Obtaining court-martial case number	15
Requesting information from courts-martial records	16
Determining discharge date from courts-martial proceedings	17
Verification of pardons	18

 

Figure 2-4.1 Figure 2-4.2 Figure 2-5.1 Figure 2-5.2 Figure 2-6.1 Figure 2-6.2 Figure 2-7 Figure 2-9.1 Figure 2-9.2 Figure 2-10 Figure 2-11 Figure 2-16.1 Figure 2-16.2 Figure 2-16.3 Figure 2-16.4

Typical sample of a BIRLS printout XC folders located at NARA facilities DLT - Criteria for determining whether initial data procurement request or referral action is appropriate DLT - Criteria for determining initial and subsequent steps concerning data procurement requests and referral actions Sample of completed data procurement request to VA Sample of completed data procurement request to NARA facility Listing of states serviced by VA Insurance Centers Guide to Military Records in State Offices Enlisted service numbers assigned to the National Guard Addresses and phone numbers of state offices Sample of completed data procurement request to state office Sample of completed data procurement request to National Archives Sample of completed data procurement request to WNRC Army GCM & SPCM accession numbers and stack numbers at the Washington National Records Center (WNRC) Air Force Court-Martial Order accession and stack numbers at WNRC

1. Meaning of "external source of information."  An "external source of information," for purposes of this memo, is any source OUTSIDE the National Personnel Record Center (MPR) that maintains official military service and medical data which may be used to assist in the records reconstruction process.

2. General policy regarding the use of external sources.  The general policy of the Records Reconstruction Branch regarding the use of external sources of information is the following:  Every effort shall be made to reconstruct the requested military information through the use of internal sources of information before resorting to external sources.  For more detailed  instructions see figs. 2-5.1 and 2-5.2.

3. Types of available external sources of information.

     a.Primary external sources of information.  There are several primary external sources of information available which may be used to assist in the reconstruction process.  The types of records available and data procurement procedures for primary external sources of information are contained in ch. 2.  A list of the primary external sources of information is provided below.  They include:

• Department of Veterans Affairs (VA), Records Management Center (RMC);
• VA Regional Offices (VARO's);
• NARA facilities (including CPR); and
• State Offices.

     b. Miscellaneous external sources of information.  Miscellaneous external sources of information are, in general, last resort avenues in attempting to reconstruct military data.  They are consulted less frequently than primary external sources.  (This is due to various reasons, including lack of personnel to provide prompt responses to NPRC requests.)  In some cases, however, a miscellaneous external source may be the best available means of obtaining desired information.  The types of records available and data procurement procedures for miscellaneous external sources of information are contained in ch. 3.  Miscellaneous external sources of information include:

• Records of the Selective Service System;
• The Federal Bureau of Investigation (FBI);
• Office of Personnel Management (OPM);
• Records of the Railroad Retirement Board
• Arlington National Cemetery;
• The National Archives;
• County and Municipal Offices; and
• Veterans Organizations.

     c. Additional external sources of information.  Since this memo provides guidance only on the use of primary and miscellaneous external sources of information, correspondence personnel should be made aware of other external sources that may be useful.  The Directory of Military Personnel and Related Records, a National Personnel Records Center (NPRC) reference handbook, contains an extensive listing of sources that maintain categories of records not found at NPRC.  Such records include organization, installation, unit, orders, historical files, intelligence investigative files, passenger lists, transportation files, and command personnel type records.  In each case the custodian of the files is shown and an address is provided in app. 1 of the Directory.  All correspondence personnel involved in records reconstruction actions should review the Directory to become knowledgeable of other depositories of military records or information not mentioned in this memo.

4. Procedures for procuring information from external sources.

     a. Initial procurements.  Procedures for making initial (first) procurements to external sources of information are contained in chs. 2 and 3 of this memo.  When a subsequent procurement (second procurement, etc.) is needed, correspondence personnel shall supplement the appropriate procedure with the instructions in b, below.

     b. Second procurements, etc.  When it is necessary to make a second procurement to an external source of information, correspondence personnel SHALL NOT return the case to the suspense file.  Instead, the case shall be kept at the desk of the technician/clerk until a reply is received.  Correspondence personnel shall call (telephone) the external source, when possible, to expedite service on second procurement cases.  (They shall also request that information be returned to their attention.)  When it is not possible to call the external source, a note should be written on the form to indicate that the case is on the technician's desk and that this is a second procurement.  (Telephone calls to CPR or to the FBI should be made by a lead technician.)

1. Background.  The Department of Veterans Affairs (formerly the Veterans Administration) maintains additional files on veterans of the armed services of the United States.  These files are kept separate from the veteran's military service files and are created in response to requests for VA benefits or upon the purchase of VA insurance.  Following the 1973 fire at NPRC, these files became an invaluable source of information in the records reconstruction process.

2. VA claims files.  The VA maintains a claims file on each veteran who has received, or is receiving, VA benefits.  These files usually contain any or all of the following information, depending on the type of claim(s) filed:

• Separation document;
• Statement of service (from previously submitted VA-3101, Request for Information);
• Health, medical, and dental records;
• Reports of investigation of in-service injuries;
• Physical Evaluation Board Proceedings;
• Physical Review Council Decisions;
• Marital or dependency status;
• Copies of medical examinations and surveys;
• Facts and circumstances on OTH discharges;
• Records of courts-martial;
• Reports of investigation;
• Board of Officers Proceedings;
• Pay grade data; and
• Report of Death (in-service).

3.   Location of VA claims files.

     a. VA servicing area.  VA claims folders are maintained at the VA facility servicing the area in which the veteran resides, until approximately two years after the last action is taken.  These facilities include VA Regional Offices (VARO's), VA Centers (VAC's), and the VA Central Office.

     b. VA, RMC.  After the two year period of inactivity, the claims folders on living veterans are transferred to the RMC, St. Louis, MO.  Generally, the claims folder is kept at RMC until after the death of the veteran.

     c. NARA facilities.  The claims folders on deceased veterans (XC files) are sent to the appropriate NARA facility for storage.  An "X" prefix is added to the original claim file number to indicate that the veteran is deceased.

4. Index to VA files (BIRLS).

     a. General information.  VA insurance and claims folders are filed by the appropriate file number and indexed into the Beneficiary Identification and Records Locator Subsystem (BIRLS) in Austin, Texas.  BIRLS is the VA's automated index and locator system to all VA files.  It contains an individual entry for each VA file showing the veteran's name, claim and/or insurance number, service number, varying amounts of military service information, and the location of the file folder.  Access to the BIRLS system is by special arrangement with the VA.

     b. BIRLS printout.  A BIRLS printout may be generated after an inquiry to the BIRLS system.  It identifies the facility that has the file folder by showing the station number or BIRLS code number of the facility.  (See fig. 2-4.1 for a typical sample of a BIRLS printout.)  An inclusive list of the VA stations with their respective station numbers and addresses is provided in the latest revision of NPRC 1865.37, General information on VA Form 3101 requests, app. B.  A list of NARA facilities that store XC folders is provided in fig. 2-4.2.

     c. Requesting a BIRLS check.  When necessary, technicians shall request a BIRLS check by completing NA Form 13098, NPRC Routing Slip.  Forward to the NRPMO-M for processing.

5. Criteria for determining whether to request information from a VA records source.  Correspondence personnel shall use the case decision logic tables provided in figs. 2-5.1 and 2-5.2 as the general guides for determining whether to request data from a VA records source.  The DLT in fig. 2-5.1 shows which action to take first in the process of reconstructing military data.  The DLT's in fig. 2-5.2 provide more detailed instructions to follow when the initial action fails to produce the requested information.

NOTE:  In many instances, as indicated in the DLT in fig. 2-5.1, appropriate requesters shall be referred directly to the VA for information.

6. Requesting information from a VA records sources.  Whenever it is appropriate to procure data from a facility that maintains VA claims files, correspondence personnel should follow the procedures outlined below:

     a.  Data procurement request to VA facility.  To procure data from a VA facility, prepare NA Form 13023, Request for Military Records/Information (VA Files), in triplicate, as shown in fig. 2-6.1.  Dispatch the original and third copy to the VA facility (attach BIRLS printout if request is being sent to RMC).  Place the second copy of the form along with the inquiry and other related documents in the file folder.  Send the requester a delay notice using NA Form 13024, Delay Notice Card, and make a note in the file that it was sent.  Prepare the folder to be accessioned into the suspense file.

EXCEPTION:  DO NOT procure information from the Manila VARO, Puerto Rico VARO, or the VA Central Office.

     b. Data procurement request for XC folder information.  To procure information from an XC folder which is located at a NARA facility, prepare NA Form 13160, Fax Request for Military Records/Information, checking the appropriate location in the top of the form.  (See fig.2-6.2.)  Forward the original to NRPMR, Headquarters.  Place the copy of NA Form 13160 along with the inquiry and other related documents in the file folder.  Send the requester a delay notice using NA Form 13024 and make a note in the file that it was sent.  Prepare the folder to be accessioned into the suspense file.

EXCEPTION:  For requests to CPR, DO NOT accession folder into the suspense file or send a delay notice.  The technician shall hold the folder until the response is received.

7. Referring requesters directly to the VA for assistance.  When it is appropriate to refer a requester directly to the VA for assistance, prepare NA Form 13045, Informal Information Reply, in duplicate checking the appropriate block(s) and providing the VA claim number, if available.  File the copy in the record.  If a request is for information about VA insurance or a VA insurance policy, then refer the requester to the appropriate VA Insurance Center as outlined in fig. 2-7 using NA Form 13045.

8. Background.  Shortly after the 1973 fire at NPRC, all offices of the state Adjutant General were contacted and asked to furnish information about the kinds of military records maintained in their facilities.  This led to further contacts with other state offices such as veterans' assistance offices, libraries, and archives.  As a result of these contacts, a fairly clear picture of the military personnel records maintained in state offices had emerged by the time NPRC began processing fire-related inquiries on October 23, 1973.

9. Categories of records maintained by state offices.  Fig. 2-9.1 contains information about five major categories of records at state offices that may be used to assist in the records reconstruction process.  Background information about these five categories of records is provided below.

     a. WWI service record cards, rosters, etc.  Following WWI, the War Department compiled a record card on each person who served during the war.  These cards, which contain a complete statement of service, organization assignments, wounds, awards, etc., were distributed to the states on the basis of residence shown in the service record.  Some states apparently used these cards to compile and publish complete rosters in book form.  A few of these rosters have been obtained by NPRC and are kept in the Records Reconstruction Branch library.  States that still maintain the original WWI cards are indicated in fig. 2-9.1.

     b. Selective Service System copies of Reports of Separation.  Some years ago the Selective Service System (SSS) initiated a records disposal program for registration files maintained in local boards.  These files which contain the SSS copy of DD Form 214, Report of Separation from Active Duty (or equivalent separation document), were scheduled to be destroyed when registrants reached age 26.  Before destroying the files, Selective Service instructed its field offices to cooperate with any state agency that expressed an interest in the records.  As a result, many states were given the separation documents of their veterans before the remaining records were destroyed.  The states that retained copies of the separation documents of their veterans are indicated in fig. 2-9.1.

NOTE:  Do not confuse the SSS information in this chapter with the SSS information discussed in ch. 3.

     c.  National Guard records.  National Guard service is in general, not Federal government service but under certain circumstances, National Guardsmen may be called into Federal service.  (This was especially true during World Wars I and II when all National Guardsmen were called into active Federal service by order of the President.)  Records on National Guardsmen are maintained by the offices of the state Adjutant General (AG), and to varying degrees, these records contain verification of active Federal service.  In some states the AG's office can only verify Federal service that preceded the National Guard service.  Correspondence personnel shall not send a request to the office of a state Adjutant General unless there is reason to believe the person served in the National Guard.  Fig. 2-9.2 contains a list of National Guard enlisted service numbers and the states which issued those numbers.

     d.  Bonus Files.  Many states paid a bonus to their veterans who had honorable (or otherwise satisfactory) service during various periods of military conflict.  Some states kept complete records of these bonus payments including a verification of the veteran's military service.  Periods of military conflict for which a bonus was paid include the Mexican Border Period, WWI, WWII, and the Korean Conflict period.  A list of states that have Bonus Files are identified in fig. 2-9.1.

     e.  Files created by state agencies that provide assistance to veterans.  All states have an office or agency in charge of veterans' affairs.  They are known by various titles such as:  Department (or Division) of Veterans' Affairs, Veterans Service Commission (or Office), and State Veterans Council.  These offices provide a variety of services to veterans but are primarily concerned with assisting veterans in filing claims for Federal and state benefits.  In providing assistance to veterans, many state agencies have accumulated extensive files on their veterans including copies of reports of separation and other official documents.  (See fig. 2-9.1.)

10. Addresses and phone numbers of state records holding offices.  The office which maintains each category of records is indicated in fig. 2-9.1 by one of three footnotes as follows:

     a.  Footnote 1.  Office of the state Adjutant General
     b.  Footnote 2.  State Department of Veterans Affairs, Veterans Service Commission, or similar title
     c.  Footnote 3.  State archives, library, historical society, etc.

The complete addresses and telephone numbers of state records-holding offices are provided in fig. 2-10.  An asterisk (*) in the table (see fig. 2-9.1) indicates that additional explanatory notes will be found in the state listing (see fig. 2-10).  If a state has no records in a particular category, then the word "NO" will appear in the table for that category of records.

11. Requesting information/copies or documents from state offices.  To request documents from the Library of Virginia, use the form titled "Library of Virginia Separation Document Request" found in Get Form in Microsoft Word.  Complete the form in full and fax to the number shown on the form.

To request information/copies of documents from all other state offices, correspondence personnel shall prepare NA Form 13103, Request for Service Data, in triplicate, as shown in fig. 2-11.  Dispatch the original and third copy of the form to the appropriate state office.  Place the second copy of the form along with the inquiry and other related documents in the file folder.  Place the request in Suspense until the state office responds.

12. Information furnished from state offices.  State offices normally return NA Form 13103 with attached photocopies of requested records (or a Statement of Service if the response is from the Adjutant General's office).  If the search for requested information is negative, the NA Form 13103 will indicate "negative" in the lower portion of the form.

The Library of Virginia will respond by returning the request form via fax to the technician.  If no documents were found, the block titled 'Unable to locate any documents for this veteran' will be checked.  If legible documents were found, they will be sent via fax with the request form.  If the documents are of such poor quality that faxing would render them illegible, the documents will be photocopied and mailed to the technician.  The Library will advise the technician by faxing the request form with the block titled 'Document located but unable to fax due to poor copy; hard copy will be mailed' checked.

13. Background.  There are three types of military records available at NARA facilities that may be used to assist in the records reconstruction process.  They are:  XC files, Selective Service System records, and military courts-martial records.  Since information about XC files and Selective Service System records is provided in other portions of this memo (XC file information is covered in ch. 2, par. 6; SSS records information is covered in ch. 3, pt. 1), only military courts-martial records information is covered in this part.

14. Introduction to military courts-martial records.  General and special courts-martial case files of Army and Air Force veterans are maintained by the National Archives (NWDT1) and the Washington National Records Center (NWRW).  Information or copies of courts-martial proceedings may be requested if needed to reconstruct military service data.

15. Obtaining court-martial case number.

     a. Requests pertaining to ARMY service.  The court-martial case number of a veteran of the Army may be listed on the Finding Aid Report (FAR) as a QM J entry.  If the FAR is negative and evidence of the court-martial proceeding is indicated, then request a search of the Judge Advocate General (JAG) tapes.  Requests should be submitted to LilleyGF@hqda.army.mil

     b. Requests pertaining to AIR FORCE service.  To obtain a court-martial case number that pertains to Air Force service, technicians should contact the Air Force JAG at (202) 767-1539 or amanda.alvey@pentagon.af.mil by e-mail.

16. Requesting information from courts-martial records.

     a. Requests pertaining to Army service.  To request information from the courts-martial records of an Army veteran, correspondence personnel should prepare NA Form 13160 as shown in figs. 2-16.1 or 2-16.2.  (Army courts-martial cases dating through 1938 are in the custody of the National Archives (NWDT1) and fig.2-16.1 should be followed.  Cases dating from 1939 and after are in the custody of WNRC (NWRW) and fig. 2-16.2 should be followed.)  Dispatch the original NA Form 13160 to NRPMR, Headquarters, to be faxed.  Place the copy of the form in the file folder.  Send the requester a delay notice using NA Form 13024 and make a note in the file that it was sent.

NOTE:  Accession number, box number, and stack numbers, for courts-martial cases at WNRC may be obtained from figs. 2-16.3 and 2-16.4.

     b. Requests pertaining to Air Force service.  To request information from the courts-martial records of veterans of the Air Force, correspondence personnel should follow the same procedures as in subpar. a, above.  Note, however, that all Air Force courts-martial cases (for the fire-related period) are in the custody of WNRC, including those with case numbers below 211,960.

17.  Determining discharge date from courts-martial proceedings.  Documents from courts-martial proceedings should be requested to ascertain the date of discharge.  Discharges ordered by court-martial can be executed immediately, or they can be suspended, with discharge delayed until release from confinement or completion of appellate review.

     a.  Sentence is "affirmed or approved" and "executed".  The date of the last court-martial order is used as the date of discharge.

     b.  Sentence is "suspended".  Compute the date of discharge by adding the confinement time (sentence of months and/or years) to the date adjudged, after checking for evidence of reductions in confinement time.  If discharge was suspended and date of parole is stated, use that as the date of discharge.  In some cases, the subject may be restored to duty with no discharge action taken.

     c.  QM documents.  Any QM document pertaining to a Dishonorable or Bad Conduct Discharge should only be used as supporting documentation.  These documents (vouchers, special orders, or a WD/DA AGO R-5297, Reference Card) can be helpful in clarifying confinement was modified, but dates shown should always be used in conjunction with the court-martial to determine the date of discharge.

CAUTION:  When reviewing courts-martial proceedings, the words, "modified," "suspended," "remitted," or "rescinded" indicate a change to the original proceedings which may affect a change in the discharge date.

For additional information regarding Courts-Martial proceedings refer to the Military Justice Procedure, Technical Manual 27-55 (1945) in the NRPMR library.

18. Verification of pardons.  If the requester indicates that a pardon was granted for a court-martial, refer the requester to the address shown below.  The requester should furnish the following:  the name on the application for pardon, name of the convicted, date of the application for pardon, date and place of conviction, date of the pardon (at least month and year), and the offense.  For information on pardons pertaining to priority cases contact the same office at (202) 616-6070.  Calls should be kept to a minimum.

      U. S. Pardon Attorney
      U. S. Department of Justice
      500 1st St., NW
      Washington, DC  20530

1. Background.  The Selective Service System (SSS) Registration and Classification Records are located in various NARA facilities.  These records consist of SSS Form No. 1, Registration Cards and SSS Form No. 102, Classification Ledger.  The primary value of these records in the records reconstruction process is they provide proof of entry into military service.

2. Description of SSS records.

     a. SSS Registration Cards.  SSS Registration Cards contain general information about the registrant such as name, date of birth, address, and race.  They are arranged alphabetically by the city or town, county, and/or local board within each state file.  The SSS Registration Card file is used as a finding aid for Classification Records.  (See fig. 3-2.1.)

     b. SSS Classification Ledger.  SSS Classification Ledgers are arranged numerically by registration number within each state file.  All ledgers contain a one-line entry for each registrant that note items such as date registrant reported to the induction station (this is also the date of entry if registrant was accepted) and the branch of service assigned.  Ledgers for the WWII period and later often show the veteran's date of  separation.  (See fig. 3-2.2.)

3. Specific location of SSS records.

     a. World War I period. All SSS Registration and Classification Records for the WWI period are located at the NARA, Southeast Region (NRC).  These records pertain to males born after September 12, 1873, but before September 12, 1900.

     b. World War II period.  SSS records for the WWII period have been transferred to various NARA facilities depending on the registrant's home state of residency at the time of registration or induction (see fig. 3-3.1 for appropriate location).  These records pertain to males born during the period September 12, 1900, through December 31, 1921.

     c. Post World War II.  Remaining SSS records for registrants born on or after January 1, 1922, are also in the custody of various NARA facilities depending on the home state of residency.  (See fig. 3-3.1 for appropriate location.)

NOTE:  Fig. 3-3.2 provides a list of SSS classifications for the WWI, WWII, and PWWII periods through 1976.  This listing may be helpful in deciphering the meanings of various codes furnished on SSS records.  Note also, that some SSS classification codes have slightly different meanings/wordings depending on the year of classification.

4. Requesting SSS information.

     a. World War I period.  To request WWI SSS information from the Southeast Region (NRC), prepare NA Form 13160 as shown in fig. 3-4.  Dispatch the original to NRPMR, Headquarters, to be faxed.  Place the copy of the form along with the inquiry and other related documents in the file folder.  Prepare the folder to be accessioned in the Suspense File.

     b. World War II or Post World War II.  To request WWII or Post WWII SSS information from NARA facility, technicians shall follow the same procedure as in subpar. a, above.  The appropriate location from which to request WWII or Post WWII SSS records information may be determined by consulting fig. 3-3.1.

5. SSS information furnished.  NARA facilities generally furnish photocopies of Registration and Classification Records, if available.  If the search of SSS records is negative, that information will be provided.

6. Release of Selective Service System records under the Privacy Act.  All Selective Service System records except WWI records (see note) fall under restrictions placed on their release by the SSS.  This means that technicians shall NOT send photocopies of either the Registration Card or Classification Ledger to the veteran or to a routine user of military records.  If the requester specifically requests a copy of an SSS record for the WWII or Post WWII periods, or has questions pertaining to these records, then refer the requester to the SSS office shown below:

The Records Division
Selective Service National Headquarters
Arlington, VA   22209-2425
Phone:  (703) 235-2272

NOTE:  Technicians may send copies of WWI SSS records obtained from NRC.  These  records have been accessioned by the National Archives and restrictions on these records are those customarily observed by the National Archives.

7. Background.  The Federal Bureau of Investigation (FBI) has individual military fingerprint cards on most veterans who were born in 1913 or after.  (Military fingerprint cards are screened and destroyed when 79 years old.)  These cards contain information such as the veteran's name, service number, date of birth, and date of entry into service.  (These records do not show date of separation or character of service.)  The primary value of these records in the records reconstruction process is they provide proof of entry into service.

NOTE:  THE FBI SHALL BE USED ONLY AS A LAST RESORT.  IN URGENT CASES, SUPERVISORS MAY CALL.

8. Obtaining information from the FBI.  Other than those requests described in par. 9, below, the correspondence technician may decide that a check of FBI fingerprint files is necessary.  In these cases, correspondence personnel may obtain information from the FBI by preparing NA Form 13069, FBI Identification Letter, in duplicate, as shown in fig.3-8.  Dispatch the original of NA Form 13069 to the FBI.  Place the copy of the form in the file folder.  Send the requester a delay notice using NA Form 13024 and make a note in the file that it was sent.  Prepare the folder to be accessioned into the suspense file.

9. Handling requests from sources that normally maintain contact with the FBI.   Correspondence personnel SHOULD NOT request information from the FBI when handling requests from sources that normally maintain contact with the FBI; e.g., police and sheriff departments; penal/mental/correctional/disciplinary institutions; government, social, and welfare agencies.  On requests from these sources, if all efforts to locate the record fail and a negative reply is in order, then the technician shall suggest that the requester contact the FBI for records.

10. Information furnished by the FBI.  The FBI will return NA Form 13069 with the requested information furnished in the lower right hand corner of the form (within FBI's official stamp).  If the search for the subject veteran is negative in FBI files, the NA Form 13069 will indicate "negative."

11. Background.  In some cases, additional records were created on veterans who can be grouped into special categories.  These records often contain verification of military service.  Fig. 3-11 provides a list of external sources that maintain information on special categories of veterans.  Instructions for obtaining information from these sources is contained in fig. 3-11.

12. Separation documents in county and city recorders' offices.  Many veterans had their separation papers recorded in county and city recorders' offices.  Recorders of deeds furnish copies of documents upon request of the veteran.  Correspondence personnel shall not contact such offices, but requesters should be reminded of this source when appropriate.

13. Separation documents (or Statements of Service) in county veterans service offices.  Some of the county veterans service offices have created a file on each veteran who applied for assistance, or whose family applied for assistance.  In some cases the files include copies of separation documents.  Correspondence personnel shall not contact such offices, but should remind the requester of the possibility that these offices may have some information regarding their military service.

14. Separation documents (or Statements of Service) in files of veterans organizations.  Some of the veterans organizations; e.g., American Legion, VFW, DAV, etc., have created a file on each veteran who has applied for membership in these organizations.  These files normally contain some proof of satisfactory military service.  Many of these organizations have retained a copy of the veterans' separation papers.  Correspondence personnel shall not contact such organizations, but should remind the requester of the possibility that these organizations may have some information on their military service.

15. Verification of military service contained in personnel records of state, municipal, or private employers.  Many employers give credit for time spent in the military service.  The evidence of military service then becomes part of the official employment record.  While such evidence would not always be acceptable for the purpose indicated, it would probably suffice when nothing else is available.  Requesters should be reminded of this source of information when  other internal and external sources fail to provide verification of military service.

Figure 3-11:  Guide to Military Records Sources Pertaining to Special Categories of Veterans  (Part 1 of 2 - Next)