SUBJECT: Changes/corrections to identification data for military personnel/medical records indexed by computer

1. Purpose.  This memorandum issues revised procedures for changing or correcting identification data on military records and on the computerized registry index.

2. Cancellation.  NPRC 1864.96C is canceled.

3. Reason for revision.  This memorandum has been placed in the 1865 series because the information pertains to 9700 Page only.  It has been revised:

    a.  to update form names and numbers;

    b.  to remove note 1 from the end of fig. 1 and thus allow branches to designate the person(s) to authorize changes to the computerized registry index;

    c.  to add a paragraph which lists general criteria for making changes and/or corrections on the military documents themselves;

    d.  to change fig. 2 to pertain only to corrections in Navy records; and

    e.  to add a new figure to show the addresses to which to send non-Navy records when identification data on the records need to be corrected.  (Making this fig. 3 has required renumbering of the previous fig. 3 as fig. 4.  The previous fig. 4, an overprint for requesting a single registry number to use on a jacket being moved from a pre-registry file, has been removed.  Instructions covering such situations will be added to NPRC1865.115, Registry File System records processing procedures.)

4. Instructions.  The actions to take to change identification data on the computerized registry index and to make changes or corrections on the actual records are described in the attachment and in figs. 1, 2, 3, and 4.

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

NA Form 13003, Request for Amendment(s) to Computer Index
NA Form 13077, Report of Searching Actions
NA Form 13096, Finding Aid Report
DD Form 215, Correction to DD Form 214
DD Form 1343, Notification of Change in Service Member's Official Records
 

DAVID L. PETREE
Director

1. Purpose.  This memorandum transmits revised pages of NPRC 1865.114.

2. Explanation of change.  The incoming mail operation uses the service code in some cases to determine if a request can be referred to another agency without searching for the record or referring to information in the record.  When combining two or more records careful consideration must be given to ensuring that the service code on the combined record is appropriate to the contents of the record.  A listing of service codes used in the NPRC registry systems has been added as figure 5.  Figure 4 has been changed to reflect the most recent revision of NA Form 13003, Request for Amendment(s) to Computer Index.  Figure 3 has been revised to reflect the most recent addresses to which records are to be referred.

3. Instructions.  Remove pp. 1/2 and 7/8 of the attachment and insert the revised pp. 1/2, 7/8, and 9/10.
 

DAVID L. PETREE
Director

1. General information.  Identification data (ID) is that information which identifies and isolates the record of one individual from another.  On a military personnel/medical record, the ID is the NAME, SERVICE NUMBER, or SOCIAL SECURITY NUMBER.  On the computer, the ID is the NAME, SERVICE NUMBER/SOCIAL SECURITY NUMBER, and SERVICE CODE.

2. When and when not to request amendments to the computerized registry index.

     a. DO request amendments to the computerized registry index whenever it is recognized that there is a need:

(1) To change or correct the LAST NAME, SSN, and/or SERVICE NUMBER.

(2) To change, add, or delete the REGISTRY NUMBER and/or SERVICE CODE.

(3) To consolidate two or more records for the same individual, same branch of service--each bearing a different registry number.

(4) To substitute a SERVICE NUMBER or SOCIAL SECURITY NUMBER for an "X" number (i.e., date-of-birth number).

     b. DO NOT routinely request amendments to the computerized registry index:

(1) To remove a record from the registry system that was erroneously filed there.

(2) To add a record to the registry system that was erroneously filed in an alpha file.

(3) To add a Navy/Marine Corps personnel or medical record to the registry system only because the other record is in the system.  This should be done, however, if the record which is not in the system has been pulled to answer an inquiry.

(4) To delete a record which has been transferred to another records depository (unless that branch of service specifically requests the deletion).

(5) To add a service number to a record which is already in the system under a valid social security account number.

NOTE:  This does not apply to the Records Reconstruction Branch.

(6) Just to add/change/correct a FIRST name or middle initial.  (But do take such action also if an amendment is being made for another reason.)

NOTE:  The service department may make its change by issuing a single document to be filed in the jacket, rather than by changing the existing documents.  Thus, the item that was changed may not be deleted entirely from the paper and should not be deleted from the computer memory; rather, the new information should be added to the computer as a cross reference and should be written in next to the existing information on the outside of the jacket.  For example, a name change should be written along with words such as "also known as."

4. Service codes.  When two or more records are combined appropriately, the service code in the computer must reflect the make up of the newly formed record.  For example, if an AF service code record containing some medical records is combined with an AFP service code record (the AFP code indicates the service sent the medical records to the Veterans Administration Records Management Center (VARMC)), the service code of the combined record should be changed to AF.  The various service codes and their definitions are available in figure 5.