1. Purpose.  This memorandum issues and transmits revised instructions for processing records into the Registry File System by the Accession and Disposal Section, Military Operations Branch.

2. Cancellation.  NPRC 1865.115 is canceled.

3. Reason for revision.  This revision updates procedures concerning processing records into the Registry File System because of the reorganization of the Military Operations Branch and changes in the technology by which identifying data for the records being retired to the National Personnel Records Center are provided by the service departments and the Department of Transportation.  This change also reflects the retirement of health records to the Veterans Administration Records Management Center (VARMC) rather than to NPRC with the personnel records which began in 1992.

4. Instructions.  The information about the Registry File System and instructions for processing records into it are contained in the attachment.

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

NA Form 13131, Important Notice Card
NA Form 13089, Batch, Task, and Audit Sheet
 

DAVID L. PETREE
Director

1. General information.  The registry file system was established in 1964 at NPRC(MPR) to (1) provide a cut-off date for all military personnel type folders; (2) integrate these records into one system; (3) provide a comprehensive cross-index to the files; and (4) lower the adminis-trative cost of servicing active records by grouping them in a central location, eliminating costly searches for non-accessioned jackets, and by fully utilizing all filing equipment.  The principle of the registry system is to assign a number to each basic personnel and medical jacket and then use this number to file or locate the jacket.  Jackets are assigned consecutive registry numbers according to the order in which received.

     a. The service registry file.  This file, established January 1, 1972, includes three separate files, one each for Army, Air Force, and Navy (includes Navy Bureau of Personnel and Navy Bureau of Medicine and Surgery, Marine Corps, and Coast Guard).  This file initially was to contain all files received after January 1, 1972, regardless of date of separation of the individual.  However, due to NPRC's fire of July 12, 1973, and rewarehousing projects, records received prior to 1972 were added to the service registry file.  (See subpar. 2a.)

     b. The "B/R" registry file.  This file was established September 14, 1973, to include reconstructed records and those recovered from the July 12, 1973, fire.

     c. "Auxiliary" record file.  "Auxiliary" records were added to the computerized registry file system starting in 1974, to include pay records (final pay vouchers and payrolls), clinical records, enlistment/induction registers, and some discharge orders covering the period 1950-59, etc.

2. Specific record collections included in the various registry files.

    a. Service registry file.
 

     b. "B/R" registry file.
 

     c. Auxiliary records.  Various categories of personnel-related, medical, and payroll records added to the registry index system for ready use as a supplemental source when the master personnel record is not available.  For further descriptions, see subpar. 4c, prefixes C, D, E, M, and P.

3. The suspense file.  The suspense file ("S" file) was established in February 1976.  Each folder accessioned into this file is assigned a registry number with "S" prefix.  It is maintained by NRPMR as a means for controlling procurement action requests taken incidently to reconstructing records lost or damaged in NPRC's July 12, 1973, fire.  All folders accessioned into the "S" file remain there on a temporary basis.  At the time a final response is made to the request that "triggered" establishment of the "S" file, the "S" file number is deleted from the computer file and an "R" prefix registry number is assigned and accessioned into the "B/R" registry file.

4. Computer index.

     a. The computer index consists of record identifying data stored on computer tapes and discs.  The computer has a random access storage that consists of two files for use by NPRC(MPR):  (1)  SERVICE NUMBER/SOCIAL SECURITY NUMBER with related name, service code, and registry number, and (2) NAME AND SERVICE CODE with related service number/social security number and registry number.  Special emphasis is placed on accuracy in properly recording data in the computer for storage and querying computer for locator service.  Thus, to locate a record, a computer can be searched by service number/social  security number (numeric search) or by name and service code (alpha search).

     b. There are three items of essential information extracted from each jacket and stored in the computer's index:

(1) Name - (last name, first name, middle initial).

(2) Service number/social security number.  The service number (SN) was issued upon entering service and was controlled by that particular branch of service.  The social security number (SSN) was issued by the Social Security Administration upon application.  The military service departments discontinued using SN and commenced using SSN as the identifier on the dates shown below.

 

Army and Air Force	July 1, 1969
Navy and Marine Corps	January 1, 1972
Coast Guard	October 1, 1974

(3) Service code.  A two or three letter service code is assigned to identify the specific type of record.  The code assigned to each type of record is as follows: (See 1865.114, figure 5)

No registry prefix - Other registry file, pre-1964 Coast Guard.

5. Sources of Incoming shipments of military personnel and medical records.

     a. New accessions of Army, Marine Corps, Navy, and Coast Guard records are received with magnetic tapes containing the required identifying data for entry into the Registry File.  The required identifying data for new accessions of Air Force records are received by electronic file transfer.

     b. New accessions are received from the following offices:

 

(1) Air Force	Randolph AFB, TX (Active Duty separations) Air Reserve Personnel Center, Denver, CO (Reserve and ROTC separations)
(2) Navy	Naval Reserve Personnel Center, New Orleans, LA Bureau of Personnel, Millington, TN
(3) Navy ROTC  Disenrollment	Department of the Navy, Chief of Naval Education and Training, Pensacola, FL
(4) Army	AR-PERSCOM, St. Louis, MO
(5) Marine Corps	USMC, HQ, Quantico, VA
(6) Coast Guard	USCG, Martinsburg, WV

6. Processing incoming shipments of military personnel and medical records.

     a. Accessions received with magnetic tapes.  The magnetic tape is delivered to the  Information Technology Operations Branch at NPRC (NHTO) for a printout of the data on the magnetic tape.  The printout is reviewed to ensure that the format of the information on the tape is correct.  The printout is spot checked against the records received for discrepancies such as unmatched names and social security account numbers, incorrect service codes (e.g., AFP service code on a record containing medical records), etc.  If the format is incorrect, the Accession and Disposal Section notifies the agency and arranges for a corrected tape to be  mailed to the Center.  Upon receipt, the new tape is reviewed as described above.  While the records are still in the shipping boxes, the first and last record in the shipment are checked against the printout to insure delivery of the entire shipment.  The records in the shipment are subjected to a random visual review for discrepancies.  If significant discrepancies are found in the shipment of records, the Section Chief is notified.

     b. Accessions for which data is received by electronic file transfer.  The electronic file transfer takes place prior to the shipment of records to the Center.  The records are shipped to NPRC only after a printout of the file provided by NHTO has been reviewed by NRPMO-A to ensure that the format is correct.  If the format is incorrect, NRPMO-A contacts the agency and provides assistance in correcting the deficiencies in the format and arranges for a follow-up electronic file transfer.  Upon receipt of the shipment and while the records are still in the shipping boxes, the first and last record in the shipment are checked against the printout to insure delivery of the entire shipment.  The records in the shipment are subjected to a random visual review for discrepancies.  If significant discrepancies are found in the shipment of records, the Section Chief is notified.

     c. Preparing records for the service registry files.  New accessions are received in cardboard cartons.  Archives aids place cartons of military personnel and medical jackets on conveyor belts in processing area.  Take care to ensure that containers from each service department are kept together and not mixed with containers from other services.  Once it is determined that the electronic data on the records is correctly formatted, the shipment received is complete, and the visual inspection reveals few deficiencies, remove all jackets from shipping containers and place into plastic tubs, making sure that the jackets are kept in same order as they were received.  Labels are printed by NHTO upon request.

     d. Labeling records for the service registry file.  The Lead Archives Technician obtains the labels from NHTO each morning.  The number of reject labels as printed on the last sheet of labels is verified.  The labels are separated into batches and NA Form 13089, Batch, Task, and Audit Sheet, is prepared.  The first and last registry numbers of the labels and the total numbers of labels in a batch are recorded on NA Form 13089.  The batches are assigned to the Archives Aids.

(1) The Archives Aids compare the entire name and SSN/SN on each label with the information shown on the back flap of the related jacket or, if the information is not shown on the back flap, as shown of the front of a related jacket.  Place the label approximately 1/4 inch from the top and 1/2 inch from the right-hand side of front of the jacket.

     (a) The first name, middle initial, last name, and the SSAN/SN must be identical.  Labels and records on which the names and/or SSAN/SN do not match are removed and given to the Lead Archives Technician for review and determination of the appropriate action.  When the label has an incorrect name or SSN/SN, the related record is removed from the tray and an NA Form 13131, Important Notice Card, is inserted in its place.  On the card, write "Deleted - name wrong" or "Deleted - SSAN wrong."  The erroneous label and related record are given to the Lead Archives Technician for appropriate corrective action.

NOTE:  If a label from a previous accession action is already attached to the record, the new label is placed over the old label so that the old registry number is covered.  Do not treat such records as refiles.

     (b) Social Security numbers which begin with the digit "8" or" 9" have not been issued by the Social Security Administration.  Some records have been received with Temporary Identification Numbers (TIN) having a first digit of "9."  However, the registry system computer program currently rejects these records.

     (c) Two-part last names are not hyphenated or do not have a separation in the last name on the label (e.g., Garcia-Rodriquez becomes GarciaRodriquez).

     (d) Names beginning with Saint are not abbreviated as St. on the label

     (e) Labels will not contain Jr., Sr., or III.

     (f) If the label shows the married and maiden name, use the name at the time of discharge.

(2) Do not place a reject label on the related record.  Remove the related record from the tub, affix the label to an index card, give the reject label and the related record to the Lead Archives Technician for appropriate corrective action.  Since a reject label does not create a registry location, an Important Notice Card need not be placed in the file.

(3) If a label was generated but no related record is found in the shipment, affix the label to an 8 1/12 x 11 card or paper.  Annotate that card with the phrase "no record."  Give the card to the Lead Archives Technician for appropriate action.  Complete and place NA Form 13131 in the place the record should have been and annotate the card with the phrase "no record received with accession" and the registry number assigned to the missing record.

(4) While labeling records, watch for misfiled documents and jackets in the records (e.g., medical record jackets, documents and records of a person other than the subject of the record, etc.).  Notify the Lead Archives Technician for appropriate instructions.

(5) Archives Aids are responsible for each label in the batches assigned to them.  Labels not attached to records must be turned into the Lead Archives Technician.  NO REJECT LABELS ARE TO BE SENT TO FILE.

(6) After the records have been labeled, the Lead Archives Technician reviews the records and/or labels turned in by the Archives Aids with the completed batch slip to verify that:

     (a) Reject labels and their corresponding records have been removed from the accession.

     (b) Records which correspond with the incorrect labels were not sent to file.  If a label requiring a delete action is turned in without a record, the Lead Archives Technician checks the accession.

     (c) No records are in the accession which correspond with those labels annotated "no record."

     a. Processing folders into the "S" registry file.  Once a procurement action is taken as a part of responding to a request, the Archives Technicians or Archives Aids in the Records Reconstruction Branch correspondence section place a copy of the request in a folder and place the folder in the bin marked for "S" files.  (The folder may be a B-registry folder, an R-registry folder, or a newly created folder).

(1) The Suspense File Clerk in NRPMR-S enters each folder into the registry system by last name, first name, middle initial (if any), service number (or social security number if no service number has been identified), and the appropriate service code on a daily basis.  The identification data is taken from documents in the folder or from the "R" or "B" label on the file.  The "S"  labels for the folders are generated in the section.

(2) The Suspense File Clerk places the label on each folder in the upper right-hand corner or, if the record is from the "R" or "B" registry, below the "R" or "B" label on the record.  The Suspense File Clerk checks to be sure the full name and service number on the label match the folder.  The "S" label is never placed over an "R" or "B" registry label.  The folder is placed in the "S" registry file located in NRPMR-S.

(1) The Suspense File Clerk reviews each "S" registry file record to ensure that a response has been made and that no corrections are needed to the identifying information.  The "S" registry number is deleted.

(2) If the record which was deleted from the "S" registry is a record from the"B" or "R" registry files, the "S" registry file number is blacked out and the record is returned for refile.

(3) If the record which was deleted from the "S" registry was newly created, it is entered into the "R" registry file by the Suspense File Clerk.  The labels for these "R" registry records are printed out in NRPMR-S as the records are entered into the registry file.  The new "R" label is placed over the deleted "S" label.  Each day, the "R" registry records created by NRPMR-S are sent to NRPMO-A to be shelved.

9. Boxing jackets and transporting to files.

     a. Archives aids transfer labeled jackets from trays into cardboard cartons for storage.  Care is taken to ensure that jackets are kept in registry number order.

     b. Leave empty space in each carton in the amounts indicated below:
 
 

     c. Using a black marker, Archives Aids enter on front of each carton the registry number of the first jacket in the carton and the consecutive box number for the appropriate registry file.

     d. Archives aids load cartons onto "half-skids" as instructed.

10. Numbering shelves.  Numbers are painted on end panels to indicate inclusive registry numbers within each row.  Registry numbers are positioned on panels four inches from front (aisle) edge of the panel and at the sixth shelf level from the floor.

11. Processing time.  Process new personnel and medical jacket accessions immediately upon receipt and, to the extent possible, not later than two workdays after receipt, depending on available computer time.

12. Deficiencies in records shipments.

     a. Types of deficiencies.  Deficiencies normally discovered in the accessioning process are described below.  These are of the type that have a substantial impact on the amount of time required of a searcher to locate a particular record and/or require a significant amount of time to correct.  Such deficiencies include but are not limited to:

(1) Records not proper for retirement to this Center;

(2) Magnetic tape prepared in the wrong format (i.e., incorrect service code, incorrect action code, data in the wrong location or spaces, incomplete date, etc.);

(3) Electronic file transfer is prepared in the wrong format.

(4) Incomplete identification data on the outside of records.

(5) Records containing misfiled documents.

(1) When deficiencies are discovered while accessioning a shipment, the section chief is notified of the types and extent of the deficiencies.

(2) When one or a combination of deficiencies involves an entire shipment of records, the section chief determines if the shipment should be returned to the initiating facility based on the following factors:

     (a) The nature and magnitude of the deficiency;

     (b) The size of the shipment;

     (c)  The time required to prepare the shipment for return as opposed to the time required to correct the deficiency; and

     (d)  Whether or not the initiating office has a history of repeated deficient shipments.

(3) If the Section Chief determines that the deficiencies, although correctable in-house, are significant in that records retirement practices are not being followed or a lack of quality control is evident, he/she contacts the appropriate office in person or by telephone.  A record of the deficiencies and the contact is maintained in the NRPMO-A office.

NOTE:  The Accession and Disposal Section Chief and the Military Operations Branch Chief are encouraged to telephone or meet with agency records managers to obtain compliance with records retirement procedures.

(4) When the same office retires records which consistently contain the same or similar deficiencies and it is determined that further shipments from that office will not be accepted pending correction of deficiencies, the Section Chief prepares a letter outlining the deficiencies and/or the history of continuing deficiencies for the signature of the Director, National Personnel Records Center (NRP).