NPRC 1865.117
September 30, 1992

 SUBJECT:  Processing requests for service information for homeless veterans

1. Purpose.  This memorandum issues instructions for processing agency requests for service information on homeless veterans.

2. Cancellation.  Appendix A of NPRC 1864.114 is canceled.

3. Applicability.  The provisions of this memorandum are applicable to personnel of the search and correspondence sections of the military reference branches, the Records Reconstruction Branch (NCPMR), and the Inquiry Analysis and Distribution Section (NCPMO-I), Military Operations Branch.

4. Background.  Since the Archivist of the United States granted permission for NPRC to verify service on homeless veterans via facsimile (FAX) transmission, the number of requests has grown dramatically.  Community service agencies at the local, state, and national level are requesting assistance in verifying service for homeless veterans in order to determine their eligibility for benefit programs, shelters, and other services.

5. Instructions.  In order to meet our response time goal of 10 working days, the instructions for processing these requests are as follows:

      a. General.  Requesting agencies will be instructed to prepare a cover sheet addressed to NPRC      containing the agency name, mailing address, and office and FAX phone numbers.  The cover sheet must clearly identify the request as pertaining to a homeless veteran.  The agency will also have the veteran prepare and sign a Standard Form 180, Request Pertaining to Military Records, requesting an undeleted copy of the veteran's separation document(s).   The SF 180 will be transmitted to NPRC along with the cover sheet, to the FAX machine located in NCPMR.  The commercial and FTS FAX machine phone number is (314) 801-9201.

       b. Receipt and control procedures.  Upon receipt of a FAX request in NCPMR, the request will be reviewed by the FAX clerk to determine if it contains the words "homeless veteran."  If it does, the FAX clerk will photocopy the request and affix a color code tab corresponding to the date of receipt to both the original request and the photocopy.  NA Form 13156, Homeless Veteran Correspondence Cover Sheet, will also be affixed to the original request.  Twice daily, the FAX clerk will deliver the original of requests received to the appropriate reference branch headquarters for processing and file the photocopy of the requests in NCPMR's suspense file.

If the words "homeless vet" do not appear on the SF 180 or the cover sheet, the FAX clerk will forward the request to his/her supervisor for determination before photocopying or taking any other action.

      c. Reference branches and Records Reconstruction Branch processing.  Upon receipt in the branch headquarters, the veteran's identifying information and the date(s) of receipt will be entered in a branch log.  The case will be processed as a first PRIORITY (red tag) request.  Correspondence technicians must process the case and deliver the response to NCPMR by close of business on the eighth workday after receipt in the Center.  It is important to check to make sure the request is correctly signed, is for a "homeless" veteran and that   the reply is addressed and transmitted to the requesting agency, as indicated on the SF 180 or agency cover sheet.

When the reply is complete, the reference branch will prepare the following:

      (1) an NPRC facsimile cover sheet,

      (2) copy of the requesting agency's cover sheet, and,

      (3) a bond paper copy of the reply form with attachments.

NOTE:  If the veteran's name on the SF 180 differs from the personnel record name, a copy of the SF 180 must be included and sent to NCPMR to clear the suspense file.

Paper clip the necessary attachment(s) to the cover sheet and hand-carry the completed case to the FAX clerk in NCPMR branch headquarters.

NOTE: Delivery of completed responses to the FAX clerk must be accomplished throughout the workday.  Completed responses must not be held until a significant quantity has accumulated.  The original reply form with attachments will be dispatched by the correspondence section for mailing to the requesting agency at the address listed on the SF 180 or agency cover sheet.

       d. FAX transmission of replies by NCPMR.  NCPMR will date stamp the copies of the responses as they are received from the reference branches.  If a completed case is received in NCPMR after 2:00 p.m., it will be stamped with the next workday's date.  Responses will be transmitted as soon as possible.  (Usually the same day.)  Copies of completed FAX transmissions are kept for two months, then destroyed.

      e. Follow-up on cases not completed by suspense date.  On a daily basis, the NCPMR FAX clerk will review the suspense file for cases which have reached the eighth working day.  A copy of the SF 180 request and an Optional Form 41, Routing and Transmittal Slip, will be hand-carried with the new requests to the appropriate branch headquarters for follow-up action.

      f. Requests received by means other than FAX transmission.  Periodically, homeless veterans requests have been identified in our normal processing backlogs.  The following steps are to be taken when a homeless veteran request is found in NCPMO-I or in the reference branches:

(1) Any case identified by NCPMO-I will be hand-carried to NCPMR.  NCPMR will take the necessary actions to route the case to the appropriate reference branch as outlined in b, above.

(2) Correspondence sections identifying homeless veterans requests in the pending workload will complete the case and dispatch copies.  A copy of the SF 180 and reply will be hand-carried to NCPMR for transmission to the requesting agency, if a FAX number is shown.  If no FAX number is shown, prepare mail copy only.

  NA Form 13156, Homeless Veteran Correspondence Cover Sheet
  Optional Form 41, Routing and Transmittal Slip
  Standard Form 180, Request Pertaining to Military Records
  Unnumbered NPRC Facsimile Cover Sheet
 

  DAVID L. PETREE
  Director