SUBJECT: General information and instructions relating to reference service

1. Purpose.  This memorandum transmits general information and instructions relating to reference service.

2. Cancellation.  NPRC 1865.2B and NPRC 1865.5B are canceled.

3. Nature of revision.  This revision updates procedures and combines NPRC 1865.2B and NPRC 1865.5B.

4. Information and instructions.  Paragraph titles, denoting the various subjects covered in this memo, appear in the Table of Contents, and also appear in the comprehensive index issued with the NPRC 1865.1 series.

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

 OF 41, Routing and Transmittal Slip.
 NA Form 13013, File Chargeout Card.
 NA Form 13018, Reply to Inquiry (NCP).
 NA Form 13038, Certification of Military Service.
 NA Form 13041, Statement of Service.
 NA Form 13060, Referral.
 NA Form 13072, Summary of Military Service.
 NA Form 13075, Questionnaire About Military Service.
 NA Form 13085, Armed Forces Discharge Certificate - Worksheet.
 NA Form 13086, Verbal or Telephone Inquiry.
 NA Form 13087, Request for Records.
 NA Form 13098, NPRC Routing Slip.
 NA Form 13105, NPRC Search Request and Reply.
 NA Form 13131, Importance Notice.
 NA Form 13135, Reply to Follow-up Request.
 NA Form 13139, File Authorization.
 Standard Form 14, Telegraphic Message.
 Standard Form 180, Request Pertaining to Military Records.
 DD Form 214, Report of Separation from Active Duty.
 DD Form 256, Honorable Discharge Certificate.
 National Personnel Records Center NOTICE
 

DAVID L. PETREE
Director

1. Effective responses.  The primary mission of the military reference branches and the Records Reconstruction Branch is to provide an information service to the public and to other government agencies.

     a. Forms.  Most of this service is provided through NA forms.  In responding to a request, use the form specified in appropriate NPRC memorandums, and check most appropriate box(es).  If additional information must be given, use space at bottom of form to write in what is needed.  If no form is applicable, use NA Form 13018, Reply to Inquiry, (NCP), or letterhead.  Be sure to fill in forms completely and correctly.

     b. Letters.  In rare cases, letters must be written (see subpar. 8b)  Use the U. S. Government Correspondence Manual, the official guide for the preparation of NPRC correspondence.  In addition, follow these general guidelines:

(1) Be tactful, concise, and courteous.

(2) Address reply to points raised in inquiry.

(3) Write in simple terms and use a conversational tone.

(4) Do not hesitate to apologize for delays or to express regret when appropriate.

(5) Briefly answer all questions, and explain matters in logical order.

(6) End letter in friendly fashion.  For example:  "We hope that this information will be of assistance to you."

2. Proper approach to answering a reference inquiry.  Before beginning the reply to a reference inquiry, a correspondence technician should double-check the following:

     a. Is the requester authorized to receive the information or document?  Check release policies for the type of inquiry at hand.  See also par. 6.

     b. Do you have the right record?  Be certain that record is correctly identified and that it is for the person named in the inquiry.  Be certain that all documents contained in the record belong to the individual whose records are being requested.

     c. Is the record complete and does it contain enough information for an adequate reply?

     d. Is the inquiry signed by the requester?

     e. Have you read the inquiry carefully to make sure you understand fully what is wanted and what it is wanted for?

     f. Is it proper for NPRC to respond, or should some other agency or custodian make the reply?

     g. Is a fee chargeable? See NPRC 1852.1, Information and Instructions on fee cases (9700 Page).

     h. Is a delay notice required?  See NPRC 1864.103, Delay notices.

3. "IN TODAY - OUT TOMORROW."

     a. The policy of Federal records centers is to provide a response to all routine requests for reference service within one workday of receipt.  Backlogs are not acceptable.  All inquiries must be searched and answered with a sense of urgency.

     b. Achieving the goal of fast reference service requires some employees to perform several tasks.  Upper grade correspondence archives technicians may be called on to work various types of cases.  Experienced searchers may be called upon to work in correspondence if required to keep cases moving.  Seasonal peak workloads, exceeding the productive capacity of a branch, may require curtailing or denying leave until peak is past.

4. Accuracy.

     a. Accuracy in providing reference service is the goal of NPRC.  A high degree of accuracy must be maintained in extracting and releasing information from records.  (See NPRC 4430.1E, ch. 2, Quality audit of work.)

     b. There is one item of information on which there must be 100% accuracy:   CHARACTER OF SEPARATION.  Since this one item has such a direct and immediate effect on a veteran's welfare, there can be no errors.  If there is any doubt as to character of separation, consult the supervisor.  Take care to note asterisks, footnotes, determination sheets, etc., denoting CHANGE OF CHARACTER OF DISCHARGE subsequent to discharge.  No reason or excuse can be accepted for incorrectly reporting the character of separation.

5. Care of records and inquiries.

     a. Handling records.  Care must be taken not to damage records.  This is particularly true
of older records or records recovered from the fire, since they are brittle and easily torn.  If the record is fire-related and brittle, it should be copied to capture all data before it becomes lost.  Records should not be pulled through the Acco fasteners.  Use extreme caution when returning them to jackets, and when securing them with rubber bands.  On manila folders, run the rubber bands lengthwise around the folder so as not to damage the name tab.

     b. Records and inquiries in unauthorized areas.  Records and inquiries are not carried into washrooms, or the cafeteria.

     c. Markings on inquiries.  Write any notations regarding searching actions or other processing matters on search or routing forms.  The only notations permitted on the inquiry are routing codes; registry number; notations concerning the sending of a delay or referral notice; or of a DD Form 214, Report of Separation from Active Duty.

     d. Opening more than one record.  Do not open at the same time the records for more than one individual, unless it is for the purpose of correcting mixed records.

6. General statement on release policy.

    a. Careful analysis and astute judgment required.  Furnishing information from military personnel records is a matter which requires thorough understanding of release policies.  These are set forth in the instructions on each type of inquiry and in various other release issuances.  (See NPRC 1865.16, release and access guide, latest revision.)  Care must be exercised to ensure that:  (1) the persons requesting the information or documents are entitled or authorized to receive it; (2) the purpose for which the information is desired is in accord with pertinent laws, regulations, or policies on disclosing specific types of information, and (3) releasing the information would not be an unwarranted disclosure of personal data.  When granting access  to records to persons whose records are involved (or their representatives), it may be necessary to remove certain documents from the file.  In general terms, the documents that should be removed are those pertaining to security, investigative reports, and records which might be injurious to the well-being of the person concerned, such as psychiatric records.

     b. Exceptional cases.  There are instances when you should not apply a policy statement literally.  Judgment should be founded upon the basic philosophy governing release of information from military personnel records:  the nature of the record is privileged and confidential; and the best interest of the individual whose records are involved must be protected.  However, these policies should not restrict the furnishing of information in response to bona fide requests.  When NPRC policy statements are silent on a particular point or
question, technicians should apply the corresponding policies of the Armed Forces.  Should doubt still exist, discuss the matter with your supervisor.

7. Extent of information to be furnished.  The details on what information to furnish in response to specific types of requests are set forth in the various reference service instructions.  Respond to any inquiry only to the extent of the requested information plus whatever explanation may be necessary to clarify.  If the inquiry does not state what information is wanted, do not speculate.  Return it with an appropriate form asking for further explanation as to what is wanted.  In addition, use common sense and logic in furnishing information, and follow NPRC release policies.  (See NPRC 1865.16 latest revision.)

8. General policy on choosing the form of reply.  The form of reply is usually indicated in the instructions on each type of inquiry--see appropriate NPRC memorandum.  If a special form is not prescribed, or if there is no covering instruction, the following general policy should be observed.

     a. Forms and form letters.  Forms and form letters reduce the time required to provide a response.  Always attempt to reply to a reference inquiry with a form or form letter.  If none are applicable, use NA Form 13018, Reply to Inquiry (NCP), or letterhead.  NA Form 13135, Reply to Follow-up Request, has been developed specifically for responding to follow-up requests.

     b. Letter replies.  See the Government Correspondence Manual for instructions on when to use formal and when to use informal letterhead.  For reasons of economy, letter replies are to be held to a minimum.  They should be used, however, in any case where courtesy demands a letter.  The following are some examples of the type of inquiry calling for letter replies, either composed, made up of correspondex paragraphs, or a combination of both:

(1) Complaints, other than "tracers" for which reply is made on the tracer itself.  See NPRC 1864.101, Workflow control procedures and priority levels in reference service, for definition of complaints.

(2) Inquiries of a controversial nature, such as allegations made against record facts.

(3) Letters from high officials of the Government expressing a personal interest in the matter at hand.  (Most requests from Members of Congress must be answered by letter--see NPRC1865.12, Congressional inquiries at NPRC(MPR).)

     d. Replying on the request form.  This method should be used to the maximum possible when a more formal reply is not considered necessary.  Many inquiries are designed so the reply can be entered on the form.  If sufficient space is available and the request is submitted in duplicate, use the request form.  Print the word "TO" in front of the letterhead or the return address.  If the inquiry cannot then be folded properly for mailing in a window envelope, prepare a mailing envelope.

     e. File copy.  Keep file copy of all action taken.  There are several exceptions to this rule for Records Reconstruction Branch.  If:  (1) no record is located and an NA Form 13075, Questionnaire About Military Service, is sent to the requester (the inquiry is returned); (2) no record is located and the request is returned because it lacks proper signatory authority; or (3) no record is located and an NA Form 13060, Referral, is sent referring the requester to the VA.

9. Replies in which information is not released.

     a. Reasons for not releasing the information requested.  The reasons for not releasing information to a requester are:  (1) nonentitlement (the requester is not eligible to receive the information); (2) authorization is required (the veteran's or NOK); (3) military department regulations or DoD Privacy Board regulations do not permit release; and/or (4) the research involved is prohibitive (more important work takes priority).

     b. Uniform policy required.  A uniform approach is needed on requests which lack proper authorization, since these usually lead to additional correspondence, sometimes from Members of Congress, often in the form of a complaint.  Replies to requests for information which is not releasable under the Freedom of Information Act (FOIA) or under military regulations must be signed by branch chief.  Discuss any problem cases with section chief.  If letter is appropriate, be courteous and give full explanation as to why request cannot be granted.  In cases where part of the request is being granted and part is not, the section chief should review the response.  In cases where no information is being released, advise requester of the right to appeal.

NOTE:  NPRC is not a denial authority and cannot refuse to release information from a record to the subject of that record.  Only the legal custodian (military department) can deny access to a record.

10. Manner of showing dates on correspondence.  When the military service departments transferred personnel records to GSA in 1960, an agreement was reached whereby GSA would use civilian style dates; i.e., month, day, and year.  Since the services themselves use a different style (day, month, year), it is very important that the month be written out (or abbreviated) in all NPRC communications prepared on NA forms or letterhead.  Do not use numerals to indicate months.  The military services may interpret a date written as 5-1-51 as either May 1, 1951, or January 5, 1951. EXCEPTION:  Some military forms are completed under specific delegation by the various branches.  On these, the military style is used for showing dates.

11. Retention of evidence of reply.

     a. Requests submitted in original only.  When an employee of a correspondence section uses the inquiry to transmit documents or information to the requester, a photocopy of the inquiry must be kept in the record.  Indicate on the file copy the documents which were sent.  If the case is one requiring the preparation of the following:

NA Form 13085, Armed Forces Discharge Certificate - Worksheet;

NA Form 13038, Certification of Military Service;

DD Form 256, Honorable Discharge Certificate;

NOTE:  In cases where the inquiry is returned for identification purposes, it is not necessary to retain a photocopy in file.  Attach National Personnel Records Center NOTICE form to the inquiry informing the requester to return all correspondence when writing to the Center subsequently on the same subject.  For Army and Air Force reference branches and Records Reconstruction Branch, when reply is made by an appropriate NA form, prepare an original and one copy.  File copy of reply in the service record.  For Navy Reference Branch, see subpar. 11e(2).

     b. Requests submitted in duplicate.  If request is in duplicate, complete the reply in duplicate and file the copy.  For organizational records, see d, below.  When transmitting documents, be sure to note on the retained copy which documents were sent and the date.

     c. Verbal or telephone inquiry.  File a copy of completed NA Form 13086, Verbal or Telephone Inquiry, in the record together with a copy of any other NA form furnished.  See NPRC 1865.8, Inquiries received by telephone at NPRC(MPR), for instructions on verbal and telephone inquiries.

     d. Methods of filing evidence of replies in organizational records.  Use the following order of precedence for filing evidence of replies in organizational records.  File a copy of inquiry and reply:

(1) In the individual personnel or medical record if it was initially withdrawn to assist in answering the inquiry.

(2) In the organizational record file unit (paper records only) from which the information/record was withdrawn if the personnel record is not withdrawn.  A copy of the inquiry is placed in each file location.

NOTE:  File copy of transmittal is used as chargeout card on loans and transfers.

(3) In the special transitory file (one-year retention; collect one year and destroy).  This option is used only when neither of the above is appropriate.  In cases where the required organizational records are withdrawn from a number of different file locations (e.g., Air Force clinicals), place a copy of the NA Form 13013, File Chargeout Card, in each file location and place  the file copy of the reply in the individual personnel or medical folder or, if there is no folder, in the transitory file.

     e. Dual action requests (Navy and Marine Corps).  When request is for service and medical information and BOTH service and medical information are released:

(1) Reply made on original request form.  File a copy of reply in both service and medical records.  Request photocopies when insufficient number of copies is furnished by requester.

(2) Reply made on appropriate NA form.  Prepare original and two copies.  File copy of reply in service record and file request and copy of reply in medical record.  Annotate copies of reply by writing in lower right corner the date copies are filed.

NOTE:  When request is for service and medical information, and only service or medical information is furnished, file copy of reply and inquiry in record from which information is extracted.

13. Negative replies.

     a. Organizational records.  The Organizational Records Section maintains a special transitory file, by month and then alphabetically, of negative replies (one-year retention).  Hold one year and destroy.

     b. All other.

(1) Records not found in registry file.  When initially advising that the pertinent records or information cannot be found (or properly identified), file copies of the correspondence are not normally kept.  If, however, there have been extensive but unsuccessful attempts to locate the record, then a file copy is kept.  If necessary, prepare a folder in which to file military  documents/information procured from other sources, the copy of the request and reply, and any other papers (search reports, routing slips, correspondence, etc.) which document the action taken to locate the record.

     (a) If a positive Finding Aid Report (FAR) indicates the record's proper registry location but the record cannot be located, the new folder which is established by the C6 correspondence technician, is marked "Temporary File" and the registry number location is recorded on the manila jacket.

     (b) If the appropriate FAR's are negative by all identifiers, and if NPRC is responsible for reconstructing military data to respond to the inquiry, the correspondence section chief establishes a file containing procured documents/information, correspondence, and search reports and then requests that a registry number be assigned. Follow this procedure only when it has been established that the individual is actually separated from military service (i.e., positive BIRLS, etc.).  The request and folder are forwarded to Data Conversion Unit, on an OF 41, Routing and Transmittal Slip.

     (c) In those cases where registry number cannot be located and NPRC is NOT responsible for reconstructing military data, the correspondence and search reports are forwarded to the service department without establishing a file or assigning a registry number.

(2) Records not found in "B" or "R" files.  An "R" file is established by Records Reconstruction Branch, NCPMR, when reconstruction of records process takes place.

(3) Navy Alphabetical File.  If inquiry pertains to Navy Alphabetical File, prepare Temporary File only if chargeout card is in file.  When Temporary File is established, file in appropriate Navy Alphabetical record block.

(4) Information not releasable.  When advising that the record or information cannot be released to the veteran or next of kin, but that it can be released to a physician, etc., copies of NPRC replies are kept.

15. Disposition of follow-ups.  Follow-up requests are processed by correspondence personnel.  Take no action on follow-up if evidence is found indicating the original inquiry has been answered within seven workdays prior to the date of the follow-up.  Upon supervisory approval, file the follow-up without action.  If the original inquiry was answered more than seven workdays prior to the date of the follow-up, make photocopy of previous action taken.  Prepare NA Form 13135, Reply To Follow-up Request, in duplicate.  Send original NA Form 13135 and photocopy of previous action taken, to the requester.  File duplicate NA Form 13135, previous action taken and follow-up request in the record.

16. Feedback on inaccuracies or shortcomings of the reference service directives. All users of the "1865 and 1864" series of directives are encouraged to communicate any shortcomings or problems concerning these directives to the Chief, Management Systems Staff (NCPS).  The method of communication can be an OF 41, Routing and Transmittal Slip, or simply a sheet of paper and should be done as soon as the deficiency is noticed.  These messages should be sent through supervisory channels to NCPS.  This type of feedback helps to keep the NPRC reference service directives current and accurate.  This procedure is not meant to interfere with the NARA Employees Suggestion Program.  Employees should continue to use the Suggestion Program as directed by NPRC 3620.1C, NPRC suggestion program.

17. Addressing correspondence to the Office of Federal Records Centers and other NARA offices.  It is important that correspondence being sent to the following offices is correctly addressed.

     a. Following is a list of the correct addresses for some of our Washington offices:
 

     b. A complete list of records center addresses showing the geographical area served by each is contained in app. B.  An example of the correct way to address mail to the records centers follows:
 

Director
Federal Records Center
380 Trapelo Road
Waltham,  MA   02154

1. Inquiries that do not merit a reply.

     a. Repetitious letters occasionally are received from veterans, or someone writing in their behalf, after every possible effort to help the veteran has been made.  Additionally, letters occasionally are received that contain a general complaint about NARA or military officials, activities, or policies, and which do not appear to merit a reply or indicate that a reply would serve a useful purpose.  Correspondence which could be categorized as "nuisance" but which involves no military service record should be destroyed.  Also included in this category are the so-called "pen pal," "crank" letters, and letters from inmates of mental institutions.  The instructions set forth below are to be followed in these cases.

NOTE:  This does not include repetitious letters from the next of kin concerning an Army person's death in service.  In these cases, refer the request, with records attached, to ARPERCEN for necessary action.  This includes requests from anyone (such as Members of Congress) writing in behalf of the family members.

     b. Inquiries of the types mentioned above are forwarded, with records attached, to the branch chief to determine if the inquiry may be filed without action.  If it is determined that the inquiry does not merit a reply, prepare an NA Form 13139, File Authorization (fig. A-1), and place it in the record of the person concerned.  This form should be maintained as the topmost document at all times.

2. Inquiries containing obscene language or threats.  Correspondence which includes obscene or threatening language--or indecent photos--should be routed to the branch chief along with an opinion as to whether the correspondence should be reported to U. S. Postal Service or to other officials as appropriate.  Inquiries of this type normally are detected in the Incoming Mail Units and should not reach the operating elements.

3. Inquiries that cannot or should not be answered because of the nature of the information requested.

     a. Description.  Some inquiries ask NPRC to perform historical research and although the information may be releasable, it would not be possible to answer these inquiries.  While it is impossible to illustrate the many types of inquiries that might come under this heading, the following are a few examples:

(1) Statistical, tactical, or logistical matters.

(2) Numbers of persons with a given name who served during a given period, war, etc., or at a given time.

(3) The first service person (or organization) involved in a given military action or incident.

(4) The first service person killed at a given place or in a given action or incident.

(5) The first service person to receive a given award or decoration.

(6) The first WAAC, WAC, WAVE, etc.

(7) The youngest person at a given time or place, given grade, etc.

(8) Possibility of a person of a given age to have held a given rank or grade.

(9) Persons who served in two or more wars or in two or more of the Armed Forces.

(10) The names (and addresses) of all persons who served from a given locality (town, county, area, etc.)

     c. Related instructions.  This paragraph is related to the following instructions, which should also be consulted:

(1) NPRC 1865.49, Requests for last known address or "whereabouts" information.  (These are sometimes submitted in list form which, in some cases, requires denial or partial denial because of the amount of research involved.)

(2) NPRC1865.86, Genealogical requests.  Requests for information needed in genealogical research; for information on military achievements of individuals, etc.

     a. Dual requests for records information/documents and for request forms (SF 180).  The operating elements of the military reference branches and Records Reconstruction Branch will supply Standard Forms 180 when they are requested along with service record data or copies of documents.  This is limited to requests for 25 or less Standard Forms 180.  If more than 25  copies are requested, attach a Routing and Transmittal Slip (OF 41) addressed to the Chief, Inquiry Analysis & Distribution Section, with notation calling attention to the request for forms.

     b. Requests for Standard Forms 180 only.  These will be handled exclusively by the Inquiry Analysis Units.

     c. Requests for general information about NPRC's functions, release policies, capabilities, requirements for proper requests, etc.  These should be referred to Management Systems Staff (NCPS) for reply.  If a request is for this type of information, correspondence technicians answer the records portion and inform the requester a separate reply concerning the other part of the  request is forthcoming.  See NPRC 1804.1, Signature authority, Center correspondence.

5. Inquiries involving records in two or more file locations.

     a. Responsibilities.

(1) Inquiries indicating service in two or more branches of the Armed Forces are coded to the reference branch having responsibility for the LATEST records.  That branch is then responsible for completing the entire request.  If the request is only for records covering an earlier period of service, code to branch having responsibility for those records.

(2) If, while processing an inquiry in which only one branch of service was indicated, the technician discovers from the record that the person had subsequent service in another branch, that technician completes the inquiry by requesting the appropriate records.  Such requests are not routed to the branch responsible for the latest service, nor, are they returned to the  mailroom for recoding. Obvious coding errors, however, should be brought to the attention of the Inquiry Analysis and Distribution Section Chief.

NOTE:  The same procedures are followed if organizational records are required to complete the request except NA Form 13105, NPRC Search Request and Reply, is used to request search.

     c. Inquiries involving Records Reconstruction Branch.

(1) Inquiry Analysis Units.  Requests involving Records Reconstruction Branch and another branch of service should always be sent to other branch first, regardless of which had prior or subsequent service.

(2) Reference branch.  Correspondence archives technician completes branch's portion of reply and sends to requester, noting on reply form that information on additional service will be forthcoming under separate cover from Records Reconstruction Branch (NCPMR).  Retain copy of inquiry and reply for file.  Send inquiry, copy of reply, and any relevant service data, enlistment contracts, shipping articles, or later correspondence relating to fire-related service records to NCPMR-C on NA Form 13098, NPRC Routing Slip.  NCPMR-C completes its portion of reply and sends it to requester.

(3) Prior service.  If inquiry is sent first to NCPMR, and prior service in another branch is discovered, NCPMR may return request to Inquiry Analysis Units to be sent to branch of prior service, unless there is some information with which it can work.  Miscoded inquiries sent to NCPMR will be returned to Inquiry Analysis Units to be recoded and sent to correct reference branch.

     e. Exception to above.  Above is not intended to apply to those rare cases wherein only MISCELLANEOUS records (usually medicals) are found in block to which inquiry was coded, and OFFICIAL record is found in another records block.  These requests, with miscellaneous records, are to be forwarded for answering to section having official record.

6. Policy regarding combining records from two or more record blocks.

     a. General rule - Air Force Reference Branch personnel.  Records for the same veteran pulled from two or more record blocks, such as the "B" file or "F" Registry files are combined.  The records covering the various periods of service in the same branch of service for the same veteran are consolidated under the highest registry number.  Be sure to enter the consolidated (combined) folder into the computerized registry index under both social security number and service number so that prior periods of service under the service number can be located.  Follow the procedures outlined in NPRC 1865.114 (formerly NPRC 1864.96), Changes/corrections to identification data for military personnel/medical records indexed by the computer, rule 2 of fig. 1, to update the computer.

     b. General rule - Army Reference Branch personnel.  Same as a above, except that records for the same veteran pulled from two or more records blocks may be combined if they come from the "B" file or "A" Registry files.

     c. General rule - Navy Reference Branch personnel.  Remember that officer and enlisted records for the same veteran cannot be combined.  It is possible to combine two or more enlisted records for the same veteran which may be located in the "N" files.  Follow the same procedures for officer records which may be located in the "N" files.  Use the procedures outlined in NPRC 1865.114, rule 2 of fig. 1, to update the computer.  Do not attempt to combine pre-registry Navy records.

     d. Exception.  The rule set forth in a, above, does not preclude the bringing together of miscellaneous documents or portions of records, such as medical records, relating to the SAME period of service, but found in separate record blocks.  These are records that should have been filed together.  When combining such records, always make sure the chargeout for the record not being returned to file is pulled.  ALSO, if the registry index is involved, make sure the necessary amendments to the index are made.  See NPRC 1865.114.

     e. Special instructions on movement of organizational records for file in military personnel records.  This action is taken ONLY in rare cases, specified by the supervisor and section chief.  When removing file item from organizational record for placement in military personnel record, use NA Form 13013, File Chargeout Card, or NA Form 13131, Important Notice, as a cross-reference to the new file location.  Complete the form to show name and service number of the person in whose record the item is to be filed, and, in blank space, the designation of the record block in which the personnel record is located.

7. Instructions on recording officer service numbers on enlisted jackets of former Navy and Marine Corps personnel.  When an officer service number is determined for an enlisted member who was discharged to accept a commission, and the officer number is not shown in the enlisted file, record it on the face of the enlisted jacket adjacent to the enlisted service number; e.g., OFFICER SN:  42645.  Do this only when the enlisted and officer files are brought together (not combined) to process an inquiry.  If the inquiry only involves the officer file, do not make extra search or effort to determine if the officer number is recorded in the enlisted file.

8. Requests regarding records already disposed of.  When military reference branches or Records Reconstruction Branch receive requests which involve records already disposed of, those requests should be answered in the appropriate correspondence unit but must be sent to the Office of the Branch Chief for approval prior to dispatch.