SUBJECT: Verification, misplaced, and "can't find" records searching

1. Purpose. This memorandum issues revised instructions for personnel involved in verification, misplaced, and "can't find" records searching.

2. Cancellation. NPRC 1865.32 is canceled.

3. Reason for revision. NPRC 1865.32 is revised to update procedures and include current NA Form numbers. The memorandum details procedures to personnel involved in verification, misplaced, and "can't find" records searching.

4. Instructions. The instructions for verification, misplaced, and "can't find" records searching are in the attachment.

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

NA Form 13004, Request for Computer Search
NA Form 13012, Return Slip for VA Inquiry
NA Form 13024, Delay Notice Inquiry
NA Form 13051, Transmittal
NA Form 13053, NPRC Acknowledgment/Referral
NA Form 13063, Inquiry Return (with SF 180)
NA Form 13075, Questionnaire About Military Service
NA Form 13077, Report of Searching Action
NA Form 13098, NPRC Routing Slip
NA Form 13131, Important Notice
NA Form 13140, Wanted Card
Optional Form 41, Routing and Transmittal Slip
Standard Form 180, Requests Pertaining to Military Records
DD Form 214, Report of Separation from Active Duty
DAS Form 54, Request for Official Military Personnel File, Microfiche, or Paper Document
VA Form 3101, Request for Information
 

DAVID L. PETREE
Director

1. Introduction and responsibility. The following instructions and guides for action are extensions of routine search procedures described in NPRC 1865.31, Routine Searching. Instructions in NPRC 1865.32A are for verification searchers when (a) a routine search is negative or (b) the record requested is a "can't find" (not in the computer, but the inquiry indicates the record should be in the physical custody of NPRC). Included are instructions for the GS-6 archives technicians in the correspondence section for "can't find" records searching.

     a. Resourceful verification searchers. Effective, efficient location of records requested requires resourceful and intelligent verification searchers using their experience and knowledge to determine where to look first to locate a "missing" record. The following list of actions applies on a case-by-case basis as appropriate, thus allowing searcher discretion to apply those steps indicated by the nature and/or source of the request.

     b. Military records depositories. Fig. 1 summarizes the types of records retained at fifteen military records depositories including NPRC.

2. Use of NA Form 13077, Report of Searching Actions. NA Form 13077 provides for the documentation of search actions taken by the verification searcher. The form remains attached to the inquiry until all search actions have been completed. A copy of all misplaced records search results (reverse side of NA Form 13077) is maintained in search section headquarters.

3. Verification search. Records not located after routine search actions require more extensive actions and analysis by the verification searcher to include:

     a. A manual search of registry files to include two cartons before and after (total of five cartons) the indicated file location. NOTE: Navy alpha files require searching one carton before and after (total three cartons) and if necessary, a name variation that could possibly require search of additional cartons.

     b. Verification of the correct spelling of the veterans name (see par. 8).

     c. Verification of the accuracy of the service number (SN) and/or social security number (SSN).

     d. Searching other logical records blocks (e.g., in cases involving NCPMN-S, search PWW and WWII when the inquiry indicates separation in the late 1940's).

     e. Verification of data provided. It may be appropriate to ask requester for more information or confirmation of information.

     f. Searching any of the locations or actions recommended under "Verification Search" on NA Form 13077 (see fig. 2). This includes a second routine search of the correspondence section, possible refile of the record, and check of auxiliary tapes, microfiche, and indexes.

(1) NA Form 13004, Request for Computer Search, is used to probe the computer by variations of the SSN, SN, and spelling of name.

(2) A record charged out to NPRC (9700 Page) elements requires a thorough search of desks, refile racks, suspense files, photocopy machine racks, refile carts, etc. If a record charged out to ARPERCEN less than 15 days is needed by NPRC, telephone ARPERCEN for return of record.

(3) A record charged out of the building requires the requester be notified of referral using NA Form 13053, NPRC Acknowledgment/Referral.

(4) If verification search is negative and a misplaced search is required, the person authorizing the misplaced search (search section chief, correspondence section chief, or lead archives technician) ensures a delay notice is sent to the requester.

(5) Army and Air Force Reference Branches can request a manual search of AR-PERSCOM files by using OF 41, Routing and Transmittal Slip (see par. 17).

(6) As a last resort to verify the identification of requested record (name, SSN, SN) the verification clerk probes Department of Veterans Affairs BIRLS computer. Using NPRC (MPR) Routing Slip, and send query requests to Incoming Mail Unit 2 (NCPMO-I).

(7) If verification search is negative, forward inquiry and NA Form 13077 to the appropriate correspondence section chief using NA Form 13098. NOTE: If analysis of the request and/or verification search indicates the record was NEVER sent to the Center, search section replies to the requester.

(8) NA Form 13140, Wanted Card, or NA 13131, Important Notice, is placed in file only when advised to do so by the search section supervisor. See fig. 3 illustrating a properly filled out Wanted Card.

     a. The reverse side of the NA Form 13077 (see fig. 1) is used ONLY for a misplaced records search. When signed by the correspondence section chief, the inquiry and NA Form 13077 are returned to the search section.

     b. All actions taken by the searcher conducting the misplaced search are signed, dated, and fully annotated.

(1) Records located are forwarded to the appropriate correspondence section.

(2) Negative search results are returned to the correspondence section chief using completed NA Form 13077. NOTE: Results of misplaced records search action (positive or negative) are to be fully annotated on the NA Form 13077 and photocopy/carbon copy of the reverse side should be made and MUST be maintained in search section headquarters.

(1) Rechecking all previous search actions taken in the routine and verification searches.

(2) Variation of name spellings.

(3) Variation of SSN, SN, and/or DOB and probing the computer.

(4) Variation of the registry number consisting of a systematic variation of each digit of the registry number. For example, if the record with registry number 7546392 is not in file, the following number locations should be searched:

7546392 | 7546392 | 7546392 | 7546392 | 7546392 | 7546392 | 7546392

7546390 | 7546302 | 7546092 | 7540392 | 7506392 | 7046392 | 0546392

7546391 | 7546312 | 7546192 | 7541392 | 7516392 | 7146392 | 1546392

7546393 | 7546322 | 7546292 | 7542392 | 7526392 | 7246392 | 2546392

7546394 | 7546332 | 7546492 | 7543392 | 7536392 | 7346392 | 3546392

7546395 | 7546342 | 7546592 | 7544392 | 7556392 | 7446392 | 4546392

7546396 | 7546352 | 7546692 | 7545392 | 7566392 | 7646392 | 5546392

7546397 | 7546362 | 7546792 | 7547392 | 7576392 | 7746392 | 6546392

7546398 | 7546372 | 7546892 | 7548392 | 7586392 | 7846392 | 8546392

7546399 | 7546382 | 7546992 | 7549392 | 7596392 | 7946392 | 9546392

Particular attention should be given to those numbers which are easily misread; that is 3, 6, 8, 9.

(5) Telephoning service agencies possibly holding the record.

(6) Searching five cartons before and after (total of 11 cartons) the designated file location.

(7) Searching auxiliary files, tapes, microfilm, microfiche, and locator aids.

     a. Army. Army Reference Branch is responsible for servicing requests concerning Army personnel separated on/or after 1/1/60. Fig. 4 outlines the action to be taken, by what section, and subsequent actions required to locate the "can't find."

NOTE: G-Date is AR-PERSCOM's computer symbol designating "discharge" date and record has been transferred to NPRC. A listing of all AR-PERSCOM computer symbol explanations is contained in fig. 5.

     b. Navy. "Can't find" searches require the same procedure as verification/misplaced search actions under the direction and discretion of the search section supervisor or lead archives technician.

     c. Air Force. "Can't find" searches require the same procedure as verification/misplaced search actions under the direction and discretion of the search section supervisor.

6. Additional NPRC record locations. The following record blocks are in addition to the record blocks listed in NPRC 1865.31, par. 4, fig. 1.

     a. Auxiliary (QM and QT) Registry (C, D, E, M, P, H, J, K, and W Registry prefix). "Auxiliary" records were added to the computerized registry system in 1974. Auxiliary records include:
 

     b. Suspense file ("S" Registry prefix). Established in February, 1976, records with a registry number with an "S" prefix are located in Records Reconstruction Branch (NCPMR). "S" files are temporary numbers that are deleted and returned to the stacks as either "B" or "R" numbers.

     c. "V" Registry. A registry number with a "V" prefix indicates the record is located in the vault (3rd floor, within NCPMA).

7. Returning inquiries for more information.

     a. Inquiries returned for the first time.

(1) VA Form 07-3101, Request for Information. Use NA Form 13012, Return Slip for VA Inquiry. Do NOT return these through the VA Liaison Officer.

(2) Standard Form 180, Requests Pertaining to Military Records. Use NA Form 13075, Questionnaire About Military Service, Check pertinent item(s) on SF 180.

(3) All other requests.

     (a) Federal agency requests. Use NA Form 13051, Transmittal, indicating what information is required to locate requested record.

     (b) Non-Federal requests. Use SF 180 with NA Form 13063, Inquiry-Return (with SF 180).

(1) VA Form 3101 and NA Form 13012, Return Slip for VA inquiry. Use the same NA Form 13012 and include: "Item(s) __________ as requested above were not completed. Please complete and return and we will give your inquiry prompt attention."

(2) Other inquiries returned with SF 180 and NA Form 13063, or with NA Form 13051. Use returned forms and include in remarks section: "We must have the information that we previously requested before we can search for the records needed to answer your inquiry."

8. Name as a searching aid. Verification and clarification of the spelling of the name on the inquiry eliminates needless searching time. Consider the following:

     a. Could requester be a female having a record filed under her previous (maiden or prior married) name?

     b. WWII and PWW Philippine Scouts often had only one name, but names of their sect, as "Igorot" or "Moro," appear on the record as if it were part of the name. "Igorot" is the name of the Indonesian people of Northern Luzon of the Philippine Islands and not the person's first name.

     c. First names can be mistaken for the surname.

     d. There are various ways of spelling surnames with the same sound; e.g., Miller, Mueller or Smith, Smythe. Search sections have a "Guide to Similar Surnames, Variations, and Derivatives of Given Names."

     e. Substitute full given names for nicknames and vice versa; e.g., William, Willy, Bill, Billy.

     f. Names of foreign extraction are often "Americanized," after the record was created; e.g., Giovanni/Juan/John or Giuseppe/Jose/Joseph/Joe.

     g. If the name appears more than once on the inquiry, check for spelling agreement. Usually veteran's signature is correct (if legible).

     h. Examine a signature not clearly written (letters a, o, m, n are easily misread).

     i. Reverse vowels together such as ei/ie, ae/ea, ui/iu, etc.

     j. If a middle name is shown, search under middle initial only. Reverse the first and middle name.

     k. The first initial of the last name could be mistaken for another; e.g., C for G, M for N, M for W, U for V, N for V, etc.

     l. If a search has produced any miscellaneous documents verify the spelling of the name.

9. Service numbers as searching aids. Knowledge of the historical evolution of the use and assignment of military service numbers can aid in locating a requested record, or at least, minimize the search by establishing branch of service, time period, and/or rank or status. App. A summarizes the meanings of the prefixes and suffixes used in conjunction with the service numbers (SN). App. B breaks down the issuance of various blocks of SN's by time periods of their assignment.

     a. Air Force. The Air Force became a separate military department as of September 25, 1947.

(1) Service numbers (SN). Service numbers were assigned to enlisted Air Force personnel from the block being used by the Army, but included its own distinctive prefixes or suffixes. Generally, numbers transferred with the service member when changing between either Army or Air Force, unless there was a change of status (such as enlisted to officer). Air Force enlisted SN's were eight digit numbers either 00-000-000 (until approximately 1965) or 00000000 (until July 1, 1969). Effective October 1, 1965, prefixes, for service numbers of all commissioned and warrant officers, male and female, of all USAF components are as follows (the "F" denotes Air Force; the second letter denotes component):

FR - Regular Air Force

FV - Reserve Air Force

FG - Air National Guard

FT - Without component

(2) Social security number (SSN). As of July 1, 1969, the nine digit SSN was adopted as the personal identifier.

(1) Service numbers (SN). Service numbers were assigned to Army enlisted/drafted personnel in service or entering since February 1918. Army officers were to be assigned since May 1921.

(2) Social security numbers (SSN). Since July 1, 1969, the nine digit SSN has been used as the primary personal identifier. Persons who do not have a SN at the time of entry into service, must immediately apply for one. However, during the interim, they are assigned a "Temporary Identification Number" (TIN). This is a nine digit number always beginning with 9. As soon as the SSN is received, it replaces the TIN. A few members were separated before receiving a SSN, consequently, their records are accessioned under the TIN. The TIN is constructed as follows:

     (a) First position is always a 9 for Army, 6 for Air Force, and 8 for Navy personnel.

     (b) Second and third digits identify the Armed Forces Enlistment Entrance Station (AFEES). See fig. 6 for interpretation of the two digit AFEES code.

     (c) The last six digits are sequentially assigned: Example:

(i) TIN of 622000001 indicates the first person to enter the Air Force without a SSN at Baltimore AFEES.

(ii) TIN of 979100002 indicates the second person to enter the Army without a SSN through a major command headquarters (1st Army).

NOTE: Navy TIN's begin with 800_ _ _ _ _ _, and do not designate AFEES.

(1) Service numbers (SN). Service numbers were first assigned to Coast Guard enlisted personnel October 1930. All persons then in service or who entered later were given six or seven digit numbers. In addition, a number was assigned to each record of all who had previously served in the Coast Guard since its inception (January 28, 1915). Numbers were first assigned to officers about 1949, to include those in retirement status. Numbers were not
known to be assigned to officers separated before then.

(2) Social security numbers (SSN). Since October 1974, the nine digit SSN has been used as the personal identifier for officers and enlisted. Records through 1975 may include either or both SN or SSN.

(1) Service numbers (SN). Service numbers were assigned to Navy enlisted personnel in service or entering since 1918. In addition, numbers were assigned to Navy enlisted service records back to 1885. Navy officers' personnel records were assigned identification numbers since 1903. Since 1919, this number became the SN for those already in service and subsequent officers were issued a SN. No numbers are known to be assigned to officer records of persons separated before 1903.

(2) Social security numbers (SSN). Navy designated the period July 1, 1971, to December 31, 1971, as the conversion period from SN to SSN. During the conversion period, both numbers appear on records. Since January 1, 1972, only SSN's are assigned as personal identifiers of all Navy personnel.

(1) Service numbers (SN). Since July 1905, all Marine Corps enlisted personnel records were assigned identification numbers. In March 1941, those numbers were designated as enlisted service numbers and issuance continued for all enlisted persons in service or who subsequently entered. No numbers are known to have been assigned to persons separated before July 1905. Officers personnel records were assigned "file case numbers" since the early 1920's. In October 1943, those numbers were designated as officer service numbers and issuance continued for all officers in service or who subsequently entered. NOTE: Some file numbers were assigned to officer records of some personnel separated before 1920 if action regarding the record was taken subsequent to 1920.

(2) Social security number (SSN). Since January 1, 1972, only SSN's are assigned as personal identifiers of all Marine Corps personnel.

     a. Air Force. The words "air," "Air Force," "wing," "group," squadron," and the prefix "aero" suggest U.S. Air Force as the branch of service involved, e.g.:
 

    b. Army. The words in organization designations that most commonly suggest Army service are:
 
 

Within these designations there may be any of the following:

 

divisions	detachments
commands	teams
forces	units
corps	hospitals
brigades	centers
groups	dispensaries
regiments	clinics
battalions	depots
companies	laboratories, etc.

administration companies and detachments
salvage companies
field depots
inventory control centers
maintenance units, battalions, etc.
supply and service units, battalions, etc.
support units, commands, brigades, groups, battalions, etc.
finance sections
military intelligence groups, battalions, etc.
civil affairs groups
provisional groups, companies, etc.
special forces groups, companies, etc.

     d. Navy. A large percentage of the inquiries involve service aboard Naval vessels (e.g., USS SARATOGA). Shore activities are usually preceded by the word "naval," as:

Naval Air Facility/Station
Naval Base
Naval Communications Station
Naval Construction Battalion Center
Naval Facility
Naval Hospital
Naval Magazine
Naval Reserve Training Center/Facility
Naval Shipyard
Naval Station
Naval Submarine Base
Naval Supply Depot/Center
Naval Support Activity
Naval Training Center

12. Date of birth (DOB) or age as a searching aid. If the age of the person whose record is requested is known, generally the following can be assumed from the DOB:

     a. Before 1900 would have served in WWI.

     b. Between 1915-1926 would have served in WWII.

     c. Between 1927-1940 would have served in the PWW period.

     d. After 1940 would have been separated after 1960.

Unnecessary searching can be minimized by reasoning what record block(s) need be searched based on the age of the requester. For example, if the veteran states he was born in 1935, searching WWII or prior record blocks is unnecessary.

13. Status of the requester as a searching aid.

     a. If the inquiry indicates the veteran's status, generally the following applies:

(1) If the inquiry indicates more than 20 years service, the veteran may have retired status.

(2) If both enlisted and officer status is indicated, two records may exist or both records could have been merged (no chargeout or cross-reference having been placed in file).

(3) Subsequent service may have been performed after the separation referred to in the inquiry.

(4) If separation was by death or punitive action, there is no need to search subsequent record blocks.

(1) Army Branch (NCPMA)

     (a) Army service number (SN), social security number (SSN) cross reference tape; arranged alphabetically.

     (b) A-Registry tape.

     (c) B/R-Registry tape.

     (d) Army active duty microfiche indicating name, rank, SN/SSN. Fiche are separated for officers and enlisted; both alphabetically arranged.

     (e) "U.S. Army Register," annually printed volumes from 1960 to present, listing name, SN/SSN, rank, date of entry, and organization/unit for all active duty Army officers arranged in alphabetic order.

(2) Air Force Branch (NCPMF)

     (a) Service Registry tapes (A, F, N, and B/R).

     (b) Officer and enlisted Service Number Index card file (located in second floor stacks). This is a partially complete file of Air Force personnel between 1947 and 1963 indicating name and SN, arranged numerically by SN. This index has been microfilmed.

(c) Active duty officer microfiche. Produced monthly, each entry indicates name, SSN, rank, and duty station. Arranged alphabetically by name and subdivided by SSN in descending order for identical names.

     (d) Active duty enlisted microfiche. Same as subpar. (c) above.

     (e) Reserve officer and airmen microfiche ("P-80"). Produced monthly, each entry indicates name, SSN/SN, rank, home address of record, and miscellaneous coded information. The term "P-80" is an Air Force numeric designation for the reserve fiche. Arranged alphabetically by name and subdivided by SSN/SN in descending order for identical names.

     (f) Retired officer and enlisted microfiche. Produced monthly, each entry indicates name, SSN/SN, home address of record, rank, and other coded information such as length of service, disability, whether drawing pay, or drawing pay from other source (VA, etc.). Alphabetically arranged.

     (g) Air National Guard (ANG) microfiche. Produced monthly since November 1966, each entry indicates name, grade, SSN/SN, state, pay date, date of ANG grade, DOB, and other miscellaneous data. Arranged alphabetically by name.

     (h) Register of active duty and retired officers. Printed every January of each year, each entry indicates name, SSN/SN, permanent grade, date of rank, DOB, and miscellaneous service data. Volume I lists active duty officers, Volume II lists retired Air Force officers. Arranged alphabetically by name.

     (i) Navy Bidex. See subpar. (3)(l) below.

(3) Navy Branch (NCPMN)

     (a) N-Registry tape.

     (b) Microfilm of Navy enlisted gains and losses. Entries include two listings indicating either gains or losses to the Navy. Gains show name, SN, and date of enlistment, and are arranged in SN order. Losses show name, SN, and date of separation, and are arranged in alphabetic (last name) order. Film covers the period January 1, 1885, to 1963.

     (c) Officer Registers (Navy and Marine Corps). Located in the NCPMN library, these registers cover the period from 1845 to present. They are printed annually for the following officer categories:

Regular commissioned officers and warrant officers.

Reserve commissioned officers and warrant officers.

Retired commissioned officers and warrant officers.

Each volume contains a separate index for Navy and Marine Corps officers, listing them alphabetically by name, file number, grade, and lineal number. The main entry is found by file number. Grade, DOB, and entry dates are listed in the registers.

     (d) Navy Microfilm of Muster Roll Reports (Stations and Ships). These are for the WWII years (1939 to 1947). They identify an individual who served at a particular Naval activity or on a particular ship at a certain time. Arranged alphabetically by ship or station.

     (e) Marine Corps Historical Tapes. Microfilm of Marine Corps personnel from 1775 thru 1972 (not entirely complete) listing name and SN for officers, and name, SN, DOB, state and country of entry, and status for enlisted personnel. There are two series: one microfilm series arranged alphabetically by name and another microfilm series arranged by SN.

     (f) Rosters of active/inactive officer and enlisted Marine Corps Reservists. Quarterly produced microfilm in two series: one alphabetical showing only name and SN; one numerical by terminal digit of SN showing SN, name, rank, primary military occupational specialty code, component class code, date of expiration of obligated service, address of record, classification of reserves, reporting unit code, and pay entry base date.

     (g) Coast Guard enlisted service record card file (WWI). Located in fifth floor stack area, these 5" x 8" cards list name, SN, and transcript of service activity for enlisted Coast Guard before and during WWII. Arranged alphabetically by name.

     (h) Coast Guard enlisted record card file (PWW II). Located in fifth floor stack area these 8" x 11" cards lists name, SN, and transcript of service activity for the post WWII period thru 1967. Subsequent cards were interfiled into the personnel records. Arranged alphabetically by name.

     (i) Coast Guard temporary reserves card file (1942-1945). Located in fifth floor stack area these 5" x 8" cards list name, SN, and transcript of enrollment. Arranged alphabetically by name.

     (j) Coast Guard Register of Officers and Cadets. Printed annually, an alphabetic index references the entries which include varying information on the Coast Guard officers and cadets. (1973 thru 1976).

     (k) Coast Guard Reserve Officer and Warrant Officer Register. Printed annually, an alphabetic index references the entries which include name, rank, SN/SSN, DOB, and occupational specialty designation.

(l) Navy Bidex. A microfiche provided monthly from the Department of Navy listing all Navy personnel by name, SSN, rank, and status. Bidex is indexed both by SSN order and also alphabetically by name. A copy is provided Air Force Branch. Old editions of the Bidex are destroyed.

     a. While mail section personnel should determine if the inquiry is properly directed to NPRC, unnecessary searching can be eliminated by reading the inquiry to determine if the request pertains to records retained by NPRC. The reverse side of Standard Form 180, Requests Pertaining to Military Records, categorizes and locates military record holdings. Refer missent inquiries to the appropriate agency (is known) and send the requester a referral notice. See fig. 1, NPRC 1865.31.

     b. An inquiry addressed to a specific military department generally indicates the branch of service involved.

15. "Other" searching aids and approaches.

     a. If a case has been IBR'd, try to determine the reason for IBR. This may provide clues as to the type of action involved, length of time involved, or whether a record could have been refiled into another record block.

     b. If fingerprints are submitted with the request, analyze the case carefully to determine whether information from the FBI fingerprint files might be helpful in locating or identifying the record. The search section supervisor determines if the FBI is to be contacted.

     c. Requests may not indicate subsequent periods of military service which could have resulted in records being merged to Registry file locations. A record returned may be accessioned into a later record block or remain in AR-PERSCOM's files.

     d. Records loaned, transferred, or charged outside of the Center for more than 60 days, require contacting the receiving agency for possible forwarding of the inquiry or request for the return of record. Notify the requester of the referral action (NA Form 13053) or delay in answering the inquiry.

     e. If the record involves a 201 file (see par. 16), check the 201 file for the possibility of an interfiled record.

     f. Investigate the possibility of a record being refiled in the wrong record block; e.g., Navy WWI misfiled in Navy WWII.

16. Background of NPRC (9700 Page) records arrangement. A through discussion of auxiliary records retained by NPRC used in records reconstruction cases can be found in

(1) "Monograph on Military Personnel and Related Records of the War Department 1912-1939" and (2) "Monograph on Organizational Records Used in Records Reconstruction," both located in the Records Reconstruction Branch (NCPMR).

(1) Most of the 4,577,239 records recovered after the fire were accessioned into the B-Registry file. Exceptions include:

     (a) Marine Corps, Navy/Marine Corps Medical records and Coast Guard were accessioned into the N-Registry.

     (b) Army separated after 1/1/60 were accessioned into the A-Registry.

     (c) Some Air Force records of personnel with previous Army service are found in the A-Registry.

(2) The R-Registry was added to the B-Registry in April 1974 as a result of efforts to "reconstruct" vital military data lost in the fire as requested. All new requests concerning fire-related records should be routed to NCPMR where an "R" folder is established.

(3) Most records in the B/R Registry are identified by SN. When a SN is not available the SSN or DOB is used as the identifier. When DOB is inserted (mostly WWI records) the number will begin with an "X." Example: A FAR for a record accessioned under name and DOB of January 1, 1902, will generate a service identification number 00x010102 when a computer name search is initialed. When only a name is available, records are given the identification number 00000001. A FAR for a record accessioned under name only generates a service identification number 00000001 when a computer name search is initiated.

(1) Army case number files. Army records representing separations from 1/1/60 thru 6/30/68 formerly known as the Army Case Number File was originally accessioned by use of the Army's "Case Number" bearing the prefix "AX." The A-Registry microfilm index, alphabetically lists all Army personnel giving AX number and/or Registry number.

(2) "201" files. WWI Army personnel records of officers, warrant officers, nurses, Army field clerks, and miscellaneous personnel (such as civilians employed by the War Department) were filed in 9" x 12' manila folders in alphabetic order. Enlisted WWI personnel and medical records were filed in 4 2" x 8 2" enlisted jackets. Often an enlisted record was filed within a "201." These records were lost in the 1973 fire with the exception of parts of the B-Registry.

(3) Prior service in a different branch of service. Records involving WWII Army Air Corps service with subsequent service in the Air Force should be combined into the record block of the last branch of service.

     a. Searcher prepares in triplicate OF 41, Routing and Transmittal Slip, (see fig. 8).

     b. Include, if possible, name, SSN, SN, type of request (i.e., service, medical, etc.), NCPMA or NCPMF stamp, and Special tag if Congressional or Red tag priority case.

     c. Original and one copy of OF Form 41 are hand-carried on a daily basis by NCPMA-S or designate to AR-PERSCOM, PRD-RMD Section, room 4040.

     d. Suspend second copy and inquiry in a control file maintained in Search and File Section, Headquarters.

     e. AR-PERSCOM will return OF 41 with (1) records attached, (2) negative search results, or (3) AR-PERSCOM request for the inquiry.

     f. If AR-PERSCOM requests the inquiry, hand-carry to PRD-RECON Section, place a chargeout in file, and send requester a notification of referral action.

NOTE: Air Force Reference Branch is to submit requests for manual search of AR-PERSCOM files through NCPMA-S.