SUBJECT: Answering VA Form 3101
requests
1. Purpose. This memorandum issues and transmits revised instructions for answering manually-generated and computer-generated VA Form 3101 requests for military service and medical information needed to process claims submitted by veterans and their next of kin. General background and reference information about these requests is found in NPRC 1865.37, General information on VA Form 3101 requests. Specific instructions involving fire-related requests are found in NPRC 1865.107, Miscellaneous correspondence procedures unique to Records Reconstruction Branch.
2. Cancellation. NPRC 1865.38A and 1865.41 are canceled. Their provisions are incorporated in this memo.
3. Requests sources. Requests are received from various offices of the Department of Veterans Affairs (VA), formerly the Veterans Administration. A listing of various requesting offices with their addresses is found in NPRC 1865.37, app. B.
4. Reason for revision.
a. Fig 3, rule 10 has been changed to show that copies, not originals, of documents that describe the steps that led to the veteran's discharge are to be furnished to the VA if service was with the Marine Corps, Coast Guard, or Navy.
b. Fig. 3, rule 10b now shows what to furnish when the request specifies court martial proceedings.
c. Instructions have been added in fig. 3, rule 19a for obtaining Surgeon General Office (SGO) records if request is for medical records during World War II or the Korean War. Also, instructions have been added for furnishing Marine Corps health records which are in microfiche format.
d. Rules 26 and 27 have been added in fig. 3 for answering VA requests for pay grade data and a 201 file.
e. The previous edition of this memorandum, NPRC 1865.38A, was divided into Chapter 1 for processing computer-generated VA Form 3101 requests and Chapter 2 for processing manually-generated VA Form 3101 requests. The instructions contained in both chapters were the same except for processing manually-generated VA Forms 3102 with a separation document attached. This revision eliminates the two-chapter approach.
5. Instructions. The detailed instructions for processing these requests are contained in the attachment hereto. Most of the material is arranged in convenient chart and decision-logic format, with various illustrated figures.
6. Forms. This memorandum provides for the use of the following forms:
AF Form 330, Records Transmittal/Request
DA Form 664, Service Member's Statement
Concerning Application for
Compensation from the Veterans Administration
DD Form 214, Report of Separation
from Active Duty
NA Form 13008, Loan or Transfer of
Records
NA Form 13042-A, Request for Medical/Dental
Records
NA Form 13045, Informal Information
Reply
NA Form 13051, Transmittal
NA Form 13053, National Personnel
Records Center Acknowledgement/Referral
NA Form 13098, NPRC (MPR) Routine
Slip
NA Form 13104, Multiple Purpose Correspondence
Form
NA Form 13105, NPRC Search Request
and Reply
VA Form 3101, Request for Information
(Manually-generated)
VA Form 3101, Request for Information
(Computer-generated)
Worksheet for Travel Time.
DAVID L. PETREE
Director
1. Purpose. This memorandum transmits page changes to NPRC 1865.38B.
2. Explanation of changes.
a. The distribution has been changed to include the Special Inquiries Section, Reference Service Support Branch.
b. The instructions for responding to requests for dental records when the dental records are not found have been clarified.
c. The addresses for referring requests concerning occupational exposure to ionizing radiation have been updated.
d. The instructions for furnishing character, conduct, and/or efficiency ratings have been clarified.
e. Instructions for responding to requests concerning exposure to herbicides, defoliants, and Agent Orange have been added.
3. Instructions.
a. Remove transmittal pages of NPRC 1865.38B (basic) and insert revised pages.
b. Remove
pp. 27 thru 32 and insert revised pages.
DAVID L. PETREE
Director
ANSWERING VA FORM 3101 REQUESTS
1. Processing instructions. The action to take in processing a VA 3101 request is based on three factors: (1) the specific record items requested, (2) the type of claim involved, and (3) whether the requesting office has a copy of the report of separation. These factors are determined from Data Requested block, Type of Claim block, and Sep Doc on File block of the VA 3101. After noting these items, consult the appropriate chart (figure 1 for computer-generated VA Form 3101 requests or figure 2 for manually-generated VA Form 3101 requests) for the basic rules to be followed. The basic rules refer to fig. 3, Instructions for verifying and reporting service and medical data.
2. Explanation of figure 3, Instructions for verifying and reporting service and medical data. This figure is set up as a decision logic table (DLT). Column A lists the information requested by the VA, such as verification of service data, medical records, 90 day statement, travel time, etc. Column B describes the conditions that would affect the action to be taken, such as veteran had continuous periods of service; was discharged under other than honorable conditions; etc. (Each condition will be numbered and will be referred to in the instructions as "see rule ________.") Column C contains instructions on the action(s) to be taken.
3. VA Service Department Records Envelope. The VA Service Department Records Envelope, VA Form 3-4582, is used to forward records to the VA. Do not enter any information in the block printed on the envelope. Staple the completed VA request to the envelope.
4. Requests not understood. Send requests that are not understood through the branch chief to VA Liaison Officer, Room 220D, for clarification.
5. Prior report furnished. A prior report may have been furnished to the same VA office that has submitted the current request, or to some other VA office. The prior report may have been furnished under the same claim number that is on the current request or some other claim number. In any case, and even if the current request also asks for specific information not previously requested, provide all of the information requested in the current inquiry and also advise the requesting office of the prior report(s). To advise of a prior report, include the office to which it was sent, the date, and the claim number. For example, "Prior report furnished to your office on May 30, 1990, under claim number 00 000 000;" or "Prior report furnished to VARO Chicago on May 25, 1990, under same claim number as above," etc.
6. Supplemental requests. There are two "types of request," original and supplemental. These words appear in the "type of request" block on computer-generated forms and in block 18 of manually-generated forms (along with the type of claim). A supplemental request is one in which a VA office that has received a prior report under the same claim number indicates that that office now needs a particular record or some specific information not previously furnished. Sometimes, however, VA mistakenly uses "original" even though the request is actually supplemental (as is evident when the record is pulled). In such situations it is important to respond in the manner prescribed for "supplemental" requests (see fig. 3), regardless of how the VA has labeled the inquiry. On such requests the VA indicates in item 20 of a computer-generated VA 3101 or item 21 of a manually-generated VA 3101 the specific information and/or records needed. Make every effort to furnish what is requested. Many claims are denied and numerous complaints occur because the medical records needed to adjudicate a claim are not contained in the health record sent to the VA. If a request for clinical records is received and there is documentation, e.g., VA Form 3101, DA Form 664, Service Member's Statement Concerning Application for Compensation from the Veterans Administration, AF Form 330, Records Transmittal/Request etc., in the record showing that medical records from the file were sent to the VA, make every effort to obtain clinical records from the Organizational Records Section. See fig. 3, rule 19 and rule 20.
7. Service verification and copies of separation document. If the VA 3101 requests both verification of service and a copy of the separation document, it is NOT necessary to send both. If you are making copies of other records, it may be easier just to send a copy of the separation document. If other copies are not being sent, just verify the service. NOTE: If you are sending a copy of a separation document and a DD Form 215, Correction to DD Form 214, Certificate of Release or Discharge from Active Duty, is found in file, furnish a copy of the DD Form 215. Many current separation documents show continuous service ending under conditions that were not honorable, although prior service shown in remarks on the document would have been honorable. If this occurs, additional information may need to be furnished to the VA.
Fig. 1, Guide for processing computer-generated VA Form 3101 requests, and fig. 2, Guide for processing manually-generated VA Form 3101 requests, show what should be furnished, depending on what is shown in the "Type of Claim" block.
8. Inpatient and outpatient treatment folders. DD Forms 722/722-1 (inpatient and outpatient folders) should not be destroyed, but maintained in the records jacket that remains at NPRC when the contents of the inpatient and outpatient folders are sent to the VA. If pertinent medical information is contained on the folder such as blood type, etc., send the folder to the VA. Cut or fold the folder to fit the VA Service Department Records Envelope.