SUBJECT:  Requests for last known addresses or "whereabouts" information

1. Purpose.  This memorandum issues information and instructions on inquiries concerning the last known address contained in records held by the National Personnel Records Center (Military Personnel Records).

2. Cancellation.  NPRC 1865.49F is canceled.

3. Applicability.  The attached instructions are applicable to all mailroom coders, the fee clerk, and correspondence section personnel of the reference service branches and the Records Reconstruction Branch.

4. Reason for revision.  NPRC 1865.49 is revised to include NA Form numbers; to eliminate references to the discontinued Work-in-File operations; to clarify certain entries in fig. 2; to allow for providing the veteran's last known address to commercial institutions that submit an appropriate authorization signed by the veteran; to allow referral of certain requests to the Department of Veterans Affairs (VA); to allow branch chiefs the authority to make determinations on appeals of NPRC decisions not to provide last known addresses and to sign the responses; and to update other information where necessary throughout the instructions, including office names/address and the content of response forms.

5. Instructions.  The instructions for processing whereabouts inquiries are contained in the attachment. See also NPRC 1865.16 for clarification on release policies and routine uses of military records. This instruction does not change NPRC policy with regard to "list" cases except when such cases can be referred to the VA or with roster requests even though addresses may also be the subject of the inquiry.

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

GSA Form 7034, Chargeable Case Control
NA Form 13018-E, Reply to Inquiry (NCP)
NA Form 13018-F, Reply to Inquiry (NCP)
NA Form 13018-H, Reply to Inquiry (NCP)
NA Form 13018-I, Reply to Inquiry (NCP)
NA Form 13032, Reply to Request for Rosters/Address
NA Form 13047, Reply to Request for Information
NA Form 13048, Fee Information Reply
NA Form 13054, Return of Inquiry
NA Form 13062, Release of Information
NA Form 13111, Billing Notice
 

DAVID L. PETREE
Director

1. General Instructions.  The release of a last known address from a military record is governed by 32 CFR 286, DoD Freedom of Information Act Program, 32 CFR 286a, DoD Privacy Program, and decisions of the Defense Privacy Board. File a copy of each response to a "whereabouts" request in the record if either the release of the address or a forwarding service is provided.

2. Providing last known addresses.   NPRC provides the last known address in the veteran's military record to:

     a.  A routine use of the system of records (see NPRC 1865.16). Routine uses include most Federal agencies pursuing official business, many State and Local agencies who are charged with enforcing civil and/or criminal law, and overseas military banking facilities attempting to obtain restitution for a dishonored check or a defaulted loan.

     b.  Commercial enterprises which include with their requests signed disclosure statements with a format similar to that approved by the Department of Defense (see fig. 1).

NOTE:  There is no time limit for the validity of this particular release authorization.

     c.  A divorced, deserted, or separated spouse or cohabitant (whether or not remarried) when child support or alimony is cited as the reason for requesting the last known address.

3.  Analyzing other requests. All other requests for the last known address are analyzed to determine if this Center should provide a forwarding service (and if a fee should be charged for that service); if this Center should refer the requester to the Department of Veterans Affairs (VA); or if this Center should deny the request. Key considerations in analyzing the requests include:

     a.  Who is the requester?

     b.  What is the reason or purpose cited for the request?

     c.  What is the requester's relationship to the veteran?

     d.  Would it seem more appropriate for the military branch to make a determination?

Use the decision-logic table (fig. 2) to assist in making the analysis.  More specific processing instructions are referenced as part of this figure.

4.  Responsibilities of Mail and File Clerks (NCPMO-M).  Mail and File Clerks in the two Incoming Mail Units are responsible for carefully screening all requests for last known addresses to avoid unnecessary actions in the search and correspondence operations. Last known address inquiries are divided into several categories (a, b, c, d, e, and f, below), depending upon the response required.

     a. Referral of requests to the VA.  Requests for last known addresses received from veterans or from third parties on behalf of veterans who are seeking to locate former service personnel with whom the veterans served (except when veterans benefits are cited as the reason) are referred to the VA.

NOTE:  If the request asks for a roster and it is clear that addresses are also being requested, process as a roster case and forward to NCPMA-O.

(1)  If the request contains fewer than five names, check the first block on NA Form 13018-I, Reply to Inquiry (NCP), and return this form and the original request to the requester, (fig. 3). No copy of this action is retained.

(2)  If the request contains five names or more which are accompanied by service numbers, social security numbers, or VA claim numbers, complete NA Form 13018-I in the original and one copy. Check the second block and send the original to the requester, (fig. 3). Mail the copy of the form with the inquiry attached to the address on the form, i.e., Director (OO), VA Records Processing Center, P.O. Box 5020, St. Louis, MO 63115.  No copy of this action is retained.

(3)  If the request contains five or more names, but fewer than five of the names are accompanied by service numbers, social security numbers, or VA claim numbers, prepare NA Form 13018-I in the original only. Check the first block and return this form and the original request to the requester,  (fig. 3).  No copy of this action is retained.

If the requester is asking for FORWARDING, and forwarding is not prescribed, return the inquiry to the requester using NA Form 13018-H, Reply to Inquiry (NCP), (fig. 5).

In either case, If the FAR is negative, DO NOT return to the requester for more information.

     c.  Offer to forward, WITHOUT a fee.  If the requested address is not releasable, forwarding to the last known address is prescribed WITHOUT a fee charge, and the requester has included material to be forwarded, obtain computer FAR (when needed,) code to C4, and route as required.  If the requester did not include material to be forwarded, return the request using NA Form 13018-E, (fig. 6).  See NOTES1, 2, and 4, below.

     d.  Offer to forward, FOR a fee.  If the requested address is not releasable, but a forwarding service is required FOR a fee, the request and any attachments to be forwarded are returned to the requester through the fee clerk.

If a fee payment is included with the request, obtain a computer FAR (when needed), code to C4, and route to the fee clerk.  See NOTES 1, 2, and 4, below.

     e. Release of address.  If the requested address is releasable, obtain a computer FAR (when needed), code to C4, and route appropriately.  See NOTES1, 3, and 4, below.

     f.  Coordination with military services.  If the requested address is not releasable, but contact or coordination with the appropriate military service branch is prescribed, obtain a computer FAR (when needed), code to C4, and route appropriately.  See NOTES1, 2, and 4, below.

NOTE 1:  If the FAR is negative on a non-fire-related inquiry and the request involves a record which should be in the NPRC Resgistry file, return the inquiry to the requester for additional identifying data.

NOTE 2:  Return original request using NA Form 13018-E, Reply to Inquiry (NCP), (fig. 6).

NOTE 3:  If the address is releaseable, return the request using NA form 13054, Return of Inquiry, checking the first and possibly the second, blocks, (fig. 4).

NOTE 4:  If the request is fire-related and results in a negative computer probe ("NOT Found" FAR or "QM" FAR only), return the request using NA Form 13062, Release of Information, checking the eighth and tenth blocks, (Fig 7).

     g.  Requests with fees enclosed.  Requests for addresses received with money enclosed are routed to the NCPMO-M fee clerk.  If an offer to provide a forwarding service is required, the fee clerk prepares GSA Form 7034,  Chargeable Case Control, ensures that a computer FAR is obtained (when needed), codes to C4 and routes appropriately.  All responses MUST BE RETURNED THROUGH THE FEE DESK when the GSA Form 7034 is attached.  If the address is not releasable, the fee clerk returns the request and remittance using NA Form13018-H, (fig. 5).

     h.  Appeals.  Although our response forms do not state that the requester may appeal the center's decision not to release the last known address or not forward correspondence, we may receive such appeals from time to time.  These appeals are routed to the appropriate branch chief for the necessary determination.

5.   Responsibilities of correspondence technicians.  Correspondence technicians examine each request for a last known address to determine if the case is releasable, if a forwarding service is to be offered or provided (and if a fee is to be charged), if the request can be sent to the VA, or if the request is to be denied.  A forwarding service should not be provided unless it is required.

     a.  Releasability in question.  If the releasability cannot be determined because the purpose of the request is unclear, return the inquiry for additional information using NA Form 13062, Release of Information, checking the fourth block, (fig. 7).

     b.  Referral of requests to the VA.  Follow procedures set forth in subpar. 4a, above.

     c.  Return of request without action.  If the requester is asking for RELEASE of an address, and the address is not releasable, return the inquiry to the requester using NA Form 13047, checking the fifth block, (fig. 8).

     d. Offer to forward WITHOUT a fee.  If the address is not releasable, but forwarding WITHOUT a fee is prescribed, process as follows:

(1)  If the request includes correspondence which is to be forwarded, use either a franked envelope which INCLUDES the NPRC return address or an envelope provided by the requester WHICH DOES NOT HAVE ANY RETURN ADDRESS to forward the material. The material to be forwarded is inspected as a part of making any determination.  Items of value should be returned to the requester.  Advise the requester of the forwarding action using NA Form 13032, Reply to Request for Rosters/Addresses, checking the eighth block, (fig. 9).

(2)  If the request does NOT contain material to be forwarded, offer to forward using NA Form 13018-E or NA Form 13018-F, as appropriate.

(1)  If a GSA Form 7034 is not attached, the request and any attachments to be forwarded are returned to the requester through the fee desk, NCPMO-M.  The NA Form 13111, Billing Notice, will be used to route the material to the fee desk, after completion of Part A, "Military Service Identification and Information Wanted" and checkmarking the "Forwarding Service" line in Part B.

(2)  If the fee has been paid (GSA Fomr 7034 attached)  and the request includes correspondence which is to be forwarded, use either a franked envelope which INCLUDES the NPRC return address or an envelope provided by the requester WHICH DOES NOT HAVE ANY RETURN ADDRESS, and prepare for forwarding.  Route material to be forwarded, and teh GSA Form 7034, to the fee clerk using NA Form 13111, Billing Notice, completing Parts A and B as appropriate.  Notify the requester using NA Form 13032, checking the eighth block, (fig. 9).

(3)  If the address shown in the record is the same as the one provided by the requester, return the inquiry to the requester using NA Form 13032, checking the second block, (fig. 9).

    g.  Release of address. If the address is releasable to the requester, provide the last known address and the date of record. Use the requester's form if possible or use NA Form 13032, inserting the name, SN/SSAN, and year as provided on the form, (fig 9). Release SN/SSAN to routine users ONLY.

NOTE:  No tracer service, BIRLS probe, or procurement action is taken for whereabouts inquiries.

     h.  Coordination with military services.  If the requested address is not releasable, but contact or coordination with the appropriate military service branch is prescribed, follow the instructions in par. 8, below.

6.  Appeals.  Appeals to previous denials to provide the last known address or forward correspondence are routed to the appropriate branch chief for determination.  Generally, an appeal for an address is honored only when a state or local government agency can prove that it needs the address to perform a criminal or civil law enforcement function which was not evident in the original request.  Appeals from veterans' relatives, other than the spouse, to forward correspondence may also be honored if the branch chief can determin that forwarding will not have a detrimental effect on the veteran.  When answering an appeal, use an informal letter similar to those shown in figs. 10 and 11, depening on the circumstances.

7.  Congressional interest.  Any of the sources of requests set forth in fig. 2 could involve congressional interest; i.e., Members of Congress can and do write on behalf of any of the sources named. For that reason, congressional interest requests are not included as a separate source.  Instead, the general release policies for congressional requests covered in NPRC 1865.12 are applied against the policies set forth in fig. 2.

8.  Forwarding requests to (and coordinating with) the appropriate military service branch. Fig. 2, item 6b(1) note, item 8, item 11a and item 12, provide for forwarding an inquiry and the record to, or coordinating them with, the appropriate office of the military service branch concerned. The specific office addresses are as follows:

     a.  Air Force.  èRecords Services Branch, MPC/DPDOB, Randolph AFB, TX 78148.)ç

     b.  Army. èU.S. Army Reserve Personnel Command, One Reserve Way, St. Louis, MO 63132-5200.ç Depending on the source and type of request, add the appropriate attention line, as follows:

(1)  Figure 2, item 8, public information: èARPC-ZCC-Aç.

(2)  Figure 2, item 11a, private sources, and item 6b(1) note and item 12, foreign sources: èARPC-ZCC-Bç.

     c.  Coast Guard.  Commandant, U.S. Coast Guard, Washington, DC 20590.

     d.  Marine Corps.  èMarine Corps Liaison Officer, Room 5007, National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100ç.

     e.  Navy.  èNavy Liaison Officer, Room 5409, National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100ç.