1. Purpose. This memorandum provides instructions for answering requests for genealogical information or copies of records to be used for genealogical research.
2. Cancellation. NPRC 1865.86A is canceled.
3. Reasons for revision.
a. NPRC 1865.86A is updated to make instructions for processing genealogical requests more complete and understandable.
b. A revised response from for genealogical requests is included, along with processing instructions for all affected branches.
c. Incoming Mail Unit personnel can now turn many requests around by sending Regional Form R6-7231, Genealogical Statement, to requester. For each non-fire-related request turned around in the Mail Section, computer time is saved, and one search action, one correspondence action, and one refile action are eliminated.
4. Applicability. This memorandum is applicable to the incoming mail units of the Military Operations Branch; the correspondence sections of the Records Reconstruction Branch; and the correspondence sections of the Navy, Air Force, and Army reference branches.
5. Instructions. Instructions are contained in the attachment.
6. Forms. This memorandum provides for the use of the following forms:
GSA Form 6851, Statement of Service.
Regional Form R6-6933, Release of Information.
Regional Form R6-7231, Genealogical Statement.
Standard form 180, Request Pertaining to Military
Records.
DAVID L. PETREE
Director
1. Sources and purposes of requests. Requests are received from various sources and for various purposes. The most prevalent are:
a. Relatives of deceased veterans--for use in preparing family histories or genealogies; and
b. Genealogical researchers or general public--for genealogical information or disclosure of documents.
2. Request forms.
Genealogical requests are received by letter and on various types of forms,
including Standard Form 180, Request Pertaining to Military Records, and
Regional Form R6-7231, Genealogical Statement (Fig.
1).
3. Instructions for Incoming
Mail Units of the Mail Section (6NCPMO-M).
a. Fire-related requests. Probe computer and handle as follows:
(1) "B" file hit. Code for correspondence and forward to Air Force Search and File Section.
(2) "R" file hit. Code for correspondence and forward to Army search and File Section.
(3) "QM" hit or negative response. Forward directly to Records Reconstruction Branch.
b. Non-fire-related requests. See fig. 2.
4. Instructions for Records Reconstruction Branch correspondence sections.
a. Requests for information which is not availabale in the record. Send Regional Form R6-6933, Release of Information, to the requester, checking the following pars.:
b. Requests
for which a statement of service seems appropriate (e.g., if it appears
the dates of service will be useful to the requester.
Send GSA Form 6851, Statement of Service, to the requester, checking the
following blocks, in addition to any other appropriate blocks.
c. Requests for information which is available in the record. Occasionally, a near-complete record is found in the "B" file. When this happens, proceed as follows:
(1) FOIA request. Furnish FOIA items.5. Instructions for the correspondence sections of the Navy, Army, and Air Force reference branches. See fig. 3.(2) Non-FOIA request. Send Regional Form R6-7231 to requester.
6. References. The latest versions of the following NPRC memorandums may be consulted for additional information:
| FOIA
request? |
If request is from: |
on: |
then, the Incoming
Mail Units: |
| No | Genealogical researchers or general public for genealogical information or disclosure (photocopies) of documents. | Regional Form
R6-7231 (see fig. 1)
SF 180
Other types of correspondence |
Code for correspondence
and refer to appropriate search section. Process as a fee
case.
Dispatch Regional Form
|
| Yes* | Genealogical researchers or general public for genealogical information and veteran's authorization not included. | Any form or letter | Code for correspondence and refer to appropriate search section. Process as a fee case. |
| No | Veteran's next of kin (veteran deceased) for genealogical information or disclosure of documents. | Regional Form
R6-7231
SF 180 Other types of correspondence |
Code for correspondence
and refer to appropriate search section.
Dispatch Regional Form
|
| Yes* | Veteran's next of kin (veteran deceased) for genealogical information. | Any form or letter | Code for correspondence and refer to appropriate search section. |
| * If request cites FOIA but does not contain enough information to identify a record, put a check mark by the item(s) needed to locate record, on the reverse side of Regional Form R6-7231, and dispatch to requester. | |||
| FOIA
request? |
If request is from: |
on: |
then, the Army, Air Force, & Navy correspondence Sections: | ||
| Yes
or No |
Genealogical researchers or general public for genealogical information or disclosure (photocopies) of documents. | Regional Form
R6-7231 |
Furnish FOIA items and process as a FOIA fee case.* | ||
| Yes | Genealogical researchers or general public for genealogical information and veteran's authorization not included. | Any form or letter | Furnish FOIA items and process as a FOIA fee case.* | ||
| Yes
or No |
Veteran's next of kin (veteran deceased) for genealogical information or disclosure (photocopies) of documents. | Regional Form
R-7231 |
Furnish requested information or photocopies. | ||
| Yes | Veteran's next of kin (veteran deceased) for genealogical information. | Any form or letter | Furnish requested information or photocopies. | ||
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