Sorry for the mess!

The site is undergoing a massive update. All the content on the site still works but things just might look a little messy and disorganized. Most of the upgrades will probably be don by the end of the month. Thank you for your understanding!

Updated Jan 25, 2024

In This Section

  
This section contains the following topics:
 
Topic
Topic Name
1
2
3
4
5
6
7
 

1.  General Information on Service Records

Introduction

  
This topic contains general information on STRs, including

Change Date

  
January 25, 2024

III.ii.2.A.1.a. Definition:
Service Records

  
Service records are records created during a service member’s period(s) of military service.  The three main categories of service records are
  • service treatment records (STRs)
  • military personnel records, and
  • clinical records.
 References:  For more information on obtaining

III.ii.2.A.1.b.  Definition:
STRs

  
Service treatment records (STRs) are the chronological records (electronic or paper) documenting the medical and/or dental care and treatment received primarily outside of a hospital (i.e – outpatient) during service.  The records may contain a synopsis of any inpatient hospital care and/or mental health treatment related to the service members’ service.  (For many years, they were referred to as service medical records (SMRs)).
 
Original, paper versions of STRs in the Department of Veterans Affairs’ (VA’s) possession belong to the Department of Defense (DoD) and are only on loan to VA.  They are subject to recall by entities within DoD, to include Reserve and National Guard units.
 
Note:  STRs are typically recalled when a Veteran
  • returns to active duty, or
  • begins actively serving in a Reserve or National Guard unit.
Reference:  For more information on handling requests for the return of original STRs, see M21-1, Part II, Subpart ii, 2.B.5.a.

III.ii.2.A.1.c.  Definition:  Clinical Records

  
Clinical records are comprised of a variety of health care treatment records that document a service member’s treatment at a military treatment facility (MTF).
 
Clinical records are classified as the following:
  • inpatient clinical records (or mental health treatment at an MTF)
  • military retiree medical records (these records do not include active duty medical records), and
  • inpatient and outpatient dependent medical records.
Reference:  For more information on obtaining clinical records, see M21-1, Part III, Subpart ii, 2.C.1.

III.ii.2.A.1.d. Definition:
Personnel Records

  
Personnel records are administrative records, containing information about the service member’s service history such as
  • date and type of enlistment/appointment
  • duty stations and assignments
  • training, qualifications, performance (awards and decorations received)
  • disciplinary and other personnel actions, and
  • date and type of separation/discharge/retirement (including DD Form 214, Certificate of Uniformed Service, or equivalent).

III.ii.2.A.1.e.  Types of Records Included in STRs

  
The table below contains a list of the types of records that are and are not included in a service member’s STRs.
 
STRs include …
STRs do not include …
  • physical examination reports, including reports from entrance and discharge physical examinations, if performed
  • the service member’s medical history
  • all dental examination reports and records
  • clinical record cover sheets and summaries
  • outpatient medical and dental treatment records
  • physical profiles
  • medical board proceedings, and
  • prescriptions for eyeglasses and orthopedic footwear
  • inpatient treatment records (clinical records)
  • finance records
  • mental health records
  • the Military Personnel Record Jacket (MPRJ), which may contain physical profiles and medical board proceedings, or
  • VA medical center (VAMC) records
 
Note:  If a service member obtains treatment “off-base” at a facility, any medical or mental health records created during the course of treatment will not be associated with the service member’s STRs unless the service member provides copies to their unit for inclusion into the record.
 
References:  For more information on

III.ii.2.A.1.f.  STRs Considered Substantially Complete for Records Development Purposes

  
STRs received from a service department or records facility are considered substantially complete for records development purposes if they contain
  • at least one of the documents listed in M21-1, Part III, Subpart ii, 2.A.1.e for each period of qualifying service, or
  • the certification letter/DD Form 2963, Service Treatment Record (STR) Certification.
For STRs to be substantially complete for Benefits Delivery at Discharge (BDD) or Integrated Disability Evaluation System (IDES) claims there must also be a Separation Health Assessment – Part A Self-Assessment for the current period of service.
 
Important:  When the records provided are inconsistent with the circumstances of the Veteran’s service, such as a clear lack of records for an extended period of service,
  • preparation of a final notification letter is warranted, and
  • further development to the records custodian is not warranted, unless otherwise required based on special circumstances, as indicated in M21-1, Part III, Subpart ii, 2.A.3.c.
Exception:  STRs held by the National Personnel Records Center (NPRC) may be part of a proactive digitization effort and in the process of being scanned/ uploaded to the Veterans electronic claims folder (eFolder).  These records are automatically uploaded into the Veterans Benefits Management System (VBMS) without a formal request from claims processors using PIES.  Apply the guidance in this block, in association with the additional information pertaining to the digitization effort in M21-1, Part III, Subpart ii, 2.A.4.h, to determine the completeness of the STRs in the eFolder.
References:  For more information on

2.  General Information About Locating Service Records

Introduction

  

This topic contains general information about locating service records, including

Change Date

   September 30, 2021

III.ii.2.A.2.a.  Basic Elements in Securing Veterans’ Service Records

  

In order to successfully secure Veterans’ service records, regional office (RO) employees responsible for this development activity must

  • carefully consider a variety of factors that affect where service departments route service records after a service member’s period of service ends, and
  • understand the various means for securing service records from their respective custodians, which often include agencies outside of DoD and VA.

The information in this section provides employees with

  • the factors they must consider in order to determine the current location of a Veteran’s service records, and
  • an explanation of the proper means for requesting service records.

Reference:  For listings of service record custodians, their contact information, and the address codes for requesting records from them through PIES, see M21-1, Part III, Subpart ii, 2.E.

III.ii.2.A.2.b.  Determining Whether a Veteran Has an Additional Service Obligation

  
Knowing whether a Veteran left active duty with an obligation for further service in the Reserve (including the National Guard) is critical in locating service records.
 
The table below explains how RO employees may use the Veterans Information Solution (VIS) and a Veteran’s DD Form 214 to determine whether a Veteran has an additional service obligation and, if so, the type of service the Veteran is currently performing.
 
If …
Then the Veteran …
the type of separation shown on the Veteran’s DD Form 214 is Release From Active Duty
left active duty with an obligation for further service in the Reserve.
the type of separation shown on the Veteran’s DD Form 214 is Discharge
left active duty with no further service obligation.
the code in the RESERVE COMPONENT CATEGORY (RCC) field in VIS (under the heading National Guard and Reserve Service Period) is SA
is currently an active member of the Reserve or National Guard.
the code in the RCC field in VIS is RE
is currently in the Individual Ready Reserve (IRR) or Inactive National Guard.
 
Note:  If a Veteran had an obligation for further service in the Reserve, the DD Form 214 will show the termination date of the service obligation. If the termination date has passed, secure the Veteran’s service records according to the instructions for locating and obtaining the service records of Veterans with no service obligation in the Reserve.
 
References:  For more information on

III.ii.2.A.2.c.  Service Records Destroyed in a Fire at NPRC

  
The service records of a limited number of Veterans are no longer available because they were destroyed in a fire at NPRC in 1973.
 
Use the information in M21-1, Part III, Subpart ii, 2.F.1.a to determine whether a Veteran’s service records were among those destroyed by the fire.
 
Reference:  For more information on clinical records destroyed in the fire at NPRC, see M21-1, Part III, Subpart ii, 2.C.1.g.

III.ii.2.A.2.d.  Requesting Service Records From Alternate Sources

  
Sometimes, service records are not available at the locations from which ROs normally obtain them.  This is often due to delays in transferring service records from one site to another.  Under these circumstances, ROs should attempt to obtain the records from alternate sources.
 
Example:  Service records might
  • never have left the separation center or treating facility
  • be in the Veteran’s possession, or
  • still be at a Reserve/National Guard unit, even though the Veteran’s service obligation has ended.
Reference:  For listings of service record custodians, their contact information, and the address codes for requesting records from them through PIES, see M21-1, Part III, Subpart ii, 2.E.

III.ii.2.A.2.e.  Updating the Contact Information of Service Record Custodians

  
When ROs discover that contact information in M21-1, Part III, Subpart ii, 2.E.1 is no longer accurate, they should notify VA Central Office by sending an e-mail to VAVBAWAS/CO/212A.

3.  Migration of STRs

Introduction

  

This topic contains information on the migration of STRs after service members separate from service, including

Change Date

  
January 25, 2024

III.ii.2.A.3.a.  Service Department Responsibilities With Regard to STRs

  
When a service member separates from service, the service department is responsible for
  • separating the service member’s STRs from the rest of the service records
  • ensuring the STRs are available for review during out-processing
  • preparing certification that the STRs are complete, and
  • routing the STRs for storage, as explained in M21-1, Part III, Subpart ii, 2.A.3.e.

III.ii.2.A.3.b.  History Behind the STR Certification Process

  
On January 1, 2013, individual service departments began issuing their own version of a letter that certified the completeness of a service member’s STRs.  Prior to this date, no requirement for certification existed.  On June 25, 2013, DoD replaced the letters with DD Form 2963, Service Treatment Record (STR) Certification.  By August 1, 2013, all service departments were using the new form.
 
Reference:  If a service department fails to certify the completeness of a service member’s STRs after January 1, 2013, follow the instructions in M21-1, Part III, Subpart ii, 2.A.3.d.

III.ii.2.A.3.c.  Determining Whether Additional Development to Obtain STRs Is Necessary

  
If a certification letter/DD Form 2963 accompanies STRs that an RO obtains from a service department, the RO should not undertake additional development to obtain STRs unless all of the following criteria are met:
  • the claimant alleges treatment at a specific MTF during a specific period of time, and
  • records referring to the treatment
    • do not exist in the available STRs, and
    • are not accessible through the Joint Longitudinal Viewer (JLV).
If additional development is necessary, submit a PIES request, under request code O99, to address code 07.  In the body of the request, provide details on why contact with the service department is necessary.
 
Important:  Further development to the service department for the records is not required if the certification letter/DD Form 2963 indicates the STRs or sections of the STRs are absent.  However, a final notification letter must be sent to the claimant notifying them of the absence.
 
References:  For more information on

III.ii.2.A.3.d.  Processing STRs That Do Not Include a Certificate of Completeness

  
The table below describes the procedures for processing STRs that do not include a signed
  • letter of certification (if the STRs belong to a Veteran who separated from service between January 1, and July 31, 2013) or
  • DD Form 2963 (if the STRs belong to a Veteran who separated from service on or after August 1, 2013).
Stage
Description
1
The claims processor reviews the claims folder for the purpose of confirming
  • the Veteran separated from service on or after January 1, 2013, and
  • the certification letter/DD Form 2963 is missing or unsigned.
2
If the claims processor determines the STRs should have included a signed certification letter/DD Form 2963 but did not, they must send an encrypted e-mail to request certification to the VAVBAWAS/CO/HAIMS-DPRIS mailbox.
 
The e-mail must include
  • the Veteran’s
    • name
    • Social Security number (SSN) or claim ID
    • branch of service
    • dates of service, and
  • the claims processor’s
    • phone number, and
    • e-mail address.
Important:  Add a copy of the e-mail to the claims folder to indicate this action has been taken.
3
Compensation Service responds to the e-mail by forwarding the claims processor’s request to a point of contact within the Veteran’s service department.
4
The Veteran’s service department uploads a certification letter/DD Form 2963 to DoD’s Healthcare Artifacts and Images Management Solution (HAIMS).
 
The certification letter/DD Form 2963 will automatically transfer from HAIMS to the eFolder if the Veteran has a claim pending in VBMS.
5
If 45 days have passed since the request for certification or release from active duty occurred (whichever is later), and the certification letter/DD Form 2963 is not in the eFolder, review the HAIMS record using JLV to determine if the certification letter/DD Form 2963 has been created.
 
If the certification letter/DD Form 2963 is
Important:
  • Additional e-mails are not required after sending the initial follow-up.  Add a copy of the e-mail to the claims folder to indicate the follow-up request has been made and prevent unnecessary development.
  • Continue processing remaining development actions, including ordering examinations, while awaiting STR certification.
 
Important:  Do not delay the processing of claims that service members submit prior to separation based on the absence of a certification letter/DD Form 2963. VA does not require service departments to certify the completeness of STRs VA uses to decide this category of claims.

III.ii.2.A.3.e.  Migration of STRs After Service Ends

  
The table below shows the migration of STRs after service ends.  Service, for the purpose of this block, ends when a service member
  • retires
  • is released from active duty with
    • no further service obligation, or
    • a service obligation but is
      • placed in the IRR, or
      • not immediately assigned to a Reserve unit, or
  • completes their service obligation in the Reserve or National Guard.
Important:
  • If a service member is immediately assigned to a Reserve unit after being released from active duty, the service department sends the service member’s STRs to that unit for storage and maintenance.
  • Check VIS, according to the instructions in M21-1, Part III, Subpart ii, 2.A.2.b, if there is any question regarding a service member’s Reserve status.
If the Veteran served in the ….
And service ended …
Then the STRs …
Army
prior to October 16, 1992
were forwarded to NPRC.
between October 16, 1992, and December 31, 2013
were forwarded to VA’s Records Management Center (RMC) and have since been scanned and uploaded to the respective Veteran’s claims folders.
on or after January 1, 2014
are scanned and electronic copies of the STRs are uploaded into HAIMS.
Navy
prior to January 31, 1994
were forwarded to NPRC.
between January 31, 1994, and December 31, 2013
were forwarded to RMC and have since been scanned and uploaded to the respective Veteran’s claims folders.
on or after January 1, 2014
are scanned and electronic copies of the STRs are uploaded into HAIMS.
Air Force
prior to
  • May 1, 1994, if discharged, retired, or separated from active duty, or
  • June 1, 1994, if discharged or retired from the Reserve or National Guard
were forwarded to NPRC.
between
  • May 1, 1994, and December 31, 2013, if discharged, retired, or separated from active duty, or
  • June 1, 1994, and December 31, 2013, if discharged or retired from the Reserve or National Guard
were forwarded to RMC and have since been scanned and uploaded to the respective Veteran’s claims folders.
on or after January 1, 2014
are scanned and electronic copies of the STRs are uploaded into HAIMS.
Space Force
—
are scanned and electronic copies of the STRs are uploaded into HAIMS.
Marine Corps
prior to May 1, 1994
were forwarded to NPRC.
between May 1, 1994, and December 31, 2013
were forwarded to RMC and have since been scanned and uploaded to the respective Veteran’s claims folders.
on or after January 1, 2014
are scanned and electronic copies of the STRs are uploaded into HAIMS.
Coast Guard
 
prior to May 1, 1998
were forwarded to NPRC.
between May 1, 1998, and August 31, 2014
were forwarded to RMC and have since been scanned and uploaded to the respective Veteran’s claims folders.
on or after September 1, 2014
are scanned, and electronic copies of the STRs are uploaded into HAIMS.
 
Note:  DoD expects each service department to digitize STRs, complete the certification process described in M21-1, Part III, Subpart ii, 2.A.3.b, and upload the electronic copies of the STRs within 45 days of the date a service member retires or separates from service.  Once the electronic copies of STRs are uploaded to HAIMS, the original STRs are destroyed.
 
Exceptions:
  • The Public Health Service (PHS), and National Oceanic and Atmospheric Administration (NOAA) do not scan STRs and upload them into HAIMS.
  • The STRs for a number of Veterans separating or retiring from active service between September 1, 2013, and December 31, 2013, may not have been sent to RMC and may have, instead, been digitized and uploaded into HAIMS.  Specific procedures for obtaining these transition records can be found in M21-1, Part III, Subpart ii, 2.B.1.l.
References:  For more information on

III.ii.2.A.3.f.  Locating STRs of Service Members in the Marine Corps Who Are in an Involuntary Appellate Leave Status

  
If attempts to locate the STRs of a service member in the Marine Corps who is in an involuntary appellate leave status (court-martialed and awaiting completion of the appellate review process before being discharged) have been unsuccessful, the STRs might be located at the address below.
 
Navy and Marine Appellate Leave Activity (NAMALA)
1325 10th St SE Bldg 196 Rm 303
Washington, DC 20374-5147

4.  NPRC

Introduction

  
This topic contains information on NPRC, including

Change Date

   January 25, 2024

III.ii.2.A.4.a. NARA

  
The National Archives and Records Administration (NARA)
  • is an independent agency, separate from both VA and DoD, and
  • operates NPRC in St. Louis.
Important:  Although NARA operates NPRC, references in this chapter to “the service department” include NPRC, since it is a primary repository of service department records.

III.ii.2.A.4.b. Types of Records NPRC Houses

  
NPRC houses the following types of records:
Reference:  For more information on clinical records, see M21-1, Part III, Subpart ii, 2.C.1.

III.ii.2.A.4.c.  Determining the Date a Former Service Member’s Service Ended

  
For the purpose of this section, a former service member’s service ended on the date the individual
  • retired
  • was released from active duty with
    • no further service obligation, or
    • a service obligation but was
      • placed in the IRR, or
      • not immediately assigned to a Reserve unit, or
  • completed their service obligation in the Reserve or National Guard.

III.ii.2.A.4.d. STRs NPRC Houses

  
Use the information in the table below to determine whether NPRC houses a former service member’s STRs.
 
NPRC houses a former service member’s STRs if they last served in the …
And their service ended prior to …
Army
October 16, 1992.
Navy
January 31, 1994.
Air Force
  • May 1, 1994, if discharged, retired, or separated from active duty, or
  • June 1, 1994, if discharged or retired from the Reserve or National Guard.
Marine Corps
May 1, 1994.
Coast Guard
May 1, 1998.
 
Reference:  For more information on locating STRs of former service members whose service ended on or after the dates shown in the table above, see

III.ii.2.A.4.e.  Personnel Records NPRC Houses

  
Use the information in the table below to determine whether NPRC houses a former service member’s personnel records.
 
NPRC houses a former service member’s personnel records if they last served in the …
And had no service (active duty or otherwise) on or after …
Army
October 1, 1994.
 
Important:  Service members discharged between October 1, 1994, and July 1, 2002, may have records stored at NPRC.
Navy
January 1, 1995.
Air Force
October 1, 2004.
Marine Corps
January 1, 1999.
Coast Guard
October 1, 2006.
 
Reference:  For more information on the location of Army official military personnel files and the means for requesting copies, see

III.ii.2.A.4.f. How Records Are Filed at NPRC

  
NPRC maintains a registry of most of the service records in its custody.  These records are filed by the former service member’s name and
  • SSN, or
  • service number.
Clinical records are filed by hospital name or number, then chronologically by year, or month and year, of treatment.
 
Note:  The MTF that provided treatment
  • creates and maintains clinical records, and
  • normally retires its records to NPRC when there has been no treatment for a certain number of years.
Reference:  For more information on clinical records, see M21-1, Part III, Subpart ii, 2.C.1.

III.ii.2.A.4.g. NPRC’s Records Reconstruction Unit

  
NPRC’s Records Reconstruction Unit relies on unit records and other alternative documents to reconstruct records destroyed in the 1973 fire at NPRC.
 
Reference:  For more information on records destroyed by fire at NPRC, see M21-1, Part III, Subpart ii, 2.F.1.

III.ii.2.A.4.h. Proactive Digitization of Service Records

  
In September 2021, NPRC began bulk-scanning service records that had not been previously requested by VA. The records are scanned on a first-in, first-out basis, which may result in a Veteran’s complete STRs being digitized before the personnel records, or vice versa. Scanned records are automatically uploaded to the corresponding Veteran’s eFolder.
 
Important:
  • The NPRC Document(s) bulk-scanned into VBMS flash is automatically applied to the Veteran’s corporate record via a batch process when any of the service records are uploaded to VBMS.  Presence of the flash does not mean that the bulk-scanning of the Veterans entire service record has completed.
  • Claims processors must compare the records currently uploaded in VBMS as part of the proactive digitization process with the totality of records that would be in NPRC’s possession and determine if there are likely still records left unscanned.  If STRs and personnel records from all periods of service are
    • accounted for, no further requests are necessary, or
    • incomplete or unavailable, a PIES O50 request for the remaining unscanned records is necessary.
References:  For more information on

III.ii.2.A.4.i. Using PIES to Request Service Records

  
PIES is the primary means regional offices (ROs) use to request STRs and personnel records from NPRC.  Such requests are electronically matched against NPRC’s registry holdings to determine whether NPRC has custody of the record an RO is requesting.
 
Note:  If an RO requests STRs for a Veteran who has an eFolder in VBMS, NPRC does not send the STRs to the RO.  Instead, it sends the STRs to a vendor for scanning and uploading into the Veteran’s eFolder.
 
Reference:  For more information on PIES, see the PIES User Guide.

III.ii.2.A.4.j. Negative Responses From NPRC

  
Submission of a request for records to NPRC after receiving a response indicating that the records do not exist or are “fire-related” is unnecessary.
 
Notes:
  • If NPRC eventually receives the requested record, which rarely occurs, it will forward the record to the scanning vendor.
  • Submitting subsequent requests only increases the workload at NPRC and detracts from the activities of those who are attempting to locate records that do, indeed, exist.
Reference:  For more information on documenting the unavailability of Federal records, see M21-1, Part III, Subpart ii, 1.A.1.e.

5.  General Information on RMC and the Records it Previously Maintained

Introduction

  
This topic contains general information on RMC and the records it previously maintained, including

Change Date

   January 25, 2024

III.ii.2.A.5.a.  Records RMC Stored

  
RMC replaced the Service Medical Records Center (SMRC) (375) and Records Processing Center (RPC) (376).  RMC stored
Exceptions:
  • The Coast Guard sent STRs to RMC for storage and maintenance until September 1, 2014.
  • RMC had transferred some of the original STRs it received from service departments to individual ROs for storage in an existing
    • claims folder, or
    • notice of death (NOD) folder.
Notes:
  • If a service member is immediately assigned to a Reserve unit after being released from active duty, the service department sends the service member’s STRs to that unit for storage and maintenance.
  • Occasionally, RMC received STRs from service departments for former service members whose service ended prior to the dates shown in M21-1, Part III, Subpart ii, 2.A.4.d.  When this occurred, RMC kept the records.  For this reason, RMC might have had in its custody the STRs of a few former service members who separated prior to the dates shown in M21-1, Part III, Subpart ii, 2.A.4.d.
  • To determine if RMC possessed a specific, former service member’s STRs prior to the File Bank Extraction project, check the Beneficiary Identification and Records Locator Subsystem (BIRLS) FOLDER LOCATION tab in Share.
References:  For more information on

III.ii.2.A.5.b.  How RMC Stored Records

  
Before the deployment of DoD’s HAIMS on January 1, 2014, when a service department transferred a former service member’s STRs to RMC, it sent the STRs in either a single or multiple STR jackets.  Each jacket bore the former service member’s name and SSN.
  • RMC left the STRs in the jackets in which they arrived and filed them in sequential order by SSN.
  • If a former service member had multiple STR jackets, and RMC received a request for transfer of the STRs, RMC was responsible for sending all of the former service member’s STR jackets to the scanning vendor.
Reference:  For more information on HAIMS, see M21-1, Part III, Subpart ii, 2.A.5.e.

III.ii.2.A.5.c.  Historical Responsibilities of RMC for STR Maintenance

  
RMC was responsible for
  • transferring STRs to a vendor that digitizes (scans) the STRs and uploads them into the Veteran’s eFolder
  • maintaining STRs for those Veterans
    • who do not have a claims folder located at an RO, or
    • whose inactive claims folder was located at RMC or is at a Federal records center
  • responding to all requests for copies of documents from STRs housed at RMC, and
  • returning STRs to service departments upon receipt of a request.
Note:  Prior to electronic claims processing, RMC sent the STRs to the RO in possession of the Veteran’s paper claims folder.

III.ii.2.A.5.d.  Extraction and Cataloguing of STRs Stored in RMC File Banks

  
VA began a project to extract STRs stored in the RMC file banks for the purpose of digitizing the records and uploading them into the corresponding eFolder.
 
The first phase of the File Bank Extraction project at RMC began on November 27, 2017, and concluded on September 21, 2018.  The first phase resulted in the full inventory of STRs pulled from RMC file banks being initially catalogued in the RMC Source Material Tracking System Portal.  The inventoried STRs were sent to the scanning vendor and are no longer in RMC’s possession.
 
Important:  All records previously held by RMC have been scanned and associated with the corresponding Veteran’s eFolder.  When reviewing the folder for STRs that were previously held by RMC, consider the lack of STRs a negative response.
 
References:  For more information on

III.ii.2.A.5.e.  DoD’s Decision to Electronically Maintain and Store STRs in HAIMS

  
In 2014, the various service departments stopped sending STRs to RMC for storage and maintenance and began
  • scanning/digitizing the service member’s STRs, and
  • uploading them into HAIMS.
The STRs should be available through HAIMS if the service member served in and separated from
  • the Coast Guard on or after September 1, 2014, or
  • all other military branches after January 1, 2014.
References:  For more information on

III.ii.2.A.5.f.  Closure of RMC and Creation of the CSD

  
RMC was closed on October 13, 2019, after all records were catalogued and sent to a vendor to be scanned and uploaded to the corresponding Veteran’s eFolders.  The Centralized Support Division (CSD) was created to process Freedom of Information Act requests and manage the remaining records belonging to the Reserve/National Guard units and NPRC.

6.  Historical Transfer of STRs Into and out of RMC

Introduction

  
This topic contains information about the transfer of STRs into and out of RMC prior to the File Bank Extraction project, including

Change Date

   March 9, 2021

III.ii.2.A.6.a.  Historical Use of SMRTS

  
Prior to the deployment of HAIMS, RMC received STRs from service departments and recorded their receipt in the Service Medical Records Tracking System (SMRTS).
 
SMRTS interfaced with Share and provided RMC with a uniform method for managing and tracking the movement of STRs into and out of RMC.

III.ii.2.A.6.b.  Historical Interaction Between SMRTS and Share

  
The table below contains a description of the interaction between SMRTS and Share prior to the File Bank Extraction project.
 
When …
And if the former service member had/has …
Then …
RMC
 
  • received a former service member’s STRs from the service department (prior to the deployment of HAIMS), or
  • received a former service member’s STRs from the Coast Guard, PHS, or NOAA
a VA claims folder that was/is in an RO’s possession
RMC sent the STRs to a vendor for scanning and upload into the former service member’s eFolder.
 
This action triggered an update to the fields on the BIRLS FOLDER LOCATION tab in Share to show the STRs were in transit.
a corporate record but no VA claims folder
fields on the BIRLS FOLDER LOCATION tab in Share were updated to show the STRs were located at RMC.
no VA corporate record
a corporate record was created based on the former service member’s name and SSN.
 
Note:  The new corporate record might not contain complete service data, but fields on the BIRLS FOLDER LOCATION tab in Share were populated to show the STRs were located at RMC.
STRs were located at RMC for a former service member and an RO established a
  • claims folder, or
  • claim using VBMS or Share
—
a request was automatically generated for RMC to send the STRs to a vendor for scanning and upload into the former service member’s eFolder.
 
Notes:
  • The request referenced in the above paragraph was not generated when an RO establishes any other type of folder, such as an NOD folder.
  • ROs may assume that the automatic generation of a request for STRs was successful if the date the RO established the claim or claims folder appears in the IN TRANSIT DATE field on the BIRLS FOLDER LOCATION tab in Share.
 
References:  For more information on

III.ii.2.A.6.c.  RMC Intake Site Codes

  
The INTAKE tab in VBMS can also be used to review details about records that have been shipped from RMC (station code 376) to the scanning vendor.
 
The table below identifies what each RMC intake site code means.
 
If the record was handled by intake site  …
Then …
A
 
a paper claims folder was sent to the scanning vendor and could contain STRs if the records were previously combined.
  • B, or
  • F
all records were sent to the scanning vendor.
C
STRs were sent to the vendor and should not contain a paper claims folder.
D
records scanned
  • prior to May 2017, were scanned on-site at RMC, and
  • from May 2017 and onward, were scanned off-site by the scanning vendor.
E
Official Military Personnel File documents were sent to the scanning vendor by the VA RMC Liaison Office staff.
 
Note:  The INTAKE tab is generally only available to Intake Processing Center employees.
 
Reference:  For more information on the INTAKE tab in VBMS, see the VBMS Core User Guide.

III.ii.2.A.6.d.  Photocopies of STRs for NOD Folders

  
RMC sent a former service member’s STRs to the scanning vendor only if an RO specifically requested it.
 
Note:  When RMC sent the STRs to the scanning vendor, the date the RO made the request appears in the IN TRANSIT DATE field on the BIRLS FOLDER LOCATION tab in Share.  The TRANSFER DATE field on the same tab reflects the date the STRs were sent to the scanning vendor.

7.  Requests From Department of VAMCs for Service Records/Information

Introduction

  

This topic contains information on requests from VAMCs for service records/information, including

Change Date

   January 25, 2024

III.ii.2.A.7.a.  How VAMCs Should Request Service Records

  
VAMCs may use VIS to verify a Veteran’s service.  If VIS does not provide service verification, or if VAMCs require clinical records or other service-related documentation, they should request it by sending VA Form 10-7131, Exchange of Beneficiary Information and Request for Administrative and Adjudicative Action, to the appropriate RO.
 
Note:  It is VA policy that only ROs may request service records.
 
Reference:  For more information on VIS, see the VIS User Guide.

III.ii.2.A.7.b.  Handling Requests From a VAMC When No Claims Folder Exists

  
The table below contains instructions for handling requests for service records/information from a VAMC when no claims folder exists.
 
If the VAMC requests …
Then …
a character-of-discharge (COD) determination
  • establish a claims folder
  • request the evidence required to make a COD determination
  • when the evidence arrives, make the determination, and
  • notify the VAMC that requested the determination of its outcome.
Reference:  For more information on making a COD determination, see M21-1, Part X, Subpart iv, 1.A and B.
verification of service only
  • create a corporate record using the BIRLS ADD command in Share
  • request verification of service through
    • PIES, or
    • the Defense Personnel Image Retrieval System (DPRIS)
  • update and mark service as verified upon receipt of verification, and
  • notify the VAMC that initiated the request.
References:  For more information on using