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Updated Jan 25, 2024

In This Section

 
This section contains the topic “Procedures for Obtaining STRs.”

1.  Procedures for Obtaining STRs


Introduction

 

This topic describes the procedures for obtaining STRs, including


Change Date

 
January 25, 2024

III.ii.2.B.1.a.  Automated STR Requests Based on Claims Establishment

 
Establishing a claim in the Veterans Benefits Management System (VBMS)/Share will automatically request service treatment records (STRs) from the Healthcare Artifacts and Image Management Solution (HAIMS) if the conditions described in M21-1, Part III, Subpart ii, 2.B.1.c are met.
 
The status of the HAIMS STR request can be found in the Virtual Lifetime Electronic Record (VLER) list.

III.ii.2.B.1.b.  Obtaining STRs for Members of the Reserve or National Guard

 
Follow the steps in the table below to obtain STRs for members of the Reserve or National Guard.
 
Step
Action
1
Determine if the Veteran currently has a service obligation as outlined in M21-1, Part III, Subpart ii, 2.A.2.b.
 
If a service obligation …
Then …
does not exist
  • determine the custodian of the records according to the migration of STRs after service ends as outlined in M21-1, Part III, Subpart ii, 2.A.3.e
  • request STRs from the appropriate custodian, and
  • go to Step 3.
exists
go to the next step.
 
2
Determine if a complete separation from active duty service occurred prior to Reserve or National Guard service.
 
If a complete separation from active duty service …
Then …
occurred prior to
  • September 1, 2014 for Coast Guard, or
  • January 1, 2014, for all other branches of service
  • determine the custodian of the records according to the migration of STRs after service ends as outlined in M21-1, Part III, Subpart ii, 2.A.3.e, and
  • request STRs from the appropriate custodian.
  • occurred after
    • September 1, 2014 for Coast Guard, or
    • January 1, 2014, for all other branches of service, or
  • did not occur before Reserve or National Guard service began
VBMS will automatically generate a request for STRs from HAIMS when the Veteran’s claim is established.  After the 45-day suspense period for the HAIMS request expires, go to the next step.
 
3
Were all the required Reserve or National Guard STRs obtained after completing the necessary development actions?
  • If yes, no further action in this table is necessary.
  • If no, go to the next step.
4
Determine if the required Reserve or National Guard STRs are certified and available in the Joint Longitudinal Viewer (JLV).
 
Notes:
  • JLV provides access to electronic Department of Defense (DoD) health records, including STRs that have been scanned into HAIMS.
  • Certified STRs refers to STRs with certifications of completeness described in M21-1, Part III, Subpart ii, 2.A.3.a and b.
  • Veterans receiving post-service treatment as a dependent or retiree will appear in JLV but should not be mistaken for STRs.
  • Other than the specific case stated below, data should not be changed in the Department of Veterans Affairs (VA) systems to generate a request to HAIMS when the Veteran’s service periods ended prior to January 1, 2014, for Army, Navy, Marine Corps, Air Force, and prior to September 1, 2014, for Coast Guard.
 
If the records are …
Then …
available and are certified complete
  • enter a new period of service into VBMS as a period of active duty with the release from active duty (RAD) as today’s date, but do not mark the service as verified
  • return to the OBTAIN STR tab in the DEVELOPMENT PLAN section of VBMS
  • request the STRs from HAIMS by clicking the REQUEST STR AGAIN button, and
  • update VBMS to remove the period of service that was just entered.
Note:  The added period of service must be removed immediately after successfully submitting the request to HAIMS.
not available or have not been certified complete
go directly to the next step.
 

5

The VA Liaison Office (VALO) within the Centralized Support Division (CSD) must contact the branch of service’s single point of entry (SPoE) to obtain the STRs.  Initiate and track the process by
  • submitting a Personnel Information Exchange System (PIES) request to address code 07 using request code
    • RV1 for a Reserve member, or
    • NG1 for a National Guard member
  • completing the information requested in the PIES request pop-up dialogue box, and
  • adding the appropriate tracked item for requesting service records from the Reserve/National Guard.
Important:  PIES must contain a period of service with an RSV (Reserve) or NG (National Guard) duty status.  If necessary, add or modify the period(s) of service in PIES.
 
Note:  Submission of a PIES request under this step is required regardless of the duration of time since separation from the Reserve/National Guard if the member never served on active duty.
6
Review the status of the PIES request if the STRs have not been received after the expiration of the suspense period.
 

If the internal PIES response message has been pending for …

Then …

less than 30 days
extend the suspense of the STR request tracked item to the date on which the PIES internal response message would be 30 days old.
 
Note:  If the STRs are not available after the expiration of the remaining suspense period, contact VALO for support, following the “internal PIES response has been pending for 30 days or more” guidance directly below.
30 days or more
  • the claims processor must send a follow-up, encrypted e-mail to VAVBASTL/RO/NGRESERVES containing
    • the subject 45-day follow-up on HAIMS STRs
    • the Veteran’s
      • full name
      • Social Security number (SSN), and
      • branch of service, and
    • the requestor’s name and contact information (phone and e-mail)
  • add a tracked item for the HAIMS STR follow-up request, and
  • associate a copy of the e-mail with the claims folder.
 
7
Extend the suspense period for the HAIMS STR follow-up request at 30-day intervals until the STRs are received.  Additional follow-up e-mails to VALO are not required.
 
Important:  When a Veteran indicates private medical treatment for a condition related to Reserve or National Guard duty during, or in close proximity to, the time frame in which the duty was conducted, obtain the records as described in M21-1, Part III, Subpart ii, 1.A for consideration in deciding the claim.
 
References:  For more information on

III.ii.2.B.1.c.  Interaction Between VBMS and HAIMS

 
VBMS automatically submits a request for a Veteran’s STRs to HAIMS when
  • a Veteran whose service ended on or after January 1, 2014, files a claim for VA benefits, and
  • the regional office (RO) that received the claim begins processing it in VBMS.
Exception:  Coast Guard began uploading service records to HAIMS for Veterans whose service ended on or after September 1, 2014.
 
If HAIMS has …
Then HAIMS provides VA with …
never before responded to a request for the Veteran’s STRs
a certified, electronic copy of all STRs the Veteran’s service department has uploaded into HAIMS.
already responded to an initial request for STRs
an electronic copy of any additional STRs the Veteran’s service department has uploaded into HAIMS since the previous request.
 
Notes:
  • No tracked item is generated when VBMS submits a request to HAIMS.
  • To determine the status of a request, users must rely on the status and error messages listed in M21-1, Part III, Subpart ii, 2.B.1.e.
  • When HAIMS transmits an electronic copy of a Veteran’s STRs to VBMS, VBMS
    • inserts the copy into the Veteran’s electronic claims folder (eFolder), and
    • displays a “new mail” indicator to alert users that the Veteran’s STRs are available for viewing.
  • When the Veteran’s separation date is on or after January 1, 2014, or on or after September 1, 2014, for Coast Guard Veterans, but the separation date either does not exist or is updated in the corporate record during claim establishment or processing, VBMS displays a button labeled “Request STR Again” under the OBTAIN STRS tab. Users must return to this tab and click on the button after updating the corporate record with the correct separation date.
Reference:  For more information on HAIMS, see M21-1, Part III, Subpart ii, 2.A.5.e.

III.ii.2.B.1.d.  Suspense Dates Generated by VBMS for STR Requests to HAIMS

 
When a request for copies of STRs is submitted to HAIMS through VBMS, VBMS generates a suspense date for the request as described in the table below.  The request remains active until the claim is closed, cleared, or cancelled.
 
If the date of claim is …
Then VBMS generates a suspense date that is …
within the 45 calendar-day period that immediately precedes the claimant’s separation date
46 calendar days following the date of separation.
at least 45 calendar days after the date the claimant separated from service
two calendar days after the date the corresponding claim was created in VBMS.
 
Important:
    • 45 calendar days have passed since the claimant separated from service
    • the suspense date has passed without a status message being received, and
    • a search in JLV does not result in finding the certified STRs with a certification memo, DD Form 2963, Service Treatment Record (STR) Certification, in HAIMS.
  • If the search of the VLER list fails to provide guidance, send e-mail notification to VAVBAWAS/CO/HAIMS-DPRIS.
References:  For more information on

III.ii.2.B.1.e.  Status Messages Generated by VBMS for STR Requests to HAIMS

 
When a request for copies of STRs is submitted to HAIMS through VBMS, the status of the request is located in the OBTAIN STRS section of the DEVELOPMENT PLAN for the claim in VBMS.
 
Use the table below to determine the meaning of the status messages and any associated actions required.
 
VBMS Status Message
Meaning of Status Message
SUCCESS: Veteran is now eligible for an electronic STR. This request has been queued for processing and will be submitted soon.
The RAD date in VBMS is
  • in the future, or
  • the same as the date the claim is being established.
The system will generate the STR request but will withhold sending the request to HAIMS until 24 hours past the RAD date in VBMS.
 
Note:  Once successfully submitted to HAIMS, the status message will be updated.
SUCCESS:  Electronic STR Requested.  Request Date [mm/dd/yyyy].  Request Successful.  Suspense Date [mm/dd/yyyy].
VBMS sent the request for STRs to HAIMS and displays the date submitted, the status, and VBMS automatically generated suspense date.
SUCCESS:  Electronic STR received.  Date received [mm/dd/yyyy].  Document uploaded to Veteran’s eFolder.  Please note – additional STR documents may still be in the process of uploading to the eFolder.
HAIMS uploaded all STR documentation into the Veteran’s eFolder.
 
Important:  The STR is complete if the certification memo is in the eFolder.  If the certification memo is not in the eFolder, additional STRs may still be in process of uploading.
INFORMATION:  STR Requested.  Request Date [mm/dd/yyyy].  Veteran Already Successfully Subscribed.
There is an active request for STR documentation and any new STR documentation added to HAIMS will automatically be sent to the Veteran’s eFolder.  No action necessary.
WARNING:  Electronic STR Requested.  Request date [mm/dd/yyyy].  Request Successful.  Suspense Date [mm/dd/yyyy] has Expired.
VBMS successfully sent the request to HAIMS but VBMS did not receive any STRs and the suspense date expired.  The request will remain pending in VBMS.
 
Use the table below to determine if additional action is necessary.
 
If the service member or Veteran 
Then …
is still on active duty (including service under Title 10 or 32 U.S.C.)
no action is needed.
 
The STRs should be uploaded into HAIMS within 45 calendar days after separation/retirement from military service.
is currently serving in the Reserve or National Guard
follow the instructions in the table in M21-1, Part III, Subpart ii, 2.B.1.b, starting at Step 4.
has been separated or retired from the Reserve or National Guard for at least 45 days
follow the instructions in the table in M21-1, Part III, Subpart ii, 2.B.1.b, starting at Step 5.
  • is no longer serving
  • did not serve in the Reserve or National Guard, and
  • certified STRs are not available in JLV
Reference:  For more information on the VLER list, see the VLER List User Guide.
 
WARNING:  This Veteran is not eligible for an Electronic STR Request.  Eligibility checked on [mm/dd/yyyy] at [hh:mm].  The EP code [xxx] does not meet the eligibility criteria.
The end product (EP) code that was established is outside of the rating EP bundle for which requests to HAIMS can be made.
 
Obtain the certified STRs from JLV by following the information provided in M21-1, Part III, Subpart ii, 2.B.1.i and j.
 
Note:  This also applies to pre-discharge claims.
WARNING:  This Veteran is not eligible for an Electronic STR Request.  Eligibility checked on [mm/dd/yyyy] at [hh:mm].  The RAD Date does not meet the eligibility criteria.
The Veteran’s military profile must be updated to reflect correct RAD date.
 
If the correct RAD date is on or after the HAIMS availability dates listed in M21-1, Part III, Subpart ii, 2.A.5.e, then follow the steps in the table below to resubmit the STR request.
 
Step
Action
1
Update the Veteran’s military service.
2
Return to the OBTAIN STR tab in the DEVELOPMENT PLAN section of VBMS.
3
Resubmit the STR request by clicking Request STR Again.
 
The status message will be updated immediately to reflect a new status.
 
Note:  This also applies to pre-discharge claims.
 
Reference:  For more information on STR migration dates, see M21-1, Part III, Subpart ii, 2.A.3.e.
ERROR:  Electronic STR Requested.  Request Date [mm/dd/yyyy].  Request Unsuccessful.  [No Veteran] or [Multiple Veterans] Found.
HAIMS could not identify the Veteran.
 
Follow the steps in the table below to resubmit the STR request.
 
Step
Action
1
Verify and update all personally identifiable information and military service.
2
Return to the OBTAIN STR tab in the DEVELOPMENT PLAN section of VBMS.
3
Resubmit the STR request by clicking Request STR Again.
 
The status message will be updated immediately to reflect a new status.
 
Note:  If the status message does not change, contact VA Central Office (CO) for assistance at VAVBAWAS/CO/HAIMS-DPRIS.
ERROR:  Unsuccessful. Internal Server Error.  Electronic STR requested.  Request date [mm/dd/yyyy].  Request incomplete.  Note – During this request an external system error was encountered preventing it from completing.  An automated retry will be attempted on [mm/dd/yyyy] at [hh:mm AM/PM].
VBMS encountered an error and will make four attempts to request the STRs.  This message displays when the initial attempt has been made.
 
The status message will update automatically with each attempt.  If all attempts fail, check JLV for the certified STRs in HAIMS, and follow the information provided in M21-1, Part III, Subpart ii, 2.B.1.i and j, to obtain the certified STRs.  If the certified STRs are not in HAIMS, contact CO for assistance at VAVBAWAS/CO/HAIMS-DPRIS.
ERROR:  Unsuccessful. Internal Server Error.  Electronic STR requested.  Request date [mm/dd/yyyy].  Request incomplete.  Note – During this request an external system error was encountered preventing it from completing. 
Retry attempt [X] of 4.  Next retry attempt [mm/dd/yyyy] at [hh:mm AM/PM].
VBMS encountered an error and will make four attempts to request the STRs.  This message displays while subsequent attempts are being made.
 
The status message will update automatically with each attempt.  If all attempts fail, check JLV for the certified STRs in HAIMS, and follow the information provided in M21-1, Part III, Subpart ii, 2.B.1.i and j, to obtain the certified STRs.  If the certified STRs are not in HAIMS, contact CO for assistance at VAVBAWAS/CO/HAIMS-DPRIS.
ERROR:  Unsuccessful. Internal Server Error.  Electronic STR requested.  Request date [mm/dd/yyyy].  This request reached the maximum number of retry attempts. 
VBMS encountered an error and has made four attempts to request the STRs.  This message displays when all four attempts have failed.
 
Check JLV for the certified STRs in HAIMS and follow the information provided in M21-1, Part III, Subpart ii, 2.B.1.i and j, to obtain the certified STRs.  If the certified STRs are not in HAIMS, contact CO for assistance at VAVBAWAS/CO/HAIMS-DPRIS.
 

III.ii.2.B.1.f.  How STRs From HAIMS Are Grouped and Displayed in VBMS

 
Electronic copies of STRs that HAIMS transmits to VBMS are grouped and displayed in a Veteran’s eFolder with the following titles:
  • STR Medical Record (Parts 1 through 4)
  • STR Medical Record (Parts 5 and 6 – Coast Guard only)
  • STR Dental Record (Parts 1 and 2)
  • STR Dental Records (Parts 3 and 4 – Navy and Marine Corps only)
  • STR Administrative Documentation (Records in this group include the DD Form 2963 referenced in M21-1, Part III, Subpart ii, 2.A.3.b.)
  • STR MHS GENESIS
  • STR HRR (medical records for Army National Guard and Army Reserves)
  • AHLTA (records MTFs transfer into HAIMS from the Armed Forces Healthcare Longitudinal Technology Application)
  • Loose-Flowing STR Documentation (individual records that were scanned and uploaded into HAIMS before preparation of DD Form 2963), and
  • Late-Flowing STR Documentation (individual records that were scanned and uploaded into HAIMS after preparation of DD Form 2963).
Notes:
  • To avoid difficulties in identifying STRs in an eFolder, do not change their assigned titles.
  • If VBMS users experience difficulty accessing or viewing electronic copies of STRs that HAIMS provides, they should send e-mail notification to VAVBAWAS/CO/HAIMS-DPRIS.
Reference:  For more information on late-flowing STR documentation, see M21-1, Part III, Subpart ii, 2.B.1.g.

III.ii.2.B.1.g.  Late-Flowing STR Documentation in HAIMS

 
When an MTF scans and uploads late-flowing STRs into HAIMS, the MTF is responsible for notifying the Veteran to whom the STRs belong.  The Veteran is then responsible for notifying VA (through submission of the required standard claim form) if he/she wants VA to consider the additional STRs in determining his/her entitlement to VA benefits.
 
If the Veteran does notify VA, VBMS automatically submits a request for the additional STRs to HAIMS when the station of origination establishes a corresponding claim in VBMS.  If the Veteran already has a claim pending in VBMS, the STR documents will flow from HAIMS to VBMS automatically.

III.ii.2.B.1.h.  Obtaining STRs in HAIMS for Survivor Benefits Claims

 

VBMS limitations do not currently allow requests for STRs located in HAIMS as part of a survivor benefits claim.

Claims processors must follow the procedures in M21-1, Part III, Subpart ii, 2.B.1.k to obtain the STRs via JLV.

The table below describes the process for obtaining STRs for survivor benefits claims when attempts to obtain the STRs via JLV are unsuccessful.

 
Stage
Description
1
The pension management center (PMC) requests the STRs from VALO by sending an encrypted e-mail to VAVBASTL/RO/NGRESERVES containing
  • the subject PMC 140/029 to distinguish it from a request for the STRs of a member of the Reserve or National Guard
  • the service member’s or Veteran’s
    • full name (first, middle, last)
    • SSN, and
    • branch of service, and
  • the requestor’s name and contact information (phone and e-mail) for questions.
2
The VALO requests the STRs through the DoD points of contact.
3
Upon receipt of the STRs, the VALO will
  • upload the STRs into VBMS, and
  • respond to the PMC e-mail.
 
If the VALO has not responded within 30 days, then the PMC sends a follow-up e-mail to request a status update.
 
References:  For more information on

III.ii.2.B.1.i.  Accessing Electronic Copies of Health Records Through JLV

 
JLV is a web-based viewer that delivers real-time access to DoD and VA electronic health information to RO personnel.  Records that are viewable in JLV include
  • copies of paper STRs that have been scanned into HAIMS
  • in-service treatment records stored in AHLTA (part of the certified and complete STRs), and
  • post-service treatment at an MTF.
VA employees must check JLV for the availability of in-service treatment records anytime
  • they are unable to obtain a complete set of a Veteran’s STRs through the other means described in this section, or
  • the available STRs do not show the alleged event, injury, or disease.
Note:  Because DoD certifies as complete the collection of STRs it stores electronically in HAIMS, any electronic copies of STRs that VA can access through JLV should be identical to records uploaded to the VBMS eFolder via the automated request for STRs from HAIMS.
 
References:  For more information on

III.ii.2.B.1.jAssociating Health Records Located in JLV

 
Claims processors that identify and access health records in JLV, as described in M21-1, Part III, Subpart ii, 2.B.1.i, must associate the relevant records with the claims folder.
 
Follow the steps in the table below to associate records with the claims folder.
 
Step
Action
1
Open the Report Builder tool in JLV.
2
Open each report individually.  After the report loads, click the ADD TO REPORT BUILDER button, designated by the “+” symbol.
3
Continue adding the individual reports until all pertinent records have been added to the Report Builder list.  Combine the reports into a single document.  The combined report should be grouped by the record type.
 
Example:  A single document would be generated for relevant post-service treatment at an MTF.  A separate document would be created for STRs that could not be obtained through other means.
 
Important:  Compiling large reports may result in timeouts or disconnects.  If necessary, break out large reports into more manageable documents.
4
Save the generated portable document format (PDF) to the desktop.  Name that file so that it will be easily recognized when performing the actions in Step 6.
5
Repeat Steps 2 through 4 for any additional documents that were created.
6
Upload the document to the claims folder using the corresponding index values identified in the table below.
 
If the records are …
Then upload the document to the eFolder with the following properties …
STRs
  • SUBJECT:  Certified STRs from JLV
  • CATEGORY TYPE:  STRS:  STR – Original
  • SOURCE:  VBMS
  • RECEIPT DATE:  date of upload
clinical records
  • SUBJECT:  Clinical records from JLV
  • CATEGORY TYPE:  Medical Records: Medical Treatment Record – Government Facility
  • SOURCE:  VBMS
  • RECEIPT DATE:  date of upload
records of post-service treatment at an MTF
  • SUBJECT:  Post-service MTF records from JLV
  • CATEGORY TYPE:  Medical Records: Medical Treatment Record – Government Facility
  • SOURCE:  VBMS
  • RECEIPT DATE:  date of upload)
 
Note:  When uploading a record that has been broken into multiple documents, identify each part by adding the following language in the SUBJECT line of the document: (Part [number] of [total number of parts]).
 
Important:  STRs obtained via JLV and uploaded to VBMS must include a copy of the DD Form 2963, if one is available.
 
References:  For more information on
  • accessing electronic records in JLV, see the JLV User Guide, and
  • uploading documents to VBMS, see the VBMS Core User Guide.

III.ii.2.B.1.k.  Requesting STRs From NPRC

 
NPRC houses STRs of Veterans whose service ended prior to the dates shown in M21-1, Part III, Subpart ii, 2.A.4.d.
 
M21-1, Part III, Subpart ii, 2.A.4.h contains instructions for requesting STRs from the NPRC.
 
Claims processors must compare the records currently uploaded in VBMS with previous PIES requests prior to taking the actions directed in M21-1, Part III, Subpart ii, 2.A.4.h, to avoid submitting an unnecessary request for records that have already been obtained.

III.ii.2.B.1.l.  Requesting STRs for Veterans Discharged During the Transition From Paper to Electronic STRs

 
The military services stopped submitting paper STRs to the VA, effective January 1, 2014.  However, the original paper STRs for Veterans separating or retired between September 1, 2013, and December 31, 2013, may not have been sent to VA by the January 1, 2014, cutoff date.
 
The military services created electronic copies of these STRs and uploaded the records into HAIMS.  VBMS will automatically generate a request for these STRs.  If HAIMS does not successfully transmit the STRs, follow the steps in the table below.
 
Step
Action
1
Determine if the electronic records are available in JLV.
 
If the records are …
Then …
available and certified complete
  • obtain the certified STRs using JLV following the instructions in M21-1, Part III, Subpart ii, 2.B.1.j, and
  • continue processing the claim.  No further action in this table is required.
  • not available, or
  • available but not certified complete
go to the next step.
 
2
Submit a PIES O99 request to address code 07.  The PIES request must state the following information in the body of the request:
  • the Veteran falls within the transition period
  • the scanning vendor has provided a negative response for the STRs
  • the Veteran’s date of discharge, and
  • the discharge station/location.
3
Add the appropriate tracked item for following up on requests for HAIMS STRs.
4
Review PIES and the claims folder to determine the status of the O99 STR request after the 30-day suspense has passed.
 
If the records are …
Then …
available in the claims folder
no further action is necessary.
not available, but an internal PIES status message has been posted or updated within the last 30 days
update the tracked item suspense accordingly.
not available and
  • there is no PIES internal status message, OR
  • there has been no update posted to the PIES internal status message within the last 30 days
submit a follow-up e-mail to the VALO National Guard/Reserve mailbox
  • add the following text as the subject line:  Follow-up on Transitional Case STRs – PIES ID [insert PIES O99 request ID].
 
References:  For more information on