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Updated Jan 25, 2024

In This Section
This section contains the following topics:
 

1.  Exchange of Records Between VA, DARBA, and ADRB

Introduction

 This topic contains information on the exchange of records between VA, DARBA, and ADRB, including

Change Date

 January 25, 2024

III.ii.2.G.1.a.  MOU Between VA, DARBA, and ADRB
A memorandum of understanding (MOU) exists between the Department of Veterans Affairs (VA) and the Department of the Army regarding the exchange of service records between VA and the
  • Department of the Army Review Boards Agency (DARBA), and
  • Army Discharge Review Board (ADRB).
Notes:
  • The provisions of this MOU are designed to prevent lengthy delays in the handling of claims by both departments.
  • The review board submits its request for records to the Customer Support Division (CSD) and CSD provides the review board with copies of the records in the Veterans Benefits Management System (VBMS) electronic claims folder (eFolder).

III.ii.2.G.1.b.  Procedures for Obtaining Records From DARBA or ADRB
The CSD has a VA liaison office (VALO) collocated with the National Personnel Records Center (NPRC).  This office is solely responsible for requesting service records from DARBA and ADRB.
The table below describes the process for obtaining records from DARBA or ADRB through the VALO.
Stage
Description
1
A regional office (RO) submits a request for records to NPRC (address code 13) via the Personnel Information Exchange System (PIES).
2
The VALO confirms the records are not located at
  • NPRC, or
  • the U.S. Army Human Resources Command (HRC).
3
If the records are not located at NPRC or HRC, the VALO determines whether the records are located at
  • DARBA, or
  • ADRB.
4
Use the table below to determine where the VALO sends requests once it determines the records are located at DARBA.
If DARBA …
Then …
  • still has possession of the records, and
  • the records request is associated with an emergent claim
the VALO will contact DARBA to
  • send the entire record to the VALO electronically for upload into VBMS, and
  • update PIES.
still has possession of the records, and the records
  • request is not associated with an emergent claim, and
  • are returned prior to 18 months from charge-out
NPRC will immediately forward records to the VALO upon receipt.
still has possession of the records, and the records
  • request is not associated with an emergent claim, and
  • have not been returned after 18 months from charge-out
  • the VALO will make contact with DARBA
  • DARBA will notify the VALO when the records are being returned to NPRC, and
  • NPRC will immediately forward records to the VALO upon receipt for
    • scan processing
    • upload into VBMS, and
    • PIES update.
is not in possession of the records
  • a negative reply is provided to the VALO, and
  • the VALO will update PIES.
Important:  The VALO requests for records to DARBA utilize the current e-mail and phone contact information provided by DARBA to the VALO.
Note:  The VALO must wait 18 months from the records’ charge-out date to contact DARBA, unless the records request is associated with a claim that
  • requires priority processing, or
  • has been pending for more than one year.

2.  Exchange of Records Between VA and AFDRB

Introduction

 This topic contains information on the exchange of records between VA and AFDRB, including

Change Date

 January 25, 2024

III.ii.2.G.2.a.  MOU Between VA and AFDRB
An MOU exists between VA and the Air Force Discharge Review Board (AFDRB) for the purpose of ensuring the efficient and timely exchange of records between the two entities.
Note:  The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.

III.ii.2.G.2.b.  Procedure for Obtaining Records Located at AFDRB
The VALO collocated with NPRC is solely responsible for requesting service records from AFDRB.
The table below describes the process for obtaining records from AFDRB through the VALO.
Stage
Description
1
An RO submits a request for records via PIES to NPRC (address code 13).
2
The VALO confirms the records are not located at
  • NPRC, or
  • the U.S. Air Reserve Personnel Center (ARPC) in Denver, CO.
3
The VALO forwards the request to AFDRB or the Board of Corrections Section at Randolph Air Force Base by utilizing current e-mail and phone contact information provided by AFDRB or the Board of Corrections to the VALO.
4
The table below describes the actions that take place based on the location of the records.
If …
Then …
  • the records are located at
    • AFDRB, or
    • the Board of Corrections, and
  • the records request is associated with an emergent claim
the VALO will
  • contact the board possessing the records
  • request a copy of the records for
    • scanning, and
    • upload into VBMS, and
  • update PIES.
  • the records are located at
    • AFDRB, or
    • the Board of Corrections, and
  • the records request is not associated with an emergent claim
the VALO must wait 10 months from the records’ charge-out date to contact the board possessing the records.
If records are returned more than 10 months from the charge-out date or after the VALO makes contact with the board,
  • the board will notify the VALO when the records are being returned to NPRC, and
  • NPRC will immediately forward records to the VALO upon receipt for
    • scanning, and
    • updating PIES.
the records are not located at
  • AFDRB, or
  • the Board of Corrections
the board that received the request sends a negative reply to the VALO.
Important:  The VALO will update PIES after receiving the negative reply from the board.
Important:  The VALO must wait 10 months from the records’ charge-out date to contact AFDRB or the Board of Corrections unless the records request is associated with a claim that
  • requires priority processing, or
  • has been pending for more than one year.

3.  Exchange of Records Between VA, NDRB, and BCNR

Introduction

 This topic contains information on the exchange of records between VA, NDRB, and BCNR, including

Change Date

 January 25, 2024

III.ii.2.G.3.a.  MOU Between VA, NDRB, and BCNR
An MOU exists between VA and the
  • Navy Discharge Review Board (NDRB), and
  • Board of Correction of Naval Records (BCNR).
The purpose of the MOU is to ensure the timely exchange of records between the three entities.
Note:  The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.

III.ii.2.G.3.b.  Procedures for Obtaining Records Located at NDRB and BCNR
The VALO collocated with NPRC is solely responsible for requesting service records from
  • NDRB, and
  • BCNR.
The table below describes the process for obtaining records from NDRB and BCNR through the VALO.
Stage
Description
1
An RO submits a request for records via PIES to NPRC (address code 13).
2
The VALO confirms the records are not located at NPRC.
3
The VALO forwards the request to NDRB and BCNR by utilizing current e-mail and phone contact information provided by NDRB and BCNR to the VALO.
4
The table below describes the actions that take place based on the location of the records.
If …
Then …
  • the records are located at
    • NDRB, or
    • BCNR, and
  • the records request is associated with an emergent claim
the VALO will
  • contact the board possessing the records
  • request a copy of the records for
    • scanning, and
    • upload into VBMS, and
  • update PIES.
  • the records are located at
    • NDRB, or
    • BCNR, and
  • the records request is not associated with an emergent claim
the VALO must wait 10 months from the records’ charge-out date to contact the board possessing the records.
If records are returned more than 10 months from the charge-out date or after the VALO makes contact with the board
  • the board will notify the VALO when the records are being returned to NPRC, and
  • NPRC will immediately forward records to the VALO upon receipt for
    • scanning, and
    • updating PIES.
the records are not located at
  • NDRB, or
  • BCNR
the board that received the request sends a negative reply to the VALO.
Important:  The VALO will update PIES after receiving the negative reply from the board.
Important:  The VALO must wait 10 months from the records’ charge-out date to contact NDRB or BCNR unless the records request is associated with a claim that
  • requires priority processing, or
  • has been pending for more than one year.

4.  Exchange of Records Between VA and Air Force, Marine Corps, and Navy Reserve Recruiting Services

Introduction

 This topic contains information on the exchange of records with the Air Force, Marine Corps, and Navy Reserve Recruiting Services, including

Change Date

 January 25, 2024

III.ii.2.G.4.a.  Exchange Agreement Between VA and the Reserve Recruiting Services
VA’s CSD has entered into an agreement with the Air Force, Marine Corps, and Navy Reserve Recruiting Services under which
  • each of the service branches has assigned a Recruiting Support non-commissioned officer (NCO) to CSD, and
  • Recruiting Support NCOs may request records from VA.
Note:  The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.

III.ii.2.G.4.b.  Reserve Recruiting Services Need for Records From Claims Folders
Reserve recruiting services need records from claims folders when a Veteran is being assigned to a reserve unit.

Updated Jan 25, 2024

In This Section

  
This section contains the following topics:
 
 

 

1.  Exchange of Records Between VA, DARBA, and ADRB

Introduction

  

This topic contains information on the exchange of records between VA, DARBA, and ADRB, including

Change Date

   January 25, 2024

III.ii.2.G.1.a.  MOU Between VA, DARBA, and ADRB

  
A memorandum of understanding (MOU) exists between the Department of Veterans Affairs (VA) and the Department of the Army regarding the exchange of service records between VA and the
  • Department of the Army Review Boards Agency (DARBA), and
  • Army Discharge Review Board (ADRB).
Notes:
  • The provisions of this MOU are designed to prevent lengthy delays in the handling of claims by both departments.
  • The review board submits its request for records to the Customer Support Division (CSD) and CSD provides the review board with copies of the records in the Veterans Benefits Management System (VBMS) electronic claims folder (eFolder).

III.ii.2.G.1.b.  Procedures for Obtaining Records From DARBA or ADRB

  
The CSD has a VA liaison office (VALO) collocated with the National Personnel Records Center (NPRC).  This office is solely responsible for requesting service records from DARBA and ADRB.
 
The table below describes the process for obtaining records from DARBA or ADRB through the VALO.
 
Stage
Description
1
A regional office (RO) submits a request for records to NPRC (address code 13) via the Personnel Information Exchange System (PIES).
2
The VALO confirms the records are not located at
  • NPRC, or
  • the U.S. Army Human Resources Command (HRC).
3
If the records are not located at NPRC or HRC, the VALO determines whether the records are located at
  • DARBA, or
  • ADRB.
4
Use the table below to determine where the VALO sends requests once it determines the records are located at DARBA.
 
If DARBA …
Then …
  • still has possession of the records, and
  • the records request is associated with an emergent claim
the VALO will contact DARBA to
  • send the entire record to the VALO electronically for upload into VBMS, and
  • update PIES.
still has possession of the records, and the records
  • request is not associated with an emergent claim, and
  • are returned prior to 18 months from charge-out
NPRC will immediately forward records to the VALO upon receipt.
still has possession of the records, and the records
  • request is not associated with an emergent claim, and
  • have not been returned after 18 months from charge-out
  • the VALO will make contact with DARBA
  • DARBA will notify the VALO when the records are being returned to NPRC, and
  • NPRC will immediately forward records to the VALO upon receipt for
    • scan processing
    • upload into VBMS, and
    • PIES update.
is not in possession of the records
  • a negative reply is provided to the VALO, and
  • the VALO will update PIES.
 
Important:  The VALO requests for records to DARBA utilize the current e-mail and phone contact information provided by DARBA to the VALO.
 
Note:  The VALO must wait 18 months from the records’ charge-out date to contact DARBA, unless the records request is associated with a claim that
  • requires priority processing, or
  • has been pending for more than one year.
 
 

2.  Exchange of Records Between VA and AFDRB

Introduction

  

This topic contains information on the exchange of records between VA and AFDRB, including

Change Date

   January 25, 2024

III.ii.2.G.2.a.  MOU Between VA and AFDRB

  
An MOU exists between VA and the Air Force Discharge Review Board (AFDRB) for the purpose of ensuring the efficient and timely exchange of records between the two entities.
 
Note:  The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.

III.ii.2.G.2.b.  Procedure for Obtaining Records Located at AFDRB

  
The VALO collocated with NPRC is solely responsible for requesting service records from AFDRB.
 
The table below describes the process for obtaining records from AFDRB through the VALO.
 
Stage
Description
1
An RO submits a request for records via PIES to NPRC (address code 13).
2
The VALO confirms the records are not located at
  • NPRC, or
  • the U.S. Air Reserve Personnel Center (ARPC) in Denver, CO.
3
The VALO forwards the request to AFDRB or the Board of Corrections Section at Randolph Air Force Base by utilizing current e-mail and phone contact information provided by AFDRB or the Board of Corrections to the VALO.
4
The table below describes the actions that take place based on the location of the records.
 
If …
Then …
  • the records are located at
    • AFDRB, or
    • the Board of Corrections, and
  • the records request is associated with an emergent claim
the VALO will
  • contact the board possessing the records
  • request a copy of the records for
    • scanning, and
    • upload into VBMS, and
  • update PIES.
  • the records are located at
    • AFDRB, or
    • the Board of Corrections, and
  • the records request is not associated with an emergent claim
the VALO must wait 10 months from the records’ charge-out date to contact the board possessing the records.
 
If records are returned more than 10 months from the charge-out date or after the VALO makes contact with the board,
  • the board will notify the VALO when the records are being returned to NPRC, and
  • NPRC will immediately forward records to the VALO upon receipt for
    • scanning, and
    • updating PIES.
the records are not located at
  • AFDRB, or
  • the Board of Corrections
the board that received the request sends a negative reply to the VALO.
 
Important:  The VALO will update PIES after receiving the negative reply from the board.
 
Important:  The VALO must wait 10 months from the records’ charge-out date to contact AFDRB or the Board of Corrections unless the records request is associated with a claim that
  • requires priority processing, or
  • has been pending for more than one year.
 
 

3.  Exchange of Records Between VA, NDRB, and BCNR

Introduction

  

This topic contains information on the exchange of records between VA, NDRB, and BCNR, including

Change Date

   January 25, 2024

III.ii.2.G.3.a.  MOU Between VA, NDRB, and BCNR

  
An MOU exists between VA and the
  • Navy Discharge Review Board (NDRB), and
  • Board of Correction of Naval Records (BCNR).
The purpose of the MOU is to ensure the timely exchange of records between the three entities.
 
Note:  The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.

III.ii.2.G.3.b.  Procedures for Obtaining Records Located at NDRB and BCNR

  
The VALO collocated with NPRC is solely responsible for requesting service records from
  • NDRB, and
  • BCNR.
The table below describes the process for obtaining records from NDRB and BCNR through the VALO.
 
Stage
Description
1
An RO submits a request for records via PIES to NPRC (address code 13).
2
The VALO confirms the records are not located at NPRC.
3
The VALO forwards the request to NDRB and BCNR by utilizing current e-mail and phone contact information provided by NDRB and BCNR to the VALO.
4
The table below describes the actions that take place based on the location of the records.
 
If …
Then …
  • the records are located at
    • NDRB, or
    • BCNR, and
  • the records request is associated with an emergent claim
the VALO will
  • contact the board possessing the records
  • request a copy of the records for
    • scanning, and
    • upload into VBMS, and
  • update PIES.
  • the records are located at
    • NDRB, or
    • BCNR, and
  • the records request is not associated with an emergent claim
the VALO must wait 10 months from the records’ charge-out date to contact the board possessing the records.
 
If records are returned more than 10 months from the charge-out date or after the VALO makes contact with the board
  • the board will notify the VALO when the records are being returned to NPRC, and
  • NPRC will immediately forward records to the VALO upon receipt for
    • scanning, and
    • updating PIES.
the records are not located at
  • NDRB, or
  • BCNR
the board that received the request sends a negative reply to the VALO.
 
Important:  The VALO will update PIES after receiving the negative reply from the board.
 
Important:  The VALO must wait 10 months from the records’ charge-out date to contact NDRB or BCNR unless the records request is associated with a claim that
  • requires priority processing, or
  • has been pending for more than one year.
 
 

4.  Exchange of Records Between VA and Air Force, Marine Corps, and Navy Reserve Recruiting Services

Introduction

  

This topic contains information on the exchange of records with the Air Force, Marine Corps, and Navy Reserve Recruiting Services, including

Change Date

   January 25, 2024

III.ii.2.G.4.a.  Exchange Agreement Between VA and the Reserve Recruiting Services

  
VA’s CSD has entered into an agreement with the Air Force, Marine Corps, and Navy Reserve Recruiting Services under which
  • each of the service branches has assigned a Recruiting Support non-commissioned officer (NCO) to CSD, and
  • Recruiting Support NCOs may request records from VA.
Note:  The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.

III.ii.2.G.4.b.  Reserve Recruiting Services Need for Records From Claims Folders

  
Reserve recruiting services need records from claims folders when a Veteran is being assigned to a reserve unit.
Updated Jan 25, 2024

In This Section
This section contains the following topics:
 

1.  Exchange of Records Between VA, DARBA, and ADRB

Introduction

 This topic contains information on the exchange of records between VA, DARBA, and ADRB, including

Change Date

 January 25, 2024

III.ii.2.G.1.a.  MOU Between VA, DARBA, and ADRB
A memorandum of understanding (MOU) exists between the Department of Veterans Affairs (VA) and the Department of the Army regarding the exchange of service records between VA and the
  • Department of the Army Review Boards Agency (DARBA), and
  • Army Discharge Review Board (ADRB).
Notes:
  • The provisions of this MOU are designed to prevent lengthy delays in the handling of claims by both departments.
  • The review board submits its request for records to the Customer Support Division (CSD) and CSD provides the review board with copies of the records in the Veterans Benefits Management System (VBMS) electronic claims folder (eFolder).

III.ii.2.G.1.b.  Procedures for Obtaining Records From DARBA or ADRB
The CSD has a VA liaison office (VALO) collocated with the National Personnel Records Center (NPRC).  This office is solely responsible for requesting service records from DARBA and ADRB.
The table below describes the process for obtaining records from DARBA or ADRB through the VALO.
Stage
Description
1
A regional office (RO) submits a request for records to NPRC (address code 13) via the Personnel Information Exchange System (PIES).
2
The VALO confirms the records are not located at
  • NPRC, or
  • the U.S. Army Human Resources Command (HRC).
3
If the records are not located at NPRC or HRC, the VALO determines whether the records are located at
  • DARBA, or
  • ADRB.
4
Use the table below to determine where the VALO sends requests once it determines the records are located at DARBA.
If DARBA …
Then …
  • still has possession of the records, and
  • the records request is associated with an emergent claim
the VALO will contact DARBA to
  • send the entire record to the VALO electronically for upload into VBMS, and
  • update PIES.
still has possession of the records, and the records
  • request is not associated with an emergent claim, and
  • are returned prior to 18 months from charge-out
NPRC will immediately forward records to the VALO upon receipt.
still has possession of the records, and the records
  • request is not associated with an emergent claim, and
  • have not been returned after 18 months from charge-out
  • the VALO will make contact with DARBA
  • DARBA will notify the VALO when the records are being returned to NPRC, and
  • NPRC will immediately forward records to the VALO upon receipt for
    • scan processing
    • upload into VBMS, and
    • PIES update.
is not in possession of the records
  • a negative reply is provided to the VALO, and
  • the VALO will update PIES.
Important:  The VALO requests for records to DARBA utilize the current e-mail and phone contact information provided by DARBA to the VALO.
Note:  The VALO must wait 18 months from the records’ charge-out date to contact DARBA, unless the records request is associated with a claim that
  • requires priority processing, or
  • has been pending for more than one year.

2.  Exchange of Records Between VA and AFDRB

Introduction

 This topic contains information on the exchange of records between VA and AFDRB, including

Change Date

 January 25, 2024

III.ii.2.G.2.a.  MOU Between VA and AFDRB
An MOU exists between VA and the Air Force Discharge Review Board (AFDRB) for the purpose of ensuring the efficient and timely exchange of records between the two entities.
Note:  The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.

III.ii.2.G.2.b.  Procedure for Obtaining Records Located at AFDRB
The VALO collocated with NPRC is solely responsible for requesting service records from AFDRB.
The table below describes the process for obtaining records from AFDRB through the VALO.
Stage
Description
1
An RO submits a request for records via PIES to NPRC (address code 13).
2
The VALO confirms the records are not located at
  • NPRC, or
  • the U.S. Air Reserve Personnel Center (ARPC) in Denver, CO.
3
The VALO forwards the request to AFDRB or the Board of Corrections Section at Randolph Air Force Base by utilizing current e-mail and phone contact information provided by AFDRB or the Board of Corrections to the VALO.
4
The table below describes the actions that take place based on the location of the records.
If …
Then …
  • the records are located at
    • AFDRB, or
    • the Board of Corrections, and
  • the records request is associated with an emergent claim
the VALO will
  • contact the board possessing the records
  • request a copy of the records for
    • scanning, and
    • upload into VBMS, and
  • update PIES.
  • the records are located at
    • AFDRB, or
    • the Board of Corrections, and
  • the records request is not associated with an emergent claim
the VALO must wait 10 months from the records’ charge-out date to contact the board possessing the records.
If records are returned more than 10 months from the charge-out date or after the VALO makes contact with the board,
  • the board will notify the VALO when the records are being returned to NPRC, and
  • NPRC will immediately forward records to the VALO upon receipt for
    • scanning, and
    • updating PIES.
the records are not located at
  • AFDRB, or
  • the Board of Corrections
the board that received the request sends a negative reply to the VALO.
Important:  The VALO will update PIES after receiving the negative reply from the board.
Important:  The VALO must wait 10 months from the records’ charge-out date to contact AFDRB or the Board of Corrections unless the records request is associated with a claim that
  • requires priority processing, or
  • has been pending for more than one year.

3.  Exchange of Records Between VA, NDRB, and BCNR

Introduction

 This topic contains information on the exchange of records between VA, NDRB, and BCNR, including

Change Date

 January 25, 2024

III.ii.2.G.3.a.  MOU Between VA, NDRB, and BCNR
An MOU exists between VA and the
  • Navy Discharge Review Board (NDRB), and
  • Board of Correction of Naval Records (BCNR).
The purpose of the MOU is to ensure the timely exchange of records between the three entities.
Note:  The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.

III.ii.2.G.3.b.  Procedures for Obtaining Records Located at NDRB and BCNR
The VALO collocated with NPRC is solely responsible for requesting service records from
  • NDRB, and
  • BCNR.
The table below describes the process for obtaining records from NDRB and BCNR through the VALO.
Stage
Description
1
An RO submits a request for records via PIES to NPRC (address code 13).
2
The VALO confirms the records are not located at NPRC.
3
The VALO forwards the request to NDRB and BCNR by utilizing current e-mail and phone contact information provided by NDRB and BCNR to the VALO.
4
The table below describes the actions that take place based on the location of the records.
If …
Then …
  • the records are located at
    • NDRB, or
    • BCNR, and
  • the records request is associated with an emergent claim
the VALO will
  • contact the board possessing the records
  • request a copy of the records for
    • scanning, and
    • upload into VBMS, and
  • update PIES.
  • the records are located at
    • NDRB, or
    • BCNR, and
  • the records request is not associated with an emergent claim
the VALO must wait 10 months from the records’ charge-out date to contact the board possessing the records.
If records are returned more than 10 months from the charge-out date or after the VALO makes contact with the board
  • the board will notify the VALO when the records are being returned to NPRC, and
  • NPRC will immediately forward records to the VALO upon receipt for
    • scanning, and
    • updating PIES.
the records are not located at
  • NDRB, or
  • BCNR
the board that received the request sends a negative reply to the VALO.
Important:  The VALO will update PIES after receiving the negative reply from the board.
Important:  The VALO must wait 10 months from the records’ charge-out date to contact NDRB or BCNR unless the records request is associated with a claim that
  • requires priority processing, or
  • has been pending for more than one year.

4.  Exchange of Records Between VA and Air Force, Marine Corps, and Navy Reserve Recruiting Services

Introduction

 This topic contains information on the exchange of records with the Air Force, Marine Corps, and Navy Reserve Recruiting Services, including

Change Date

 January 25, 2024

III.ii.2.G.4.a.  Exchange Agreement Between VA and the Reserve Recruiting Services
VA’s CSD has entered into an agreement with the Air Force, Marine Corps, and Navy Reserve Recruiting Services under which
  • each of the service branches has assigned a Recruiting Support non-commissioned officer (NCO) to CSD, and
  • Recruiting Support NCOs may request records from VA.
Note:  The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.

III.ii.2.G.4.b.  Reserve Recruiting Services Need for Records From Claims Folders
Reserve recruiting services need records from claims folders when a Veteran is being assigned to a reserve unit.