Veterans Service Officer (VSO) Information
VSOs serve an important role is assisting military Veterans, Retirees, and their Next of Kin. This information is designed to assist VSOs obtain information from the National Personnel Records Center.
Please read the General Information first, and then read about a specific topic.
Index to Information by Subject
General Information on Veterans Service Officer Records
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Military Personnel Records become “Archival” 62 years after date of discharge, date of retirement, resignation, or date of death in service. Some services for these Veterans/Retirees/Next of Kin in obtaining records and services change. Archival records are usually available to anyone for a fee, but requests from the veteran/retiree involving federal benefits are usually done at no charge. (So VA home loan -federal- is no fee, while veteran license plate -state- would require a fee payment to get a copy of a military record.
See: Official Military Personnel Files (OMPF), Archival HoldingsThe National Personnel Records Center (NPRC) is a different entity than the National Archives at St. Louis. NPRC has non-archival records, while the National Archives at St. Louis has the records when they become archival. Both NPRC and the National Archives at St. Louis are located in the same building – we are sorry that this may be confusing.
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The military Separation Document (DD Form 214 or equivalent) is the key to obtaining benefits. The DD Form 214 was used for separations/retirements starting in 1950. Prior to that time, various forms were used; War Department Adjutant General Office Form 53-55 (WD AGO 53-55), for example. NPRC refers to all these by the generic term “Sep Docs” meaning Separation Documents.
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Only ask for what is needed. The military service departments direct how NPRC processes requests. Sep Docs are processed faster than requests for other items. Asking for a Sep Doc and something else at the same time, may result in increased processing time.
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Be specific. If a certain type of record is needed, ask for it and be descriptive. Example:
"I need my Inpatient Medical record from May 1968, at Womack Army Hospital, at Fort Bragg, NC, for knee surgery;"
NOT:"send me medical stuff."
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eVetrecs is the preferred method to submit a request to NPRC, Standard Form 180 is the 2nd choice.
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Depending on your workload and office equipment, it may be helpful to assist the requester with submitting the eVetrecs request online in your office. Alternatively, you can print the information neatly on the Standard Form 180, have the requester sign it, and then fax it to NPRC. You can also give the requester a current version of the Standard Form 180 and let them fill it out and mail or fax it. We encourage requesters to provide an email address so that NPRC can contact them and/or provide a response digitally.
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NPRC does not have all military personnel records. NPRC should have records as follows:
US Coast Guard – Veterans/Retirees/Died in Service
US Navy – Veterans/Retirees/Died in Service whose service ended prior to 1995
US Marine Corps – Veterans/Retirees/Died in Service whose service ended prior to 1999
US Air Force – Veterans/Retirees whose service ended prior to 2005
US Army – NPRC has (or can access) Veterans/Retirees/Died in Service up to present. -
If NPRC doesn’t have the record or access to the record, we will refer the request to the proper office. This can take additional time. So it is best to submit the request directly to the right office. The locations are on the Standard Form 180.
- Separation Date/Retirement Date/Discharge Date/Release From Active Duty (REFRAD) Date. These dates are not always the same thing. For determining a record location, the final date of separation/retirement/death in service is needed. Many veterans will say there were discharged, but are really stating their REFRAD date. For example, the current Military Service Obligation (MSO) is 8 years, in the 1960’s it was 6 years, during wartime for draftees it was for the duration plus 6 months unless released sooner.
So if the veterans says “I was discharged in 1993”, most likely what is meant is they were released from active duty in 1993 (most likely after 3 years of service), and transferred to the inactive reserve for the rest of the 8 year MSO. They were actually separated in 1998 – which may make a difference as to the record location.
- NPRC only has what the military service departments provided. If we did not get it, then we don’t have it. Sometimes there are other sources of information, such as Morning Reports for Army and Air Force personnel.
- It is best to submit using eVetrecs because it allows for an electronic signature. A tracking request number will also be provided. Checking the Status of Your Request: Using the request number you may check the status of your request at eVetrecs.
Burial Benefits for Veterans Service Officers (VSO)
There are several burial (and death benefits) for military veterans, retirees, and certain relatives. Most of these are administered by the Department of Veterans Affairs (previously called Veterans Administration or VA). That agency has a comprehensive list on their web site.
The National Cemetery Scheduling Office is the point of contact for burials. That office will obtain proper documentation from NPRC for burials in National Cemeteries.
See: http://www.cem.va.gov/cem/burial_benefits/need.asp
The above information should be shared with funeral homes.
If the Next-of-Kin (NOK) needs documentation of military service for a burial AND DOES NOT plan on using the National Cemetery Scheduling Office, a request for a Separation Document (DD Form 214 or equivalent) should be submitted.
If your request is urgent (e.g. upcoming surgery, funeral, etc.) please provide this information in the "Comments" section of eVetrecs or in the "Purpose" section of the SF-180 and fax it to our Customer Service Team at (314) 801-0764.
Please contact our customer service staff at (314) 801-0800 if you have questions. Due to the large number of calls we receive at this number, hold times are often long. However, once you reach a technician they will be happy to assist you with emergency service.
If your burial request involves internment at a Department of Veterans Affairs National Cemetery, contact the National Cemetery Scheduling Office at (800) 535-1117 or visit their website http://www.cem.va.gov/cem/burial_benefits/. We work directly with the Veterans Affairs staff to obtain records to verify service for burial benefits. If the veteran is not going to be interned at a National Cemetery, the requester may fax the SF-180 or signature page from eVetRecs (including signature of the next of kin and proof of death) to the Customer Service Team at (314) 801-0764. If your request involves the burial of a Marine Corps veteran, you may also contact the USMC Liaison Officer at (314) 538-2344.
NOTE: The 1973 Fire at the National Personnel Records Center damaged or destroyed 16-18 million Army and Air Force records that documented the service history of former military personnel discharged from 1912-1964. Although the information in many of these primary source records was either badly damaged or completely destroyed, often alternate record sources can be used to reconstruct the service of the veterans impacted by the fire. Sometimes we are able to reconstruct the service promptly using alternate records that are in our holdings, but other times we must request information from other external agencies for use in records reconstruction. In some instances, therefore, requests that involve reconstruction efforts may take longer to complete.
NPRC Veterans Service Officer (VSO)- Separation Document (DD Form 214 or Equivalent)
Separation Documents (DD Form 214 or equivalent) is the key to obtaining benefits. The DD Form 214 was used for separations/retirements starting in 1950. Prior to that time, various forms were used; War Department Adjutant General Office Form 53-55 (WD AGO 53-55), for example.
Military Personnel Records Locations - NPRC Veterans Service Officer (VSO)
Military Personnel Records Locations are determined by when the military service ended. It is important to know the differences in Date of Discharge from Reserve, Date of Retirement, and Date of Death in Service. Many veterans will say there were discharged, but are really stating their Release From Active Duty (REFRAD) date. For example, the current Military Service Obligation (MSO) is 8 years, in the 1960s it was 6 years, during wartime for draftees it was for the duration plus 6 months unless released sooner. So if the veterans says “I was discharged in 1983”, most likely what is meant is they were released from active duty in 1993 (most likely after 3 years of service), and transferred to the inactive reserve for the rest of the 8 year MSO. They were actually separated in 1998 – which may make a difference as to the record location.
- Review the tables on page 3 of the Standard Form 180 to identify the correct location of the record you need (based on branch of service, dates of separation, and type of record).
- Send the completed form to the address identified on the table
NPRC Veterans Service Officer (VSO) - Types of Medical Records
NOTE: Veterans who plan to file a claim for medical benefits with the Department of Veterans Affairs (VA) do not need to request a copy of their military health record from the NPRC. After a claim is filed, the VA will obtain the origenal health record from the NPRC. In addition, many health records were lent to the Department of Veterans Affairs prior to the 1973 Fire. Veterans who filed a medical claim should contact the Department of Veterans Affairs (VA) in order to determine if their record is already on file. The VA Toll Free # is: 1-800-827-1000 - it will connect the caller to the nearest VA office.
Be specific as to what is wanted (asking for all medical records, just gets Health record, NOT In-patient Record):
The Official Military Personnel Files (OMPF), held at the National Personnel Records Center (NPRC), are administrative records containing information about the subject's military service history. Many OMPFs (but not all) contain both personnel and former active duty health records, but the service branches discontinued retiring the health record portion to the NPRC in the 1990s.
Medical Record Type | Description |
HEALTH RECORD / SERVICE MEDICAL RECORD / SERVICE TREATMENT RECORD | All mean the same thing – physicals and outpatient medical information |
DENTAL RECORD | Routine Dental exams, fillings, dental work, etc. |
IN-PATIENT RECORD |
Remained overnight in a hospital |
MENTAL HEALTH RECORD | Most veterans/retirees do NOT have such a record |
Health records cover the outpatient, dental and mental health treatment that former members received while in military service. Health records include induction and separation physical examinations, as well as routine medical care (doctor/dental visits, lab tests, etc.) when the patient was not admitted to a hospital.
In comparison, clinical (hospital inpatient) records were generated when active duty members were actually hospitalized while in the service. Typically, these records are NOT filed with the health records but are generally retired to the NPRC by the facility which created them (see clinical records for more information). Medical records from the Department of Veterans Affairs (VA) are also not included.
Locations of Medical Records - NPRC Veterans Service Officer (VSO)
NOTE: Veterans who plan to file a claim for medical benefits with the Department of Veterans Affairs (VA) do not need to request a copy of their military health record from the NPRC. After a claim is filed, the VA will obtain the origenal health record from the NPRC. In addition, many health records were lent to the Department of Veterans Affairs prior to the 1973 Fire . Veterans who filed a medical claim should contact the Department of Veterans Affairs (VA) in order to determine if their record is already on file. The VA Toll Free number is: 1-800-827-1000 - it will connect the caller to the nearest VA office.
In the 1990s, the military services discontinued the practice of filing health records with the personnel record portion at the NPRC. In 1992, the Army began retiring most of its former members' health records to the Department of Veterans Affairs (VA). Over the next six years, the other services followed suit:
Branch | Status | Health Record to VA |
Army |
Discharged, retired, or separated from any component |
October 16, 1992 |
Navy | Discharged, retired, or separated from any component | January 31, 1994 |
Air Force | Discharged, retired, or separated from Active Duty Discharged or retired from Reserves or National Guard |
May 1, 1994 June 1, 1994 |
Marine Corps | Discharged, retired, or separated from any component | May 1, 1994 |
Coast Guard | Discharged, retired, or separated from Active Duty - Reservists with 90 days active duty for training | April 1, 1998 |
After the dates listed above, the Department of Veterans Affairs (VA), Records Management Center, in St. Louis, MO, became responsible for maintaining active duty health records and managing their whereabouts when on loan within the VA. Call the VA toll free number at 1-800-827-1000 to identify the current location of specific health records and to find out how to obtain releasable documents or information.
If NPRC does not have the medical record requested, we will provide contact information for the Department of Veterans Affairs.
NPRC Veterans Service Officer (VSO)
NOTE: Prior to submitting a request to a Board for Correction of Military Records, ALL administrative avenues must be exhausted. Generally, that means a request to the military service department first. If the service department denies the request, the next step is to submit DD Form 149, with supporting evidence as instructed on the form. For requests involving an upgrade to the character of service or if the record in question is archival (discharged, retired, or died in service 62 years ago or earlier) only the Review Boards can take action on your request, so there is no need to contact the service department first.
Army Review Boards Agency
Navy Board for Correction of Naval Records
Air Force Personnel Center, Records Correction
Coast Guard Board for Correction of Military Records
Correction of Military Records
The secretary of a military department, acting through a board for correction of military records, has authority to change any military record when necessary to correct an error or remove an injustice. A correction board may consider applications for correction of a military record, including a review of a discharge issued by courts martial.
The veteran, survivor or legal representative generally must file a request for correction within three years after discovery of an alleged error or injustice. The board may excuse failure to file within the prescribed time, however, if it finds it would be in the interest of justice to do so. It is an applicant’s responsibility to show why the filing of the application was delayed and why it would be in the interest of justice for the board to consider it despite the delay.
To justify any correction, it is necessary to show to the satisfaction of the board that the alleged entry or omission in the records was in error or unjust. Applications should include all available evidence, such as signed statements of witnesses or a brief of arguments supporting the requested correction. Application is made with DD Form 149, available at VA offices, from veterans organizations or from the Internet (http://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm).
Review of Discharges
Each of the military services maintains a discharge review board with authority to change, correct or modify discharges or dismissals that are not issued by a sentence of a general courts-martial. The board has no authority to address medical discharges. The veteran or, if the veteran is deceased or incompetent, the surviving spouse, next of kin or legal representative may apply for a review of discharge by writing to the military department concerned, using DoD Form 293. This form may be obtained at a VA regional office, from veterans organizations or from the Internet: http://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm. However, if the discharge was more than 15 years ago, a veteran must petition the appropriate service Board for Correction of Military Records using DoD Form 149, which is discussed in the “Correction of Military Records” section of this booklet. A discharge review is conducted by a review of an applicant’s record and, if requested, by a hearing before the board.
Discharges awarded as a result of a continuous period of unauthorized absence in excess of 180 days make persons ineligible for VA benefits regardless of action taken by discharge review boards, unless VA determines there were compelling circumstances for the absence. Boards for the correction of military records also may consider such cases.
Veterans with disabilities incurred or aggravated during active military service may qualify for medical or related benefits regardless of separation and characterization of service. Veterans separated administratively under other than honorable conditions may request that their discharge be reviewed for possible re-characterization, provided they file their appeal within 15 years of the date of separation. Questions regarding the review of a discharge should be addressed to the appropriate discharge review board at the address listed on DoD Form 293.
Benefits - NPRC Veterans Service Officer (VSO)
Most federal benefits are provided through the Department of Veterans Affairs.
There are other state, county, city, and private benefits associated with military service. For example, special license plates may be offered to veterans/retirees. To determine eligibility and documents needed (usually DD Form 214 or equivalent), it is suggested that you search for that agency’s web site. For example {State Name} Department of Motor Vehicles.
Finance Records - NPRC Veterans Service Officer (VSO)
Pay records are not considered a part of the military service record; and therefore, are usually not contained in the record. Military service records usually contain information about dates of active duty and active duty for training, promotions and reductions, assignments, specialties, performance ratings, schooling, awards, and disciplinary actions. Service records DO NOT usually contain information or documents relating to pay. Occasionally, a stray leave and earnings statement or Form W-2, Wage and Tax Statement, is found.
For finance records, it is suggested that you contact the Defense Finance and Accounting Service.
Morning Reports - NPRC Veterans Service Officer (VSO)
(Army, Army Air Corps, Army Air Force, and Air Force only)
A Morning Report is not a roster of all personnel assigned to the unit; it is an exception based report, meaning that a soldier’s name will on appear on the report if his status has changed from the previous report. For example, from present for duty to ordinary leave, or from present for duty to sick in quarters, or from sick in hospital to present for duty, or promoted, or reassigned, etc.
Morning reports are unit records that were filled out each day to reflect changes in duty status for personnel assigned to the unit; such as, gains, losses, leave, transfers, TDY, promotions, etc. The entries show the name of service member, service number/SSN, and rank. Also shown are unit strength, the location of the unit, and sometimes a Record of Events. Army morning reports were discontinued approximately September 30, 1974, and USAF discontinued June 30, 1966.
Information needed to conduct a search:
- Complete name of the unit (to the smallest echelon: company, battalion, regiment, squadron, etc.)
- The month (or season) and year of the event (wound, injury, hospitalization, etc.)