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M21-1, Part III, Subpart iii, Chapter 2, Section B – Migration of Service Records and the Procedures for Obtaining Them

Overview


In This Section

This section contains the following topics:
Topic
Topic Name
1
2
3
4
5
6
7
8
9

1.  General Information About Locating Service Records


Introduction

This topic contains general information about locating service records, including


Change Date

July 23, 2015

III.iii.2.B.1.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 the Department of Defense (DoD) and the Department of Veterans Affairs (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 the Personnel Information Exchange System (PIES), see M21-1, Part III, Subpart iii, 2.D and E.


III.iii.2.B.1.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 his/her service records.
The table below explains how RO employees may use the Veterans Information Solution (VIS) and a Veteran’s DD Form 214, Certificate of Release or Discharge From Active Duty, to determine whether a Veteran has an additional service obligation and, if so, the type of service he/she 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) isSA
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, his/her 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.iii.2.B.1.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 the National Personnel Records Center (NPRC) in 1973.
Use the information in M21-1, Part III, Subpart iii, 2.E.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 iii, 2.B.4.g.

III.iii.2.B.1.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 iii, 2.D and E.

III.iii.2.B.1.e.  Updating the Contact Information of Service Record Custodians

When ROs discover that contact information in M21-1, Part III, Subpart iii, 2.K.1 is no longer accurate, they should notify the PIES Help Desk by sending an e-mail toVAVBAWAS/CO/PIES.

2.  Migration of STRs


Introduction

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


Change Date

March 1, 2019

III.iii.2.B.2.a.  Service Department Responsibilities With Regard to STRs

When a service member separates from service, his/her service department is responsible for
  • separating the service member’s STRs from the rest of his/her 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 iii, 2.B.2.e.

III.iii.2.B.2.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 iii, 2.B.2.d.

III.iii.2.B.2.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 military treatment facility (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 Legacy 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 notrequired 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 him/her of the absence.
References:  For more information about

III.iii.2.B.2.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, he/she must send an encrypted e-mail to request certification to theVAVBASTL/RMC/STRCERT mailbox.
The e-mail must include
  • the Veteran’s
    • name
    • Social Security number (SSN)
    • branch of service
    • dates of service, and
  • the claims processor’s
    • phone number
    • fax number, and
    • e-mail address.
3
VA’s Records Management Center (RMC) 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 provides a certification letter/ DD Form 2963 to RMC.
5
RMC forwards the certification letter/DD Form 2963 to the claims processor.
Note:  If RMC does not respond to the claims processor’s request within 15 days, the claims processor sends a follow-up e-mail toVAVBASTL/RMC/STRCERT.
6
The claims processor
  • attaches the certification letter/DD Form 2963 to the STRs, or
  • uploads it into the electronic claims folder (eFolder) (if VA is processing the associated claim in a paperless environment).
Important:  Do not delay the processing of claims that service members submitprior 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.iii.2.B.2.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 his/her 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, his/her 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 iii, 2.B.1.b, if there is any question regarding a service member’s Reserve status.
If the Veteran served in the ….
And service ended …
Then …
Army
prior to October 16, 1992
the STRs were forwarded to NPRC.
between October 16, 1992, and December 31, 2013
the STRs were forwarded to RMC.
Exception:  The STRs of 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 instead digitized and uploaded into DoD’s Healthcare Artifacts and Images Management Solution (HAIMS).  Specific procedures for obtaining these transition records can be found inM21-1, Part III, Subpart iii, 2.B.3.l.
on or after January 1, 2014
  • the STRs are digitized (scanned), and
  • electronic copies of the STRs are uploaded into HAIMS.
Notes:
  • Within 45 days of the date a service member retires or separates from service, DoD expects each service department to complete
  • Once electronic copies of a service member’s STRs are uploaded into HAIMS, the original STRs are destroyed.
Navy
prior to January 31, 1994
the STRs were forwarded to NPRC.
between January 31, 1994, and December 31, 2013
the STRs were forwarded to RMC.
Exception:  The STRs of 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 instead digitized and uploaded into DoD’s HAIMS.  Specific procedures for obtaining these transition records can be found inM21-1, Part III, Subpart iii, 2.B.3.l.
on or after January 1, 2014
  • the STRs are digitized (scanned), and
  • electronic copies of the STRs are uploaded into HAIMS.
Notes:
  • Within 45 days of the date a service member retires or separates from service, DoD expects each service department to complete
  • Once electronic copies of a service member’s STRs are uploaded into HAIMS, the original STRs are destroyed.
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
the STRs 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
the STRs were forwarded to RMC.
Exception:  The STRs of 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 instead digitized and uploaded into DoD’s HAIMS.  Specific procedures for obtaining these transition records can be found inM21-1, Part III, Subpart iii, 2.B.3.l.
on or after January 1, 2014
  • the STRs are digitized (scanned), and
  • electronic copies of the STRs are uploaded into HAIMS.
Notes:
  • Within 45 days of the date a service member retires or separates from service, DoD expects each service department to complete
  • Once electronic copies of a service member’s STRs are uploaded into HAIMS, the original STRs are destroyed.
Marine Corps
prior to May 1, 1994
the STRs were forwarded to NPRC.
between May 1, 1994, and December 31, 2013
the STRs were forwarded to RMC.
Exception:  The STRs of 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 instead digitized and uploaded into DoD’s HAIMS.  Specific procedures for obtaining these transition records can be found inM21-1, Part III, Subpart iii, 2.B.3.l.
on or after January 1, 2014
  • the STRs are digitized (scanned), and
  • electronic copies of the STRs are uploaded into HAIMS.
Notes:
  • Within 45 days of the date a service member retires or separates from service, DoD expects each service department to complete
  • Once electronic copies of a service member’s STRs are uploaded into HAIMS, the original STRs are destroyed.
Coast Guard
prior to May 1, 1998
the STRs were forwarded to NPRC.
between May 1, 1998, and August 31, 2014
the STRs were forwarded to RMC.
Exception:  The STRs of 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 instead digitized and uploaded into DoD’s HAIMS.  Specific procedures for obtaining these transition records can be found inM21-1, Part III, Subpart iii, 2.B.3.l.
on or after September 1, 2014
  • the STRs are digitized (scanned), and
  • electronic copies of the STRs are uploaded into HAIMS.
Notes:
  • Within 45 days of the date a service member retires or separates from service, DoD expects each service department to complete
  • Once electronic copies of a service member’s STRs are uploaded into HAIMS, the original STRs are destroyed.
Exception:  The Public Health Service (PHS), and National Oceanic and Atmospheric Administration (NOAA) do not scan STRs and upload them into HAIMS. These records continue to be forwarded to RMC.
References:  For information about

III.iii.2.B.2.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

3.  Procedures for Obtaining STRs


Introduction

This topic describes the procedures for obtaining STRs, including


Change Date

March 1, 2019

III.iii.2.B.3.a.  Automated STR Requests to RMC Based on Claims Establishment

If RMC is in possession of a Veteran’s claims folder and/or STRs, it automatically sends the claims folder and/or STRs to a vendor for scanning and uploading into the Veteran’s eFolder when an RO establishes a corresponding claims folder or claim.
Important:  If a station erroneously receives paper STRs from RMC, it should send those records to the scanning vendor.
References:  For more information about

III.iii.2.B.3.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 iii, 2.B.1.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 inM21-1, Part III, Subpart iii, 2.B.2.e
  • request STRs from the appropriate custodian, and
  • proceed to Step 3.
Exceptions:
  • It is unnecessary to submit a request to RMC if a review of Share and/or the BIRLS FOLDER LOCATION screen indicate RMC does not have the STRs in its possession.
  • The STRs of a significant number of Veterans with a release from active duty (RAD) before January 1, 2014, and a service obligation that ended after January 1, 2014, were sent to RMC for storage.  Therefore, a request to RMC (if RMC is in possession of the STRs) must still be completed prior to submitting a PIES request as indicated in Step 5.
exists
proceed 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 iii, 2.B.2.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
the Veterans Benefits Management System (VBMS) will automatically generate a request for STRs from HAIMS when the Veteran’s claim is established.
did not occur before Reserve or National Guard service began
proceed to Step 4.
3
Were all the required Reserve or National Guard STRs obtained after completing the necessary development actions?
  • If yes, no further action is necessary.
  • If no, proceed to the next step.
4
Determine if the required Reserve or National Guard STRs are available in JLV.
Note:  JLV provides access to electronic DoD health records, including STRs that have been scanned into HAIMS.
If the records are …
Then …
available
  • enter a new period of service into Participant Profile as a period of active duty with the 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 Participant Profile to remove the period of service that was just entered.
Note:  The added period of servicemust be removed immediately after successfully submitting the request to HAIMS.
not available
proceed to the next step.

5

Use the table below to determine what additional development actions are needed.
If …
Then …
the STRs have not been received from HAIMS within 45 days from the date that the VBMS request was submitted
  • the claims processor must send a follow-up, encrypted e-mail toVAVBASTL/RMC/NGRESERVES containing
    • the subject 45-day follow-up on HAIMS STRs,
    • the Veteran’s full name, SSN, and branch of service
    • the requestor’s name and contact information (phone and e-mail)
  • create a custom tracked item with a 30-day suspense, and
  • associate a copy of the e-mail with the claims folder.
  • a negative response was received via HAIMS, and
  • STRs were not
    • located using JLV, or
    • found at RMC
  • submit a PIES request to address code 07 using request code
    • RV1 for a Reserve member, or
    • NG1 for a National Guard member
  • complete the information requested in the PIES request pop-up dialogue box, and
  • add the Service records from Reserve/National Guard tracked item.
Important:  PIES must contain a period of service with a 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.  A negative response from RMC is also still required if a request to RMC was directed in Step 2.
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 iii, 1.C for consideration in deciding the claim.
References:  For more information about

III.iii.2.B.3.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 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 …
Then HAIMS provides VA with …
HAIMS has 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.
HAIMS has 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 iii, 2.B.3.e.
  • When HAIMS transmits an electronic copy of a Veteran’s STRs to VBMS, VBMS
    • inserts the copy into the Veteran’s 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 iii, 2.A.4.c.

III.iii.2.B.3.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-day period that immediately precedes the claimant’s separation date
46 days following the date of separation.
at least 45 days after the date the claimant separated from service
two days after the date the corresponding claim was created in VBMS.
Important:  If the suspense date passes before a status message is received, send e-mail notification to VAVBAWAS/CO/PIES.

III.iii.2.B.3.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 VBMS eFolder.
Important:  The STR is complete if the certification memo is in the VBMS eFolder.  If the certification memo is not in the VBMS 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 VBMS 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 will be uploaded into HAIMS following separation/retirement from military service.
is currently serving in the Reserve or National Guard
refer to Step 5 of the table in M21-1, Part III, Subpart iii, 2.B.3.b for information about requesting the records through PIES.
has been separated or retired from the Reserve or National Guard for at least 45 days
  • the claims processor must send a follow-up, encrypted e-mail toVAVBASTL/RMC/NGRESERVES containing
    • the subject 45-day follow-up on HAIMS STRs,
    • the Veteran’s full name, SSN, and branch of service, and
    • the requestor’s name and contact information (phone and e-mail)
  • create a custom tracked item with a 30-day suspense, and
  • associate a copy of e-mail with the claims folder.
Note:  If the required STRs are not available in HAIMS, refer to Step 5 of the table in M21-1, Part III, Subpart iii, 2.B.3.b for information about requesting the records through PIES.
  • is no longer serving, and
  • did not serve in the Reserve or National Guard
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 STRs from JLV by following the information provided in M21-1, Part III, Subpart iii, 2.B.3.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 iii, 2.A.4.c, 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 information on STR migration dates, see M21-1, Part III, Subpart iii, 2.B.2.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 CO for assistance atVAVBAWAS/CO/PIES.
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, contact CO for assistance at VAVBAWAS/CO/PIES.
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, contact CO for assistance at VAVBAWAS/CO/PIES.
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.
Contact CO for assistance at VAVBAWAS/CO/PIES.

III.iii.2.B.3.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 Dental Record (Parts 1 and 2)
  • STR Dental Records (Parts 3 and 4 – Navy only)
  • STR Administrative Documentation (Records in this group include the DD Form 2963 referenced in M21-1, Part III, Subpart iii, 2.B.2.b.)
  • 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 toVAVBAWAS/CO/PIES.
Reference:  For more information about late-flowing STR documentation, seeM21-1, Part III, Subpart iii, 2.B.3.g.

III.iii.2.B.3.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.
References:  For more information about

III.iii.2.B.3.h.  Requesting STRs From HAIMS for Survivor Benefits Claims

VBMS limitations do not currently allow the establishment of claims in which the claimant is not the Veteran, including survivor benefits claims.  Therefore, the development activity is not able to request STRs from HAIMS when STRs are required to decide a survivor benefits claim if
  • the deceased service member or Veteran discharged from military service or passed away on or after
    • September 1, 2014, for the Coast Guard, or
    • January 1, 2014, for all other branches of service, and
  • the date of claim is
    • September 1, 2014, for the Coast Guard, or
    • January 1, 2014, or later for all other branches of service.
The table below describes the process for obtaining STRs for survivor benefits claims in these circumstances.
Stage
Description
1
The pension management center (PMC) requests the STRs from the VA Liaison Office (VALO) by sending an encrypted e-mail toVAVBASTL/RMC/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.
4
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.iii.2.B.3.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 these 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 about

III.iii.2.B.3.j.Associating Health RecordsLocated in JLV

Claims processors that identify and access health records in JLV, as described inM21-1, Part III, Subpart iii, 2.B.3.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 about

III.iii.2.B.3.k.  Requesting STRs From NPRC

NPRC houses STRs of Veterans whose service ended prior to the dates shown inM21-1, Part III, Subpart iii, 2.A.3.d.
M21-1, Part III, Subpart iii, 2.A.3.h contains instructions for requesting STRs from the NPRC.

III.iii.2.B.3.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 would not automatically generate a request for these STRs because the latest RAD in VA systems would be before January 1, 2014.
Follow the steps in the table below to request STRs for Veterans discharged from service during the transition from paper to electronic STRs.
Step
Action
1
Determine if the electronic records are available in JLV.
If the records are …
Then …
available
Note:  If HAIMS does not successfully transmit the STRs, follow the steps listed in M21-1, Part III, Subpart iii, 2.B.3.j.
not available
proceed to the next step.
2
Request STRs from the RMC as directed in M21-1, Part III, Subpart iii, 2.B.3.a.
3
Review BIRLS and the claims folder to determine the status of the STR request.  A response must be received from RMC before proceeding any further.  If RMC has not provided a response within 15 days of the request, send a follow-up request as directed in M21-1, Part III, Subpart iii, 2.I.2.a.
If the records …
Then …
were received by RMC and have been forwarded to the scanning vendor
no further action is necessary.
  • are not available, and
  • RMC has provided a negative response
  • submit a PIES request to address code 07 using request code O99.  State the following information in the body of the request:
    • the Veteran falls within the transition period
    • RMC has provided a negative response for the STRs
    • the Veteran’s date of discharge, and
    • the discharge station/location.
  • Create a custom tracked item
    • titled O99 STR Request – Transition Case, and
    • with a 30-day suspense period.
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 O99 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 about

4.  Procedures for Obtaining Clinical Records


Introduction

This topic contains general information on clinical records including


Change Date

March 1, 2019

III.iii.2.B.4.aWhen Clinical Records AreRetired

Based on the branch of service and type of treatment received, clinical records are retired to NPRC.
Follow the instructions in the table below to determine when clinical records of treatment before 2003 are retired.
If the records are …
And treatment was received at …
Then records are retired …
inpatient clinical treatment records
an Army and/or Air Force treatment facility
one year after the end of the calendar year during which the Veteran received treatment.
a Navy treatment facility
two years after the end of the calendar year during which the Veteran received treatment.
military retiree outpatient treatment records
an Army and/or Air Force treatment facility
after one to five calendar years of inactivity.
Note:  After records are retired they are retained for 50 years from the last patient activity.
a Navy and/or Coast Guard treatment facility
dependent medical treatment records
an Army and/or Air Force facility
after three calendar years of inactivity.
a Navy and/or Coast Guard facility
Notes:
  • If an MTF is classified as a teaching facility and maintains a clinical records library, the records may be retained 5 to 10 years before retirement to NPRC.
  • If there is any question, contact the last MTF to determine if records have been retired to NPRC before sending a PIES request.
  • Claims processors can use JLV to access electronic copies of
    • DoD records six weeks after a service member’s discharge, and
    • records of treatment at any MTF after 2003.

References:  For more information on


III.iii.2.B.4.b.  How Clinical Records AreRetired

MTFs retire clinical records annually to NPRC.  Once received, NPRC files the records by the name and dates of the facility in which the service member was treated.
Important:  It is imperative that claims processors, as early as possible in the process, identify the last date in which the Veteran received treatment at the MTF.  This will determine whether such records reside at the MTF or have been retired to NPRC.  When possible, claims processors shall contact the Veteran by phone to ascertain this information.

III.iii.2.B.4.c.  Locating Clinical Records

Clinical records are rarely included in STRs because the treating facilities that create them retain the records for the time periods shown in the table below and then send them to NPRC.
Hospital summaries take the place of clinical records in STRs.  Normally, these summaries are adequate for rating purposes.  When review of the actual clinical records is necessary, request them from the treating facility or NPRC (whichever has custody).
If the treating facility is a/an …
Then the treating facility retains the records for …
Army or Air Force hospital
one year after the end of the calendar year during which the Veteran received treatment.
Navy hospital
two years after the end of the calendar year during which the Veteran received treatment.
military teaching hospital
an additional 5 to 10 years.
Important:  If a Veteran was treated in an MTF after 2003, VA employees may access electronic copies of his/her clinical records in JLV, as indicated in M21-1, Part III, Subpart iii, 2.B.4.a.
References:  For more information about

III.iii.2.B.4.dWhen to Request Clinical Records From NPRC

Requests for clinical records must be made to NPRC when
  • the time frames in M21-1, Part III, Subpart iii, 2.B.4.a are satisfied
  • a response from the MTF indicates that the records have been retired, or
  • the Veteran received in-service mental health treatment.

III.iii.2.B.4.e.  How to Request Clinical Records from NPRC

When requesting NPRC to search for clinical records, submit a request through PIES that includes
  • the alleged disease or injury
  • name of the treatment facility, and
  • beginning and ending dates of treatment.
Note:  If requesting mental health records, input mental health as the alleged disease or injury.
Use the information in the following table to determine which PIES request code to use when requesting the treatment records from NPRC.
If the request is for …
Then use PIES request code …
  • inpatient clinical treatment records (these records include both active duty and military retiree records), or
  • records of mental health treatment at an MTF
  • C01 for claims not processed in VBMS, and
  • C01-V for claims processed in VBMS.
military retiree outpatient treatment records (these records do not include active duty medical records)
  • CO2 for claims not processed in VBMS, and
  • C02-V for claims processed in VBMS.
Example:  A Veteran who served 4 years in the Army submits a claim for service connection for a condition he was treated for as an inpatient 20 years ago at Madigan Army Medical Center.  It is determined that clinical records are needed to adjudicate the claim. The claim is being processed in VBMS.
Analysis:  In this case, since it can be determined with a high degree of certainty that the required clinical records are retired, the development activity will not submit a request directly to the MTF.  Instead, it will request records from NPRC by using PIES request code CO1-V.
Notes:
  • PIES requests for inpatient clinical records must be limited to the same calendar year.  If treatment spans across more than one calendar year, then the request must be limited to the calendar year in which the Veteran last received treatment.
  • When requesting clinical records from NPRC, submit a separate PIES request for each calendar year needed.
References:  For information on

III.iii.2.B.4.f.  How to Request Clinical Records from an MTF

If the clinical records are maintained at an MTF and cannot be obtained using JLV, submit a request to the treating facility by using a VA Form 21-8359, Information Re Veteran in Uniformed Services Hospital (Request by Department of Veterans Affairs).

The request to an MTF must include the

  • Veteran’s name
  • SSN or service number
  • month of treatment (if known), and
  • year of treatment.
Note:  If a custodian provides a negative response to a clinical records request, the claims processor must prepare a final notification letter in accordance with the procedures contained in M21-1, Part III, Subpart iii, 1.C.1.e.
References:  For more information on

III.iii.2.B.4.g.  Clinical Records Destroyed in the Fire at NPRC

Clinical records documenting inpatient care prior to 1960 for Army personnel, and prior to 1957 for Air Force personnel, were usually filed in the Veteran’s Official Military Personnel File (OMPF).  Therefore, many of the clinical documents recording the care for Army and Air Force Veterans were destroyed in the OMPF during the 1973 fire at NPRC.
Exception:  Clinical records dated prior to 1957 for Army hospitals, and prior to 1951 for Air Force hospitals, that were maintained at clinical records libraries were not destroyed in the 1973 fire.  There are also small, scattered collections of records from years earlier than 1951 and some alternate sources of evidence and records for the fire-related period.
References:  For more information on

5.  Locating and Obtaining Army OMPFs


Introduction

This topic contains instructions for locating and obtaining Army OMPFs, including


Change Date

July 23, 2015

III.iii.2.B.5.a.  Maintenance and Storage of OMPFs

The Army maintains an OMPF for each enlisted service member.  These OMPFs are currently stored in an electronic format in the Army’s Interactive Permanent Electronic Records Management System (iPERMS).
The OMPFs of enlisted service members remain in iPERMS after their period of active duty ends.  An electronic copy of the OMPF is transferred to the Army Human Resource Command in Ft. Knox for archiving if a service member
  • retires from active duty
  • is released from active duty with no further service obligation, or
  • is released from active duty with a service obligation but is not actively serving in a specific Reserve or National Guard unit.
Notes:
  • The military field activity is responsible for ensuring that all personnel records are added to the OMPF in iPERMS during the separation/retirement process.
  • With the exception of enlistment examination and Physical Evaluation Board reports, the OMPF rarely contains any STRs.
  • Prior to August 2005, the Army referred to the OMPF of an enlisted service member as his/her “military personnel records jacket” (MPRJ).
  • The Army began digitizing the OMPF into iPERMS on October 1, 1994 and continued to transfer the original, paper versions of OMPFs to NPRC for storage until October 1, 2002.

III.iii.2.B.5.b.  Location of OMPFs and the Means for Requesting Copies

Use the information in the table below to determine
  • the location of Army OMPFs, and
  • the means for requesting copies of these records.
If …
Then …
service ended prior to October 1, 1994
  • OMPFs are located at NPRC, and
  • ROs may request copies of them through PIES.
service ended between October 1, 1994, and September 30, 2002
Important:  If DPRIS returns a response indicating there is no information for the Veteran, then ROs may request copies of the OMPF through PIES.
  • service ended on or after October 1, 2002, or
  • the claimant is a member of the Reserve or National Guard
  • OMPFs are stored electronically as image files in iPERMS, and
  • ROs may request copies of them through DPRIS.
References:  For more information about using

6.  Locating and Obtaining Navy Personnel Records


Introduction

This topic contains information about locating and obtaining Navy personnel records, including the location of Navy


Change Date

August 21, 2014

III.iii.2.B.6.a.  Location of Navy Personnel Records and the Means for Requesting Copies

Use the information in the table below to determine
  • the location of Navy personnel records, and
  • the means for requesting copies of these records.
If …
Then …
service ended prior to January 1, 1995
  • personnel records are located at NPRC, and
  • ROs may request copies of them through PIES.
  • service ended on or after January 1, 1995, or
  • the claimant is a member of the Reserve
  • personnel records are stored electronically as image files in the Navy’s Electronic Military Personnel Records System (EMPRS), and
  • ROs may request copies of them throughDPRIS.
References:  For more information about using

III.iii.2.B.6.b.  Location of Navy Records Associated with Line-of-Duty Determinations

Use the table below to determine the location of records associated with line-of-duty (LOD) determinations.
If the date of the determination was …
Then the associated records are located …
on or before
December 31, 1995
at the following address:
Office of the Judge Advocate General
1322 Patterson Ave., Suite 3000
Washington Navy Yard
Washington, DC 23074-5066
between 1996 and 2003
at the office address of the commanding officer over the location/facility where the incident occurred.
after 2003
in the corresponding STRs.
Note:  The exact date in 2004 when the Navy began including records associated with LOD determinations in STRs is unknown.

7.  Locating and Obtaining Air Force Personnel Records


Change Date

July 23, 2015

III.iii.2.B.7.a.  Location of Air Force Personnel Records and the Means for Requesting Copies

Use the information in the table below to determine
  • the location of Air Force personnel records, and
  • the means for requesting copies of these records.
If …
Then …
service ended prior to October 1, 2004
  • personnel records are located at the NPRC, and
  • ROs may request copies of them through PIES.
Exception:  If a member of the Air National Guard completed his/her period of service prior to October 1, 2004, his/her personnel records are located in the State Adjutant General’s Office of the state in which the member served.
  • service ended on or after October 1, 2004, or
  • the claimant is a member of the Reserve or National Guard
  • personnel records are stored electronically as image files in the Air Force’s Automated Records Management System (ARMS), and
  • ROs may request copies of them throughDPRIS.
References:  For more information about using

8.  Locating and Obtaining Marine Corps Personnel Records


Change Date

August 21, 2014

III.iii.2.B.8.a.  Location of Marine Corps Personnel Records and the Means for Requesting Copies

Use the information in the table below to determine
  • the location of Marine Corps personnel records, and
  • the means for requesting copies of these records.
If …
Then …
service ended prior to January 1, 1999
  • personnel records are located at NPRC, and
  • ROs may request copies of them through PIES.
  • service ended on or after January 1, 1999, or
  • the claimant is a member of the Reserve
  • personnel records are stored electronically as image files in the Marine Corps’ Optical Digital Imaging – Records Management System (ODI-RMS), and
  • ROs may request copies of them throughDPRIS.
References:  For more information about using

9.  Locating and Obtaining Coast Guard Service Records


Introduction

This topic contains information about locating and obtaining Coast Guard service records, including

Change Date

March 1, 2019

III.iii.2.B.9.a.  Migration of Coast Guard Service Records When No Further Service Obligation Exists

When an individual is discharged from the Coast Guard with no further service obligation, his/her personnel records are sent to NPRC.  Use the table below to determine the location of the individual’s STRs.
If the individual was discharged …
Then the STRs were forwarded to …
prior to May 1, 1998
NPRC.
between May 1, 1998, and August 31, 2014
RMC.
on or after September 1, 2014
HAIMS.
References:  For more information about the storage of records at

III.iii.2.B.9.b.  Migration of Coast Guard Service Records When a Reserve Obligation Exists

The table below outlines the migration of Coast Guard service records after a service member separates from service with a Reserve obligation.
If the service member …
Then …
  • is not assigned to an active Reserve unit, or
  • is placed in the IRR
  • the Reserve unit maintains the STRs, and
  • personnel records are maintained by the Coast Guard Personnel Service Center (PSC), Reserve Personnel Management Division (PSC-RPM) (PIES address code 51), until
    • the service member resumes drilling, or
    • the Reserve obligation ends.
Important:  If the personnel records are not obtained after the suspense date for the initial PIES request to address code 51 has expired, follow the guidance in M21-1, Part III, Subpart iii, 2.I.3.d.
is assigned to an active Reserve unit
the Reserve unit usually maintains both the STRs and personnel records. However, in some districts, these records are maintained at
  • maintenance logistic centers (MLCs), or
  • integrated support commands (ISCs).
Note:  Units will forward requests for service records to the appropriate MLC or ISC if the records are located at one of these sites.
References:  For more information about

III.iii.2.B.9.c.  Migration of Service Records After a Coast Guard Reservist Retires or Completes His/Her Service Obligation

When a reservist’s service obligation ends or he/she retires from the Reserve, the reservist’s service records are first sent to the Coast Guard PSC.
The table below contains information about the processing of service records after they arrive at the Coast Guard PSC.
If the reservist …
Then the Coast Guard PSC …
  • did not retire from the Reserve, or
  • retired from the Reserveand is at least 60 years old
  • uploads the STRs to HAIMS, and
  • forwards the personnel records to NPRC.
  • retired from the Reserve, and
  • is under age 60
retains the reservist’s service records until he/she turns 60. At that time, the STRs will be uploaded to HAIMS, and the personnel records forwarded to NPRC.
Note:  It may take up to six months following the date the Reserve obligation ends, the service member retires from the Reserve, or he/she turns 60 before NPRC receives personnel records from the Coast Guard PSC, Business Operations Staff, Military Records Branch (PSC-BOPS-MR).
If these records are not obtained after the suspense date for the initial PIES request to address code 51 has expired, follow the guidance in M21-1, Part III, Subpart iii, 2.I.3.d.

III.iii.2.B.9.d.  Locating Service Records Not Found at NPRC or RMC

Use the table below to locate OMPFs or STRs for a particular Veteran if negative responses for the records are received from NPRC, RMC, or the records are not available in HAIMS.
If locating …
Then contact …
OMPFs
Coast Guard Military Records Customer Service at the following:
  • General inquiries: E-mailMR_CustomerService@uscg.mil.
  • Specific requests with claim number: E-mailMary.G.Yates@uscg.mil.
    • If unable to send an encrypted e-mail, fax your request to (202) 372-8440, and
    • send an e-mail to Ms. Yates letting her know to expect your transmission.
Important:  Include the Veteran’s name, rank, dates of service, last duty station (if available), and the requester’s contact information, to include the Centralized Mail (CM) vendor address, in case the Coast Guard needs to send hard copy documents.
STRs
Coast Guard Central Cell by submitting a PIES request, using request code O99, to address code 07, under the Coast Guard tab.  Use the table below to determine what text to include.
If the STRs should be held by …
Then include the following text in the PIES request …
RMC
The VA RMC provided a negative response for the STR. Please contact the CG Central Cell to locate the STR and upload the STR into HAIMS.
HAIMS
The STR has not been received from HAIMS within 45 days. Please contact the CG Central Cell to locate the STR and upload the STR into HAIMS.

III.iii.2.B.9.e.  Requesting Coast Guard Investigative Reports

To obtain investigative reports from the Coast Guard Investigative Service, direct the request to
Langston Brooks
FOIA/Privacy Act Officer
Case Management Specialist
Coast Guard Investigative Services
2703 Martin Luther King Jr Ave SE
Washington, DC 20593
Phone: (202) 372-3039
Fax: (202) 372-8440
Important:  The request must contain the
  • employee’s contact information, in case additional information is required, and
  • CM vendor address, in case the Coast Guard needs to send hard copy documents.
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