AMENDMENTS OF SERVICE RECORDS


Determining if an Amendment to the Record is Appropriate
Amending Army and Air Force Records
Amending Marine Corps and Coast Guard Records
Amending Navy Records

DETERMINING IF AN AMENDMENT TO THE RECORD IS APPROPRIATE

If a request is received for a correction of the record, determine first if a correction of record is actually needed.  Often, a veteran will request an amendment or correction based on a typographical error on a separation document, which, of course, can be corrected with a DD Form 215 and without an amendment of the record.  (See the DD Form 215 section of Case Reference Guide for specific information about issuing DD Forms 215.)  If a veteran claims that his name, social security number, or date and/or place of birth is in error, review the initial enlistment contract.  DD Form 215 should be issued if the data on the enlistment contract matches the info which the vet has submitted for an amendment.  In this case, a record amendment is not needed.  The following administrative corrections can be made at NPRC, if the correct information is documented in the record, or if acceptable documentation is presented (such as birth certificate or social security card):

  1. Name change (if not changed after separation)
  2. Date and place of birth
  3. Dates of military service
  4. Dates of foreign service
  5. Grade, leave, separation data
  6. Service number/social security number
  7. Most awards

If the data on the enlistment contract disagrees with data provided by the veteran, review the record further to determine if the alleged error was ever addressed during service period(s).  If not, a record amendment may be appropriate.  NPRC has limited authority to amend Navy records only. We cannot amend Army, Air Force, Marine Corps, or Coast Guard Records.

You will find specific instructions below for each branch of service; however, there is one exception that applies to ALL branches of service, except Navy retirees: Records cannot be amended if a name change occurred after separation.  Advise requester as follows:

“This office does not amend records or discharge certificates, or issue a new discharge certificate in a person´s new name when change in name occurred after discharge.  When proof of name is required, it is suggested that the court order, naturalization certificate, or other legal evidence be presented with the discharge certificate.”

If the record is in the registry, advise requester we will cross reference record under new name for future reference (only if a copy of the legal document showing name change has been submitted to this Center).  You will then add new name to computer registry.  DO NOT delete former name from registry.


AMENDING ARMY AND AIR FORCE RECORDS

If the service member is a retiree, annotate the new name on the file and cross reference the computer.  Loan and Transfer the request and record to the service department for the name change.  Inform requester of the referral.

If the service member requests any changes other than those shown on the above list of administrative changes/corrections, including name and sex reassignments (transsexuals), send a DD 149 for correction of record.  If you receive a completed DD 149 that requires board action, Loan and Transfer the record and request to the service department.  Inform requester of the referral.


AMENDING MARINE CORPS AND COAST GUARD RECORDS

NPRC does not amend Marine Corps or Coast Guard service records.  Loan and Transfer the request and record to the appropriate service department for reply.  Be sure to advise the requester of the loan and transfer.


AMENDING NAVY RECORDS

NPRC Is Authorized To Amend Navy Records As Follows:

  1. NPRC can amend the name of a Navy retiree who has legally changed his/her name, no matter when change occurred.  Any of the following is acceptable evidence of name change for retirees:  Court Order, Marriage Certificate, or Divorce Decree (containing provisions restoring maiden name).
  2. NPRC can amend the name of a discharged Navy veteran who has legally changed his/her name if the change occurred before discharge.  If name change occurred after discharge, advise veteran that records cannot be amended (See prior instructions under “Amending Marine Corps and Coast Guard Records”).
  3. NPRC can amend the name of any former Navy service person if the person served under a name which was not his/her true or birth name.  As proof, the veteran should produce a birth certificate.  The birth certificate must bear the raised seal of the issuing office, i.e., the Bureau of Vital Statistics.  In addition, NPRC can amend a name if the veteran´s birth name was changed as a result of an adoption and later legally restored to him/her by a court order.
  4. NPRC can amend the date and place of birth of any former Navy service member if the veteran produces a birth certificate.  Again, the birth certificate must bear the raised seal of the issuing office, i.e., the Bureau of Vital Statistics.
  5. NPRC can amend the social security number of any former Navy service member upon production of either the original social security card or a notarized copy of the card.  Normally, the social security number is off a digit or two digits have been transposed.  However, if the social security number is an entirely different number, ask the veteran to send--in addition to the original or notarized copy of the social security card--an original letter from the Social Security Administration explaining the error.

If veteran does not include the supporting evidence needed to answer inquiry, advise him or her about documentation needed to “consider” an amendment of the record.  And further advise requester that upon receipt of the documentation “a decision will be made by official authority as to whether the records can be amended as requested.”

All amendments must be approved by the Navy Liaison Office.

Sources Of Requests

  1. Veteran
  2. Naval Reserve Center, New Orleans (NOLA)  - supporting documentation not needed
  3. Navy Finance Center, Cleveland (DFAS)  - supporting documentation not needed

Instructions For Amending WWII And PWW Records

  1. Prepare DD Forms 215 for each separation document.

  2. If correcting the name, make pen and ink changes to outside jacket of both the personnel and medical records.  If correcting the date and/or place of birth, make pen and ink change to the outside jacket of the medical record.  Date and initial the changes.  No changes will be made to the outside jackets if correcting the social security number.

  3. Make appropriate pen and ink changes to the enlistment contract(s) and first and last page of service record book(s).  Date and initial the changes.  If correcting the social security number and it appears on only a few miscellaneous documents, make pen and ink changes to documents.

  4. If correcting the name, prepare NA Forms 13131, Important Notice, for personnel and medical records.  When case is completed, give records and NA Forms 13131 to the search supervisor or lead to refile.

  5. If veteran is not retired, file photocopies of the separation document(s) and DD Form(s) 215 in the medical record.

  6. If veteran is retired, prepare DD Form 1343, Notification of Change in Service Member´s Official Records.  The original DD Form 1343 should be sent to NOLA and a copy sent DFAS in Cleveland, Ohio.  Also, file one copy of DD Form 1343 in the medical record and all remaining copies in the personnel record.

  7. Distribute copies of DD Forms 215 as appropriate (veteran, VA, Dept. of Labor, etc.).  If the requester is NOLA or DFAS and the veteran´s current mailing address is not furnished, advise the agency to have the veteran contact us directly and a DD Form will be prepared.

Instructions For Amending Registry Records

Instructions for registry records are the same as those for WWII and PWW records with two exceptions:

  1. If correcting the social security number and record(s) are filed under the social security number, make pen and ink changes to the outside jacket(s).

  2. DO NOT prepare NA Forms 13131.  Instead, prepare NA Form(s) 13003, Request for Amendment(s) to Computer Index, if correcting the social security number, DELETE the incorrect number and ADD correct number to computer; if correcting the name ADD the new name, DO NOT DELETE the old name.

Documents Acceptable In Lieu Of A Birth Certificate

  1. If a veteran requests a name correction and a birth certificate is unavailable, one or more of the following documents may be accepted, provided they are accompanied by the affidavits of two disinterested persons.  In these affidavits the deponents must give the member´s name and testify from their own knowledge as to the means by which they verified his/her identity.

    Original or photocopy of entry from family Bible certified by a notary or other public official authorized to administer oaths.  The certification must state that the particular entry appears to have been made contemporaneously with the birth of the individual concerned and that no conditions exist which tend to arouse suspicion as to its authenticity.

    Original or photocopy of baptismal certificate.

    Certification from school records.

    Certification of census records.

    The affidavit of a notary or other public official authorized to administer oaths, which states that the original naturalization certificate has been sighted and gives the facts of the change if name, as shown in the original certificate.

    Original or photocopy of birth certificate registered subsequent to first enlistment.

    Original or photocopy of corrected birth certificate with supporting evidence.

    Affidavits from officials of business concerns, such as banking house or insurance companies, that the individual has in the past carried on business under the desired name.

  2. If a veteran requests a date/place of birth correction and a birth certificate is unavailable (either one issued at birth or prior to first enlistment), the following documentary evidence is acceptable.  The documents are listed in the order of preference.

    Baptismal Certificate certified by an ecclesiastical official, provided the baptism date is prior to the enlistment date.

    Copy of hospital record of birth certified by the official having custody of the records.

    Certified statement of attending physician as to the date and place of birth shown in his records.

    Photographic copy of entry in family Bible certified by a notary or other public official generally authorized to administer oaths.  The certification must state that the original has been sighted, that the particular entry appears to have been made contemporaneously with the birth of the individual concerned, and that no conditions exist tending to discount its authenticity.

    Corrected birth certificate bearing the raised seal of the clerk having custody of the records together with supporting evidence showing the basis for correction.

    Delayed birth certificate showing birth recorded on report of attending physician or midwife and bearing the raised seal of the clerk having custody of the records.

    Certified extract from the census enumerations of any two of the following periods:  1920, 1930, 1940, or 1950.

    Certified copy of school document or record.

    Affidavits of relatives, friends, or disinterested parties who knew the applicant at time of birth may be accepted when the above evidence is not available.  Two such affidavits containing the following information will be required.

    1. Full identification of the affiants and their respective ages.

    2. Name and date and place of birth of the applicant.

    3. Source of Knowledge of the above information.

Requests from Individuals Who Have Undergone Sexual Reassignment (Transsexuals)

Loan and Transfer to the appropriate service department all requests from former members of the Navy (and USMC/USCG) who want records amended to reflect a sexual reassignment.


Source:  NPRC 1865.87