If a record that has been retired to NPRC cannot be located after numerous searches (both verification and misplaced), or if it was removed from the files to answer an inquiry and has not been returned to its proper file location within a reasonable time, the record is probably lost. The following sections will assist you in responding to inquiries when the records are lost or missing (never retired to NPRC).
Marine Corps. If the lost record is a Marine Corps fiche record, obtain the master fiche from CPR through the Marine Corps Liaison Office and duplicate. (Do notrequest a Navy, Army, or Air Force master fiche for this purpose as it does not include a health record.)
All other cases. In all other cases (Army, Air Force, Navy, and Marine Corps), run a BIRLS. If positive, refer the requester to the Department of Veterans Affairs Regional Office (VARO) or the Department of Veterans Affairs Records Management Center (RMC), as appropriate. Create a temporary folder and file search reports and record of all actions in folder.
Negative BIRLS. If there are no health records at the VA, you may be able to identify a clinical record using the PIRS. The dates for each service branch shown below include records created since that date.
NAVY: 1965
MARINE CORPS: 1965
ARMY: 1970
AIR FORCE: 1971
If we have clinical records obtain them from OR and send them to veteran. Explain to the veteran that we are unable to locate the requested health record. Also advise him/her that the file location will be flagged and the health record will be sent when located. Prepare NA Form 13131, create a temporary folder, and file search reports and record of all actions in folder.
If there are no health records at VA and you cannot identify a clinical record in PIRS, or if the veteran served prior to the dates shown above, advise veteran that we are unable to locate health record at this time. Send the veteran an NA Form 13042, and we will conduct a further search for clinical records. Create a temporary folder.
PERMS. For ARMY records only: Certain military documents were permanently saved in PERMS by the Army Reserve Personnel Command, from the mid 1980's through October 15, 1992. You should see the team coach for assistance in requesting a PIRMS search for the missing medical records.
Navy pre-registry medical records or Registry NM records - Search the 5th floor Navy medical record block. Run new FARs, alpha and numeric (social security number and service number). If there is no record in the 5th floor medical record block and no record in registry, advise requester that NPRC is unable to locate the military health record for the veteran. Advise him/her further that there is a possibility that the health record is on file with the VA. Suggest the veteran contact the VA. Also, send the veteran an NA Form 13042, Request for Information Needed to Locate Medical Records, and advise him/her to complete and return the form to NPRC if the VA does not have the health record.
Navy PM or PMM Records - Run new FARs, both alpha and numeric. If there are any additional Navy records, request the records. Usually, if Navy HQ cannot locate the health record when the member is separating and service records are being closed out, they may initially retire only the service record to NPRC and file in the record a pink sheet noting the absence of the health record. If the record contains no pink sheet or mention of the absence of a health record, have a verification searcher recheck the file location. Occasionally a searcher will pull the personnel jacket and leave the health jacket in the files or vice versa.
If there are no additional records, look at the service record for a possible explanation. Look particularly at the NAVPERS 601 (13). You may find a notation indicating the health record was checked out to the service member. Or, if the member was discharged for a physical disability you may find either a VA Form 3101 completed by Navy HQ or a service record book notation stating the health record was sent directly to the Department of Veterans Affairs upon separation. Also review NAVPERS 1070/615 (Inactive), Record of Discharge from the U.S. Navy Reserve, which may show that the health record was sent to the VA.
If the service record offers no explanation about the location of the health record, send the requester an NA Form 13042, Request for Information Needed to Locate Medical Records, and advise him/her to complete and return the form to NPRC.
Navy NVP Records - These records should not contain health records. These health records should have been retired to the RM) located in St. Louis. The requester or request should be referred to that Center. If the requester asks that we check for health records because the needed records are not at the RMC, run new FARs, both alpha and numeric. If there are additional Navy records, service or medical, request the record(s). If there are no additional records at NPRC and the veteran was discharged before 1/31/94, refer request to: Bureau of Medicine and Surgery, Health Care Operations (MED-03), 2300 E Street, NW, Washington, DC 20372-5300. If there are no additional records at NPRC and the veteran was discharged on or after 1/31/94, advise requester to contact the RMC.
Marine Corps AM or AMM Records - Run new FARs, alpha and numeric. Request any additional service or medical records. If no medical records are available, review the service records for any notations about the location of the health record. The health records may have been given to the service member or, if the veteran was discharged for medical reasons, the health record may have been sent directly to the VA in anticipation of a claim being filed. Look for any VA Forms 3101 on file. If the neither of these options are a matter of record, loan and transfer record and the request to the Marine Corps HQ in Quantico, VA. Notify the requester of the action.
Marine Corps AMF Records - Run new FARs, alpha and numeric. Request any additional records and review for medical records. If no additional records are available, ask the liaison office to obtain the Marine Corps master fiche from CPR. If the master fiche does not include a health record, loan and transfer the record and the request to the Marine Corps HQ. Notify the requester of the action.
Coast Guard Records - Review the service record for any explanation about the location of the health record. If no mention of the health record’s disposition is found, loan and transfer record with the request to the Coast Guard HQ. Notify the requester of the action.