Organizational records searching procedures used in the Records Reconstruction Branch

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
National Personnel Records Center
St. Louis, Missouri 63132-5100

NPRC 1865.113
October 13, 1988

SUBJECT: Organizational records searching procedures used in the Records Reconstruction Branch

1. Purpose. This memorandum transmits general instructions for searching organizational records (OR) in the Records Reconstruction Branch (NRPMR).

2. Applicability. The provisions of this memorandum are applicable to the OR searchers in Correspondence Section 2 of the Records Reconstruction Branch (NRPMR-CII).

3. Cancellation. NPRC 1865.29 is canceled.

4. Reason for revision. This memorandum has been updated to implement new counting procedures for searches being performed in the OR operation (NRPMR-CII); and to reflect the current forms and procedures used in searching the organizational records. In addition, the memorandum reflects the current organizational structure of NRPMR.

5. Instructions. This memorandum is intended for use in conjunction with NPRC Memorandum 1865.104, General background and reference information concerning Records Reconstruction Branch. The procedures used in searching organizational records for typical reconstruction cases are contained in the attachment. This memorandum is divided into two chapters to facilitate its use. Chapter 1 contains general information and instructions; and Chapter 2 contains instructions for searching organizational records for seven different types of typical reconstruction cases.

6. Forms. This memorandum provides for the use of the following forms.

NA Form 13026, MPR-CPR Request/Reply Form (With Search Report) NA Form 13055, Request for Information Needed to Reconstruct Medical Data
NA Form 13075, Military Service Questionnaire
NA Form 13098, NPRC Routing Slip
NA Form 13105, NPRC Search Request and Reply
VA Form 3101, Request for Information
NPRC Test Form 87-2, Batch and Task Sheet (Corres)

DAVID L. PETREE
Director

TABLE OF CONTENTS
CHAPTER 1. GENERAL PROCEDURES

Paragraph Title	Paragraph Number
Background	1
Responsibilities	2
OR search requests	3
Counting completed cases	4
Determining if organizational records should be searched	5
Locations of organizational records and finding aids	6
Type and arrangement of organizational records and finding aids	7
Use of abbreviations in organizational records	8
Use of indexes in locating organizational records	9
Analyzing inquiries	10
Requests for service information	11
Requests from the Social Security Administration	12
Requests for medical information	13

Figure 1-3.1	Sample of completed NA Form 13105 with positive results
Figure 1-3.2	Sample of completed NA Form 13105 with negative results
Figure 1-5	Organizational Records Information Sheet
Figure 1-6	Locations of organizational records and related finding aids within NRPMR
Figure 1-7	Type and arrangement of organizational records and related indexes within NRPMR
Appendix 1-A	Authorized abbreviations used in organizational records

CHAPTER 2. INSTRUCTIONS FOR SEARCHING ORGANIZATIONAL RECORDS
FOR TYPICAL RECONSTRUCTION CASES

Paragraph Title	Paragraph Number
Coverage	1
Instructions	2

Figure 2-1	Procedures for working typical WWI -Requests for service information cases
Figure 2-2	Procedures for working typical WWI -Requests for medical information cases
Figure 2-3.1	Procedures for working typical WWII-Requests for service information cases
Figure 2-3.2	Army organization during WWII
Figure 2-3.3	Separation Centers with corresponding SU number
Figure 2-4	Procedures for working typical WWII- Requests for medical information cases
Figure 2-5	Procedures for working typical Post World War - Requests for service information for Army cases
Figure 2-6.1	Procedures for working typical Post World War - Requests for service information for Air Force cases
Figure 2-6.2	Post World War Air Force organization
Figure 2-6.3	Index for Post World War Orders covering enlistment information for Air Force personnel
Figure 2-7.1	Procedures for working typical Post World War - Requests for medical information cases
Figure 2-7.2	Clinical Records Libraries

CHAPTER l: GENERAL PROCEDURES

1. Background. Organizational records (OR) are records created by specific organizations within the military services. Commonly referred to as "unit" type records, the organizational records were designed for the documentation of events and happenings involving the members of the unit. Normally, each document includes the names of several members with a description of the events for a specific date or for a given period of time. Since these records contain information on individuals assigned to a specific military organization, they may be used in lieu of incomplete Official Military Personnel Folders. Thus, organizational records are used as an alternate source of information in the reconstruction of records that were destroyed in the July 1973 fire at NPRC.

2. Responsibilities.

a. Correspondence and Search and Control Sections. Before an OR searcher attempts to rebuild a veteran's service and/or medical data, personnel in the Correspondence Sections (NRPMR-CI) and/or Search and Control Section (NRPMR-S) have attempted to secure some information which could be used to completely or partially answer the inquiry. Once Correspondence and NRPMR-S personnel have exhausted all of their customary sources of information, a correspondence technician determines if the inquiry contains sufficient information for an OR searcher to conduct a search of the organizational records. After the OR search is completed, correspondence technicians are responsible for responding to the inquiries.

EXCEPTION: See subpar. 2b(1).

b. OR searchers in Correspondence Section 2 (NRPMR-CII). OR searchers located in the Records Reconstruction Branch, Correspondence Section 2 (NRPMR-CII) are responsible for searching the appropriate organizational records for information suitable to answer fire-related inquiries and non-fire-related inquiries. They also are responsible for those inquiries that require a search of the Post World War Clinical Records Libraries (See Fig. 2-7.2) and those requests for rosters from the general public. In some instances, the cases may also require searching of the auxiliary registry file, VA Master Index, and/or the SN Index (see ch. 2). Upon completion of the search, the OR technician shall route the search request to the originating correspondence technician, except for VA Forms 3101, Request for Information, as described in subpar. 2b(1), below. If the search request has been received directly from the supervisor, then the OR searcher shall return the completed work to the Chief, NRPMR-CII or NRPMR-CI for assignment to a correspondence technician.

(1) Archives Technician, GS-5 (OR searcher). The Archives Technician, GS-5 (OR Searcher) performs OR searches of organizational records upon receipt of the search request in NRPMR-CII. Responses to the positive and negative OR searches are prepared by the GS-5 OR searcher and are dispatched for routing to the originating correspondence technician or assignment to a correspondence technician.
EXCEPTION: OR searchers are responsible for responding directly to VA Forms 3101 when: the request is for medicals only; the medical records are not available; and a completed NA Form 13055, Request for Information Needed to Reconstruct Medical Data, is attached. Technicians will route these VA cases to NRPMR-CII using NA Form 13098, NPRC Routing Slip. All cases routed for an OR search are reviewed by the supervisor prior to dispatch.

(2) Archives Technician, GS-6 (OR searcher). After review of the search reply provided by the GS-5 OR searcher, the correspondence technician may decide to resubmit the case to NRPMR-CII for a more extensive OR search. The request must be reviewed by the correspondence technician's supervisor and the NRPMR-CII supervisor before it is assigned to the Archives Technician, GS-6 (OR searcher). Only after the determination is made that all available sources of information have been exhausted (including returning the request for additional information) will an extensive morning/sick report search be conducted.

3. OR search requests. All OR search requests are forwarded to the OR searchers in NRPMR-CII for processing. OR search requests are submitted on NA Form 13105, NPRC Search Request and Reply. The right side of the form shall be completed by the OR searcher. While conducting the OR search, the technician shall fully document the different types of organizational records searched and the periods that have been searched on each tape. For searches with positive results, copies of the appropriate organizational records shall be attached to the completed NA Form 13105 and returned to the originating correspondence technician. (See figs. 1-3.1 and 1-3.2.)

4. Counting completed cases. In order to maintain a daily count of completed cases, the OR searcher shall count each organization or year searched, as documented on the NA Form 13105. For example, a search of sick reports for an individual assigned to three organizations in the same year will count as three searches; and a search of morning reports for an individual assigned to one unit for two years will count as two searches. Batches of OR search requests are assigned using a one-for-one counting system. Employees processing OR search requests will be responsible for identifying those requests involving multiple organizations or years. In those cases where it is determined that the reference count should be more than one, the NA Form 13105, the request, and the NPRC Test Form 87-2, Batch and Task Sheet (Corres), must be brought to the section chief, assistant section chief, or lead archives technician who will annotate and initial the NA Form 13105 and the NPRC Test Form 87-2 with the additional reference counts.

5. Determining if organizational records should be searched.

a. Insufficient information to conduct an OR search. OR searches should be requested by correspondence technicians only if sufficient information is available to conduct a search. For the initial search on a routine case, the period of time to be searched should be limited to not more than three months. At a minimum, the organizational designation, provided by the correspondence technicians, MUST be more complete than just the regiment or division level organization. If the NA Form 13105 and attached documentation fails to provide the information needed to conduct the initial OR search, then OR searchers shall return the request to the originating correspondence technician, through the NCPMR-CII supervisor, with a brief note explaining the reason for returning the request without action.

EXCEPTION: OR technicians shall consult the NRPMR-CII Supervisor/Lead Archives Technician upon receipt of search requests related to Congressional or high priority inquiries when the correspondence technician has not furnished the complete organizational information.

b. Use of Organizational Records Information Sheet. In order to decide whether the contents of an organizational record may assist in responding to a reference service request, an Organizational Records Information Sheet is provided in fig. 1-5. The Information Sheet lists the organizational records that are most commonly used in the records reconstruction process. In addition, the information sheet shows the kinds of information found in the various organizational records, and the information that is needed in order to conduct a search of a specific type of record.

c. Use of monographs. If needed, OR searchers should consult "Monograph on Military Personnel and Related Records of the War Department 1912-1939" or "Records Used in Reconstruction of Military Service Data." These monographs list and describe the organizational records sources that can be used to reconstruct military personnel records. In addition, the monographs provide some samples of the organizational records and the general locations of these records in NPRC.

6. Locations of organizational records and related finding aids. The organizational records and related finding aids used for records reconstruction purposes are located primarily in the Records Reconstruction Branch. Finding aids, e.g., Directories and Station Lists, and Station and Sector Codes, are used to assist in locating the requested organizational record. Fig. 1-6 provides the specific locations of the various organizational records and related finding aids within NRPMR. The specific types and locations of organizational records that are used in the records reconstruction process, but are not located in NRPMR are Air Force (AF) Publications ('54-'64), AF Morning Reports ('60-'64); and Post World War Clinical Libraries. The aforementioned AF Publications are located on the third floor, and the AF Morning Reports are located on the second floor of MPR. Both of these types of records are paper records.

7. Type and arrangement of organizational records and related finding aids. The organizational records and their related finding aids are either in paper form and/or on microfilm. The arrangement of organizational records and the related finding aids varies depending on the period of time during which the records/indexes were created. The indexes provide either a box number or an item number for a particular reel of microfilm. See fig. 1-7 for more detailed information concerning the type and arrangement of the organizational records and related indexes located in NRPMR.

8. Use of abbreviations in organizational records. When attempting to use organizational records to reconstruct military service/medical data, the OR searcher will need to interpret the meanings of many military abbreviations. Depending on when the organizational record was created, the same abbreviation may have different meanings. App. 1-A provides a list of the most commonly used abbreviations in organizational records.

9. Use of indexes in locating organizational records. When indexing an organization the OR searcher shall use the following rules as a basis for deciding WHAT organizational designation to search:

a. Smallest organization. Always index the smallest numbered organization, except when the organization provided is part of a regiment.

Example:

CO. C, 2nd Bn., 15 Inf Reg. - INDEX REGIMENT

89th Eng. Bn. - INDEX BATTALION

b. Lettered organizations. DO NOT index the organization by the lettered organization.

Example: CO. C, 2nd BN, 1st Inf. - INDEX 1ST INF.

c. No organizational designation. When no organizational designation is shown, as in the example immediately above, ALWAYS assume the organizational designation is a REGIMENT (i.e., 1st Inf. Regiment).

10. Analyzing inquiries. Before an OR searcher begins the actual search operation, the inquiry should be reviewed to determine the period of service; i.e., WWI, WWII, or Post World War; and if the requester is seeking service data, medical data, or both. The various types of cases will be worked somewhat differently depending on the information requested and the period served. (See ch. 2.)

11. Requests for service information. If the request is for service information, then the OR searcher shall work to obtain a character of discharge and discharge dates before attempting to search the veteran's date of entry. It is very difficult to follow an individual completely through a term of service, even if it is only a short term.

12. Requests from the Social Security Administration. While conducting an OR search for a request from the Social Security Administration, the searcher shall only be concerned with service after September 1939. If the OR searcher has verified the date of discharge, but is having difficulty locating the date of entry, prior to September 1939, it is only necessary to pick up the individual from September 1939 to the date of discharge.

13. Requests for medical information. If the request is for medical information, then the OR searcher shall work to verify the dates of illness, hospitalization, etc. In these cases, it is especially important to verify the diagnosis of the veteran while treated/hospitalized.

NOTE: All requests for medical information require two copies of the appropriate organizational record(s). One copy is provided to the requester, and the other copy is placed in the file folder.

CHAPTER 2: INSTRUCTIONS FOR SEARCHING ORGANIZATIONAL RECORDS
FOR TYPICAL RECONSTRUCTION CASES

1. Coverage. This chapter provides instructions for searching organizational records for typical reconstruction cases.

2. Instructions. The instructions for searching typical types of reconstruction cases are set forth in the attached figures. Use of the figures assumes that the search request includes sufficient information to conduct the initial OR search; i.e., the organizational designation provided by the correspondence technician is more complete than just the regiment or division level of the organization. (See ch. 1-5a for exceptions.) Each initial OR search shall be limited to a period of not more than three months. OR searchers should consult figs.1-5, 1-6 and 1-7 for information related to the type, content, arrangement, and location of specific organizational records; and app. 1-A for authorized abbreviations used in organizational records.

Figure 2-1: Procedures for working typical WWI - Requests for service information cases

1. Analyze the data on the inquiry, the search request, and any attached NA Forms which provide additional information; e.g., NA Form 13075, Military Service Questionnaire. The OR searcher shall pay particular attention to information regarding the date and place of separation. Remember that it is generally better to work to obtain a character and date of discharge first, then a date of entry. If the veteran served in the 1920's or 1930's, and an organization and dates are provided, then the OR searcher should proceed to step 4.

2. Search the VA Master Index Card microfilm, if it has not already been checked. This source may show a unit designation, discharge or entry date, or old claim number. If an old claim number is shown, it should be run across the VA's Beneficiary Identification and Records Locator Subsystem (BIRLS) a second time. If BIRLS is positive, then route the case to the originating correspondence technician for further action. (See NPRC Memorandum 1865.106, Routine searching of auxiliary records in Records Reconstruction Branch, ch. 2-16 and 17, for additional information on searching the VA Master Index. Consult NPRC Memorandum 1865.104, General background and reference information concerning Records Reconstruction Branch, par. 11, for additional information on BIRLS.)

3. If applicable, search the:

a. Officers Pay Cards and the Officers Final Pay Vouchers.

b. Nurses Pay Cards.

NOTE: Pay records are located in the NRPMR auxiliary stack area, and can be searched for active duty dates, rank, and character of discharge. See NPRC Memorandum 1865.106, ch.1-10, 11, 12 and13, for information on locating records in the auxiliary stack area.

c. Officers Card File, which shows the rank, unit, and the date commission was offered and accepted, but no character of discharge.

d. Army Nurses Medical Cards, which show the hospital to which the nurse was assigned, and the rank on a given date.

e. Army Field Clerks Card File, which shows the date and character of discharge.

f. Registers of Enlistments, which show the date of enlistment (October 1912 thru May 1917 only).

g. American Expeditionary Forces (AEF) Card File, which shows the organization, court martial information, injuries, and other miscellaneous information.

h. Mexican Border Service Cards, which show the organization. (See subpar. 5b).

I. The Return of the Nurse Corps Sheets for Army Nurses, which show the dates a nurse was assigned to a particular hospital.

j. North Carolina Cards, which show date of entry, organization, and date and character of discharge (WWI service only - 1917 to 1919).

4. If none of the above types of records are applicable to the search request, then the OR searcher shall search the Muster Rolls and Rosters which may provide the dates of entry and discharge, and character of service. Dates of muster-in and muster-out may be found on the Initial Muster Rolls and Final Rosters under the appropriate organizational designation and date. The OR searcher shall make photocopies of the date of muster-in and muster-out.

5. If the veteran indicates in the request that he/she was a member of a National Guard Unit upon entry into Federal service, or if he/she indicates a Federal service unit designation such "1st Virginia Infantry," this usually indicates that it was a National Guard Unit mustered into Federal service. The OR searcher shall search the Muster Rolls and Rosters as prescribed in step 4.

NOTE: The date of entry recorded on the Muster Roll or Roster is not accurate for Federal service purposes. It reflects only the date of entry into the National Guard.

a. If the request involves verification of Russian service, consult the Muster Rolls and Rosters for the location of the organization during the period November 12, 1918 - April 1, 1920. The organization may have served in or on the waters adjacent to Russia.

b. If the request involves verification of Mexican Border Service, consult the Mexican Border Cards first, then check the Muster Rolls and Rosters for the location of the unit during the period from
May 9, 1916 - April 5, 1917. The organization may have served in Mexico, on the border thereof (Arizona, California, New Mexico, Texas, Guatemala, and British Honduras), or in the waters adjacent. (See NPRC Memorandum 1865.37, General information on VA Form 3101 requests, subpar. 5a.) The state National Guard units served only in the four states adjacent to Mexico. Regular Army units also served in Mexico proper. Service in Guatemala and British Honduras pertains to Naval units.

6. Search the Daily Reports of Changes for officer and enlisted service personnel. These records may provide the service number, rank, or transfer data.

7. Check the Morning Reports of the organization. WWI Morning Reports carry varying amounts of information, and are usually difficult to read because they are handwritten. If the OR searcher finds a notation for the subject individual, then photocopies shall be made of the appropriate entries.

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Upon completion of all of the above appropriate steps, the OR searcher shall have documented all findings (positive and negative) on the search request and attached copies of the applicable organizational records. Route the search request to the originating correspondence technician.

Figure 2-2. Procedures for working typical WWI - Requests for medical information cases

1. Analyze the dates of the alleged injury, illness, or treatment. Approximate month(s), or the season and year, are necessary. If the year alone is provided, this is NOT sufficient information to conduct a search, and the OR searcher shall route the case to the originating correspondence technician with a brief note explaining the information needed.

NOTE: OR searchers shall review all documents in the personnel jacket or attached to the inquiry. A statement concerning the veteran's illness may be attached, or an official document may have been submitted by the requester.

2. Search the Daily Sick Reports (Sick Books) of the organization. This source records whether the individual was treated and returned to duty, or hospitalized.

a. If the appropriate period of the alleged illness has been searched and the individual's name is not listed, then the search is complete.

b. If the Daily Sick Reports record the individual as treated and returned to duty, then the search is complete, unless hospitalization is alleged, in which case the OR searcher shall proceed to step 3.

c. If hospitalized, the Daily Sick Reports may indicate the date and the hospital where the individual was sent. If it does, then the OR searcher shall proceed to step 6.

d. If hospitalized, and the Daily Sick Reports DO NOT indicate the date and the hospital where the individual was sent, then the OR searcher shall search the Muster Rolls and Rosters (step 3), or the Daily Reports of Changes (step 4).

3. Search the Muster Rolls and Rosters for the individual's unit. This source may carry a notation that the person is sick in the hospital, the date he/she was sent, and the name or number of the facility to which the individual was sent. If the OR searcher finds such a notation, then he should make a photocopy of the entry and proceed to step 6.

4. Search the Daily Reports of Changes for the inidividual's unit. This source should carry the name of each person who was hospitalized, and may cite the name or number of the hospital. Make photocopies of the Reports which carry the subject individual's name. The Daily Reports of Changes are the most likely source to carry a diagnosis for the WWI period. If it cites a numbered facility or prominent named hospital; e.g., Walter Reed Hospital, then the OR searcher shall proceed to step 6.

5. Search the Morning Reports of the veteran's unit. This source shows varying amounts of information, and is usually difficult to read because they are handwritten. If the OR searcher finds a notation for the subject individual, then photocopies shall be made of the day of entry and the day of release. It is not likely that the Morning Reports will cite the facility at which hospitalized, but if they do, then the OR searcher shall proceed to step 6.

6. Search the Detachment of Patients (DOP's) with the attached Admission and Disposition (A&D) Sheets. The DOP's and A&D Sheets (if shown) are found on the Muster Rolls and Rosters microfilm, according to the number or name of the hospital which completed them. If the Sick Reports, Muster Rolls and Rosters, Daily Reports of Changes, or Morning Reports cite:

a. A numbered hospital, then the OR searcher shall check the index of the Muster Rolls and Rosters to obtain a number for the appropriate box of microfilm. The searcher shall make photocopies of each monthly Roll or Roster which carries the subject veteran's name.

b. An unnumbered hospital, then the OR searcher shall search the station hospital at the camp or a named hospital. Look through the microfilm boxes to find the hospital (arranged alphabetically with camps).

7. Search the Report Sheets of Sick and Wounded. This source is organized by hospital and year, and was completed monthly. It carries the name of all personnel treated at that facility in a designated month. It usually does not indicate a diagnosis or dates of treatment. In order to search these records the OR searcher shall check the index to the Report Sheets of Sick and Wounded to obtain a number for the appropriate box of microfilm. The searcher shall make photocopies of each month's report on which the subject veteran's name appears.

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Figure 2-3.1. Procedures for working typical WWII - Requests for service information cases

Analyze the data on the inquiry, the search request, and any attached NA Forms which provide additional information; e.g., NA Form 13075. The OR searcher shall pay particular attention to information regarding the date and place of separation. Remember that it is generally better to work to obtain a character and date of discharge first, then a date of entry. To provide a better understanding of the organization of the Army during WWII, see fig. 2-3.2.

GENERAL STEPS FOR OBTAINING A CHARACTER AND DATE OF DISCHARGE

1. Search the VA Master Index Card microfilm, if it has not already been checked. This source may show a unit designation, discharge or entry date, or old claim number. If an old claim number is shown, it should be run across BIRLS a second time. If BIRLS is positive, then route the case to the originating correspondence technician for further action. (See NPRC Memorandum 1865.106, ch. 2-16 and 17, for additional information on searching the VA Master Index. Consult NPRC Memorandum 1865.104, par. 11, for additional information on BIRLS.)

2. Note the place of discharge provided by the requester. If the last unit appears to have been located at the place of separation, then the OR searcher shall check the Directories and Station Lists to be sure. If the unit was located at the same camp that discharged the veteran, check the Index to Morning Reports for an item number for the appropriate box of microfilm. Select the correct reel of microfilm and search the period of discharge.

NOTE: Prior to August 1943, microfilm is arranged by camp in alphabetical order.

NOTE:Terminal leave is a factor in determining the date of discharge for many indiviuals in service in 1945-1947. The veteran may have been released from active duty many months ahead of the day when he/she was actually discharged. If the individual remembers that he/she returned home in May 1946, and thinks this was the discharge date, it actually may have been several months later.

3. If the unit was not located at the place of separation, check the Separation Center at the camp where the veteran alleges that he was discharged. Obtain the Service Unit (SU) Number from the Directories and Station Lists, or consult fig. 2-3.3 for the period '45-'46. After obtaining the SU number, the OR searcher shall check the Index of Morning Reports to obtain an item number. Select the correct reel of Morning Reports. If the OR searcher is unable to locate an SU number, then check the alphabetical Station and Sector Codes in the Index of Morning Reports. This source should provide a numerical code for the microfilm. Search this number for the appropriate item or box number of microfilm.

NOTE: Stateside organizations are found under Station Listings (Station Codes) and overseas organizations are found under Section Listings (Sector Codes.)

4. If the Morning Reports for the Separation Center did not carry the veteran's name, then the OR searcher shall check the rosters for the last organization indicated prior to discharge.

NOTE: Rosters are on microfilm for only the 1940-1943 period. The rosters may discharge a person or show the character of discharge. This source may also be used to trace the individual until he/she is transferred to another unit or to a Separation Center. If this is the case, the OR searcher shall repeat step 3 or 4.

GENERAL STEPS FOR OBTAINING DATE OF ENTRY

1. To obtain a date of entry the OR searcher shall search the Service Number Index Tape (SN Index), if it has not already been checked. This source provides WWII enlistment dates and may indicate the service arm. It covers the period from 1939 through November 1946. (See NPRC Memorandum 1865.106, ch. 2-12, 13 and 14 for additional information on searching the SN Index.)

2. Search the roster (step 4, above), if it has not already been checked. The rosters normally provide the date of entry. The OR searcher shall search the last or the most significant organization.

3. Check the Reception Center at the camp where the veteran was sent after enlistment or induction. This Reception Center is not always at the same place where the individual received basic training, but it is usually the Reception Station closest to the place of entry. To obtain an SU number for the Reception Station, the OR searcher shall use the Directories and Station Lists. Check the Morning Reports Index under the SU number to obtain an item number, and select the appropriate reel of Morning Reports.

NOTE: The Recruiting Main Stations for the WWII period, 1940-1947, are listed in the Directories and Station Lists, but DO NOT carry lists of those who were inducted or enlisted. As a result these listings are of no assistance in finding the date of entry. The Service Number Ledgers generally start in 1947.

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Figure 2-3.3: Separation Centers with corresponding SU Numbers

SEPARATION CENTERS WITH CORRESPONDING SU NUMBERS FOR THE PERIOD 1945 - 1946

Separation Center # 25	SU 1160	Fort Devens, MA
Separation Center # 26	SU 1262	Fort Dix, NJ
Separation Center # 27	SU 1322	Fort George G. Meade, MD
Separation Center # 28	SU 1449	Fort Bragg, NC
Separation Center # 29	SU 1464	Fort McPerson, GA
Separation Center # 30	SU 1473	Camp Shelby, MS
Separation Center # 31	SU 1560	Camp Atterbury, IN
Separation Center # 32	SU 1612	Fort Sheridan, IL
Separation Center # 33	SU 1610	Camp McCoy, WI
Separation Center # 34	SU 1772	Jefferson Barracks, MO
Separation Center # 35	SU 1773	Fort Leavenworth, KS
Separation Center # 36	SU 1770	Fort Logan, CO
Separation Center # 37	SU 1850	Camp Chaffee, AR
Separation Center # 38	SU 1857	Fort Sam Houston, TX
Separation Center # 39	SU 1852	Fort Bliss, TX
Separation Center # 40	SU 1901	Fort Lewis, WA
Separation Center # 41	SU 1902	Fort Douglas, UT
Separation Center # 42	SU 1918	Camp Beale, CA
Separation Center # 43	SU 1448	Camp Blanding, FL
Separation Center # 44	SU 1905	Fort MacArthur, CA
Separation Center # 45	SU 1325	Indiantown Gap Military Reservation, PA
Separation Center # 46	SU 1456	Camp Gordon, GA
Separation Center # 47	SU 1260	Fort Monmouth, NJ
Separation Center # 48	SU 1550	Fort Knox, KY
Separation Center # 49	SU 1613	Camp Grant, IL
Separation Center # 50	SU 3861	Camp Fannin, TX
Separation Center # 51	SU 1776	Fort Des Moines, IA

Figure 2-4. Procedures for working typical WWII - Requests for medical information cases

1. Analyze the dates of the alleged injury, illness, or treatment. Approximate month(s) or the season and year are necessary. If the year alone is provided, this is NOT sufficient information to conduct a search, and the OR searcher shall route the case to the originating correspondence technician with a brief note explaining the information needed.

NOTE: OR searchers shall review all documents in the personnel jacket or attached to the inquiry. A statement concerning the veteran's illness may be attached, or an official document may have been submitted by the requester.

2. Search the Daily Sick Reports of the organization (available from 1940-1946). This source records whether the veteran reported for sick call and was treated and returned to duty, to quarters, or hospitalized.

a. If the appropriate period of the alleged illness has been searched and the individual's name is not listed, then the search is complete.

b. If treated and returned to duty on the same day, then the search is complete, unless hospitalization is alleged, in which case the OR searcher shall proceed to step 3.

c. If hospitalized, the OR searcher shall proceed to step 3.

d. If the veteran claims wounds occurred in action, and the individual's name does not appear on the Daily Sick Reports, then the OR searcher shall proceed to step 3.

3. Search the Morning Reports of the veteran's unit. This source may carry a notation on those individuals who were treated and returned to duty, and for those who were treated while hospitalized. If the OR searcher finds a notation for the subject individual, then photocopies shall be made of the day of entry and day of release. If the Morning Reports cite the facility at which the veteran was hospitalized, then the OR searcher shall proceed to step 4.

4. Search the Detachment of Patients (DOP's) with the attached Admission and Disposition (A&D) Sheets. The A&D Sheets usually show the diagnosis and are important in responding to requests for medical records.

NOTE: The DOP's and A&D Sheets usually follow the hospital's ordinary Morning Reports for permanent personnel. If the Morning Reports cite:

a. A numbered hospital, then the OR searcher shall use the Index of Morning Reports to obtain an item number for the appropriate reel of microfilm.

b. An unnumbered base or camp hospital, and a check of the Directory and Station Lists indicates only one hospital at the base, then the OR technician shall search the Detachment of Patients (DOP's) for that hospital.

c. An unnumbered hospital, and a check of the Directory and Station Lists indicates more than one hospital at that base, then the OR technician shall search the station hospital under the SU number.

SPECIAL INFORMATION ABOUT HOSPITAL PLANTS:

Hospital Plants were created in the summer of 1944 to handle European War casualties. Hospital Plants for the years 1944-1946 are more likely to have DOP's than the original hospital. Most of these Hospital Plants were inactivated in 1945 and 1946.

*If the OR searcher needs to check a DOP for the years 1944-1946, then while indexing the hospital in the Morning Reports, check to see if there was a Hospital Plant. The Hospital Plant will be found under the original hospital designation; e.g., 51st Station Hospital.

*Using this method, the searcher will obtain a cross reference to a Hospital Plant designation; e.g., 4414 Hospital Plant. (Most all Hospital Plants have numerical designations.)

*Search the Morning Reports under the "all other" category, according to the Hospital Plant designation.

5. If all of the above steps have failed to provide a diagnosis or dates of hospitalization, then search the Patient Rosters of the hospital. (Available for 1940-1943 only.)

6. For stateside hospitals during the WWII period, the OR searcher shall search the rosters for a DOP, which may be under the name of the hospital or camp.

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Figure 2-5. Procedures for working typical Post World War - Requests for service information for Army cases

Analyze the data on the inquiry, the search request, and any attached NA Forms which provide additional information; e.g., NA Form 13026, MPR-CPR Request/Reply Form (With Search Report). The OR searcher shall pay particular attention to information regarding the date and place of separation. Remember that it is generally better to work to obtain a character and date of discharge first, then a date of entry.

GENERAL STEPS FOR OBTAINING A CHARACTER AND DATE OF DISCHARGE

1. Search the VA Master Index Card microfilm, if it has not already been checked. This source may show a unit designation, discharge or entry date, or old claim number. If an old claim number is shown, it should be run across BIRLS a second time. If BIRLS is positive, then route the case to the originating correspondence technician for further action. (See NPRC Memorandum 1865.106, ch. 2-16 and 17, for additional information on searching the VA Master Index. Consult NPRC Memorandum 1865.104, par. 11, for additional information on BIRLS.)

2. Note the dates of entrance and discharge on the NA Form 13075. If the QM D record (Discharge Order) has not been pulled, then search the auxiliary registry file for the QM D record. (See NPRC Memorandum 1865.106, chs. 1-10, 11, 12, 13 and 2-7 for information on searching QM D's.)

3. If no Discharge Order (QM D) exists for the subject individual, then search the Morning Reports, if the last organization the veteran was assigned to was located at the camp which discharged him/her.

4. If the Morning Reports fail to produce any information regarding the subject veteran, then search the Separation Center at the camp where the individual was discharged. To obtain an SU number for the Separation Center search the Directories and Station Lists. Check the SU number in the Index to Morning Reports to obtain an item number for the appropriate reel of microfilm.

NOTE: Prior to September 1947 the Army Morning Reports include Air Corps service.

GENERAL STEPS FOR OBTAINING A DATE OF ENTRY

1. If the QM E record (enlistment registers) has not been checked, then search the auxiliary registry file for the QM E record. (See NPRC Memorandum 1865.106, ch. 2-9, for additional information on searching QM E's.)

2. If no QM E record exists for the subject individual, and the veteran was:

a. Inducted or enlisted in the Army, then search the Reception Station at the camp (on Morning Reports) where the veteran was sent after enlistment or induction. This Reception Station is not always at the same place where the veteran had basic training, but it is usually the Reception Station closest to the place of entry. To obtain an SU number for the Reception Station at the camp, search the Directories and Station Lists. Check the SU number in the Index to Morning Reports to obtain an item number for the appropriate reel of microfilm.

NOTE: There may be several reception companies for any one Reception Station.

b. An officer in the Army, then search the Officer Training Center with the appropriate branch affiliate. To obtain an SU number for the Officer Training Center search the Directories and Station Lists. Check the SU number in the Index to Morning Reports to obtain an item number for the appropriate reel of microfilm.

NOTE: If the officer was in the Regular Army (RA), then search the Officer Directories in the NRPMR library for the date of commission.

3. If the subject individual was inducted or enlisted in the Army, and the Reception Station did not contain any information regarding the veteran's entry date, then search the Recruiting Main Station in or near the individual's home town. To obtain an SU number search the Directories and Station Lists and look under the name of the town containing the Recruiting Main Station. (If the veteran's home town did not have a Recruiting Main Station, the OR searcher shall look in an atlas for the nearest large city which may have had a Recruiting Main Station.) Check the SU number in the Index to Morning Reports to obtain an item number for the appropriate reel of microfilm.

NOTE: Morning Reports carry the names of the individuals who entered at the Recruiting Main Station for the years 1948 through 1952.

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Figure 2-6.1. Procedures for working typical Post World War - Requests for service information for Air Force cases

Analyze the data on the inquiry, the search request, and any attached NA Forms which provide additional information; e.g., NA Form 13026. The OR searcher shall pay particular attention to information regarding the date and place of separation. Remember that it is generally better to work to obtain a character and date of discharge first, then a date of entry. To obtain a better understanding of the organization of the Air Force during the Post World War period, see fig. 2-6.2.

GENERAL STEPS FOR OBTAIN A CHARACTER AND DATE OF DISCHARGE

1. Search the VA Master Index Card microfilm, if it has not already been checked. This source may show a unit designation, discharge or entry date, or an old claim number. If an old claim number is shown, it should be run across BIRLS a second time. If BIRLS is positive, then route the case to the originating correspondence technician for further action. (See NPRC Memorandum 1865.106, chs. 2-16 and 17, for additional information on searching the VA Master Index. Consult NPRC Memorandum 1865.104, par. 11, for additional information on BIRLS.)

2. Note the dates of entrance and discharge and the veteran's last organization on the NA Form 13075. Search the Morning Reports of this organization.

3. If the Morning Reports fail to produce any information regarding the subject veteran, then search the Air Force Drop Cards for the date and place of discharge, and the organization assigned to when discharged. These records are filed numerically by service number and are located in the NRPMR auxiliary stack area. (See 1865.106, ch. 1-10, 11, 12 and 13.)

4. If the Morning Reports fail to produce any information regarding the subject veteran, and the request indicates the base of separation, then search the Special Orders for that base. It is unlikely that the individual will know which echelon published the discharge Special Orders. On any Air Force base, there could be one or more organizations publishing discharge Special Orders at the same time. It may be necessary to search all of them. When searching for the echelon responsible for the discharging, the following procedure shall be used:

a. Locate the Air Force base in the Air Force Directories and choose several organizations which could have been responsible for the discharging at that base. (Choose organizations with different functions on that base; e.g., maintenance, base hdqts., personnel processing, etc.)

NOTE: Before 1949 consult the Army Directories.

b. Index one squadron under each of those organizations and search the Morning Reports until locating any veteran being discharged in each.

c. Locate and search the Special Orders of each echelon responsible for discharges until locating the subject veteran's name. If the Special Orders do not carry a character of discharge or full discharge information, they should carry the veteran's last organization and the OR searcher shall repeat step 2.

GENERAL STEPS FOR OBTAINING A DATE OF ENTRY

1. For the years 1953-1963, if the QM E record (enlistment registers) has not been checked, then search the auxiliary registry file for the QM E record. (See NPRC Memorandum 1865.106, ch. 2-9, for additional information on searching QM E's.)

2. If no QM E record exists for the subject individual, then the OR searcher shall search the Air Force Morning Reports of the Recruiting Main Station in or near the individual's home town, to obtain an SU number. (If the veteran's home town did not have a Recruiting Main Station, the OR searcher shall look in an atlas for the nearest large city which may have had a Recruiting Main Station.) Check the SU number in the Air Force Morning Reports Index to obtain an item number for the appropriate reel of microfilm.

NOTE: The Morning Reports carry the names of the individuals who entered service at the Recruiting Main Stations from 1948-1952.

3. If the Morning Reports fail to produce any information regarding the subject veteran, then search the Orders (Letter Orders, Special Orders, or Personnel Action memos.)

a. For the years 1947-1957, Air Force personnel generally entered through one of three bases: Lackland (3700), Sampson (3650), or Parks (3275). After 1957 all Air Force personnel entered service through Lackland Air Force base only. The number following the name of the Air Force base (above) indicates the numerical designation of the unit which processed the new personnel. Example: the 3700 Basic Military Training Wing processed new personnel at Lackland in 1953, the 3650 Indoctrination Wing processed new personnel at Sampson in 1951. The unit which processed new personnel at the bases changed from year to year, but the numerical designation remained the same.

NOTE: In some cases the Headquarters of the Air Force base may have a numerical designation.

b. To facilitate the search of Air Force enlistments an index to the Air Force Orders has been provided in fig. 2-6.3. The Orders are on microfilm for the years 1947-1953.

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Figure 2-7.1. Procedures for working typical Post World War - Requests for medical information cases

1. Analyze the dates of the alleged injury, illness, or treatment. Approximate month(s) or the season and year are necessary. If the year alone is provided, this is NOT sufficient information to conduct a search, and the OR searcher shall route the case to the originating correspondence technician with a brief note explaining the information needed.

2. Search the Daily Sick Reports of the organization. This source records whether the veteran was treated and returned to duty or hospitalized.

a. If the appropriate period of the alleged illness has been searched and the individual's name is not listed, then the search is complete.

b. If treated and returned to duty on the same day, then the search is complete, unless hospitalization is alleged, in which case the OR searcher shall proceed to step 3.

c. If hospitalized, the OR searcher shall proceed to step 3.

4. Search the Detachment of Patients (DOP's) with the attached Admission and Disposition (A&D) Sheets. The A&D Sheets usually show the diagnosis and are important in responding to requests for medical records.

NOTE: On Air Force cases from August 31, 1951 to 1957, search the EFD (Excused From Duty) Sheet which appears as part of the Morning Reports for the individual's unit. The EFD Sheet may carry an "H" which denotes hospitalization, or a "D" for duty. The DOP's and A&D Sheets usually follow the hospital's ordinary Morning Reports for permanent personnel. If the Morning Reports cite:

a. A numbered hospital, then the OR searcher shall use the Index of Morning Reports to obtain an item number for the appropriate reel of microfilm.

c. An unnumbered hospital, and a check of the Directory and Station Lists indicates more than one hospital at that base, then the OR technician shall search the station hospital under the SU number.

SPECIAL INFORMATION ABOUT CLINICAL RECORDS LIBRARIES:

If the Morning Reports indicate hospitalization, including the name of the facility and the date, the Clinical Records should be searched. See fig. 2-7.2 for additional information regarding these records.

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