M21-1 Manual / Part III, Subpart ii, Chapter 2, Section C
Clinical Records and Personnel Records
M21-1, Part III, Subpart ii, Chapter 2, Section C
Overview
In This Section | | This section contains the following topics:| Topic | Topic Name |
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| 1 | Procedures for Obtaining Clinical Records | | 2 | Locating and Obtaining Army Official Military Personnel Files (OMPFs) | | 3 | Locating and Obtaining Navy Personnel Records | | 4 | Locating and Obtaining Air Force and Space Force Personnel Records | | 5 | Locating and Obtaining Marine Corps Personnel Records | | 6 | Locating and Obtaining Coast Guard Personnel Records |
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1. Procedures for Obtaining Clinical Records
Introduction | | This topic contains general information on clinical records including - when clinical records are retired
- how clinical records are retired
- locating clinical records
- when to request clinical records from the National Personnel Records Center (NPRC)
- how to request clinical records from
- NPRC, and
- a military treatment facility (MTF), and
- clinical records destroyed in the fire at NPRC.
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Change Date | | January 25, 2024 |
III.ii.2.C.1.a. When Clinical Records Are Retired | | Based on the branch of service and type of treatment received, clinical records are retired to the National Personnel Records Center (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 … |
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| 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 a military treatment facility (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 Personnel Information Exchange System (PIES) request.
- Claims processors can use the Joint Longitudinal Viewer (JLV) to access electronic copies of
- Department of War (DOW) records six weeks after a service member’s discharge, and
- records of treatment at any MTF after 2003.
References: For more information on - the definition of clinical records, see M21-1, Part III, Subpart ii, 2.A.1.c
- how to request clinical records from NPRC, see
- dependent medical treatment, see M21-1, Part III, Subpart ii, 2.F.4
- locating clinical records, see M21-1, Part III, Subpart ii, 2.C.1.c, and
- obtaining DOW treatment records from JLV, see
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III.ii.2.C.1.b. How Clinical Records Are Retired | | 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.ii.2.C.1.c. Locating Clinical Records | | Clinical records are rarely included in the service treatment records (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 … |
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| 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, Department of Veterans Affairs (VA) employees may access electronic copies of the clinical records in JLV, as indicated in M21-1, Part III, Subpart ii, 2.C.1.a.References: For more information on- requesting clinical records from NPRC, see
- accessing a retiree’s clinical records through JLV, see
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III.ii.2.C.1.d. When 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 ii, 2.C.1.a are satisfied
- a response from the MTF indicates that the records have been retired, or
- the Veteran received in-service mental health treatment.
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III.ii.2.C.1.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 … |
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- inpatient clinical treatment records (these records include both active duty and military retiree records), or
- records of mental health treatment at an MTF
| C01-V. | | military retiree outpatient treatment records (these records do not include active duty medical records) | C02-V. |
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.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 more information on- locating clinical records based on last treatment at an MTF, see M21-1, Part III, Subpart ii, 2.C.1.c
- requesting dependent treatment records through PIES, see M21-1, Part III, Subpart ii, 2.F.4.c, and
- PIES requests, see the PIES User Guide.
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III.ii.2.C.1.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
- Social Security number or service number
- month of treatment (if known), and
- year of treatment.
Important: Use a VA Form 21-8359and VA Forms 21-4142, Authorization to Disclose Information to the Department of Veterans Affairs (VA), and 21-4142a, General Release for Medical Provider Information to the Department of Veterans Affairs (VA), when requesting health care records that pertain to the claimant’s sensitive diagnosis and 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 ii, 1.A.1.e.References: For more information on - limitations on requests to an MTF, see M21-1, Part III, Subpart ii, 1.A.3.a
- when MTF treatment records are available in JLV, see M21-1, Part III, Subpart ii, 2.C.1.a, and
- associating health records located in JLV, see M21-1, Part III, Subpart ii, 2.B.1.j.
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III.ii.2.C.1.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 |
2. Locating and Obtaining Army OMPFs
Introduction | | This topic contains instructions for locating and obtaining Army OMPFs, including - maintenance and storage of OMPFs, and
- location of OMPFs and the means for requesting copies.
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Change Date | | March 17, 2026 |
III.ii.2.C.2.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 the “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 July 1, 2002.
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III.ii.2.C.2.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 … |
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| service ended prior to October 1, 1994 | OMPFs are located at NPRC.Important: OMPFs may have been proactively scanned into the Veteran’s electronic claims folder (eFolder) and a records request is not necessary, as explained in M21-1, Part III, Subpart ii, 2.A.4.h. | | service ended between October 1, 1994, and June 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. Submit a PIES O99 request to address code 13, under the ARMY tab. Enter the following free text:Negative response received from DPRIS. Requesting all available OMPFs via PIES O99, as directed by Compensation Service. | - service ended on or after July 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.
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References: For more information on requesting personnel records using- STR Assist, see the Veterans Benefits Management System (VBMS) Core User Guide
- PIES, see the PIES User Guide, and
- DPRIS, see the DPRIS User Guide.
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3. Locating and Obtaining Navy Personnel Records
Introduction | | This topic contains information about locating and obtaining Navy personnel records, including the location of Navy - personnel records and the means for requesting copies, and
- records associated with line-of-duty determinations.
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Change Date | | March 17, 2026 |
III.ii.2.C.3.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 … |
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| service ended prior to January 1, 1995 | personnel records are located at NPRC.Important: OMPFs may have been proactively scanned into the Veteran’s eFolder and a records request is not necessary, as explained in M21-1, Part III, Subpart ii, 2.A.4.h. | - 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 through DPRIS.
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References: For more information on requesting personnel records using- STR Assist, see the VBMS Core User Guide, and
- DPRIS, see the DPRIS User Guide.
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III.ii.2.C.3.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 … |
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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 20374-5066 | | 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. |
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4. Locating and Obtaining Air Force and Space Force Personnel Records
Introduction | | This topic contains information about locating and obtaining Air Force and Space Force personnel records, including - location of Air Force personnel records and means for requesting copies, and
- obtaining Space Force personnel records.
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Change Date | | March 17, 2026 |
III.ii.2.C.4.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 … |
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| service ended prior to October 1, 2004 | personnel records are located at NPRC.Exception: If a member of the Air National Guard completed the period of service prior to October 1, 2004, personnel records are located in DPRIS.Important: OMPFs may have been proactively scanned into the Veteran’s eFolder and a records request is not necessary, as explained in M21-1, Part III, Subpart ii, 2.A.4.h. | - 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 through DPRIS.
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References: For more information on requesting personnel records using- STR Assist, see the VBMS Core User Guide, and
- DPRIS, see the DPRIS User Guide.
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5. Locating and Obtaining Marine Corps Personnel Records
Change Date | | March 17, 2026 |
III.ii.2.C.5.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 … |
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| service ended prior to January 1, 1999 | personnel records are located at NPRC.Note: A PIES O99 request is required if service ended between January 1, 1998, and December 31, 1998. Submit the request to address code 13, under the MARINE CORPS tab. Enter the following free text: A code O50 request is not permitted for Veterans discharged between January 1, 1998, and December 31, 1998. Requesting all available OMPFs via PIES O99, as directed by Compensation Service.Important: OMPFs may have been proactively scanned into the Veteran’s eFolder and a records request is not necessary, as explained in M21-1, Part III, Subpart ii, 2.A.4.h. | - 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 through DPRIS.
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References: For more information on requesting personnel records using- STR Assist, see the VBMS Core User Guide
- PIES, see the PIES User Guide, and
- DPRIS, see the DPRIS User Guide.
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6. Locating and Obtaining Coast Guard Personnel Records
Introduction | | This topic contains information about locating and obtaining Coast Guard personnel records, including- location of Coast Guard personnel records and the means for requesting copies, and
- requesting Coast Guard investigative reports.
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Change Date | | March 17, 2026 |
III.ii.2.C.6.a. Location of Coast Guard Personnel Records and the Means for Requesting Copies | | Use the information in the table below to determine the- location of Coast Guard personnel records, and
- means for requesting copies of these records.
| If ... | Then ... |
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| service ended prior to October 1, 2006 | personnel records are located at NPRC.Important: OMPFs may have been proactively scanned into the Veteran’s eFolder and a records request is not necessary, as explained in M21-1, Part III, Subpart ii, 2.A.4.h. | - service ended on or after October 1, 2006, or
- the claimant is a member of the Reserve
| - personnel records are stored electronically as image files in iPERMS, and
- ROs may request copies of them through DPRIS.
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Important: Do not submit a new request for personnel records if the Veteran was discharged on or after October 1, 2006, and a negative response/no record is received from DPRIS. Consider the DPRIS response final and proceed with final notification to the claimant, as discussed M21-1, Part III, Subpart ii, 1.A.1.e.References: For more information on using- STR Assist, see the VBMS Core User Guide, and
- DPRIS, see the DPRIS User Guide.
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III.ii.2.C.6.b. Requesting Coast Guard Investigative Reports | | To obtain investigative reports from the Coast Guard Investigative Service, direct the request toLangston Brooks
FOIA/Privacy Act Officer
Case Management Specialist
Coast Guard Investigative Services2703 Martin Luther King Jr Ave SEWashington, DC 20593
Phone: (202) 372-3039
Fax: (202) 372-8366Important: 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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Source: VA M21-1 Adjudication Procedures Manual, M21-1, Part III, Subpart ii, Chapter 2, Section C (U.S. government work, reproduced for reference). Browse all sections →