M21-1 Manual / Part III, Subpart ii, Chapter 2, Section F

Fire-Related Records, Supplementary or Substitute Records, and Records for Unique Situations

M21-1, Part III, Subpart ii, Chapter 2, Section F

Overview

In This Section

This section contains the following topics:

Topic	Topic Name
1	Records Destroyed by Fire at the National Personnel Records Center (NPRC)
2	Evidence That Supplements or Substitutes for Service Treatment Records (STRs)
3	Extracts From Army Surgeon General’s Office (SGO) Records
4	Records of Treatment of a Dependent at a Military Facility
5	Alternative Sources of Evidence and Records
6	Obtaining Service Information in Other Special Situations

1. Records Destroyed by Fire at NPRC

Introduction

This topic contains information about the impact of the fire at the NPRC on claims processing, including

records destroyed in the fire at NPRC
reviewing the Veterans Benefits Management System (VBMS) and the electronic claims folder (eFolder) to determine if the record is fire-related
documenting responses from NPRC in the eFolder
determining if the evidence of record establishes an in-service event, injury, or disease
stages of review and development for fire-related records
completing a formal finding when attempts to verify service are unsuccessful, and
completing a formal finding on evidence of service in the absence of other official documentation.

Change Date

July 31, 2026

III.ii.2.F.1.a. Records Destroyed in the Fire at NPRC

On July 12, 1973, a fire at the National Personnel Records Center (NPRC) in St. Louis destroyed approximately

80 percent of the records NPRC held for Veterans who were discharged from the Army between November 1, 1912, and January 1, 1960, and
75 percent of the records NPRC held for Veterans
- with surnames beginning (alphabetically) with Hubbard and running through the end of the alphabet, and
- who were discharged from the Air Force between September 25, 1947, and January 1, 1964.
Exceptions: Records for retirees and reservists who were alive on July 12, 1973, were not involved in the fire. Important:
Two corporate flashes, as discussed in M21-1, Part III, Subpart ii, 2.F.1.b, are used to help identify claimants with potential or confirmed fire-related records so the appropriate adjudicative actions in the proceeding blocks can be followed.
The Department of Veterans Affairs (VA) has a responsibility to carefully consider the reasonable doubt rule and sympathetically assess the absence of evidence when establishing an in-service event, injury, or disease for confirmed fire-related cases, as discussed further in M21-1, Part III, Subpart ii, 2.F.1.d.
Note: Veteran, in the context of this section, refers to a former service member, irrespective of establishing Veteran status for VA purposes. Reference: For more information on fire-related corporate flashes, see
M21-4, Appendix E.1.b, and
M21-1, Part III, Subpart ii, 2.F.1.b.

III.ii.2.F.1.b. Reviewing VBMS and the eFolder to Determine if the Record Is Fire-Related

Veterans potentially (or confirmed affirmatively to be) affected by the fire at NPRC can by identified by review of the claims folder and corporate flashes on the Veteran’s profile in the Veterans Benefits Management System (VBMS). The Potential NPRC Fire Related Records flash was automatically affixed to the VA record of every Veteran whose service dates aligned with those affected by the fire. The Fire Damaged or Destroyed Records corporate flash is manually applied by claims processors after receiving confirmation from NPRC that the Veteran’s records were affected by the fire. Note: The Potential NPRC Fire Related Records flash should be removed if/when the Fire Damaged or Destroyed Records flash is added to the Veteran’s record. Reference: For more information on applying corporate flashes to a Veteran’s record, see the VBMS Core User Guide.

III.ii.2.F.1.c. Documenting Responses From NPRC in the eFolder

The response from NPRC may have been provided as a reply to a code O50 request, a Personnel Information Exchange System (PIES) M01 request, or a mailed paper VA Form 21-3101, Request for Information, that pre-dated the legacy PIES application. Review the entire electronic claims folder (eFolder) of Veterans with the Potential NPRC Fire Related Records corporate flash to determine if a response from NPRC has been received and ensure the eFolder document index value properly reflects the type of record it is. Important: Upon identifying a prior fire-related record response from NPRC in the eFolder, claims processors must

verify the Fire Damaged or Destroyed Records corporate flash is affixed to the Veteran’s corporate record
remove the Potential NPRC Fire Related Records corporate flash (if one is present)
ensure the scanned document is indexed properly based on the type of record (for example, STR - Medical vs VA Form 21-3101, Request for Information)
edit the SUBJECT line of the document identifying it as the NPRC fire-related record response (for example, NPRC Response: Fire-Related).

References: For more information on
fire-related corporate flashes, see M21-1, Part III, Subpart ii, 2.F.1.b
applying corporate flashes to a Veteran’s record, see the VBMS Core User Guide, and
document index values, see M21-1, Part II, Subpart ii, 2.A.1.d.

III.ii.2.F.1.d. Determining if the Evidence of Record Establishes an In-Service Event, Injury, or Disease

Claims processors must consider whether alternative evidence already contained in the record may establish the relevant in-service event, injury, or disease. While M21-1, Part V, Subpart ii, 1.B.2.a discusses weighing a non-combat Veteran’s lay statement against other evidence in the claims folder – including the absence of military records documenting or supporting the Veteran’s statements – the circumstances of the 1973 fire heighten VA’s responsibility to

carefully consider the reasonable doubt rule, as discussed in 38 CFR 3.102, and
sympathetically assess the absence of evidence, as discussed in M21-1, Part V, Subpart ii, 1.A.2.g-i, in context of the records’ destruction by fire.

For example, the absence of a documented event or injury in an otherwise complete service record may create a negative inference on the question of in-service incurrence and pose a larger barrier to establishing a basis for service connection (SC) than would the absence of service records destroyed by the fire. For fire-related cases, there are no service records available to contradict the assertion of an in-service event or injury. Under this standard, alternative evidence

may include credible lay statements, statements from individuals with knowledge of the events, contemporaneous medical records, or other credible documentation consistent with the circumstances of the Veteran’s service, and
must be credible and consistent with the known circumstances, places, and conditions of the Veteran’s service.

Important: Where the existing record contains competent and credible evidence establishing an in‑service event, injury, or disease, no further development for service records is required. References: For more information on

the definition of credibility, see M21-1, Part V, Subpart ii, 1.A.2.b
sympathetic consideration for absence of evidence, see M21-1, Part V, Subpart ii, 1.A.2.g-i
reviewing lay evidence, see M21-1, Part V, Subpart ii, 1.B.2
weighing the absence of evidence against lay testimony, see Russo v. Brown, 9 Vet.App. 46 (1996)
the reasonable doubt rule, see 38 CFR 3.102
applying the reasonable doubt rule, see O'Hare v. Derwinski, 1 Vet.App. 365 (1991), and
document index values, see M21-1, Part II, Subpart ii, 2.A.1.d.

III.ii.2.F.1.e. Stages of Review and Development for Fire-Related Records

The table below describes the stages of fire-related record development and the actions expected to be taken during each stage.

Stage	Description	Action
1	Determine if NPRC has already confirmed the records were destroyed.	Review the claims folder and follow guidance in M21-1, Part III, Subpart ii, 2.F.1.b and c. If NPRC has not been sent a records request, complete a code O50 request for all available records and to confirm if the records were destroyed in the fire before going to the next stage, or responded and confirmed the records were destroyed, go to the next stage.
2	Assess if the evidence of record is sufficient to establish an in-service event.	Review the evidence of record to substantiate the in-service element required for SC, with respect to the reduced evidentiary threshold discussed in M21-1, Part III, Subpart ii, 2.F.1.d. Acceptable alternative evidence of record for this purpose includes, but is not limited to: credible lay statements buddy statements or unit member statements contemporaneous private medical records letters, journals, or photographs unit records, local command logs, or deployment histories. If the evidence of record establishes an in-service event, injury, or disease, go to the last stage of fire-related development before resuming normal claims development, or does not establish an in-service event, injury, or disease, go to the next stage.
3	Issue a single comprehensive fire-related development letter.	Send the claimant a one-time development letter requesting completion and return of NA Form 13055, Request for Information Needed to Reconstruct Medical Data and NA Form 13075, Questionnaire About Military Service. Inform the claimant that NA Form 13055 should address all known injuries, events, or diseases that were treated in-service. Add the following language to the fire-related notification letter as free text: Please complete NA Form 13055, Request for Information Needed to Reconstruct Medical Data, with details about any illnesses, injuries, or medical treatment you had during your military service, including where you were treated. We will use this information to request reconstruction of your medical records. We will only decide the conditions you are claiming now, but giving us complete information will prevent us from needing to request more details in the future. Upon expiration of the suspense period for the notification letter, go to the next stage, if the claimant failed to provide the requested information, or Stage 5, if the form(s) were returned with relevant details to submit record reconstruction requests to NPRC. *Important*: Do not submit the comprehensive fire-related development letter/form(s) in response to additional/future claims. It is intended as a one-time notice.
4	Take action when a claimant fails to return completed NA Form(s) 13055/13075 or provide the necessary information through other means.	If the claimant did not return the requested form(s) or provide the necessary information through other means, go to Stage 6, or returned the form(s) partially complete, attempt to contact the claimant by telephone to obtain the missing information. *Important: Document successful telephone contact with the claimant on VA Form 27-0820, Report of General Information. During the phone call, if the claimant indicates not having the information requested and will not be able to recall or respond to a written letter, consider the statement a waiver and document accordingly on VA Form 27-0820. If attempts to contact the claimant fail, or the claimant is unwilling to or cannot provide the information over the phone at the time of the phone call*, send a written request to the claimant notifying them of the incomplete form/missing information, and give the claimant 30 days to respond. Document unsuccessful telephone attempts via a permanent, Veteran-level note in VBMS. The note must state what information is needed from the Veteran, so a National Contact Center agent or Public Contact Team employee can obtain the information if the Veteran calls back.
5	Submit record reconstruction requests to NPRC.	Using the responses to NA Form 13055, NA Form 13075, and any additional information of record that provides relevant detail(s), submit the following requests: PIES S02-V, to reconstruct service data (only if needed), and PIES M05-V, to reconstruct medical data. Go to the next stage upon receiving a response from NPRC. *Exception: DO NOT* submit a PIES M05-V if VA has previously requested reconstruction of treatment records pertaining to a specific treatment facility/location. When NPRC receives a reconstruction request, NPRC attempts to reconstruct all records from that location pertaining to the Veteran. A subsequent request would duplicate efforts and delay the claim. *Important*: The M05-V request should address every illness/injury/treatment event identified by the claimant (as long as sufficient information to complete the fields of the M05-V is available), even if it does not immediately pertain to the pending claim.
6	Ensure all fire-related documents are indexed properly and proceed with standard claims development .	After completion of the prior stages of development, ensure all documents involving fire-related development are adequately identified and readily searchable by the appropriate index values and utilizing VBMS eFolder maintenance functionality (such as bookmarks, annotations and document SUBJECT lines). Complete all remaining claims development, including examination(s) and nexus opinion(s), as needed. *Important*: If NPRC provided a negative response to an S02-V request, send a final notification letter to the claimant and follow the instructions for completing a formal finding when attempts to verify service are unsuccessful, as discussed in M21-1, Part III, Subpart ii, 2.F.1.f and g, and/or M05-V request, send a final notification letter to the claimant.

Notes:

If the rating activity is unable to grant a claim because the claimant failed to return a completed NA Form 13055,
include information regarding how to obtain NA Form 13055 in the rating decision narrative and decision notice, and
explain to the claimant that further attempts to obtain the missing records cannot be undertaken without the completed form.
If the evidence of record indicates there is a legal bar to benefits, such as a dishonorable discharge,
deny the claim on that basis, and
do not
ask the claimant to complete NA Form 13055, or
prepare a memorandum of service record unavailability.
A final notification letter is not required if VA does not receive enough information to request reconstruction of the records.

III.ii.2.F.1.f. Completing a Formal Finding When Attempts to Verify Service Are Unsuccessful

A formal finding should be completed by the Military Records Specialist (MRS) when

an original or acceptable copy of a discharge document cannot be obtained
a negative response from NPRC has been received, or a request could not be submitted
the Veterans Information Solution and VA/Department of Defense Identity Repository do not contain service information
service information cannot be verified from alternate sources, and
a final notification letter has been sent to the claimant (if applicable).

Note: When referring a case to an MRS for completion of the formal finding referenced in this block, add Specialized Records Request as a special issue. References: For more information on
acceptable forms of evidence of qualifying service, see M21-1, Part III, Subpart i, 1.B.3.a
unacceptable alternative forms of evidence and unsuccessful attempts to verify service, see M21-1, Part III, Subpart i, 1.B.3.d
alternate sources of evidence of service, see M21-1 Part III, Subpart i, 1.B.4.b, and
MRS actions to complete a formal finding for verification of service, see M21-1, Part III, Subpart ii, 2.F.1.g.

III.ii.2.F.1.g. Completing a Formal Finding on Evidence of Service in the Absence of Other Official Documentation

When a formal finding is required based on the guidelines in M21-1, Part III, Subpart ii, 2.F.1.f, the MRS should document on VA Form 21-0961, Rating Decision/Administrative Decision/Formal Finding/Statement of the Case (SOC)/Supplemental Statement of the Case (SSOC)
all attempts to verify service
the evidence containing military service information that is being considered, and
a decision on whether the evidence will be accepted as verification of service in absence of other official documentation.
Note: A second signature is not required on the formal finding.

2. Evidence That Supplements or Substitutes for STRs

Introduction

This topic contains information about evidence that supplements or substitutes for STRs, including

reasons VA does not rely exclusively on STRs to decide claims, and
types of evidence VA may use to supplement or as a substitute for STRs.

Change Date

February 6, 2012

III.ii.2.F.2.a. Reasons VA Does Not Rely Exclusively on STRs to Decide Claims

For reasons that include the following, VA does not rely exclusively on service treatment records (STRs) when deciding a Veteran’s claim:

the loss of many Veterans’ STRs in a fire at NPRC in 1973, and
the absence of documentation in most STRs of treatment by private health care providers during service or shortly after separation.

III.ii.2.F.2.b. Types of Evidence VA May Use To Supplement or as a Substitute for STRs

The various types of evidence VA may use to supplement or substitute for STRs include, but are not limited to, the following:

statements from service medical personnel
certified “buddy” statements or affidavits
accident and police reports
employment-related examination reports
medical evidence from civilian/private hospitals, clinics, and physicians that treated the Veteran during service or shortly after separation
letters written during service
photographs taken during service
pharmacy prescription records, and/or
insurance-related examination reports.

Note: Photocopies of STRs are acceptable for rating purposes if examination of the copies confirms they are genuine and free from alteration. References: For more information on
certified statements and affidavits, see M21-1, Part III, Subpart i, 2.D.3, and
buddy statements, see M21-1, Part III, Subpart ii, 2.F.5.b.

3. Extracts From Army SGO Records

Introduction

This topic contains information on extracts from Army SGO records, including

origin of the extracts from SGO records
Veterans for whom an SGO extract may exist
limitations and use of extracts from SGO records
details contained in SGO extracts
determining whether NPRC previously searched for SGO extracts for a specific Veteran
when to submit a request for copies of extracts
associating extracts with the proper Veteran
when to submit a supplemental request for copies of extracts
claims denied prior to May 18, 1990, for which SGO extracts might exist, and
Not Found entries in SGO extracts.

Change Date

January 25, 2024

III.ii.2.F.3.a. Origin of the Extracts From SGO Records

In 1988, the National Research Council, a private research organization, provided NPRC with extracts from approximately ten million military hospital admission records in the custody of the Army Surgeon General's Office (SGO). Numerical data in the extracts required decoding, which NPRC completed May 18, 1990.

III.ii.2.F.3.b. Veterans for Whom an SGO Extract May Exist

Extracts from the SGO records primarily contain information about the hospitalization of active-duty Army and Air Corps personnel at Army facilities for combat-related injuries sustained during

World War II (WWII) (primarily 1942 to 1945), and
the Korean Conflict (primarily 1950 to 1954).

A small percentage of the extracts contains information about the treatment of personnel

from other branches of service, to include military cadets (during the Korean Conflict only), and
at Air Force, Navy, and civilian facilities.

III.ii.2.F.3.c. Limitations and Use of Extracts From SGO Records

Extracts from the SGO records contain very little detail. VA primarily uses them only when the STRs of a Veteran with service during WWII or the Korean Conflict

are obviously incomplete, or
were destroyed by the fire at NPRC in 1973.

III.ii.2.F.3.d. Details Contained in the SGO Extracts

Extracts from SGO records contain the following information:

up to three diagnoses for the period of hospitalization
area or part of the body affected
operative procedure, if undertaken, for each diagnosis
total number of days hospitalized
type of facility where treatment took place
month and year of admission and discharge, and
disposition of the service member following discharge from the hospital.

Important: Extracts from records dated 1944 and 1945 also contain the following:
circumstances leading to hospitalization, and
line-of-duty determinations.

III.ii.2.F.3.e. Determining Whether NPRC Previously Searched for SGO Extracts for a Specific Veteran

If NPRC responded to a VA request for STRs

after May 18, 1990, assume NPRC included copies of any existing extracts in its response, or
prior to May 18, 1990, and the fire in 1973 at NPRC might have destroyed the Veteran’s service records, submit a new PIES request using request code M06-V.

Note: May 18, 1990, represents the date NPRC finished decoding information contained in the extracts. References: For more information on
service records that the fire at NPRC destroyed, see M21-1, Part III, Subpart ii, 2.F.1, and
PIES, see the PIES User Guide.

III.ii.2.F.3.f. When to Submit a Request for Copies of Extracts

Submit a request to NPRC through PIES for copies of extracts from SGO records if the evidence of record suggests the Veteran was hospitalized during service

as early as 1940, or
as late as 1958.

Important: Extracts from SGO records are identified by the patient’s service number rather than the patient’s name. It is for this reason that requests for copies of extracts from NPRC must include the Veteran’s service number. Note: NPRC will search for any extracts under the Veteran’s service number, regardless of the date VA indicates the Veteran was treated. References: For information about controlling and following up on requests for records from NPRC, see M21-1, Part III, Subpart ii, 2.D.

III.ii.2.F.3.g. Associating Extracts With the Proper Veteran

Extracts contain the following information that regional offices (ROs) must compare against information in a Veteran’s claims folder and/or corporate record to ensure they are associating extracts with the proper Veteran:

service number
rank
branch of service
age
race
years of service, and
facility where admitted.

III.ii.2.F.3.h. When to Submit a Supplemental Request for Copies of Extracts

Submit a supplemental request to NPRC for extracts from SGO records if

VA is unable to make a favorable decision on a pending claim based on the evidence of record
VA has not submitted a request to NPRC for the Veteran’s STRs since May 18, 1990
the Veteran’s service number is of record, and
the evidence of record suggests the Veteran was hospitalized during service between
- 1942 and 1945, or
- 1950 and 1954.

III.ii.2.F.3.i. Claims Denied Prior to May 18, 1990, for Which SGO Extracts Might Exist

ROs must request extracts from SGO records and consider anew the merits of a previously denied claim if, during routine review of a claims folder, an RO

discovers a claim VA denied prior to May 18, 1990, and
determines extracts from SGO records might exist for the Veteran.

Example: A claim from a Veteran
who served in the Army during the Korean Conflict, and
whose claim for SC for residuals of back surgery VA denied in 1985.
Use the table below to determine the actions to take if NPRC ultimately furnishes copies of extracts for the Veteran.
If the extracts ... Then ...
contain evidence that supports the claim
initiate development (if necessary), or
take award action (if entitlement exists).
do not contain evidence that supports the claim
advise the claimant VA has
reviewed their claim, and
confirmed the prior denial, and
clear the appropriate end product.

III.ii.2.F.3.j. Not Found Entries in SGO Extracts

A Not Found entry in the Explanation column of an extract means NPRC was unable to interpret numerical data in the extract. Submit a PIES request using code M06-V when all of the following circumstances are true:
the entry for a diagnosis in an extract is Not Found
the diagnosis is critical in determining a claimant’s entitlement, and
NPRC last responded to a VA request for medical records prior to April 1992.
Notes:
If an NPRC response to the request referenced above does not include additional, relevant information, decide the claim based on the evidence of record.
Although it is possible NPRC may receive additional information in the future that would enable it to update Not Found entries, this rarely occurs. If and when NPRC does receive such information, it will notify VA.
Reference: For more information on PIES, see the PIES User Guide.

4. Records of Treatment of a Dependent at a Military Facility

Introduction

This topic contains information on medical records referring to the treatment of a service member’s dependent at a military facility, including

primary purpose for obtaining a dependent’s treatment records
migration of a dependent’s treatment records
requesting a dependent’s treatment records through PIES
information ROs must provide in a PIES request for treatment records of a service member's dependent, and
accessing a dependent’s treatment records through the Joint Longitudinal Viewer (JLV).

Change Date

January 5, 2023

III.ii.2.F.4.a. Primary Purpose for Obtaining a Dependent’s Treatment Records

Before granting SC for a claimed disability, VA must determine whether the disability

existed prior to service and, if so,
was aggravated beyond its normal progression during service.

In order to make this determination, VA may request and review relevant medical records. These might include records associated with treatment the Veteran received at a military facility as a service member’s dependent.

III.ii.2.F.4.b. Migration of a Dependent’s Treatment Records

Medical records referring to the treatment of a service member’s dependent move with the service member and their dependent from duty station to duty station. When the dependent has not received treatment at a military facility for a period of three years, the service member’s service department retires the dependent’s treatment records to NPRC.

III.ii.2.F.4.c. Requesting a Dependent’s Treatment Records Through PIES

When requesting the treatment records of a Veteran’s dependent(s), use PIES request code

C03-V for inpatient treatment records, and
C04-V, for outpatient treatment records.

Exception: If the dependent received treatment after 2004, attempt to access their treatment records by following the instructions in M21-1, Part III, Subpart ii, 2.F.4.e before submitting a request for the records through PIES. Note: In most cases, PIES automatically assigns the correct address code to each request it accepts, based on the request code a user enters. Therefore, the address codes listed below for obtaining dependents’ treatment records are primarily provided for informational purposes
address code 75 – treatment records from Army and Air Force facilities, and
address code 13 – treatment records from Navy and Marine Corps facilities.
References: For more information about
PIES, see the PIES User Guide, and
PIES address codes, see M21-1, Part III, Subpart ii, 2.E.1.

III.ii.2.F.4.d. Information ROs Must Provide in a PIES Request for Treatment Records of a Service Member's Dependent

Use the table below to determine what information ROs must provide to NPRC when requesting the treatment records of a service member’s dependent through PIES.

If the dependent received treatment as an ...	Then the RO must provide NPRC with the ...
inpatient	year(s) of treatment, and full name of the last facility to treat the dependent.
outpatient	last year of treatment, and full name of the facility that treated the dependent.

Note: NPRC may occasionally request additional information that an RO must provide in order for NPRC to continue searching for a dependent’s treatment records.

III.ii.2.F.4.e. Accessing a Dependent’s Treatment Records Through JLV

If a Veteran was treated in a military facility as a dependent after 2004, electronic copies of corresponding treatment records should be accessible via the Joint Longitudinal Viewer (JLV). References: For information on accessing
JLV, see https://jlv.med.va.gov/JLV, and
a dependent’s treatment records through JLV, see the JLV User Guide.

5. Alternative Sources of Evidence and Records

Introduction

This topic contains information on alternative sources of evidence and records, including

VA’s obligation to assist claimants
buddy statements as secondary evidence of involvement in combat
handling claims with lost records, and
obtaining service academy records.

Change Date

March 17, 2026

III.ii.2.F.5.a. VA’s Obligation to Assist Claimants

Blocks within this topic contain instructions for assisting claimants in obtaining replacement records and secondary evidence. VA has an obligation to assist claimants in obtaining these items when

service records are not available from standard sources, such as
- the Veteran’s service department (to include Reserve and Guard units)
- NPRC, or
- Defense Personnel Records Information Retrieval System (DPRIS), and/or
- a Veteran’s claims folder and/or records pertinent to a claim are lost.
References: For information on requesting records through
PIES, see the PIES User Guide
STR Assist, see the VBMS Core User Guide, and
DPRIS, select the HELP tab within the DPRIS application, which is accessible at https://www.dpris.dod.mil/. (Registration is required.)

III.ii.2.F.5.b. Buddy Statements as Secondary Evidence of Involvement in Combat

Under circumstances described in 38 CFR 3.304(d), VA may grant SC for a disability incurred or aggravated during combat based solely on a Veteran’s assertion of the circumstances surrounding its incurrence or aggravation. If service records do not show the Veteran was involved in combat on the date the disability was incurred or aggravated, VA may use a credible statement from a fellow service member (often referred to as a “buddy statement”) to corroborate the Veteran’s claim. VA considers a buddy statement “credible” if the evidence of record shows the fellow service member served in the same unit and at the same time as the Veteran claims he/she was injured in combat. This information is usually obtainable through review of the fellow service member’s DD Form 214, Certificate of Uniformed Service, or other evidence of service. References: For more information on

obtaining evidence to verify service information of the author of a buddy statement, see M21-1, Part III, Subpart ii, 2.F.6.b, and

the use of buddy statements to corroborate in-service stressors, see M21-1, Part VIII, Subpart iv, 1.A.1.g.

III.ii.2.F.5.c. Handling Claims With Lost Records

If there is any indication that a claim or records pertinent to a claim are lost, VA is obligated to assist the claimant in obtaining replacement records. When an RO attempts to obtain such records, it must notify the claimant of its actions. A VA employee must

provide a full description of the lost record(s) on VA Form 27-0820
request copies of any lost documents and records submitted by, or on behalf of the claimant, that the power of attorney or fiduciary has in its possession (as applicable), and
place the documents in the claims folder (or temporary folder, if the claims folder has been lost).

Use the table below to determine the actions to take for situations involving lost records.

If ...	Then ...
a claims folder is lost	print out screen shots of corporate records that show any pending issue(s), and/or running award file the screen prints in a temporary claims folder, and follow the instructions for handling lost or missing claims folders in M21-1, Part II, Subpart ii, 1.B.
a claim for VA benefits is lost	follow the instructions in M21-1, Part II, Subpart ii, 2.A.

III.ii.2.F.5.d. Obtaining Service Academy Records

Service academies have permanent custody of the records service members accumulate while attending an academy. Consequently, when an RO submits a request through normal channels for the service records of a Veteran who attended an academy, the records it receives may not include those pertaining to the period of time the Veteran was attending an academy. Under these circumstances, the RO must use a locally generated letter to request copies of the Veteran’s service records from the appropriate service academy. The letter must contain the following:

identifying information about the Veteran
inclusive dates of the Veteran’s attendance at the academy, and
a request for all available records, including academic, counseling, personnel, and medical records. (Otherwise the academy may furnish only academic records.

The table below shows the addresses for each service academy.

Service Academy	Address
Air Force Academy	HQ’s USAFA/DFRR 2354 Fairchild Dr Suite 6D 106 USAF Academy, CO 80840-6210
Naval Academy	Academic/Personnel Records: Office of the Registrar US Naval Academy 589 McNair Rd Annapolis, MD 21402-5031 Medical Records: Naval Health Clinic Annapolis Medical Records 695 Kinkaid Rd Annapolis, MD 21402-5031 Important: The US Naval Academy requires a signed VA Form 21-4142, Authorization to Disclose Information the Department of Veterans Affairs (VA) to release academic, personnel and/or medical records.
United States Military Academy	United States Military Academy Office of the Dean Attn: Graduate Records West Point, NY 10996-5000
Coast Guard Academy	Registrar’s Office 15 Mohegan Ave New London, CT 06320-4195

Important: Do not confuse private academies, such as the Citadel or Virginia Military Academy, with Federal service academies. Disabilities incurred or aggravated as a result of attendance at a private academy are not subject to SC.

6. Obtaining Service Information in Other Special Situations

Introduction

This topic contains information on verifying service information in other situations, including

verifying whether a Veteran meets the minimum active-duty service requirement, and
verifying service information
- of the author of a buddy statement
- through morning reports, and
- required for other unique claims.

Change Date

March 17, 2026

III.ii.2.F.6.a. Verifying Whether a Veteran Meets the Minimum Active-Duty Service Requirement

To obtain verification that a Veteran meets the minimum active-duty service requirement (24 months) set forth in 38 CFR 3.12(a), send a request to NPRC using request code O50. The code O50 request covers documentation needed to manually verify minimum active-duty service requirements. Exception: Service personnel records required to determine whether a Veteran meets the minimum active-duty service requirement are available only through DPRIS if the Veteran was discharged on or after the dates listed in M21-1, Part III, Subpart ii, 2.D.4.a. To request the relevant personnel records from DPRIS, select all records under SERVICE COMPUTATION GROUP on the OMPF REQUEST FORM. References: For more information on
requesting records through
STR Assist, see the VBMS Core User Guide, and
DPRIS, select the HELP tab within the DPRIS application, which is accessible at https://www.dpris.dod.mil/ (Registration is required.), and
the minimum active-duty service requirement, see M21-1, Part III, Subpart i, 1.B.1.

III.ii.2.F.6.b. Verifying Service Information of the Author of a Buddy Statement

To obtain evidence to verify service information of the author of a buddy statement, submit a request through PIES, as follows:

enter identifying information about the Veteran on the 3101 – PAGE 1 screen
enter identifying information about the author of the buddy statement on the 3101 – PAGE 2 screen
select request code O38-V
enter the following in the free-text section of the request:
- a description of the information or records required to determine the credibility of the buddy statement, and
- the complete organizational structure of the unit to which the author of the buddy statement was assigned during the period of time he/she references in the statement, and
add a copy of the request to the Veteran’s claims folder.

Exception: Service personnel records that may be useful in determining the credibility of a buddy statement are available only through DPRIS if the author of the buddy statement was discharged from the

Army on or after October 1, 2002
Navy on or after January 1, 1995
Air Force on or after October 1, 2004, or
Marine Corps on or after January 1, 1999.

Depending on the content of the buddy statement, select those types of records on the OMPF REQUEST FORM that would likely contain information to confirm or refute the credibility of the buddy statement.

III.ii.2.F.6.c. Verifying Service Information Through Morning Reports

Morning reports show daily changes in the status of service members in a specific unit. They are useful to VA because they often contain information about service members who were sick or injured on any given day. Only the Army and Air Force kept morning reports, and, then, only for a limited period of time.

The Army kept morning reports from November 1, 1912, through 1974. (A few units continued using them until 1980.)
The Air Force kept morning reports from September 1947 through June 30, 1966.

Morning reports must be requested if the following criteria is met:

if the evidence of record (to include STRs) does not confirm treatment for an injury or disease a claimant asserts was incurred or aggravated during service, and
the Veteran served in the Army or Air Force during the period of time each used morning reports.

Request copies of morning reports from NPRC through PIES, using request code O20-V. The PIES request must include the

approximate date of illness or injury, and
name of the organization (company, battalion, wing, squadron, etc.) to which the Veteran was attached at the time of injury or illness.

Important: NPRC will not search morning reports for a date range in excess of three months.

III.ii.2.F.6.d. Verifying Service Information Required for Other Unique Claims

Upon receipt of a claim for SC for a disability or disease listed in the table below, ROs must verify service information that is unique to the claim. Use the table below to determine what service information ROs must verify and the means for requesting it.

If the claim involves service SC for a disability ...	Then follow the instructions in ...
related to exposure to ionizing radiation	M21-1, Part VIII, Subpart iii, 4.A and B.
related to exposure to asbestos	M21-1, Part VIII, Subpart iii, 7.A and B.
incurred as a former prisoner of war	M21-1, Part VIII, Subpart iv, 2.A.
incurred as a result of participation in a classified or covert operation	M21-1, Part VIII, Subpart iv, 9.A.
related to exposure to herbicides	M21-1, Part VIII, Subpart i, 1.A.
related to exposure to contaminants in the water supply at Camp Lejeune	M21-1, Part VIII, Subpart iii, 8.A.
incurred as a result of exposure to a specific environmental hazard	M21-1, Part VIII, Subpart iii, 9.A.

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Source: VA M21-1 Adjudication Procedures Manual, M21-1, Part III, Subpart ii, Chapter 2, Section F (U.S. government work, reproduced for reference). Browse all sections →