M21-1 Manual / Part XIII, Subpart ii, Chapter 5, Section C

Information Requests for Research Purposes

M21-1, Part XIII, Subpart ii, Chapter 5, Section C

Overview

In This Section

This section contains the following topics:

Topic	Topic Name
1	Requests From the U.S. Air Force Concerning Project Ranch Hand II Listings
2	Release of Records to the Environmental Epidemiology Service (EES)

1. Requests From the U.S. Air Force Concerning Project Ranch Hand II Listings

Introduction

This topic contains information on requests from the U.S. Air Force concerning Project Ranch Hand II listings, including

background information on the herbicide exposure study
generating listings of Veterans for whom data is required
specific records the Department of Veterans Affairs (VA) furnishes to the Air Force
providing the requested information to the Air Force
where to send the requested records
clearing an end product (EP) for work credit, and
disposing of completed listing of requested records.

Change Date

June 1, 2021

XIII.ii.5.C.1.a. Background Information on the Herbicide Exposure Study

VA is assisting the U.S. Air Force, Special Projects Branch, Epidemiology Division, in conducting an ongoing study of the possible health effects of occupational exposure to the herbicide Agent Orange by former Air Force personnel.

XIII.ii.5.C.1.b. Generating Listings of Veterans for Whom Data Is Required

The Austin Systems Development Center generates listings entitled DECEASED VETERAN LISTING FOR STATION XXX, grouped by regional office (RO), of cases required by the Air Force in connection with the study. The listings are forwarded to the RO that the Beneficiary Identification and Records Locator Subsystem (BIRLS) indicates
has jurisdiction of the deceased Veteran’s claim folder, or
retired the deceased Veteran’s claim folder to a Federal records center (FRC).
Note: FRC cases appear on a separate listing entitled FRC LISTING FOR STATION XXX.

XIII.ii.5.C.1.c. Specific Records VA Furnishes to the Air Force

Following receipt of the listing referenced in M21-1, Part XIII, Subpart ii, 5.C.1.b, review each claims folder and make one legible copy of the following documents:

the Veteran’s death certificate
the autopsy protocol, and
all medical records regarding the Veteran’s death.

XIII.ii.5.C.1.d. Providing the Requested Information to the Air Force

Use the table below to provide the requested information to the Air Force.

If ...	Then ...
a death certificate is in the claims folder but cannot be forwarded because, for example, a legible copy cannot be made	complete VA Form 23-6547, Excerpts from Death Certificate.
a death certificate is not in the claims folder	make photocopies of any information about the Veteran’s death, even information such as a VA Form 27-0820, Report of General Information, from a friend or relative notifying the Department of Veterans Affairs (VA) of the Veteran’s death.
there is no information in the claims folder concerning the Veteran’s death	annotate the listing to that effect and send a photocopy of the listing to the address shown in M21-1, Part XIII.ii.5.C.1.e.
the claims folder needed to furnish the information listed in M21-1, Part XIII, Subpart ii, 5.C.1.c is being stored at the scanning vendor.	request scanning of the folder via the Source Material Tracking System Portal.
the claims folder needed to furnish the information listed in M21-1, Part XIII, Subpart ii, 5.C.1.c is located in an FRC	recall the folder using the procedures described in M21-1, Part II, Subpart ii, 3.2.
BIRLS shows that the claims folder should be at the one of the locations listed above, but it cannot be located	undertake normal search procedures. *Reference*: For more information on general search procedures, see M21-1, Part II, Subpart ii, 1.B.1.a.

XIII.ii.5.C.1.e. Where to Send the Requested Records

Mail all photocopies and completed VA Forms 23-6547 directly to the following address: AL/AOEP
2606 Doolittle Rd.
Brooks AFB, TX 78235-5250

XIII.ii.5.C.1.f. Clearing an EP for Work Credit

Clear end product (EP) 694 in any case in which photocopies of documents or a completed VA Form 23-6547 is furnished to the Air Force. Note: No EP credit is due unless photocopies of documents or a completed VA Form 23-6547 are furnished to the Air Force.

XIII.ii.5.C.1.g. Disposing of Completed Listing of Requested Records

After completion of the actions described in this topic, dispose of the listings in accordance with Records Control Schedule, VB-1, Part I, Section 13, 13-005.000.

2. Release of Records to EES

Introduction

This topic contains information on requests for record extracts by EES, including

information about EES
identification of records requested by EES
providing the requested information to EES
location to send EES information, and
work credit for processing an EES request.

Change Date

June 11, 2015

XIII.ii.5.C.2.a. Information About EES

The Environmental Epidemiology Service (EES) conducts research studies on behalf of the Veterans Health Administration. From time to time, EES may request extracts of information from claims folders to assist with analysis of disability or demographic data.

XIII.ii.5.C.2.b. Identification of Records Requested by EES

Generally, EES will submit requests for an extract of information from claims folders. EES does not request transfer of the claims folders. The EES request should

identify the specific type of information that is required from the claims folder, and
provide a list of names, Social Security numbers, or other information to identify the individual records from which information is requested.

The nature of the requested information and identification of the claimants’ claim number may be received in various formats. Generally, the RO receives a consolidated control document with a listing of EES requested records, but the information requested from an individual claimant’s records will usually be identified on a separate control document or index card for each claimant. Note: The Veterans Service Center Manager (VSCM) should establish a control point to coordinate compilation and return of requested information.

XIII.ii.5.C.2.c. Providing the Requested Information to EES

Respond to the EES request in accordance with the table below and return the information to EES or the designated control point.

If the ...	Then ...
requested information is found in the claims folder	annotate the individual control document with the requested information.
requested information is not in the claims folder	annotate the individual control document to reflect that the requested information is not in the claims folder.
claims folder cannot be located	undertake general search procedures, and annotate the individual control document with No Record, if the folder cannot be located.
claims folder is under the jurisdiction of another RO	upload a copy of the control document to the Veterans Benefits Management System (VBMS) and e-mail the VSCM of the station of origination regarding the pending request, and annotate the original control document to reflect the location to which the request was forwarded.
claims folder is located at an FRC	do not recall the claims folder annotate the control document with the FRC location, date retired, and retiring RO, and upload the document to VBMS.

XIII.ii.5.C.2.d. Location to Send EES Information

Send the individual control documents with the requested information to the following address: Department of Veterans Affairs
Office of Environmental Epidemiology Service (135)
810 Vermont Avenue, NW
Washington, DC 20420 Contact EES at

telephone number (202) 266-4695, or
fax number (202) 495-5973.

XIII.ii.5.C.2.e. Work Credit for Processing an EES Request

Clear an EP 692 for each claims folder from which information is extracted and sent to EES.

Source: VA M21-1 Adjudication Procedures Manual, M21-1, Part XIII, Subpart ii, Chapter 5, Section C (U.S. government work, reproduced for reference). Browse all sections →