CHAPTER 4

CHAPTER 4. REQUESTS FOR SERVICE RECORDS

CONTENTS

SUBCHAPTER I. SERVICE RECORDS MIGRATION

PARAGRAPH PAGE

4.01 Overview of Service Records Migration 4-I-1

4.02 Records Routinely Furnished 4-I-7

SUBCHAPTER II. RECORDS MANAGEMENT CENTER (RMC) AND ASSOCIATED RO PROCESSING

4.03 VA Obtains Service Medical Records from the Military 4-II-1

4.04 RMC Workflow 4-II-1

4.05 BIRLS Information Showing SMR Folder Establishment 4-II-3

4.06 BIRLS Information Showing SMR Folder Received by the Regional Office 4-II-4

4.07 Multiple SMRs 4-II-5

4.08 Request for Transfer of SMRs Required When NOD Folder Involved 4-II-5

4.09 Folder Transfer Restrictions 4-II-5

4.10 Claims Folders at RMC or an FRC 4-II-5

4.11 Informational Message for Claims Folder Establishment When SMR Already Exists 4-II-5

4.12 CEST Processing 4-II-5

4.13 Special Problems With BIRLS Records 4-II-6

4.14 Original or a Photocopy of SMRs 4-II-6

4.15 RMC Liaison Established 4-II-6

4.16 Unassociated Service Medical Records 4-II-7

SUBCHAPTER III. ROUTINE REQUESTS FOR SERVICE RECORDS

4.17 General Procedure 4-III-1

4.18 Preparation of PIES Requests for Service Records 4-III-1

4.19 Protection of Records 4-III-1

4.20 Accessing Reports 4-III-2

4.21 RO Detail Report 4-III-3

SUBCHAPTER IV. SPECIAL SITUATIONS AND ALTERNATE SOURCES OF RECORDS

4.22 Surgeon General's Office (SGO) Extracts 4-IV-1

4.23 Fire-Related Cases 4-IV-2

4.24 Special Action Required to Obtain Specific Service Information 4-IV-3

4.25 Alternate Sources for Service and Medical Records 4-IV-6

4.26 Requests for Service Records from Medical Centers 4-IV-8

SUBCHAPTER V. CONTROL AND FOLLOWUP PROCEDURES

4.27 Routine Control and Followup Procedures 4-V-1

4.28 Special Followup by the Military Records Specialist 4-V-2

4.29 Procedure When Service Records Unavailable 4-V-5

SUBCHAPTER VI. MERCHANT MARINE SERVICE

4.30 Establishing Veteran Status Based on Merchant Marine Service 4-VI-1

4.31 Service Record Requests for Merchant Seamen 4-VI-2

SUBCHAPTER VII. EXCHANGE OF RECORDS WITH DISCHARGE REVIEW BOARDS AND BOARDS FOR CORRECTION OF MILITARY RECORDS

4.32 Exchange of Records Between VA and the U.S. Army Board for Correction

of Military Records and the Army Discharge Review Board 4-VII-1

4.33 Exchange of Records Between VA and the U.S. Air Force Discharge Review Board 4-VII-2

4.34 Exchange of Records Between VA and the Navy Board of Review and the Board of

Correction of Naval Records 4-VII-3

SUBCHAPTER VIII. SERVICE RECORDS FOR PRISONERS OF WAR (POWS)

4.35 Requests for Prisoner of War Records 4-VIII-1

4.36 World War II Record Groups 4-VIII-1

4.37 Korean Conflict Record Groups 4-VIII-2

4.38 POW Records for Periods Other Than World War II and Korean Conflict 4-VIII-2

4.39 Action if Service Records Are Not Obtainable 4-VIII-2

SUBCHAPTER IX. ADMISSION TO UNIFORMED SERVICES MEDICAL FACILITIES

4.40 Action on Receipt of VA Form 21-8358 4-IX-1

SUBCHAPTER X. PROVIDING RECORDS TO SUPPORT MILITARY RESERVE RECRUITING

4.41. Providing Records to Air Force, Marine and Navy Reserve Recruiting Services 4-X-1

ADDENDA

A. Service Department or Records Center Address Codes 4-A-1

B. Service Number Series Guide 4-B-1

C. Service Request Addresses and Telephone Numbers 4-C-1

D. Addresses for National Archives to be Used to Obtain Logbooks 4-D-1

E. Marine Index Bureau Sample Pattern Letter to the Claimant 4-E-1

F. List of State Adjutants General 4-F-1

G. VA Regional Office & Associated Army Transition Point 4-G-1

H. Merchant Marine Letter for U.S. Army Transport Corps or Navy Transportation Service 4-H-1

I. Development Letter for the U.S. Public Health Service 4-I-1

J. Development Letter for Records Expected to be in the Custody of the Reserves or

National Guard 4-J-1

K. PIES Status and Request Codes 4-K-1

L. Determining the Discharge Status for PIES Requests 4-L-1

M. Organizational Structure for Complete Organizational Requests 4-M-1

N. Glossary 4-N-1

CHAPTER 4. REQUESTS FOR SERVICE RECORDS

SUBCHAPTER I. SERVICE RECORDS MIGRATION

4.01 OVERVIEW OF SERVICE RECORDS MIGRATION

a. General. Where a veteran's service records end up following separation is affected by a number of different agencies and may vary depending on local conditions and workloads. Securing a veteran's service records may require careful analysis on the part of the individual doing the development. The following subparagraphs furnish a general framework for understanding what happens to a veteran's service records after separation from active duty. For specific instructions and address codes, see Addendum A.

Note: A critical element in locating a veteran's service records is knowing the type of separation. If the type of separation is “Discharge,” the veteran has no reserve obligation. If the type of separation is “Release from Active Duty,” the veteran is being transferred to a reserve component to complete his/her military obligation. This information is currently shown in item 23 of the DD214. Additionally, the veteran's Reserve obligation termination date can be found in Item 6 of DD 214, “Certificate of Release or Discharge from Active Duty.” Always use the current date when determining if there is a remaining obligation when there is a need to request military service records. When the obligation date is past, there is no reserve obligation for purposes of requesting military service records.

b. National Personnel Records Center (NPRC)

(1) The National Archives and Records Administration (NARA), an independent agency separate from both VA and Department of Defense, operates NPRC in St. Louis (address code 13). Most of the records needed in connection with the adjudication of veterans' claims will eventually end up in NPRC except for the following service medical records:

(a) Active Reservists’ records. These records are kept by the personnel office of the Service Reserve Unit.

(b) Inactive Reservists’ Records. These records are maintained by the personnel office of the Branch of Service until the veteran is activated for reserve duties at which time the records are sent to the Reserve Unit's personnel office.

(c) National Guards. Records of veterans on National Guard duties are maintained by the personnel office of the Service National Guard Center where the veteran is serving.

(d) Retirees’ Records. These records are maintained by the Branch of Service that the veteran retired from. Upon the death of the veteran, the records are sent to the National Personnel Records Center (NPRC).

(e) Temporary Disability Retired Lists (TDRL). Records of veterans on TDRL are kept by the personnel office of the Branch of Service. If the veteran is subsequently retired due to permanent disability, these records are sent to the National Personnel Records Center (NPRC).

(f) General Officer. All General Officer records are kept at the Pentagon.

When there is no claim for VA benefits prepared prior to separation, the dental and outpatient medical records are normally forwarded to the VA Records Management Center (RMC) in St. Louis, MO.

Note: Although NARA operates NPRC, references in this chapter to "the service department" include NPRC as it is one of the most important repositories of service department records.

(2) NPRC has three main types of veteran's records:

(a) Individual Health and Service Records. These records are recorded in NPRC’s database filed by the veteran's name, Social Security number or service number.

(b) Clinical Records. Clinical records are filed by the military hospital or other military medical facility which provided treatment. The medical facility normally retires its records to NPRC when there has been no treatment for two calendar years. Clinical records are filed by hospital name or number, then chronologically by year of treatment, or month and year of treatment. See paragraph 4.17 for more information on the distinction between individual health records and clinical records.

(3) NPRC has a Records Reconstruction Branch which uses unit records and other alternative sources to reconstruct records which may have been destroyed in the 1973 NPRC fire. See paragraph 4.23.

(4) The Personnel Information Exchange System (PIES) program is used to request all service record requests for all address codes. The submitted requests are electronically matched to NPRC’s Registry holdings at the end of each day. Currently, the requests for other than Code 13 are printed at the RMC and forwarded directly to the appropriate locations. The requests for NPRC are handled electronically by the VA Liaison staff located at the NPRC. If the requester physically inserts an address code, it overrides the computer mapping logic. The insertion of an address code by the user should be limited to those situations specifically provided for in later paragraphs.

c. Army Records

(1) Records are assembled at the separation point. Every effort is made to obtain the health and dental records for each separating individual. Currently, the medical records are forwarded to the RMC if a claim has not been filed. Enlisted members have an Official Military Personnel Folder (OMPF) which is maintained at Ft. Benjamin Harrison while the soldier is on active duty. The OMPF is stored in an optical imaging format called the Permanent Electronic Records Management System (PERMS). The field activity is responsible for seeing that information from the field jacket, known as the Military Personnel Records Jacket (MPRJ), is added to the OMPF in PERMS. When a member is released from active duty, the maintenance of his/her PERMS record is transferred to AR-PERSCOM. When the service member is discharged or retired, his/her PERMS record is downloaded to a microfiche format and transferred, along with any paper records that may still exist, to AR-PERSCOM for further transfer to NPRC for storage. Exceptions:

(a) All General Officer records are kept at the Pentagon.

(b) If the veteran is in a specific Reserve or National Guard unit, the records are sent to that unit.

(2) When the veteran no longer has a Reserve obligation or any other involvement with the Reserves or Guard, the records are forwarded to NPRC.

(3) Addendum F provides a list of state Adjutants General. Because of delays in forwarding records from one point to another, the records may not be where they are supposed to be. It is also possible that the records might never have left the separation center or treating facility or that the records might be in the veteran's possession. If the veteran had a terminated Reserve/Guard connection, the veteran's records may still be at the Reserve/Guard unit. Develop to these alternate locations if a primary request for records is unsuccessful.

d. Navy Records

(1) Service records are assembled at the separation point and forwarded to the Naval Reserve Personnel Center (NRPC) in New Orleans (address code 36). (Do not confuse "NRPC" with "NPRC".)

(2) Prior to January 31, 1994, NRPC received the medical and nonmedical service records for each separating sailor. Beginning January 31, 1994, NRPC receives nonmedical service records. The RMC receives all medical records directly from military installations at which the Navy veteran is separated if the member does not file a claim at discharge. See Subchapter II for RMC processing. Subparagraphs (3) through (7) below pertain to all service records but only SMRs for veterans released before January 31, 1994.

(3) If the veteran is retired or discharged with no Reserve obligation, the medical and dental records are held in New Orleans while nonmedical service records are sent to the Naval Military Personnel Command in Millington, TN (address code 31) for microfilming. After approximately 12 months, the nonmedical service records are returned to New Orleans (address code 36) where they are associated with the medical records. Then the entire package is sent to NPRC (address code 13).

(4) If the veteran has a Reserve obligation but is not in an Active Reserve unit, all service and medical records are maintained in New Orleans (address code 36) until the Reserve obligation expires. When the veteran no longer has a Reserve obligation, the nonmedical service records are sent to Millington, TN (address code 31) for microfilming. After approximately 12 months, the nonmedical service records are returned to New Orleans (address code 36) where they are associated with the medical records. Then the entire package is sent to NPRC (address code 13).

(5) If the veteran is on TDRL (Temporary Disability Retired List), all service and medical records remain in New Orleans (address code 36). When the veteran is permanently retired or discharged, the records are processed as described in subparagraph (3) above.

(6) If the veteran is in an Active Reserve unit, service records are maintained by the unit. When the veteran leaves the Reserve unit, service records go to New Orleans (address code 36) until the Reserve obligation expires. At that time, the process described in subparagraph 4 above is completed.

(7) Addendum A shows the timeframes for sending requests to the various address codes. Because of delays in forwarding records from one point to another, the records may not be where they are supposed to be. It is also possible that the records might never have left the separation center or treating facility or that the records might be in the veteran's possession. If the veteran was in a Naval Reserve unit, the veteran's service records may still be at the Reserve unit.

e. Air Force Records

(1) Prior to May 1, 1994, records were assembled at the separation point and a sort performed based on whether there was a Reserve obligation or Reserve/Air National Guard connection. If there was no Reserve obligation or Reserve/Air National Guard connection, the veteran's records were sent to the USAF Military Personnel Center, Randolph AFB, Texas (address code 22). The records were retained at Randolph AFB for three to six months. Then they were forwarded to NPRC (address code 13).

Note: Since May 1, 1994, code 22 received the medical and nonmedical service records for each separating member. Since May 1, 1994, code 22 receives nonmedical service records. The RMC receives all medical records directly from installations at which the Air Force veteran is separated except for those veterans assigned to a Selected Reserve Unit. See Subchapter II for RMC processing. Subparagraphs (2) and (4) through (6) below pertain to all service records but only SMRs for veterans released before May 1, 1994.

(2) If the veteran is assigned to a special inactive ready reserve component, the records are sent to the Air Reserve Personnel Center (ARPC) in Denver (address code 21). When the Reserve obligation expires, the records are forwarded to NPRC (address code 13).

(3) If the veteran is in the Active Reserves or an Air National Guard unit, the records are maintained by the unit which is required to respond within five days to VA requests for SMRs.

(4) When the veteran leaves the Air National Guard, service records are sent to the state headquarters (Office of the Adjutant General) which functions as a separation and transfer point. The state sends the records to ARPC. At ARPC, a sorting process occurs. Records for guardsmen completely separated, who have completed their military contract, are sent to NPRC. Records for retired guardsmen are sent to NPRC when they begin to receive retired pay. All other service records are retained until the military commitment expires. Then they are forwarded to NPRC (address code 13).

(5) When the veteran retires from the Reserves, the SMRs are sent to the RMC (376) and the nonmedical are sent to NPRC (address code 13).

(6) Addendum A shows the timeframes for sending requests to the various address codes. Because of delays in forwarding records from one point to another, the records may not be where they are supposed to be. It is possible that the records may never have left the separation center or treating facility or may be with his/her Reserve/Guard unit or the records might be in the veteran's possession.

f. Marine Corps Records

(1) Records are assembled at the separation point and a sort is performed based on whether there is a Reserve obligation or Reserve connection.

(2) Prior to May 1, 1994, Headquarters, USMC, in Quantico, VA (address code 41) received the medical and nonmedical service records for each separating member. Since May 1, 1994, code 41 receives nonmedical service records only. The RMC receives all medical records directly from military installations at which the Marine veteran is separated. See Subchapter II for RMC processing. Subparagraphs (3) through (8) below pertain to all service records but only SMRs for veterans released before May 1, 1994.

(3) If there is no Reserve obligation or connection, the records are sent to Headquarters, USMC, in Quantico, VA (address code 41). The records stay at Quantico for approximately two years. At the end of this period they are forwarded to NPRC (address code 13).

(4) If the veteran is in an Active Reserve unit, service medical records are sent to the unit of assignment.

(5) If the veteran has a Reserve obligation but is not in an Active Reserve unit, the records are sent to the RMC for copying before forwarding to the Marine Corps Reserve Support Command (MCRSC), Overland Park, KS (address code 42). The RMC retains a copy for use in the event the veteran files a claim for disability benefits.

Note: Substantial delays may be encountered in securing records from Overland Park because that facility puts the veteran's entire record (medical and nonmedical) on microfiche. Personnel at Overland Park will not respond to routine VA requests if the required records are awaiting microfilming. However, if the military records specialist makes a telephone call to Overland Park and the criteria in paragraph 4.29a have been met, personnel at Overland Park will remove the requested records from the microfilm queue and respond to the 3101 request.

(6) At the end of the veteran's Reserve obligation or connection, the records are forwarded to the RMC.

(7) If the veteran retires from the Reserves, the SMRs are sent to the RMC. The medical and dental records for those veterans who are placed on the Temporary Disability Retired List (TDRL) are sent to Quantico so the records can be put on optical disk. Quantico sends those records to the RMC when that process is completed.

(8) Addendum A shows the timeframes for sending requests to the various address codes. Because of delays in forwarding records from one point to another, the records may not be where they are supposed to be. It is possible that the records might never have left the separation center or treating facility, the reserve unit, or that the records might be in the veteran's possession.

g. Coast Guard Records

(1) Records are assembled at the separation point.

(2) Prior to May 1, 1998, the records were sent to the Commandant, US Coast Guard, Washington,

DC (address code 51) and subsequently forwarded to NPRC if there was no Reserve obligation or connection. Since May 1, 1998, code 51 receives both the medical and nonmedical service records. Here the service medical records are separated and forwarded to the RMC. The RMC receives all Coast Guard medical records from Code 51. See Subchapter II for RMC processing. Subparagraphs (3) through (8) below pertain to all service records but only SMRs for veterans released before May 1, 1998.

(3) If the veteran has a Reserve obligation but is not an active Reservist, medical records are maintained by one of nine district headquarters (depending on the veteran's place of residence). Requests for medical records for Coast Guard veterans with a Reserve obligation (but not in the active Reserves) should be sent to Washington, DC (address code 51). The Commandant will forward them to the appropriate district.

(4) If the veteran is in an active Reserve unit, medical records are usually maintained by the unit. In some districts, the records are maintained at district headquarters. However, a request to the unit will be forwarded to the district headquarters if the records are located there.

(5) When the veteran no longer has a Reserve obligation or any other Reserve connection, the

records are forwarded to Washington, DC (address code 51) where they are separated. The nonmedical records are sent to NPRC (address code 13) and the medical records are forwarded to the RMC.

(6) If the veteran retires from the Reserves, the records are sent to Washington, DC (address code 51) where they are separated. The nonmedical records are sent to NPRC (address code 13) and the medical records are forwarded to the RMC.

(7) Addendum A shows the timeframes for sending requests to the various address codes. Because of delays in forwarding records from one point to another, the records may not be where they are supposed to be. It is possible that the records may never have left the separation center or treating facility, the reserve unit, or that the records might be in the veteran's possession.

h. Records Management Center (RMC)

(1) The VA Records Management Center houses all service medical records received from Department of Defense (DoD) except for service medical records consolidated in claims or NOD (Notice of Death) folders at regional offices. It also houses inactive VA claims folders.

(a) For the Army, if the DD 214 shows a Reserve Obligation date and the veteran is assigned to a specific Reserve/Guard unit, the RMC copies the records and mails the originals to the unit. If the DD 214 shows a Reserve Obligation date and the veteran has been transferred to AR-PERSCOM (formerly ARPERCEN), the RMC stores the originals.

(b) The Air Force sends the records to the Reserve/Guard unit directly if the veteran is in an active status. The unit is required to respond to the RO within five days for a record request.

(c) For the Navy and Marine Corps, if the DD 214 shows a Reserve Obligation date, whether or not the veteran is assigned to a specific Reserve/Guard unit or is a member of the Individual Ready Reserve (IRR), the RMC copies the records and sends the originals to the Navy at the Naval Reserve Personnel Center in New Orleans or to the Marine Corps at the Marine Corps Reserve Personnel Center, Overland Park.

(2) The RMC contains the following service medical records:

BRANCH SEPARATION DATE ON OR AFTER

Army October 16, 1992

Navy January 31, 1994

Air Force May 1, 1994

Marine Corps May 1, 1994

Coast Guard May 1, 1998

The RMC may have SMRs for earlier periods than those listed above. Check the BIRLS LOC screen for a “Y” in the SMR field. SMRs are filed by the veteran's Social Security number. Do not send any 3101 requests to RMC. SMRs are requested automatically through the BIRLS-SMRTS (Service Medical Records Tracking System) link. See Subchapter II for BIRLS processing.

Note: SMRC code 375, RPC code 376 and RMC code 376 are now the same location. The RMC will accept even improper referrals of medical and dental records from service departments and record them in BIRLS. If a claims folder exists or is established, these records will be forwarded to the RO having the folder.

Records at the RMC include both individual health and dental records. RMC does not have hospital clinical records unless already associated with a claims file.

i. Inpatient Treatment Records (Clinicals)

(1) If a veteran was hospitalized as an inpatient in service, a summary of the hospitalization should appear in the veteran's individual health record. Normally this hospital summary will be adequate for rating purposes, but clinical records (detailed daily treatment records, nurses notes, etc.) are retained by the treating facility and are not filed with the individual health record.

(2) Clinical records are retained by the treating facility for one year after the end of the calendar year during which the veteran received treatment at Army and Air Force hospitals. Navy records are retained for two years after the end of the calendar year during which the veteran received treatment. They are then sent to NPRC (address code 13). If the veteran was treated at a military teaching hospital, the clinical records may be retained by the treating facility for an additional five to ten years.

4.02 RECORDS ROUTINELY FURNISHED

a. Termination of Active Service by Separation or Death. The following records are furnished routinely by the service departments at time of separation from service. Records are generally sent to the regional office having jurisdiction over the post-service mailing address provided by the veteran at time of separation. However, Army separation points may send the 21-526, “Veteran's Application for Compensation or Pension,” and the SMRs to the RO which has jurisdiction over its location. These documents should then be forwarded with the VA Form 21-526 to the RO of jurisdiction.

(1) Complete Health Record Including Entrance and Discharge Physical Examinations, if

Applicable. These records are furnished if the veteran files a claim at time of separation on

VA Form 21-526, or if the veteran is separated for disability (even if the veteran does not file a claim).

(a) If a veteran's service medical records are received and no claim has been filed, do a BIRLS inquiry to determine if a file exists.

1. If there is a claims folder at another regional office, send the medical records to the regional office that has the claims folder.

2. If BIRLS shows there is a claims folder in the RMC, review the materials for any indication that the veteran intends to file a claim for VA benefits. If so, request the folder from the RMC and associate the service medical records with the folder. Input an "O" in the SMR field on the LOC Screen (see paragraph 4.06).

3. If no claims or NOD folder exists, forward the SMRs (originals or copies) to the RMC for storage. Never destroy SMRs.

(b) Never return SMRs to the service department or NPRC without a specific request for their return. If SMRs are returned based upon a request, retain legible photocopies of everything returned. Ensure that the file shows the date sent and the address to which the records were sent. See subparagraph b below.

(2) Copy of DD Form 214, “Certificate of Release or Discharge From Active Duty”

(a) A copy of the DD Form 214 is furnished upon the veteran’s release from active duty, or if the veteran files a claim for benefits at the time of separation. Public Health Service uses PHS Form 1867; National Oceanic and Atmospheric Administration uses NOAA Form 56-16.

(b) A legible photocopy of (copy 3) of the veteran’s DD Form 214 is made by the Army transition points and Navy separation centers, and the Marine Corps (copy of Service-2). These are incorporated with the service medical records shipped directly to VA. The purpose is to ensure that verified service data accompany the service medical records. In addition, DD Form 214 (copy 3) is routinely funished to the Austin Automation Center for VADS.

(3) Reports of Casualty. If the veteran dies in service, DD Form 1300, “Report of Casualty,” or PHS Form 2709, “Report of Death of Commissioned Officer,” and reports of investigation, statement of medical examination and duty status and reports of facts and circumstances are sent to the RMC. The RMC may also receive a DD Form 1300 when a retired member or reservist dies.

(a) If all pertinent information is not available, an interim report is furnished to establish the fact and date of death for purposes of initiation and development of a claim. The interim reports of death cannot be used as the basis for determining the effective date of an initial award under part IV, paragraph 26.19a.

(b) In case of multiple deaths in a common accident, a list of all personnel and casualty reports for each person who died in the common accident are also furnished.

(c) The service department finance centers supplement reports of inservice deaths by furnishing DD Form 1515, “Pay and Allotment Information–Deceased Member,” certifying the final settlement of allowances, allotments and service pay (part IV, paragraph 26.19b).

(d) The RMC forwards the DD Form 1300 to the RO of jurisdiction if BIRLS reflects the existence of a claims or NOD folder. Otherwise, it will send the DD Form 1300 to the RO of jurisdiction for the next of kin. The RO should process the FNOD when the DD Form 1300 is received (unless the FNOD has already been processed.) A lightweight folder should be established since the DD Form 1300 is a document of evidentiary value.

(4) Reports of Separation Furnished to VADS. DD Form 214 (copy 3), copies of PHS Form 1867 or copies of NOAA Form 56-16 are routinely furnished to the Austin Automation Center. BIRLS records may be created or, in the case of an existing record, updated to reflect service information received from the

service department. BIRLS indicates the existence of a VADS record with a "Y" in the VADS field on the VID screen. See part II, paragraph 6.05e, on use of the BIRLS VID screen as evidence of service.

b. Return of Military Personnel and Medical Records on Loan to VA. Generally, military records will be retained in the veteran's claims folder in the absence of a request for return of the records to the service department. If a request by telephone or in writing for return of the records is received, photocopy the records and promptly return the originals to the requesting military element. Annotate the folder to show where the original service records were sent and the date on which they were sent and keep a copy of the request document from the military if one was received. Photocopies of SMRs are acceptable for the Air Force (SAF/MIBR) at Randolph Air Force Base in Texas in lieu of original SMRs if the folder is being held because it is eligible for Court of Appeals for Veterans Claims review. See also paragraph 4.14 and Subchapter VII.