Notification Concerning Service File Inquiries
The National Personnel Records Center (NPRC) has streamlined the process for providing military personnel and medical records, responding to thousands of requests each year. Primarily, requests are made online, by mail, or by fax, using the Standard Form 180 (SF-180).
What NPRC Provides
The NPRC provides copies of military service records, including the Official Military Personnel Files (OMPF), monthly rolls, courts-martial records, and medical files when available. They also deliver copies of DD-214 or equivalent separation documents and federal civilian employment records (SF-50). These records can be requested by veterans, next of kin, or authorized representatives for purposes such as verifying military service, benefits claims, or genealogical research.
Request Process
To submit a request, individuals must use the NPRC’s designated request channels, such as the online portal, mail, fax, or by using SF-180. Response times vary, as the NPRC receives thousands of requests daily. Once processing has begun, individuals can check the status of their requests online or by phone.
Who Can Request Records
Veterans themselves, next of kin if the veteran is deceased, or authorized representatives can request records. Proof of death or relationship may be required.
Exceptions
Some exceptions apply. Records lost in the 1973 fire at NPRC may not be fully recoverable. Certain medical records or sensitive information might be withheld or redacted to protect privacy under federal laws such as the Privacy Act and HIPAA. Medals and awards are not issued by NPRC but by the respective military service departments. National Guard members may need to request records through their respective State Adjutant General offices.
Costs
Record copies through NPRC are provided at no charge to the requester. Be aware of third-party services that charge fees for record requests, as the official NPRC service is free.
File Extracts
When only key documents and extracts are provided, the response package contains a copy of all separation documents and all relevant information if it is in the file. File extracts also contain information about Immunizations, Dental Examinations, and Clinical Summaries/Cover Sheets. The National Personnel Records Center provides information on Military Services Dates, Character of Service, Promotions and Reductions, Duty Stations and Assignments, Foreign or Sea Service, Military Schooling and Training, Awards and Letters of Commendation, Disciplinary Actions, Lost Time, Enlistments Contracts, and Entry and Separation Physical Exams in file extracts.
Policy Details
As of September 28, 2009, all responses that contain file extracts include an explanation of this policy. Exceptions to this procedure include files more than 62 years old, U.S. Marine Corps files, all certified legal cases, and all requests from the Department of Veterans Affairs, where all documents are provided. The standard procedure for replying to requests for entire files is to provide copies of key documents and extracts of vital information. Personal data pertaining to third parties is redacted from the file, pursuant to Privacy Act provisions.
For questions about this policy, contact William "Bill" Fischer, Executive for Agency Services.
The National Personnel Records Center receives over 1.4 million requests annually for military personnel and/or medical records. If a requester submits a follow-up request for additional information or documents after receiving an extract, the National Personnel Records Center will automatically send copies of all other documents in the file.
The National Personnel Records Center (NPRC) delivers copies of military service records, including medical files when available, which may contain health-and-wellness information and therapies-and-treatments details related to medical-conditions. These records can be requested by veterans, next of kin, or authorized representatives for purposes such as verifying military service, benefits claims, or genealogical research.
When only key documents and extracts are provided, the response package from NPRC contains information about medical-conditions, treatments, and health-and-wellness details, such as Clinical Summaries/Cover Sheets, Dental Examinations, and Immunizations. These file extracts offer a comprehensive look into an individual's health history during their military service.
