Obtain Your Records & Get Them Corrected!

Have your records been lost, stolen, destroyed or just got up on their own two legs and walked away? Have you found a mistake in them? 

Well if so, here's how to correct the problem and you should correct it now. Not later when you need it, say at a VA hospital or a bank to get a home loan. Since there are only two sure things we know about, death and taxes, your family is going to need at least your DD214 when you die for veterans burial benefits. Having a plot in a VA, state or local veterans cemetery and being able to have your spouse use it along with you when you consider the head stone being provided will save your family several thousands of dollars. It is one of the best benefits the VA has to offer. So carefully read this page and do what applies to you. There are of course many other benefits available to you and you will need your records. So now is the time. Because of the privacy act these will never be posted on the Internet. Budget cuts have also made the length of time to get them as much as six months, so do it now.

1. Getting Your Records
2. Correcting Your Records
3. Plan B for Records Lost by the Government
4. OOP's Nothing Happened
5. Freedom of Information Act Form Letter

1. Getting Your Records

First don't go to the VA looking for them. The VA is not the keeper of your records. They only have records for those veterans who have applied for some VA benefit and usually only the records they needed. If however you have been a client of the VA then call their 800 number for instructions on how to get the records they have. If all you need is proof of service or your 214 then they can help you and faster than the Records Center.

Your military records and all veterans records are handled by the National Personnel Records Center which is part of the National Archives. Each service has a section in their operation in Saint Louis where 98% of all veterans records are stored. The good news is that they will send you a copy of everything they have on you. If you request it.

However for many of you especially World War II veterans there is some bad news. They had a fire back in the 70's that destroyed almost 80% of the records of US Army veterans who served between 1912 and January 1, 1960. Also, Air Force veteran records from 1947 to January 1, 1964 with family names from Hubbard to Z were destroyed. What do you do? Skip the next few paragraphs and go to plan B. However for the rest of us over 50,000,000 that they have records on keep reading.

To get yours you need a SF180 which is included with this Info Pack. You can also get the SF180 from VA offices or your local county veterans office. If you are the next of kin of a deceased service member you can get copies of the deceased records. Fill out the form as directed for this situation and if at all possible include a copy of the death certificate. It doesn't need to be a certified copy a Xerox copy will do.

If you are the next of kin of a veteran that doesn't know where their records are and doesn't care then get the information from them to fill out the form so when the day comes you can get copies and save yourself and the service members heir's quite a bit of money. If you can when you get the information get them to sign it that's much better. You can send it in and when needed they are there. I know none of us wants to talk about death but it's going to happen. If you are the wife of a veteran it is totally within your best interest and your children's best interest to get these papers now. He's going to die before you another fact you can't ignore, so don't throw away all that money just because he doesn't care. Besides yourself you are doing him a favor.

If you are the spouse of a veteran, well the odds are against you but you could be that one in a hundred so make sure their records are on hand, or where you can get to them in a hurry.

When you get it fill it out as completely as possible. Pay especially close attention to service numbers. If you where in when each service had their own be sure to include those along with your social security number. On the back of the form find the exact address where you should submit it. Then mail it there. If you have a couple of bucks to spare then stop by a post office and mail it certified mail. That way you know for sure if they get it. Somewhere in the government bureaucracy are millions, yes millions of lost letters, requests, applications and so on. Mail it certified mail and make sure yours is not one of those millions.

Then sit back and wait. It can take as long as three months to six months to get a response. If you didn't fill the form out right or as complete as you should you will get back instead of your records another form telling you what information they still need to find your records. No they are not stupid it is just that with over 50 million records there are a whole lot having the same name, even an unusual name. And remember if you do get it back requesting more information reset the clock on waiting.

2. Correcting Your Records

You got them and found a mistake on them or there has been a mistake on one of the copies you have that you didn't know how to fix. Well correcting them is not that hard. It takes time though, so if you start this I suggest you learn to count to ten. And take up a hobby to relax!

There is no form for the correction of records. Also we are talking about errors in the records and missing entries not trying to get your less than honorable discharge upgraded. If that is the case you need to see your county veterans service officer as this is something that can't be dealt with in one web session. This is the method to get records corrected not discharges upgraded.

read here and then follow the directions on correcting your records.

Correcting Your Records

For replacement of medals, correction or original issue for medals that should have been awarded, the practice is that you should submit a letter with the following information to the addresses shown further down the page:

FULL NAME
Social Security Account Number
Former Service Numbers if any
VA Claim Number - include only if you have one (not necessary)
Date of Birth
Place of Birth
COMPLETE Mailing Address
Telephone Number (if you have one)
Fax Number (if you have one)
Email address (if you have one, do not give a Hot Mail or other free email non standard Internet address. many agencies will not use these do to the high error rate)

Make it easy for them to contact you, the easier the better.

Be sure and include a copy of your DD214 and/or Separation Documents and if a correction to another document besides these a copy of that document.

Indicate what you are looking for in the way of a correction or award in the letter. If it is for corrections spell it out. Highlight the error on a copy of the document and in your letter include what you think it should be. On medals and campaign ribbons if you are not sure indicate that you believe an award is indicated for a specific time frame and place of service and that you feel you qualify. While they do their best it helps to point out the way. It also expedites the entire process. The more information you provide them then the easier it is for them to verify and award you the ribbon.

If your information is lengthy then put it on another sheet of paper and reference it in your letter. Be sure and put your full name, SSAN and date on that sheet at the top and bottom.

These offices will only issue original medals. Do not write trying to get a replacement of a medal you were already awarded because it is lost. If you were issued one the cost of replacement medals and ribbons is on you. That's right there is no office to replace lost, stolen or strayed medals. You can find several places on the Internet to get replacements also Ira Green, New York, NY is a prominent maker of replacements and has replacements for many that most don't have it if was something that wasn't issued to a lot of people like humanitarian awards etc.

Be patient, it can take up to six months to obtain a correction and more if you need to further substantiate your claim. And as always be sure and mail your letter "certified, return receipt requested." If it's important enough to have it corrected it should be important enough to be sure they get it.

Address your letter to the appropriate branch of service:

U. S. Army

ARPERCEN
ATTN: ARPC-VSE-Section VII
9700 Page Blvd.
St. Louis, MO 63132-5200

U. S. Air Force

Air Force Reference Branch NCPMF
National Personnel Records Center
9700 Page Blvd.
St. Louis, MO 63132-5200

U. S. Navy/ U.S Marine Corps/ U. S. Coast Guard

Navy Liaison Office (N314)
Room 3475
9700 Page Blvd.
St. Louis, MO 63132-5200

If you haven't heard from them in a long period of time (six months) then write them again and enclose a copy of your original correspondence (you made copies right:-) and ask what is the problem. If in another month or so you don't get an answer then write the Records Center Inspector General and enclose copies of both pieces of correspondence.

Inspector General
National Personal Records Center
9700 Page Blvd.
Saint Louis, MO 63132

No answer here? Well then make copies of everything you have written and take it personally to the local office of your Congressperson. Look in the phone book for the address. Every Congressperson has a office in their district. Talk to the aide there and leave off your copies. They can get something moving. This office though does have a good record of answering requests and you shouldn't have to go to this length but here it is just in case. By the way if you are ever going to write your congressperson when you do besides sending it to their Washington office, drop off a copy there. You may be able to talk to the local aide who in the congressman's name can get a lot of things done.

 

3. Records Lost by the Government

Plan B. Let's face it, when dealing with our government (actually any government) you need a plan B. Ok your records where those lost in the fire. Well they can do some things for you in the way of verifying service and your status when discharged.

Verifying Your Service

Plan B

Ok, you have tried everything and your records just can't be found. It's time for Plan B. The National Personnel Records Center can reconstruct records or certify your service if you need it. Normally if you requested your records using a SF180 and they can't find them they will send you a "Military History Questionnaire" form to complete and send back to them. If something happens and they don't then you can provide the same information in letter form. Below is what they need to reconstruct your records and/or certify your service.

The first thing you need to do is sit down and start remembering your time in service and write down what you did. Here are some basic questions you need to answer.

1. Your period of service, as accurate as you can be. From the date you went in to the date you left active duty. If you were transferred to the reserves put down when you received your discharge or release from the reserves.

2. List all of the units you were in starting with basic training. If you were attached to a unit for a short period of time on orders be sure and list that. If you were transported by a US Navy ship to an overseas destination include that. Give as much detail as you can and use the full name of your units.

3. List any unusual activities you were involved in, medals, citations or campaign ribbons you were awarded.

4. Your service numbers and SSAN.

5. If you were drafted any information about your draft board, where you were when drafted and what city you were inducted into the armed forces in.

6. If you enlisted where the recruiter's office was and where you were inducted. If subsequently you were commissioned how, what branch, specialty, where and when. This also applies to those who were drafted and became officers.

7. Officers need to put down their branch and/or specialty, where commissioned, when and whither they held a reserve or regular commission and what rank they held upon leaving the service.

The more information you can give them the better. If you are doing this by letter put everything done by chronological order.

The form or letter should go to the same office that informed you they couldn't find your records unless you received instructions from them otherwise. Again mail this "certified. return receipt requested." And now for the hard part, waiting this can take from 60 days to six months.

If this does not certify your service then go to the Freedom of Information Act section and use that. Yes you have already gone through a whole lot but it is the only way left besides finding people who served with you and getting statements from them about your service. If it happens you do have to do that and have no idea where to look download our AVA Information Pack "Looking For." It has a lot of help there for you in finding former friends and those you served with

 

4. Nothing Happened, What Do I Do?

You sent in the form and nothing happened. You tried to correct them and nothing.

.

Nobody Answers

Yes it can happen. When trying to get copies or your records or getting them corrected nothing happens. One of the main reasons is usually the letter got lost in the mail. Before you blame it on the NPRC or any other agency think about how you mailed it. If you simply put a stamp on it and sent it on it's way don't bother with the rest of this page. Do it again and this time mail it "certified, return receipt requested." These offices receive large volumes of mail, something now and then is going to get misplaced. However from the mail room and on a certified letter has little chance of the same fate.

All right, you sent it certified and no answer after two months. What then? If your return receipt card came back and it was signed for then you need to first write the supervisor of the section you sent it to. Send a copy of your original correspondence, forms if any, a copy of the returned receipt and a cover letter explain the situation. No need to be nasty or rude, things happen. In your letter though make it clear you have waited long enough and want this handled expeditiously. Again spend the money and mail it "certified, return receipt requested." In 99% of the cases you will hear back from them within 14 days. If you have a fax or email note it in your letter and you will probably hear from them sooner.

If your original correspondence went to the National Personnel Records Center then you letter should go to the following address:

Director
National Personnel Records Center
9700 Page Blvd.
St. Louis, MO 63132

If you were attempting to correct records and received no reply then use the method outlined on that page.

 If this fails to get a response there is one last avenue before you bring in the big guns (politicians). Write a letter compiling all of your correspondence to The Inspector General of the respective agency. Yes the National Archives has an IG.

Inspector General
National Personal Records Center
9700 Page Blvd.
Saint Louis, MO 63132

No answer here? Well then make copies of everything you have written and take it personally to the local office of your Congressperson. Look in the phone book for the address. Every Congressperson has a office in their district. Talk to the aide there and leave off your copies. They can get something moving. This office though does have a good record of answering requests and you shouldn't have to go to this length but here it is just in case. By the way if you are ever going to write your congressperson when you do besides sending it to their Washington office, drop off a copy there. You may be able to talk to the local aide who in the congressman's name can get a lot of things done. (yes these are the same words given on the medals page, but it works).

 

5. The Freedom of Information Act (FOIA)

Nothing has upset government bureaucrats more than FOIA. This means they must give you copies of documents that concerns you that they have. Except in rare instances they cannot even pull the old "it's classified" routine and if they do they must prove it is and why. They must get what you request. They are able to charge you at times but it usually is a small fee for copying, not massive amounts for research unless you requested a mountain of records and providing them is not in the public interest. Say you ask for all the Morning Reports of a particular army unit for a long period of time then they can. They should not though charge you for documents that involve you or are in the public interest. Building a community honor role is one example of being "in the public interest."

We have included a form letter to give you an idea of how you go about requesting documents under FOIA. If all other methods have failed then this may be your only out. An example is if they tell you they cannot find your records at NARA. Then if you were in the Army you could request a copy of the Morning Report for the day you signed in (or week if you are not sure of the day) and the report for when you signed out. This will have your name and either SSAN or service number depending upon when it was and can help you prove to VA or others your military service.

 

The VA Disability Survival Guide

1. Getting Started

To start with have your records or get them, take this action first. If you don't have them send a SF180 form to the appropriate office on the back of the SF180 and request a copy of your records. A .gif copy of the SF180 is with this guide. Print it out and then complete it. Be careful when you fill it out. Make sure all old service numbers (if you had one) and your social security numbers are correct. The same goes with your current address. To be frank the people in this section are overworked (rather obvious that veterans are not a priority anymore). They will do the best they can but if you don't provide correct information, how can you expect to get the right information back. Don't assume they know anything, fill out the form as complete as possible.

Make sure you make yourself a copy of the form and then mail the original certified mail, return receipt requested. Get used to going to the post office, as long as you pursue this claim you will need to mail items as this is going to be the method of choice unless you are able to hand carry everything. Yes it will cost you about $2.50 every time you mail something but in the end be well worth it.

At the same time you request your records send a letter addressed to the nearest VA claims office telling them you intend to make a claim. Mail it certified mail, return receipt requested and keep that with a copy of the letter. This establishes the date on which all benefits will be dated from. Not the date it is approved or the date you file your claim. As it will take some time for your records to get back to you, you do not want to lose that time. As long as you inform them in writing that you are going to make a claim that is the date all things must spring from. Click here for a sample letter. it also requests their information on how to file.

2. Keeping Records.

Get yourself a notebook to keep a log, unless you are one of those people who are super organized and/ or already have a great system you will need it. Get one that also has about five dividers in it and five envelopes fixed to it. They are available in any stationers or discount store and run about three to five dollars. Yes you can use your computer for the same purpose but be sure and have somewhere where you can sort and store all of the paper work that will change hands. In addition always make an extra copy of everything and store it separate from the notebook just in case something happens to the notebook. Make sure that your spouse, a member of your family or a trusted friend knows where everything is.

Your first entries are of course when you send off for your records and inform the VA you intend to make a claim. As soon as you begin dealing with the VA write down everything that transpires. Date and time each entry and include who you talked to. Put in a summery of what information was given. If they refuse to give their name get their ID number or some description of the person. If it was on the telephone the number you called and the time. If anything was said that was rude or offensive record it. Likewise if they were helpful. Do this for every contact personal or by phone. Keep this for all dealings no matter what involving your claim. This should also include your dealings with your advocate (see #3).

Keep copies of everything the VA sends you and make a copy and hand carry it or mail it to your VSO. Also make sure your VSO is given a copy of everything you send in direct to the VA. Yes make an extra copy for your records and for that other place you keep them. And always log them in or out.

If you turn in something by hand to the VA outside of to your claims examiner make sure you have an entry of who you turned it into, the date and time. You might also want to include why you couldn't turn it in direct to your examiner.

In the back of your notebook keep an address book of everyone you deal with. Do your best to have their name, job position, section and phone number. This is essential, don't forget it.

3. Now Get Help.

Contact a Veterans Service Officer representative. They are at all of the VA Medical Centers. They do not work for the VA. Some are paid by the state, some by their own organizations and many are volunteers. They work daily with the VA and know how to get things done. Your county or city may also have a Veterans Service Officer, they should be listed in your local phone book in the county or city offices section. Which ever you choose listen too them. In most cases you will do the majority of work on your claim with them. They have but one purpose and that is to guide you and assist you in your claim.

Everyday VSO's do this, they know the ins and outs of the VA system don't even begin to think you know more than they do. Listen, heed and do what they advise. In the long run they are your best bet to a successful conclusion.

If you don't want one I suggest you quit reading now. You will only wind up failing the bureaucracy of the VA is no place to be without a guide. You wouldn't go to court with a lawyer or show up at an IRS audit without at least a tax preparer why would you show up at the VA without an advocate. Yes you can use a lawyer. Very seldom unless he is a specialist in that field of the law there is very little a lawyer can do for you. A service officer on the other hand knows the system and can get it to work for you. After a lawyer intervenes things might get done but think about it how would you respond under those conditions.

A list of the American Legion, AMVETS, Disabled American Veterans and the Veterans of Foreign Wars State Service Officers is included with this guide (click here). They are responsible for the local Veterans Service Officers and they will give you the information on their local VSO's in your state or county and other veterans service organizations and county VSO's near you.

4. Your Mind Set.

Be patient. Yes easier said than done. However you are dealing with a huge bureaucracy that seemingly has its own set of rules outside of everything including the law.

Many service members had accidents or things happen to them back when military medicine was not much better than having a corpsman give you two APC's and sending you back to work. Because of that your medical records will not show possible even that. The law is clear just because it isn't in your records doesn't mean it didn't happen. Yet it constantly happens that your VA claims examiner will constantly refuse things because it "wasn't in your records."

Many examiners in the VA will continually put the burden of proof on you and many working for it will do anything just like the IRS to keep from doing what they should be doing.

This is going to be a trying experience. Be patient, be calm and take comfort in the fact that in the end though you may have to take a lot of time through the appeals process if valid your claim is going to be approved.

Don't get mad and make a fool of yourself. Don't be abusive and don't threaten them. They have the law on their side if you do and it is against the law to threaten a federal official. If you feel you are cracking under the pressure inform your physician immediately and ask for a referral to a mental health specialist either a psychiatrist or psychologist, don't carry this burden alone.

If you are treated rudely or are refused help first try and work it out with your VSO. If this doesn't happen then write the director of the VA Center where it happened. Be sure and keep a copy of the letter. In the letter explain the problem, what happened and what you expect to be done. Be brief as possible and send a listing of your log detailing the problem as it transpired. Yes be sure and send this certified mail. If within 25 days you have not received an answer send a letter to the Inspector General, VA, Washington. DC 20421. It should contain a copy of your first letter and any other supporting documents sent to the VA center and proof of mailing. Again keep copies of all of this and keep your VSO informed about what you are doing. Keep following up on this until you get something done.

Don't get mad and write your Congress person, Senator or the President at the first bit of trouble. Just make sure you keep good records of all proceedings. When things have reached an impasse and it is time to go higher thanks to all of your record keeping you will have a substantial body of evidence of your actions and the VA's actions for these people to work with.

If you do need your representative be sure you are registered to vote. Remember these people keep their job by being voted into office. Registered voters even from another party count a lot more than those who are not. (see #6)

5. Time.

Currently it can take six months to 18 months for a claim to be done and then that doesn't include appeal time. Plan on the worst case scenario and then you won't be disappointed.

However If it is a question of total medical disability and you are unemployed especially if you can't pay your basic bills, yes you should press but first press through your VSO. Here is one place he can be paramount in dealing with the VA. No one wants you or your family out on the streets or going hungry. make sure the VSO is constantly aware of your current financial position. Don't be proud. You are not asking for a handout. VA benefits are not free. They have been paid for by a currency worth far more than money. They have been paid by your service and devotion to your country. Nothing you get from the VA is free!

6. Writing Congress.

If it becomes necessary to write your Congress person or Senator don't send a ranting raving letter. it's just going to wind up in the trash basket. Write a cover letter briefly describing the problem and what you would like done. Then as an enclosure write a complete history of the situation and back it up with all of the logs and copies of letters etc. Be sure and make a complete copy of this and mail it certified mail return receipt requested to your Congress person or Senator. Be sure they have a way to contact you. If you are homeless contact a shelter that will let you use their address or use your VSO's. If you need your representatives address go to http://vets.com/inside/contents.htm and click through to The Zipper. Put in your zip code and the answer will appear.

No representative wants to disappoint a constituent but they can't make bricks without straw. Have it all spelled out for them with your log, copies of documents and your list of addresses and phone numbers. The congressional aide who handles it will be that much more motivated to move with it by having all of the information at hand.

Don't waste your time writing the President. Unless helping you would make good copy for the evening news nothing is going to happen.

7. Locating Supporting Documentation.

The VA versus Veterans situation shouldn't be adversarial however in many instances it is. If your records were lost by the government don't expect anyone to help you. Get hold of your old units alumni association if it has one and try and track down those who knew you. If your old unit doesn't have one scour telephone books and so on. For some good tips and links to this end try http://vets.com/inside/contents.htm and click on The Ads and Find it. Both sections can help you get started tracking down the people you need to substantiate your claim.

8. Listen.

Again I repeat Listen to your VSO and heed his or hers advice. They work everyday with the VA and can cut out a whole lot of the bull. They cannot work magic but they can make all the difference between success and failure. Always be open and honest with them. If because of some personality problem or other issue you don't feel things are working out between the two of you be up front and discuss the issue. Possibly you might be better off with another VSO but don't just arbitrarily drop one for another.

9. Persevere.

Don't give up, perseverance is the key. Be firm and persistent but don't be belligerent. Who knows they may just give in to get you to go away. However they never will to someone who has been yelling at them.

10. Last Thoughts.

The last time I looked we were supposed to live in a country of the people, by the people and for the people. A government should support it's citizens not harass them. Unfortunately there are many working for the government who don't understand that. Our nation began as a noble experiment of sovereign individuals grouped together as sovereign states. To provide for the common good. As veterans we must continually remind our representatives and civil servants that they are there for our good. And that we are here to be served by government and not the server.

No veteran that I have ever met wanted a handout from the government or placed what he did as any better than what any other citizen would do if called to serve. However when this service called for more than just the ordinary and now one bears that burden, it is the responsibility of government to accept that and lighten the load.

Yes everything you have been reading is just common sense. I don't think you wasted your time though. Basically what you learned was how to apply the common sense to our government's systems. That's the only way you will ever get things done.

-----Original Message-----

Subject: question Please

I am not active duty. I am a Veteran of the Vietnam war and have been asked by my association(Mobile Riverine Force & 9th Infantry Division) to try and locate information to assist members of our group.

 

The information is that we as U.S. Army members of the Mobile Riverine Force(Vietnam) are eligible for the Combat Action Ribbon. The issue has come up numerous time concerning the forms and office to write to concerning this.

 

First = Are the members of the Mobile Riverine force eligible for the award. Naval personnel or Army?

 

Second the reason is many of us were in combat, but do not have the correct MOS(Army) for the Combat infantry Badge. This creates a problem with the Veterans Administration as to verifying actual combat in Vietnam for benefits. For example; in my own case I was wounded and treated by a Navy Corpsman. No record of this wound or treatment made it back to my records. In appeals with the Veterans administration they state there is no record of any actual combat or assignment to the MRF. Let alone any wounds treated by the Naval personnel. Many of our group are trying to obtain PTSD disability and again the Veterans Administration states no actual combat mentioned in our files--the Award of the CAR would alleviate this problem. If in fact this directive exists -one of the units was Task Force 117.

 

I have written to the Naval personnel office and was told to contact the U.S. Army. Who in turn told me to contact the Navy.. confused-so are we

 

thank you for your time and effort in answering the simple question of "Are all Naval and U.S. Army personnel attached/assigned to the Mobile Riverine force eligible for the C.A.R. and to whom to we apply?"

 

Eligibility Requirements for the Combat Action Ribbon

SECNAVIST 1650.1F
08 August 1991
	14. Combat Action Ribbon
		a. Eligibility Requirements
			(1) Awarded to members of the Navy, Marine Corps, and Coast Guard: (When the Coast Guard or units thereof operate under the control of the Navy) in the grade of captain/colonel and junior thereto, who have actively participated in ground or surface combat. Upon submission of evidence to their commanding officer, personnel who earned the Combat Infantryman Badge or Combat Medical Badge while a member of the U.S. Army may be authorized to wear the Combat Action Ribbon.
			(2) The principal eligibility criterion is that the individual must have participated in a bona fide ground or surface combat fire or action during which he was under enemy fire and his performance while under fire was satisfactory. The following amplifying remarks are furnished as guidance.
				(a) Personnel in riverine and coastal operations, assaults, patrols, sweeps, ambushes, convoys, amphibious landings, and similar activities who have participated in fire fights are eligible.
				(b) Personnel assigned to areas subjected to sustained mortar, missile, and artillery attacks actively participate in retaliatory or offensive actions are eligible.
				(c) Personnel in clandestine of special operations such as reconnaissance and SEAL teams are eligible when the risk of enemy fire was great and was expected to be encountered.
				(d) Personnel aboard a ship are eligible when the safety of the ship and the crew were endangered by enemy attack, such as a ship hit by a mine or a ship engaged by shore, surface, air or sub-surface elements.
				(e) Personnel eligible for the award of the Purple Heart would not necessarily qualify for the Combat Action Ribbon.
				(f) The Combat Action Ribbon will not be awarded to personnel for aerial combat since the Strike/Flight Air Medal provides recognition for aerial combat exposure; however, a pilot or crewmember forced to escape or evade after being forced down could be eligible for the award.