• Records Requests •

PLEASE NOTE

• The Privacy Act of 1974 (5 USC 552a) and the Office of Personnel Management  require a signed and dated written request for information. The telephone numbers and  e-mail addresses listed may only be used to contact the facilities regarding procedures for submitting written requests for information contained in Federal records.  No requests for information from personnel or any other type of records will be accepted by telephone or e-mail.

• Vists to the NPRC~CPR should be limited to:
• Picking up responses by prearrangement or delivering written requests.
• Accessing records by prearrangement.

 
• Researchers planning to conduct projects involving large numbers of records must have authorization from the agency that created the records. The NPRC~CPR will provide the points of contact for obtaining the authorizations.

PLEASE NOTE

• If the subject of the file is LIVING, the NPRC~CPR will provide copies of documents or information only to
• the subject of the file.
• someone with written authorization from the subject of the file.
• If you are not the subject of the file and do not have authorization from the subject of the file, only certain data may be obtained:  position titles and occupational series, grades, annual salary rates, duty stations, and position descriptions for the present and the past.
• If the subject of the file is DECEASED, copies of some documents and some information about the deceased may be releasable to someone who submits a request.
•  If you are looking for your own records, and less than 120 days have elapsed since your separation from Federal employment, write to the last Federal office that employed you for your records.
• The NPRC~CPR will send you copies of SELECTED documents from files but will not copy the entire file. (See Step 3 below.)

• If you are the subject of the file, send a signed letter indicating that you are requesting information from your own file.
• If you are not the subject of the file and the subject is living, send a letter signed by the subject indicating that he/she authorizes the NPRC~CPR to release information to you.
• If the subject of the file is deceased, and his/her date of birth is less than 100 years ago, send proof of the subject's death. (If the subject of the file was born more than 100 years ago, it is presumed that the person is deceased and no proof of death is required.)

• Full name used during Federal employment
• Date of birth
• Social Security number, if applicable
• Name of last employing Federal agency
• Beginning date of Federal service
• End date of Federal service

STEP 4 - Mail the information requested in Steps 1, 2 and 3 to:

The request you send must include:

• A signed letter saying that you are the subject of the file or if the subject of the file is living, authorization from the subject to release information to you. (See Step 1 above)
• If the subject of the file is deceased, and would now be less than 100 years old, proof of the subject's death. (See Step 1 above)
• Information to help us locate the file. (See Step 2 above)
• Identification of the documents you want copied OR an explanation of the purpose for which you want the information. (See Step 3 above)

PLEASE NOTE

• If the subject of the file is LIVING, copies of or information from these files is releasable only to
• the subject of the file.
• someone with written authorization from the subject of the file.

• If the subject of the file is DECEASED, copies of some documents or some information about the deceased may be releasable to someone who can provide proof of the subject's death.

 
•  If less than 120 days have elapsed since separation, write to the last employing office for records.

• If you are the subject of the file, send a signed letter indicating that you are requesting information from your own file.
• If you are not the subject of the file, send a letter signed by the subject indicating that he/she authorizes the NPRC~CPR to release information to you.

• Name at time of employment
• Name of agency of employment (or agencies)
• Location of agency of employment
• Date of separation or retirement
• Social Security number
• Date of birth

The request you send us must include:

• A signed letter saying that you are the subject of the file or authorization from the subject to release information to you. (See Step 1 above)
• Information to help us locate the file. (See Step 2 above)

PLEASE NOTE

• If the subject of the file is LIVING, information or copies of documents are releasable only to
• the subject of the file.
• someone with written authorization from the subject of the file.
• If the subject of the file is DECEASED, copies of some documents or some information about the deceased may be releasable to someone who can provide proof of the subject's death.

• If you are the subject of the file, send a signed letter indicating that you are requesting information from your own file.
• If requested records are for a dependent under 18 years old, a parent or guardian may sign the request
• If you are not the subject of the file, send a letter signed by the subject indicating that he/she authorizes the NPRC~CPR to release information to you.

STEP 2 - Provide information necessary to identify the file. The search for the file will be expedited by as complete information as possible.

For in-patient (clinical) records
• Name of dependent at time of treatment
• Name of military sponsor
• Sponsor's Social Security/service number
• Name and location of hospitalizing facility
• Year of hospitalization
For out-patient (health) records
• Name of dependent at time of treatment
• Name of military sponsor
• Sponsor's Social Security/service number
• Information needed, for example, vaccination record
• Name and location of  last treatment facility
• Year of last treatment

 

The request you send us must include:

• A signed letter saying that you are the subject of the file or authorization from the subject to release information to you. (See Step 1 above)
• Information to help us locate the file. (See Step 2 above)

The National Personnel Records Center~Civilian Personnel Facility stores many different kinds of x-rays, primarily of former military personnel, civilian federal employees, and military dependents. There are approximately 25 million entrance and separation x-rays of former military and civilian personnel dating back from the early 1940's to the present, and 3-5 million x-rays for military dependents. Interim x-rays for military personnel taken for injury or sickness, stay with the health jacket and are filed with the military personnel records jacket. All dental x-rays are located at the National Personnel Records Center~Military Personnel Records (NPRC~MPR). Once x-rays are stored at the NPRC~MPR, they remain the property of the Department of Veterans Affairs, even though they may have been taken at military bases or installations.

STEP 2 -  Provide the name and address of physician or medical facility to which you want the x-ray sent. Because x-rays are highly vulnerable to damage and need to be interpreted by a medical professional, the NPRC~CPR sends them to a physician or medical facility rather than to an individual.

STEP 3 - Select an option below and provide the information requested. The search for the x-ray will be expedited by as complete information as possible.

Option A -Army/Air Force/Coast Guard
Full name
Social Security/service number
Approximate dates of service
Name and location of facility where x-ray was taken
Option B -  Navy/Marine Corps
1940s - 1973
Full name
Social Security/service number
Date of x-ray (year, month, day)
Name and location of facility where x-ray was taken
Film number, located on medical record

1973 - Present
Full name
Social Security/service number

Option C -  Military Dependents
Full name
Sponsor's full name
Sponsor's Social Security/service number
Date x-ray taken (year, month, day)
Name and location of facility where x-ray was taken

Option D -  Former Civilian Employees
Full name
Social Security Number
Date x-ray taken (year, month, day)
Name and location of facility where x-ray was taken

• A signed letter saying that you are the subject of the file or authorization from the subject to release information to a physician or medical facility.  (See Step 1 above)
• Name and address to which the x-ray will be sent. (See Step 2 above)
• Information to help us locate the file. (See Step 3 above)

• Where To Apply
• How To Apply

• College Counts
• Job Vacancies

• Military Counts
• Like to Travel?

• End Results
• Tell-A-Friend