FAQ Regarding Military Records Requests

Revision 6/98

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I. The section is a general Q & A about Miltary Records
  1. If I know the state of service, can I write anywhere else?
  2. Where to get vereran records?
  3. Where do I get Military Records, NA Form for Civil War Vets?
  4. I don't have a Service Number for the person I am searching for - how can I get it?
  5. If someone is buried in an American Cemetery abroad (or domestic) where should I write?
  6. In general, where are army records stored?
  7. My ancestor won a medal. How can I find out more about it?
  8. I want to request pension records, any tips or leaders?
  9. How can I find out about entitlements and medals? How about family members who were killed on duty?
  10. Can you recommend any sites on the WWW?
  11. Where would one find information about WW I records?
  12. Where are the records of children born in Military hospitals?

II. The section is derived mostly from Form 180 (rev.7/86) which is used to request information about Military Personnel:

  1. What form should I use?
  2. What is the minimum information needed?
  3. What other information is requested on the form?
  4. What kind of authorization do I need? Can anyone send off for Military Personnel records?
  5. Where should I send the form or other requests to?
  6. How about Civil War records?
  7. Were records destroyed in 1973? If so, have any remained?
  8. How were births on an Army base or in an army hospial recorded?
Who maintains this FAQ?

Q0.1: If I know the state of service, can I write anywhere else?
A0.1: You can also write to the Department of Military Affairs in the State where your relative lived or served.
[This section is published with the author's permission. Author: Kevin Coon KCONN@Erols.com]


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Q0.2: Where to get vereran records?
A0.2: You can order copies of Veteran Records by writing to: National Archives Records Administration, General Reference Branch (NNRG-P), 7th & Pennsylvania Ave NW, Washington, D,C, 20408 or call (202) 501-5170 to ask for order forms and prices

You can also contact:National Personnel Records Center, Military Personnel Records, 9700 Page Ave, St Louis, MO 63132-5100; Request several NA FORM 13043.
[This section is published with the author's permission. Author: Kevin Coon KCONN@Erols.com]


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Q.2.2.Where do I get Military Records, NA Form for Civil War Vets? A:For Civil War records You can call National Archives in Washington at:
202/501-5235
National Archives
Room G9
Seventh and Pennsylvania Ave, NW
Washington, DC 20408
When you call request a National Archives Order for Copies of Veterans Records, NATF Form 80 (rev. 10-93). It is a four part carbon form and is mailed back to NATF, PO Box 100221, Atlanta, GA 30384-0221. It takes 45 days to get answer and cost $10. This form is good only for Civil War Veterans. [This section is published with the author's permission. Author:[carlshrader@juno.com (Carl M. SHRADER)]


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Q2.5: I don't have a Service Number and the various centers could not find the person I am searching for without it - what to do?
A:2.5:
A few suggestions of where to find these and work around the problem:

  1. discharge papers would have it. Sometimes the military provided a copy of discharge papers to the county court where he was discharged to.

  2. Contact the Veterans' Affairs Department: if he ever applied for any benefits or pension (whether he got it or not) the correspondence would have his serial number. Alternativly, you could call the Regional VA Office. If you are fortunate enough to get a representative who is willing to go the "extra mile", they are certainly capable of looking up veterans by name, and sometimes by social security number [The army and air force replaced service numbers with Social Security Numbers in 1969. The navy and marine corps folowed suit in 1972 and the coast guard was the last to convert in 1974. Since then, service numbers are meaningless but can still be useful.]

  3. If the person you'r looking for has a military grave marker somebody probably had to provide his serial number to the funeral home or cemetery so they could order the marker from the government.

  4. In some states (PA for one) a Bonus was granted to World War I and World War II veterans returning to their home state. PA [and other states as well] has these applications for bonuses at their State Archives. Other states may have similar records. The service number is also shown on these State Bonus Applications [However, Bonuses were paid by many jurisdictions. Veterans were usually required to furnish a copy of separation papers but not always. The biggest problem here is that a great many veterans never applied.] The VA may or may not have a service number because it isn't needed. The VA assign their own file numbers. To visit the V.A web site and related sites, see Q.0.8.

  5. County offices sometimes have a veterans organization which, among other things, keeps track of veteran burials within the county. It may be wise to contact as many veterans offices as you can, to see if any of them have a record of the individual you are looking for. The records kept at each level are not necessarily the same. Of course, different areas are apt to keep different records as well.

  6. At the end of WW II as personel were being separated, the services encouraged all members to record their DD-214 (record of service) or Discharge at the local county clerks office. Many of them did this and photocopies of these can be obtained if you know where the relative lived following the war.

  7. Keep trying and try again. Maybe a bleeding heart story...anything to get the attention of a clerk who will take the time to look. They can do it without an ID number. Be persistant. (This person had written NPRC several times receiving "negative" replies; then his brother-in-law requested the military records with the same information, and he received the complete military file!)

BOTTOM LINE: Service numbers CAN be found by the VA Service Reps--why not by the NPRC?

[This reply was compiled by Bob, jamyers@tstar.net and published with his permission]


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Q0.3: If someone is buried in an American Cemetery abroad (or domestic) where should I write?
A0.3: If the person was killed/died and is buried in an American cemetary here or abroad (or if you're uncertain if this is the case) write to: American Battle Monuments Commission, Washington, D.C. 20314-0001
[This section is published with the author's permission. Author: Kevin Coon KCONN@Erols.com]


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Q0.4: In general, where are army records stored?
A0.4: I frequently see inquiries concerning military records, so I want to inform those interested how to uncover the records they desire. The National Archives and records Adminsitration (NARA) is the official depository for records of military personnel separated from the US Air Force, Army, Coast Guard, Marine Coprs, and Navy. The records are housed in three locations: the National Archives Building Washington DC, the Washington National Records Center Suitland Maryland, and the National Personnel Records Center St Louis Missouri. I have used military records extensively in my genealogical research, ffrom the civil war to WW2. The best advice I can offer is to write to the National Archives and records Administration, Washington, DC 20408 and request a copy of their pamphlet "Military Service records in the National Archives of the United States (General Information Leaflet Number 7). It describes in detail where each type of record is housed, where to write concerning records relating to the specific branches of the military, and how to order copies of records.
[This section is published with the author's permission. Author: Kevin Coon KCONN@Erols.com]

Another way to look at it is...

Colonial PeriodApplicable State Archives
Revolutionary War through the Phillipines InsurrectionNational Archives
Draft registrations from the First World WarThe Church of Jesus Christ of Latter-day Saints (microfilm)
Some records from later warsNot all available, depending on the year and the "reach" of the various privacy acts


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Q0.5: My ancestor won a medal. How can I find out more about it?
A0.5: If you want to obtain lost medals of your loved ones who served in the Army, you can write to:
Army Commander U. S. Army Reserve Personnel ATTN: DARP-PAS-EAW 9700 Page Blvd. St. Louis, MO 63132-5100

[This section is published with the author's permission. Author: patrob@alltel.net, Pat Robinson]


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Q0.6 I want to request pension records, any tips or leaders?
A0.6: Well, just this: When you do request the pension record, spcifically mention you wish to see the entire file. Otherwise, you might get an abstract or some portions of the file, but not the full record. [Y.R.]


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Q.0.7.How can I find out about entitlements and medals? A: The newsletter, The Star, has many touching stories written by these orphans but it also lists many, many names, reunions and veterans group contacts. It's web site is at: www.west.net/~awon
This organization has helped many people in many ways. It is primarily an organization for the children of WWII casualties but as an associate member I have found it to be invaluable for research.
The founder, Ann Bennett Mix, has written a book ---this is how its described: "There are many military records and other records available to the next of kin of those killed in service in World WarII. There are also benefits, medals, and priviledges, about which most families know nothing about. This book will tell you about After Action Reports; Air Force histories of groups and squadrons; Army or Marine histories of an outfits/units, college records; high school records; Hospital records; Individual Deceased Personnel File (IDPF); medical records(MEDS); microfilm of ship's muster roll; Morning reports; National Personnel Service Center records; photos of ships; Rosters of Army units or ships; Selective Service Records; Ship's Deck Logs; ship's histories; training school records; Veterans Administration benefit disbursement records; and Veterans Administration insurance records.
It will inform you about the following rights, medals, and priviledges to which you may be entitled: a buriel flag; engraving of medals; European Theater Medal; a Gold Star Lapel Pin; a free headstone marker, a lithograph of the grave or of the name on a memorial wall; a listing of your loved one in the National Honor Roll at the National Cathedral in Washington, D.C.; A POW Medal; a free passport; a Pearl Harbor Medal; Philippine Liberation Medals; a Presidential Certificate signed by the current U.S. President; and Honorable Service lapel Pin "Ruptured Duck" and replacesment of all lost medals, including the Purple Heart."
The Star will tell how to find this book or you can inquire on E Mail or the Web. I don't sell this book, I haven't even seen it yet, but it sounds like something a genealogist could easily use. The organization, in particular, The Star helped me find answers to puzzling questions that had bothered me for over 50 years concerning my friend who died as he drove his tank into West Germany from Luxembourg. His mother (now deceased) and I had tried to find the answers but didn't know how --until now. [Contributed by: hleitel@midusa.net (Lela Eitel) on roots-in@rootsweb.com]

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You could also simply write to the
National Personnel Center,9700 Page Blvd, St Louis, MO, 63132
and state the war your relative served in, any medals you know of, the branch of service (Army, Navy etc), dates of service. Of course, state only what you know and do not guess or estimate more than 1 year in range.
Q.0.8. Any sites you could recommend on the Web? A:.
National Personnel Records Centerwww.nara.gov/nara/frc/mpr.html
Naval Historyhttp://www.history.navy.mil/
Proceedings Magazinehttp://www.inhb.co.nz/proceedings/
Reunion Reveille Magazinehttp://www.execpc.com/~reunions/reveille.html
US Army Military Historyhttp://carlisle-www.army.mil/usamhi/
The U.S. Navyhttp://www.ncts.navy.mil/
Bureau of Naval Personnelhttp://www.navy.mil/homepage/bupers/
The United States Army Military History Institute http://carlisle-www.army.mil/usamhi/
Military-records-in-genealogyhttp://www.sky.net/~mreed/military/military.htm National Archives and Records Administrationhttp://www.nara.gov/regional/stlouis.html
The Dept of Veterans Affairswww.va.gov/
The Center of Military Historyhttp://imabbs.army.mil/cmh-pg/
World War I Document Archives
[Some URLs were contributed by kip20002@juno.com (Bob Kipk)]
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Q0.9. Where would one find information about WW I records?
 A0.9: These are on 16 mm microfilm at the National Archives. One easy way to see them is to go to your local LDS (Mormon) Family History Center. Ask a staff person to show you the Family History Library Catalog on microfiche. Look for the Fiche about United States - Military. Scan that for WW1 draft card records. Locate the draft board in which you are interested. You will find a 7 digit number. Ask to order the film by that number from the Salt Lake City Library. There will be a small fee, ...

Another easy way at the LDS FHC is to use the computer. A staff member will show you how to bring up the Family History Catalog program on the computer. Select the menu option Film/Fiche number. Then enter this number 1683565 This is the order number for one of the films in the series. The computer will then allow you to search for any other film in the series. Find the draft board of interest to you and the new number of the film you should order. A staff member will be happy to show you how to do this. It is easier to do than to tell. When you get the film, it will have pictures of the draft card your person was required to fill out. The cards for each draft board are alphabetized by surname. In a big city, the hardest part is finding the right draft board. In a rural area that is usually no problem.

[published with permission of the author who request not be be identfied].


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 Q.0.10 Where are the records of children born in Military hospitals?
A.0.10: These are recorded with the State or consul that has juristriction over the place of birth. Birth records do not get recorded in a special file for children born in a military hospital; The state (or country) laws dictate the registration of birth.
Overseas, the United States' State Department issues the birth certificate


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 Q1: What form should I use?
A1:
Best use form 180. This form can be requested from any of the addresses listed below.

Q2: What is the minimum information needed?
A2:
You should have the full name of the person, preferably the Social Security Number, The Date of Birth and the Place of Birth.

Q3: What other information is requested on the form?
A3:
Active Service (Place, Dates, and Service number(s)), Reserve Duty, National Guard membership, whether person is deceased, and what information do _you_ request in return. You should also explain what is the purpose of your request. If genealogical research is your line, state "Research". You can also check off a requested "Report of Separation" or "Discharge Certificate" although you are less likely to receive these items unless you have a signature of the veteran.


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Q4: What kind of authorization do I need? Can anyone send off for Military Personnel records?
A4:
You will need to be either a DIRECT descendant of the person or have the veteran's signature of the form. If you are a "Next of Kin" you must state the relationship. It must be either Child, Grandchild, GGChild, etc. Niece, Nephew et al will not be authorized to receive the personnel documents.
Note: These are the instructions on the form. However, some researchers testify that non-direct descendents have received copies of the records;


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Q5:Where should I send the form or other requests to?
A5:
Note:

Active duty personnel department are excluded from this FAQ although they are available on form 180.


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Q6: How about Civil War records?
A6(a):
My ancestor fought in the Civil War. Where can I find his records?
Records of Union service are available from the National Archives. Microfilm copies of the Index to the Texas Confederate Military Records are available in the Genealogy Collection.

One roots-l writer says: It makes excellent sense for one to write to the approporiate state archives for Confederate military and pension records. I have found this to be quite effective in my own research and have frequently obtained records at the state level which were not available from NARA.
A6(b):
"You can get most Confederate Civil War Records (Confederate and Union) from the National Archives using NATF Form 80. Have done it several times. Usually, the state libraries have copies of the same records. " [Contributed by: Judy Burton]
A6(c):
"To the best of my knowledge, all military records are located at the National Archives (Union and most Confederate). I tried to get my children's great+ grandfather's pension records from the Archives and was informed they were with the VA and to which office I should send my request.
I understand from others it is more difficult to get these pension records from the VA than from the Archives. I had no trouble but waited for a few months. I have never talked with anyone who knows exactly why some of the pension records are still with the VA and have never been sent to the Archives. Possibly because of the length of time a veteran or widow received the pension?"
[contributed by nikki@ptdprolog.net (Nikki)]
Resources online: Civil War Soldiers & Sailors System
In Texas: Beginning in 1899, Texas issued pensions to surviving Confederate soldiers and their widows. The applications for these pensions are available in the Texas State Archives. Pensions were not limited to soldiers who had served from Texas but were open to all those with former service who were residing in Texas at the time of their application. Muster rolls of individual Texas militia units are also in the Archives Collection. The Genealogy Collection has microfilm of the abstracts of those muster rolls.


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Q7:Were records destroyed in 1973? If so, have any remained?
A7:
In 1973 there was a fire at the St Louis repository that destroyed most of the records back to 1950 something. I don't recall hearing about the "H to Z" but the fact is correct. [Contributed by: Richard_Haycook@qmgateib.mitre.org (Richard Haycook) on roots-in@rootsweb.com]


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Q8:How were births on an Army base or in an army hospial recorded?
A8:
The only Naval Hospital that I'm aware of is near Seattle. There is a Whidbey Island NB and there is also a large shipyard around there someplace. Normally if the child is born in the military facility, the birth is recorded at the county clerks office and a certificate from that county is issued. That's how is was done with mine at least. You could try writing/calling the appropriate county clerk's offices and see if you have any luck. You'll really need to narrow down the birth date to at least a year - but I have had some luck using just the name and a range of years. [Contributed by: Richard_Haycook@qmgateib.mitre.org (Richard Haycook) on roots-in@rootsweb.com]


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Compiled by Yigal Rechtman © 1995-1998.

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