Requests for outpatient medical treatment records must include the type of record being requested, the MTF name, and the last year of treatment. When these records reach inactive status, they are retired and usually identified by the MTF at which the patient was last treated or stationed. An outpatient medical treatment record may contain documents covering several years from multiple MTFs. Outpatient Records – Outpatient medical treatment records are generally cumulative.

After these dates, the health records are maintained by:ĭischarged, retired, or separated from any componentĭepartment of VA, Records Management Centerĭischarged or retired from Reserves or National Guardĭischarged, retired, or separated from Active Duty - Reservists with 90 days active duty for training Requests for inpatient records must include the MTF name and the year of hospitalization.Īctive Duty Health Record (Service Treatment Record) - NPRC maintains the health records for all military and Coast Guard personnel separated from service prior to the following dates: Army - OctoAir Force - Coast Guard – ApNavy - Januand Marine Corps - May 1, 1994. These records are normally retired and identified by the MTF that created them. Inpatient Records - Inpatient (clinical) and inpatient medical treatment records generally contain documentation of treatment during a single calendar year.

Submit one form per patient, per type, and year of record(s) requested.

List all entries related to a patient at the time of treatment.

To expedite the request for records, you must complete items 1 through 10 and item 19 of the form.

IMPORTANT: To expedite any request, ask the Records Management Officer for the transfer/accession number and agency box number to enter this information into item 9 on the form. The Records Management Officer maintains copies of the Standard Form 135, Records Transmittal and Receipt, that provides an index of what records were retired in shipments to NPRC prior to 2002.Contact the Records Management Officer of the related MTF to find out if the desired records have been retired, if they are in a records holding area, or if they are still located at the MTF. Most inactive records are held at the MTF 1 to 5 years after the end of the treatment year before retirement. Please check to make sure that records have been retired to NPRC before preparing the form.Follow the instructions below to complete the form: Do not distribute to individuals for personal use. This form is authorized for use by military facilities ONLY. The DD Form 877 is the only request form that NPRC will accept from Military Treatment Facilities (MTFs) for retired clinical and medical treatment records. This shipment information includes the transfer/accession number, box number, and any patient identifiers.ĭD Form 877 Instructions. MTFs which recall records that they originally retired to NPRC must provide information regarding the shipment containing the desired record to facilitate retrieval. Ordering Medical Records Using the DD Form 877Īll other medical treatment records that are not indexed in MRS are stored in and identified by the shipment in which they were retired. These emergency requests must state that there is a medical emergency and provide a deadline date, if applicable.Ĭontact NPRC at (314) 801-0800 before faxing your request to (314) 801-0764. Please Note: NPRC will accept faxed requests only in cases of an emergency. In the interim, clinical and medical treatment records that were retired into NPRC MRS must also be ordered through the submission of a DD Form 877. More information on how to order records through CMRS eMilRecs will be posted once the system is ready for use. The records ordering portion of the legacy MRS application is currently being incorporated into NARA’s Case Management Reporting System (CMRS) eMilRecs. Medical records retired to NPRC from 2002 onward are electronically indexed in the NPRC Medical Registry System (MRS). Clinical and medical treatment records that were retired to NPRC prior to 2002 must be ordered by submitting DD Form 877 to NPRC at the following address: If you have questions or require clarification about the requirements of OMB/NARA M-19-21 or the exception process, please contact clinical and medical treatment records are returned to Military Treatment Facilities (MTFs) upon request. Per OMB M-23-07, after June 30, 2024, NARA will no longer be permitted to accept new transfers of permanent or temporary analog records unless the agency has been granted a limited exception. Please see OMB M-23-07 and/or your agency Records Officer for additional information. Reminder: Customer agencies without an approved exception to the OMB M-23-07 June 30th, 2024 deadline should ensure that all transfer requests are submitted prior to COB June 30th, 2024.

National archives medical records