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Military service records and medical records form the evidentiary foundation of virtually every VA disability claim. Without documentation of your service, your in-service events, and your medical history, the VA has very little to work with when evaluating your claim. Unfortunately, obtaining these records is not always straightforward. Records may be held by different agencies, stored in different systems, or in some cases, no longer available. Understanding where your records are, how to request them, and what to do when they cannot be found is a critical skill for any veteran pursuing VA benefits.
The National Personnel Records Center (NPRC), located in St. Louis, Missouri, is the primary repository for military service records. The NPRC stores Official Military Personnel Files (OMPF), service treatment records (STRs), and other documents for separated and discharged veterans. To request your records from the NPRC, you can use Standard Form 180 (SF-180), which is available on the National Archives website. The SF-180 requires basic information including your name, service number or Social Security number, branch of service, dates of service, and the specific records you are requesting. You can mail or fax the completed form to the NPRC.
For a faster alternative to mailing an SF-180, the NPRC offers eVetRecs, an online system that allows veterans and their authorized representatives to submit record requests electronically. You can access eVetRecs at the National Archives website. The system walks you through the request process and generates a signature-ready form that you can submit digitally. Online requests are typically processed faster than mailed requests because they bypass the mail handling and data entry steps. However, processing times still vary depending on the NPRC workload and the complexity of the request. As of recent years, standard requests can take anywhere from a few weeks to several months.
One of the most significant challenges in the military records system is the 1973 fire at the NPRC. On July 12, 1973, a catastrophic fire destroyed approximately 16 to 18 million military personnel files. The most severely affected records were Army personnel discharged between November 1, 1912, and January 1, 1964, and Air Force personnel with surnames alphabetically through Hubbard who were discharged between September 25, 1947, and January 1, 1964. No duplicate copies of these records existed, and no index of the destroyed files was ever maintained. If your records fall within these affected groups, you may need to rely on alternative evidence to support your VA claim.
Service treatment records (STRs), sometimes called service medical records, are the medical files generated during your time in the military. These records document every medical visit, diagnosis, treatment, vaccination, and physical examination that occurred while you were on active duty. STRs are among the most important pieces of evidence in a VA disability claim because they can establish that a condition began during or was aggravated by military service. When the VA receives your disability claim, they will request your STRs from the NPRC. However, you should also request your own copies so you can review them and identify any relevant entries before your C&P examination.
VA medical records are separate from your military service records and are maintained by the VA health care system. If you have received treatment at a VA facility, those records are stored in the VA electronic health record system. To authorize the release of your VA medical records, you can use VA Form 10-5345 (Request for and Authorization to Release Health Information). You can also access many of your VA medical records online through My HealtheVet or the VA Health and Benefits mobile app. When filing a VA claim, the VA should pull your VA treatment records automatically, but it is wise to verify that all relevant records are included in your claims file.
Freedom of Information Act (FOIA) requests can be another pathway to obtaining military records, particularly for records that are not available through standard request channels. FOIA allows you to request access to federal agency records, including military records held by various Department of Defense components. FOIA requests can be useful for obtaining unit records, deployment orders, historical reports, and other documents that may not be part of your individual personnel file but could support your claim. Each military branch has its own FOIA office, and processing times vary widely.
When records are missing, the VA has a heightened duty to assist the veteran in obtaining or reconstructing the evidence. This principle is especially important for veterans affected by the 1973 fire or those whose records were lost due to administrative errors. The VA is required to notify you if your records cannot be located, explain what efforts were made, describe the alternative sources of evidence that can be used, and inform you that you can submit alternative evidence to support your claim. This heightened duty is documented in VA regulations and has been reinforced through Board of Veterans' Appeals and court decisions.
Alternative evidence sources for reconstructing missing records include buddy statements from fellow service members who can attest to your service, injuries, or health issues. Unit histories and morning reports can place you at a specific location during a specific time period. Deployment records, award citations, and performance evaluations can corroborate the circumstances of your service. Personal journals, letters written during service, and photographs can also provide supporting context. While none of these individually replace an official service record, taken together they can build a compelling evidentiary case.
For veterans filing a VA claim, the best practice is to request all relevant records as early in the process as possible. Do not wait until after you file your claim to start gathering records. Submit your SF-180 or eVetRecs request, request copies of your VA medical records, and obtain any private medical records that may be relevant. Review all records carefully before submitting your claim so you can identify key entries and address any gaps. Having a complete picture of your records before filing gives you the strongest possible foundation for your claim.
Disclaimer: This article is for educational and informational purposes only. It does not constitute legal, medical, or VA claims advice. VA regulations, fee structures, and enforcement actions are subject to change. Always verify current requirements at VA.gov or consult with an accredited VSO, attorney, or claims agent before making decisions about your benefits.
Written by Scott, ClaimRecon