--- title: "Part III, Subpart ii, Chapter 2, Section G Record Exchanges Between the Department of Veterans Affairs (VA) and the Service Departments" document: "M-21-1" section: "Part III, Subpart ii, Chapter 2, Section G" canonical: "https://veteranai.co/va-regulations/m21-1/iii.ii.2.g-record-exchanges-between-the-department-of-veterans-affairs" source: "https://www.knowva.ebenefits.va.gov/system/templates/selfservice/va_ssnew/help/customer/locale/en-US/portal/554400000001018/content/554400000015949/M21-1-Part-III-Subpart-ii-Chapter-2-Section-G-Record-Exchanges-Between-the-Department-of-Veterans-Affairs-VA-and-the-Service-Departments" updated: "2026-09-08T14:36:54.794961Z" --- March 17, 2026 ### III.ii.2.G.1.a. MOU Between VA, DARBA, and ADRB A memorandum of understanding (MOU) exists between the Department of Veterans Affairs (VA) and the Department of the Army regarding the exchange of service records between VA and the * Department of the Army Review Boards Agency (DARBA), and * Army Discharge Review Board (ADRB). **Notes:** * The provisions of this MOU are designed to prevent lengthy delays in the handling of claims by both departments. * The review board submits its request for records to the Customer Support Division (CSD) and CSD provides the review board with copies of the records in the Veterans Benefits Management System (VBMS) electronic claims folder (eFolder). ### III.ii.2.G.1.b. Procedures for Obtaining Records From DARBA or ADRB CSD is solely responsible for requesting service records from DARBA and ADRB.The table below describes the process for obtaining records from DARBA or ADRB through CSD.| **Stage**| **Description** 1| A regional office (RO) submits a request for records to NPRC (address code 13). 2| CSD confirms the records are **_not_** located at * NPRC, or * the U.S. Army Human Resources Command (HRC). 3| If the records are not located at NPRC or HRC, CSD determines whether the records are located at * DARBA, or * ADRB. 4| Use the table below to determine where CSD sends requests once it determines the records are located at DARBA.| **If DARBA …**| **Then …** * still has possession of the records, and * the records request is associated with an emergent claim | CSD will contact DARBA to * send the entire record to CSD electronically for upload into VBMS, and * provide a response to the record request. still has possession of the records, and the records * request is **_not_** associated with an emergent claim, and * are returned prior to 18 months from charge-out | NPRC will immediately forward records to CSD upon receipt. still has possession of the records, and the records * request is **_not_** associated with an emergent claim, and * have **_not_** been returned after 18 months from charge-out * CSD will make contact with DARBA * DARBA will notify CSD when the records are being returned to NPRC, and * NPRC will immediately forward records to CSD upon receipt to * scan * upload into VBMS, and * provide a response to the record request. is **_not_** in possession of the records| * a negative reply is provided to CSD, and * CSD will provide a response to the record request. **Important:** CSD requests for records to DARBA utilize the current e-mail and phone contact information provided by DARBA to CSD. **Note:** CSD must wait 18 months from the records’ charge-out date to contact DARBA, **_unless_** the records request is associated with a claim that * requires priority processing, or * has been pending for more than one year. _**Reference**_ : For more information on using Service Treatment Record (STR) Assist to request records, see the _VBMS Core User Guide_. ## 2. Exchange of Records Between VA and AFDRB This topic contains information on the exchange of records between VA and AFDRB, including * MOU between VA and AFDRB, and * procedure for obtaining records located at AFDRB. March 17, 2026 ### III.ii.2.G.2.a. MOU Between VA and AFDRB An MOU exists between VA and the Air Force Discharge Review Board (AFDRB) for the purpose of ensuring the efficient and timely exchange of records between the two entities._**Note**_ : The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder. ### III.ii.2.G.2.b. Procedure for Obtaining Records Located at AFDRB CSD is solely responsible for requesting service records from AFDRB. The table below describes the process for obtaining records from AFDRB through CSD.| **Stage**| **Description** 1| An RO submits a request for records to NPRC (address code 13). 2| CSD confirms the records are **_not_** located at * NPRC, or * the U.S. Air Reserve Personnel Center (ARPC) in Denver, CO. 3| CSD forwards the request to AFDRB or the Board of Corrections Section at Randolph Air Force Base by utilizing current e-mail and phone contact information provided by AFDRB or the Board of Corrections to CSD. 4| The table below describes the actions that take place based on the location of the records.| **If ...**| **Then ...** * the records are _located_ at * AFDRB, or * the Board of Corrections, and * the records request is associated with an emergent claim | CSD will * contact the board possessing the records * request a copy of the records for * scanning, and * upload into VBMS, and * provide a response to the record request. * the records are _located_ at * AFDRB, or * the Board of Corrections, and * the records request is **_not_** associated with an emergent claim | CSD must wait 10 months from the records’ charge-out date to contact the board possessing the records.If records are returned more than 10 months from the charge-out date or after CSD makes contact with the board, * the board will notify CSD when the records are being returned to NPRC, and * NPRC will immediately forward records to CSD upon receipt for * scanning, and * provide a response to the record request. the records are **_not_** _located_ at * AFDRB, or * the Board of Corrections | the board that received the request sends a negative reply to CSD.**Important:** CSD will provide a response to the record request after receiving the negative reply from the board. **Important:** CSD must wait 10 months from the records’ charge-out date to contact AFDRB or the Board of Corrections unless the records request is associated with a claim that * requires priority processing, or * has been pending for more than one year. _**Reference**_ : For more information on using STR Assist to request records, see the _VBMS Core User Guide_. ## 3. Exchange of Records Between VA, NDRB, and BCNR This topic contains information on the exchange of records between VA, NDRB, and BCNR, including * MOU between VA, NDRB, and BCNR, and * procedures for obtaining records located at NDRB and BCNR. March 17, 2026 ### III.ii.2.G.3.a. MOU Between VA, NDRB, and BCNR An MOU exists between VA and the * Navy Discharge Review Board (NDRB), and * Board of Correction of Naval Records (BCNR). The purpose of the MOU is to ensure the timely exchange of records between the three entities._**Note**_ : The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder. ### III.ii.2.G.3.b. Procedures for Obtaining Records Located at NDRB and BCNR CSD is solely responsible for requesting service records from * NDRB, and * BCNR. The table below describes the process for obtaining records from NDRB and BCNR through CSD. | **Stage**| **Description** 1| An RO submits a request for records to NPRC (address code 13). 2| CSD confirms the records are _not_ located at NPRC. 3| CSD forwards the request to NDRB and BCNR by utilizing current e-mail and phone contact information provided by NDRB and BCNR to CSD. 4| The table below describes the actions that take place based on the location of the records. | **If ...**| **Then ...** * the records are _located_ at * NDRB, or * BCNR, and * the records request is associated with an emergent claim | CSD will * contact the board possessing the records * request a copy of the records for * scanning, and * upload into VBMS, and * provide a response to the record request. * the records are _located_ at * NDRB, or * BCNR, and * the records request is **_not_** associated with an emergent claim | CSD must wait 10 months from the records’ charge-out date to contact the board possessing the records.If records are returned more than 10 months from the charge-out date or after CSD makes contact with the board * the board will notify CSD when the records are being returned to NPRC, and * NPRC will immediately forward records to CSD upon receipt for * scanning, and * provide a response to the record request. the records are **_not_** _located_ at * NDRB, or * BCNR | the board that received the request sends a negative reply to CSD.**Important:** CSD will update the record request after receiving the negative reply from the board. **Important:** CSD must wait 10 months from the records’ charge-out date to contact NDRB or BCNR **_unless_** the records request is associated with a claim that * requires priority processing, or * has been pending for more than one year. _**Reference**_ : For more information on using STR Assist to request records, see the _VBMS Core User Guide_. ## 4. Exchange of Records Between VA and Air Force, Marine Corps, and Navy Reserve Recruiting Services This topic contains information on the exchange of records with the Air Force, Marine Corps, and Navy Reserve Recruiting Services, including * exchange agreement between VA and the reserve recruiting services, and * reserve recruiting services need for records from claims folders. January 25, 2024 ### III.ii.2.G.4.a. Exchange Agreement Between VA and the Reserve Recruiting Services VA's CSD has entered into an agreement with the Air Force, Marine Corps, and Navy Reserve Recruiting Services under which * each of the service branches has assigned a Recruiting Support non-commissioned officer (NCO) to CSD, and * Recruiting Support NCOs may request records from VA. _**Note**_ : The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder. ### III.ii.2.G.4.b. Reserve Recruiting Services Need for Records From Claims Folders Reserve recruiting services need records from claims folders when a Veteran is being assigned to a reserve unit.