--- title: "Part XIII, Subpart ii, Chapter 5, Section C Information Requests for Research Purposes" document: "M-21-1" section: "Part XIII, Subpart ii, Chapter 5, Section C" canonical: "https://veteranai.co/va-regulations/m21-1/xiii.ii.5.c-information-requests-for-research-purposes" source: "https://www.knowva.ebenefits.va.gov/system/templates/selfservice/va_ssnew/help/customer/locale/en-US/portal/554400000001018/content/554400000173815/M21-1-Part-XIII-Subpart-ii-Chapter-5-Section-C-Information-Requests-for-Research-Purposes" updated: "2026-09-07T14:38:14.908647Z" --- June 1, 2021 ### XIII.ii.5.C.1.a. Background Information on the Herbicide Exposure Study VA is assisting the U.S. Air Force, Special Projects Branch, Epidemiology Division, in conducting an ongoing study of the possible health effects of occupational exposure to the herbicide Agent Orange by former Air Force personnel. ### XIII.ii.5.C.1.b. Generating Listings of Veterans for Whom Data Is Required The Austin Systems Development Center generates listings entitled _DECEASED VETERAN LISTING FOR STATION XXX_ , grouped by regional office (RO), of cases required by the Air Force in connection with the study. The listings are forwarded to the RO that the Beneficiary Identification and Records Locator Subsystem (BIRLS) indicates * has jurisdiction of the deceased Veteran’s claim folder, or * retired the deceased Veteran’s claim folder to a Federal records center (FRC). **Note:** FRC cases appear on a separate listing entitled _FRC LISTING FOR STATION XXX_. ### XIII.ii.5.C.1.c. Specific Records VA Furnishes to the Air Force Following receipt of the listing referenced in M21-1, Part XIII, Subpart ii, 5.C.1.b, review each claims folder and make one legible copy of the following documents: * the Veteran’s death certificate * the autopsy protocol, and * all medical records regarding the Veteran’s death. ### XIII.ii.5.C.1.d. Providing the Requested Information to the Air Force Use the table below to provide the requested information to the Air Force. | **If ...** | **Then ...** a death certificate is in the claims folder but cannot be forwarded because, for example, a legible copy cannot be made | complete [_VA Form 23-6547, Excerpts from Death Certificate_](). a death certificate is _not_ in the claims folder | make photocopies of any information about the Veteran’s death, even information such as a [_VA Form 27-0820, Report of General Information_](), from a friend or relative notifying the Department of Veterans Affairs (VA) of the Veteran’s death. there is no information in the claims folder concerning the Veteran’s death | annotate the listing to that effect and send a photocopy of the listing to the address shown in M21-1, Part XIII.ii.5.C.1.e. the claims folder needed to furnish the information listed in M21-1, Part XIII, Subpart ii, 5.C.1.c is being stored at the scanning vendor. | request scanning of the folder via the [Source Material Tracking System Portal](). the claims folder needed to furnish the information listed in M21-1, Part XIII, Subpart ii, 5.C.1.c is located in an FRC | recall the folder using the procedures described in [M21-1, Part II, Subpart ii, 3.2](). BIRLS shows that the claims folder should be at the one of the locations listed above, but it cannot be located | undertake normal search procedures. **Reference:** For more information on general search procedures, see [M21-1, Part II, Subpart ii, 1.B.1.a](). ### XIII.ii.5.C.1.e. Where to Send the Requested Records Mail all photocopies and completed [_VA Forms 23-6547_]() directly to the following address: AL/AOEP 2606 Doolittle Rd. Brooks AFB, TX 78235-5250 ### XIII.ii.5.C.1.f. Clearing an EP for Work Credit Clear end product (EP) 694 in any case in which photocopies of documents or a completed [_VA Form 23-6547_]() is furnished to the Air Force. **Note:** No EP credit is due unless photocopies of documents or a completed [_VA Form 23-6547_]() are furnished to the Air Force. ### XIII.ii.5.C.1.g. Disposing of Completed Listing of Requested Records After completion of the actions described in this topic, dispose of the listings in accordance with _[Records Control Schedule, VB-1, Part I, Section 13, 13-005.000]()_. ## 2. Release of Records to EES This topic contains information on requests for record extracts by EES, including * information about EES * identification of records requested by EES * providing the requested information to EES * location to send EES information, and * work credit for processing an EES request. June 11, 2015 ### XIII.ii.5.C.2.a. Information About EES The Environmental Epidemiology Service (EES) conducts research studies on behalf of the Veterans Health Administration. From time to time, EES may request extracts of information from claims folders to assist with analysis of disability or demographic data. ### XIII.ii.5.C.2.b. Identification of Records Requested by EES Generally, EES will submit requests for an extract of information from claims folders. EES does not request transfer of the claims folders. The EES request should * identify the specific type of information that is required from the claims folder, and * provide a list of names, Social Security numbers, or other information to identify the individual records from which information is requested. The nature of the requested information and identification of the claimants’ claim number may be received in various formats. Generally, the RO receives a consolidated control document with a listing of EES requested records, but the information requested from an individual claimant’s records will usually be identified on a separate control document or index card for each claimant. **Note:** The Veterans Service Center Manager (VSCM) should establish a control point to coordinate compilation and return of requested information. ### XIII.ii.5.C.2.c. Providing the Requested Information to EES Respond to the EES request in accordance with the table below and return the information to EES or the designated control point. | **If the ...** | **Then ...** requested information is found in the claims folder | annotate the individual control document with the requested information. requested information is not in the claims folder | annotate the individual control document to reflect that the requested information is not in the claims folder. claims folder cannot be located | * undertake general search procedures, and * annotate the individual control document with _No Record_ , if the folder cannot be located. claims folder is under the jurisdiction of another RO | * upload a copy of the control document to the Veterans Benefits Management System (VBMS) and e-mail the VSCM of the station of origination regarding the pending request, and * annotate the original control document to reflect the location to which the request was forwarded. claims folder is located at an FRC | * do not recall the claims folder * annotate the control document with the FRC location, date retired, and retiring RO, and * upload the document to VBMS. ### XIII.ii.5.C.2.d. Location to Send EES Information Send the individual control documents with the requested information to the following address: Department of Veterans Affairs Office of Environmental Epidemiology Service (135) 810 Vermont Avenue, NW Washington, DC 20420 Contact EES at * telephone number (202) 266-4695, or * fax number (202) 495-5973. ### XIII.ii.5.C.2.e. Work Credit for Processing an EES Request Clear an EP 692 for each claims folder from which information is extracted and sent to EES.