Revised May 6, 2026
III.ii.2.B.1.aAutomated STR Requests Based on Claims Establishment
Establishing a claim in the Veterans Benefits Management System (VBMS)/Share will automatically request service treatment records (STRs) from the Healthcare Artifacts and Image Management Solution (HAIMS) if the conditions described in M21-1, Part III, Subpart ii, 2.B.1.c are met. The status of the HAIMS STR request can be found in the Virtual Lifetime Electronic Record (VLER) Portal.
III.ii.2.B.1.bObtaining STRs for Members of the Reserve or National Guard
Follow the steps in the table below to obtain STRs for members of the Reserve or National Guard.
| Step | Action |
|---|---|
1 | Determine if the Veteran currently has a service obligation as outlined in M21-1, Part III, Subpart ii, 2.A.2.b. If a service obligation ... Then ... |
does not exist |
|
exists | go to the next step. |
2 | Determine if a complete separation from active duty service occurred prior to Reserve or National Guard service. If a complete separation from active duty service ... Then ... |
occurred prior to
| VBMS will automatically generate a request for STRs from HAIMS when the Veteran’s claim is established. After the 45-day suspense period for the HAIMS request expires, go to the next step. |
3 | Were all the required Reserve or National Guard STRs obtained after completing the necessary development actions?
|
4 | Determine if the required Reserve or National Guard STRs are certified and available in the Joint Longitudinal Viewer (JLV).Notes:
|
| If the records are ... | Then ... |
|---|---|
available and are certified complete |
Note: The added period of service must be removed immediately after successfully submitting the request to HAIMS. |
not available or have not been certified complete | go directly to the next step. |
5 | The Centralized Support Division (CSD) must contact the branch of service’s single point of entry (SPoE) to obtain the STRs. Initiate and track the process by
Important: The request must contain details of the Reserve or National Guard service obligation. Note: Submission of a request under this step is required regardless of the duration of time since separation from the Reserve/National Guard if the member never served on active duty. |
6 | Review the status of the RV1/NG1 request if the STRs have not been received after the expiration of the suspense period. If the internal response message has been pending for ... Then ... |
less than 30 days | extend the suspense of the STR request tracked item to the date on which the internal response message would be 30 days old. |
30 days or more |
|
7 | After the expiration of the suspense period, follow the instructions in M21-1, Part III, Subpart ii, 2.D.2.b, to follow up on HAIMS STR requests and complete any additional support action(s) that may be necessary to obtain the STRs. |
Important: When a Veteran indicates private medical treatment for a condition related to Reserve or National Guard duty during, or in close proximity to, the time frame in which the duty was conducted, obtain the records as described in M21-1, Part III, Subpart ii, 1.A for consideration in deciding the claim.
References: For more information on
- requesting records through STR Assist, see the VBMS Core User Guide
- automated STR requests at claims establishment, see M21-1, Part III, Subpart ii, 2.B.1.a
- records previously stored at the Records Management Center (RMC), see M21-1, Part III, Subpart ii, 2.A.5.a
- extraction, scanning, and uploading of STRs previously stored in RMC file banks, see M21-1, Part III, Subpart ii, 2.A.5.d
- obtaining STRs from HAIMS, see M21-1, Part III, Subpart ii, 2.B.1.c-h
- creating tracked items, see the VBMS Core User Guide
- the appropriate tracked item for requesting STRs from the Reserve/National Guard or following up on HAIMS STR requests, see M21-4, Appendix D
- following up on HAIMS STR requests for Reserve/National Guard STRs, see M21-1, Part III, Subpart ii, 2.D.2.b, and
- obtaining records from JLV, see the JLV User Guide.
III.ii.2.B.1.cInteraction Between VBMS and HAIMS
VBMS automatically submits a request for a Veteran’s STRs to HAIMS when
- a Veteran whose service ended on or after January 1, 2014, files a claim for VA benefits, and
- the regional office (RO) that received the claim begins processing it in VBMS.
Exception: Coast Guard began uploading service records to HAIMS for Veterans whose service ended on or after September 1, 2014.
| If HAIMS has ... | Then HAIMS provides VA with ... |
|---|---|
never before responded to a request for the Veteran’s STRs | a certified, electronic copy of all STRs the Veteran’s service department has uploaded into HAIMS. |
already responded to an initial request for STRs | an electronic copy of any additional STRs the Veteran’s service department has uploaded into HAIMS since the previous request. |
Notes:
-
No tracked item is generated when VBMS submits a request to HAIMS.
-
To determine the status of a request, users must rely on the status and error messages listed in M21-1, Part III, Subpart ii, 2.B.1.e.
-
When HAIMS transmits an electronic copy of a Veteran’s STRs to VBMS, VBMS
-
inserts the copy into the Veteran’s electronic claims folder (eFolder), and
-
displays a “new mail” indicator to alert users that the Veteran’s STRs are available for viewing.
-
-
When the Veteran’s separation date is on or after January 1, 2014, or on or after September 1, 2014, for Coast Guard Veterans, but the separation date either does not exist or is updated in the corporate record during claim establishment or processing, VBMS displays a button labeled “Request STR Again” under the OBTAIN STRS tab. Users must return to this tab and click on the button after updating the corporate record with the correct separation date.
Reference: For more information on HAIMS, see M21-1, Part III, Subpart ii, 2.A.5.e.
III.ii.2.B.1.dSuspense Dates Generated by VBMS for STR Requests to HAIMS
When a claim is established, a request for STRs is submitted to HAIMS through VBMS, and VBMS generates a suspense date for the request as described in the table below. The request remains active until the claim is closed, cleared, or cancelled.
| If the date of claim is ... | Then VBMS generates a suspense date that is ... |
|---|---|
within the 45 calendar-day period that immediately precedes the claimant’s separation date | 46 calendar days following the date of separation. |
at least 45 calendar days after the date the claimant separated from service | two calendar days after the date the corresponding claim was created in VBMS. |
Important:
-
The 45 calendar-day period agreed upon between VA and DOW begins when the request first appears on the VLER list, which occurs when the HAIMS STR request is submitted (automatically upon receipt of a claim; or manually initiated by a claims processor).
-
Query the VLER Portal if
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45 calendar days have passed since the
-
claimant separated from service, and
-
claim has been established
-
-
the suspense date has passed without a status message being received, and
-
a search in JLV does not result in finding the certified STRs with a certification memo, DD Form 2963, Service Treatment Record (STR) Certification , in HAIMS.
-
-
If the search of the VLER Portal fails to provide guidance, send e-mail notification to VAVBAWAS/CO/HAIMS-DPRIS.
References: For more information on
- the VLER Portal, see the VLER Portal User Guide, and
- STR certification memos, see M21-1, Part III, Subpart ii, 2.A.3.b.
III.ii.2.B.1.eStatus Messages Generated by VBMS for STR Requests to HAIMS
When a request for copies of STRs is submitted to HAIMS through VBMS, the status of the request is located in the OBTAIN STRS section of the DEVELOPMENT PLAN for the claim in VBMS.Use the table below to determine the meaning of the status messages and any associated actions required.
| VBMS Status Message | Meaning of Status Message |
|---|---|
SUCCESS: Veteran is now eligible for an electronic STR. This request has been queued for processing and will be submitted soon. | The RAD date in VBMS is
The system will generate the STR request but will withhold sending the request to HAIMS until 24 hours past the RAD date in VBMS. Note: Once successfully submitted to HAIMS, the status message will be updated. |
_SUCCESS: Electronic STR Requested. Request Date [mm/dd/yyyy]. Request Successful. Suspense Date [mm/dd/yyyy]. _ | VBMS sent the request for STRs to HAIMS and displays the date submitted, the status, and VBMS automatically generated suspense date. |
SUCCESS: Electronic STR received. Date received [mm/dd/yyyy]. Document uploaded to Veteran’s eFolder. Please note - additional STR documents may still be in the process of uploading to the eFolder. | HAIMS uploaded all STR documentation into the Veteran’s eFolder. Important: The STR is complete if the certification memo is in the eFolder. If the certification memo is not in the eFolder, additional STRs may still be in process of uploading. |
INFORMATION: STR Requested. Request Date [mm/dd/yyyy]. Veteran Already Successfully Subscribed. | There is an active request for STR documentation and any new STR documentation added to HAIMS will automatically be sent to the Veteran’s eFolder. No action necessary. |
WARNING: Electronic STR Requested. Request date [mm/dd/yyyy]. Request Successful. Suspense Date [mm/dd/yyyy] has Expired. | VBMS successfully sent the request to HAIMS but VBMS did not receive any STRs and the suspense date expired. The request will remain pending in VBMS. Use the table below to determine if additional action is necessary. If the service member or Veteran... Then ... |
is still on active duty (including service under Title 10 or 32 U.S.C.) | no action is needed. The STRs should be uploaded into HAIMS within 45 calendar days after separation/retirement from military service. |
is currently serving in the Reserve or National Guard | follow the instructions in the table in M21-1, Part III, Subpart ii, 2.B.1.b, starting at Step 4. |
has been separated or retired from the Reserve or National Guard for at least 45 days | follow the instructions in the table in M21-1, Part III, Subpart ii, 2.B.1.b, starting at Step 5.
Reference: For more information on the VLER Portal, see the VLER Portal User Guide. |
WARNING: This Veteran is not eligible for an Electronic STR Request. Eligibility checked on [mm/dd/yyyy] at [hh:mm]. The EP code [xxx] does not meet the eligibility criteria. | The end product (EP) code that was established is outside of the rating EP bundle for which requests to HAIMS can be made. Obtain the certified STRs from JLV by following the information provided in M21-1, Part III, Subpart ii, 2.B.1.i and j. Note: This also applies to pre-discharge claims. |
WARNING: This Veteran is not eligible for an Electronic STR Request. Eligibility checked on [mm/dd/yyyy] at [hh:mm]. The RAD Date does not meet the eligibility criteria. | The Veteran’s military profile must be updated to reflect correct RAD date. If the correct RAD date is on or after the HAIMS availability dates listed in M21-1, Part III, Subpart ii, 2.A.5.e, then follow the steps in the table below to resubmit the STR request. Step Action |
1 | Update the Veteran’s military service. |
2 | Return to the OBTAIN STR tab in the DEVELOPMENT PLAN section of VBMS. |
3 | Resubmit the STR request by clicking Request STR Again. The status message will be updated immediately to reflect a new status. Note: This also applies to pre-discharge claims. Reference: For more information on STR migration dates, see M21-1, Part III, Subpart ii, 2.A.3.e. |
_ERROR: Electronic STR Requested. Request Date [mm/dd/yyyy]. Request Unsuccessful. [No Veteran] _or [Multiple Veterans] Found. | HAIMS could not identify the Veteran. Follow the steps in the table below to resubmit the STR request. Step Action |
1 | Verify and update all personally identifiable information and military service. |
2 | Return to the OBTAIN STR tab in the DEVELOPMENT PLAN section of VBMS. |
3 | Resubmit the STR request by clicking Request STR Again. The status message will be updated immediately to reflect a new status. Note: If the status message does not change, contact VA Central Office (CO) for assistance at VAVBAWAS/CO/HAIMS-DPRIS. |
ERROR: Unsuccessful. Internal Server Error. Electronic STR requested. Request date [mm/dd/yyyy]. Request incomplete. Note – During this request an external system error was encountered preventing it from completing. An automated retry will be attempted on [mm/dd/yyyy] at [hh:mm AM/PM]. | VBMS encountered an error and will make four attempts to request the STRs. This message displays when the initial attempt has been made. The status message will update automatically with each attempt. If all attempts fail, check JLV for the certified STRs in HAIMS, and follow the information provided in M21-1, Part III, Subpart ii, 2.B.1.i and j, to obtain the certified STRs. If the certified STRs are not in HAIMS, contact CO for assistance at VAVBAWAS/CO/HAIMS-DPRIS. |
_ERROR: Unsuccessful. Internal Server Error. Electronic STR requested. Request date [mm/dd/yyyy]. Request incomplete. Note – During this request an external system error was encountered preventing it from completing. _Retry attempt [X] of 4. Next retry attempt [mm/dd/yyyy] at [hh:mm AM/PM]. | VBMS encountered an error and will make four attempts to request the STRs. This message displays while subsequent attempts are being made. The status message will update automatically with each attempt. If all attempts fail, check JLV for the certified STRs in HAIMS, and follow the information provided in M21-1, Part III, Subpart ii, 2.B.1.i and j, to obtain the certified STRs. If the certified STRs are not in HAIMS, contact CO for assistance at VAVBAWAS/CO/HAIMS-DPRIS. |
_ERROR: Unsuccessful. Internal Server Error. Electronic STR requested. Request date [mm/dd/yyyy]. This request reached the maximum number of retry attempts. _ | VBMS encountered an error and has made four attempts to request the STRs. This message displays when all four attempts have failed. Check JLV for the certified STRs in HAIMS and follow the information provided in M21-1, Part III, Subpart ii, 2.B.1.i and j, to obtain the certified STRs. If the certified STRs are not in HAIMS, contact CO for assistance at VAVBAWAS/CO/HAIMS-DPRIS. |
III.ii.2.B.1.fHow STRs From HAIMS Are Grouped and Displayed in VBMS
Electronic copies of STRs that HAIMS transmits to VBMS are grouped and displayed in a Veteran’s eFolder with the following titles:
- STR Medical Record (Parts 1 through 4)
- STR Medical Record (Parts 5 and 6 – Coast Guard only)
- STR Dental Record (Parts 1 and 2)
- STR Dental Records (Parts 3 and 4 - Navy and Marine Corps only)
- STR Administrative Documentation (Records in this group include the DD Form 2963 referenced in M21-1, Part III, Subpart ii, 2.A.3.b.)
- STR MHS GENESIS
- STR HRR (medical records for Army National Guard and Army Reserves)
- AHLTA (records MTFs transfer into HAIMS from the Armed Forces Healthcare Longitudinal Technology Application)
- Loose-Flowing STR Documentation (individual records that were scanned and uploaded into HAIMS before preparation of DD Form 2963), and
- Late-Flowing STR Documentation (individual records that were scanned and uploaded into HAIMS after preparation of DD Form 2963).
Notes:
- To avoid difficulties in identifying STRs in an eFolder, do not change their assigned titles.
- If VBMS users experience difficulty accessing or viewing electronic copies of STRs that HAIMS provides, they should send e-mail notification to VAVBAWAS/CO/HAIMS-DPRIS.
Reference: For more information on late-flowing STR documentation, see M21-1, Part III, Subpart ii, 2.B.1.g.
III.ii.2.B.1.gLate-Flowing STR Documentation in HAIMS
When an MTF scans and uploads late-flowing STRs into HAIMS, the MTF is responsible for notifying the Veteran to whom the STRs belong. The Veteran is then responsible for notifying VA (through submission of the required standard claim form) if he/she wants VA to consider the additional STRs in determining his/her entitlement to VA benefits.If the Veteran does notify VA, VBMS automatically submits a request for the additional STRs to HAIMS when the station of origination establishes a corresponding claim in VBMS. If the Veteran already has a claim pending in VBMS, the STR documents will flow from HAIMS to VBMS automatically.
III.ii.2.B.1.hObtaining STRs in HAIMS for Survivor Benefits Claims
When a survivor benefits claim is established, VBMS will automatically request STRs that are located in HAIMS, as outlined in M21-1, Part III, Subpart ii, 2.B.1.c.If the automated STR request criteria is not met, claims processors can submit a manual STR request in VBMS from the SERVICE TREATMENT RECORDS page, or follow the procedures in M21-1, Part III, Subpart ii, 2.B.1.i and j to obtain the STRs via JLV.The table below describes the process for obtaining STRs for survivor benefits claims when attempts to obtain the STRs via VBMS and JLV are unsuccessful.
| Stage | Description |
|---|---|
1 | The pension management center (PMC) requests the STRs from CSD by sending an encrypted e-mail to VAVBASTL/RO/NGRESERVES containing
|
2 | CSD requests the STRs through the DOW points of contact. |
3 | Upon receipt of the STRs, CSD will |
| If CSD has not responded within 30 days, then the PMC sends a follow-up e-mail to request a status update. |
References: For more information on
-
requesting STRs in VBMS, see the VBMS Core User Guide
-
migration of STRs after service ends, see M21-1, Part III, Subpart ii, 2.A.3.e, and
-
developing claims for Dependency and Indemnity Compensation and death compensation, see M21-1, Part XII, Subpart ii, 1.
III.ii.2.B.1.iAccessing Electronic Copies of Health Records Through JLV
JLV is a web-based viewer that delivers real-time access to DOW and VA electronic health information to RO personnel. Records that are viewable in JLV include
- copies of paper STRs that have been scanned into HAIMS
- in-service treatment records stored in AHLTA (part of the certified and complete STRs), and
- post-service treatment at an MTF.
VA employees must check JLV for the availability of in-service treatment records anytime
- they are unable to obtain a complete set of a Veteran’s STRs through the other means described in this section, or
- the available STRs do not show the alleged event, injury, or disease.
Note: Because DOW certifies as complete the collection of STRs it stores electronically in HAIMS, any electronic copies of STRs that VA can access through JLV should be identical to records uploaded to the VBMS eFolder via the automated request for STRs from HAIMS. References: For more information on
- accessing electronic records in JLV, see the JLV User Guide , and
- obtaining additional health records located in JLV, see M21-1, Part III, Subpart ii, 2.B.1.j.
III.ii.2.B.1.jAssociating Health Records Located in JLV
Claims processors that identify and access health records in JLV, as described in M21-1, Part III, Subpart ii, 2.B.1.i, must associate the relevant records with the claims folder.Follow the steps in the table below to associate records with the claims folder.
| Step | Action |
|---|---|
1 | Open the Report Builder tool in JLV. |
2 | Open each report individually. After the report loads, click the ADD TO REPORT BUILDER button, designated by the “+” symbol. |
3 | Continue adding the individual reports until all pertinent records have been added to the Report Builder list. Combine the reports into a single document. The combined report should be grouped by the record type.Example: A single document would be generated for relevant post-service treatment at an MTF. A separate document would be created for STRs that could not be obtained through other means.Important: Compiling large reports may result in timeouts or disconnects. If necessary, break out large reports into more manageable documents. |
4 | Save the generated portable document format (PDF) to the desktop. Name that file so that it will be easily recognized when performing the actions in Step 6. |
5 | Repeat Steps 2 through 4 for any additional documents that were created. |
6 | Upload the document to the claims folder using the corresponding index values identified in the table below. If the records are ... Then upload the document to the eFolder with the following properties ... |
STRs |
|
clinical records |
|
records of post-service treatment at an MTF |
|
Note: When uploading a record that has been broken into multiple documents, identify each part by adding the following language in the SUBJECT line of the document: (Part[number] of _[total number of parts]).
Important: STRs obtained via JLV and uploaded to VBMS must include a copy of the DD Form 2963 , if one is available.
References:** For more information on
-
accessing electronic records in JLV, see the JLV User Guide , and
-
uploading documents to VBMS, see the VBMS Core User Guide.
III.ii.2.B.1.kRequesting STRs From NPRC
NPRC houses STRs of Veterans whose service ended prior to the dates shown in M21-1, Part III, Subpart ii, 2.A.4.d.M21-1, Part III, Subpart ii, 2.A.4.h contains instructions for requesting STRs from the NPRC.Claims processors must compare the records currently uploaded in VBMS with previous NPRC records requests prior to taking the actions directed in M21-1, Part III, Subpart ii, 2.A.4.h, to avoid submitting an unnecessary request for records that have already been obtained.
III.ii.2.B.1.lRequesting STRs for Veterans Discharged During the Transition From Paper to Electronic STRs
The military services stopped submitting paper STRs to VA, effective January 1, 2014. However, the original paper STRs for Veterans separating or retired between September 1, 2013, and December 31, 2013, may not have been sent to VA by the January 1, 2014, cutoff date. The military services created electronic copies of these STRs and uploaded the records into HAIMS. VBMS will automatically generate a request for these STRs. If HAIMS does not successfully transmit the STRs, follow the steps in the table below. — Step — Action 1 — Are the electronic records available in JLV?
- If yes ,
- obtain the certified STRs using JLV following the instructions in M21-1, Part III, Subpart ii, 2.B.1.j, and
- continue processing the claim. No further action in this table is required.
- If no , go to the next step.
2 — Submit a PIES O99 request to address code 07. The PIES request must state the following information in the body of the request:
- the Veteran falls within the transition period
- the scanning vendor has provided a negative response for the STRs
- the Veteran’s date of discharge, and
- the discharge station/location.
| 3 | Add the HAIMS STR follow-up tracked item. |
|---|---|
| 4 | Continue updating the tracked item suspense according to standard Federal records request rules until |
- the records are received, or
- a negative response is provided.
References: For more information on
-
accessing electronic records in JLV, see the JLV User Guide
-
obtaining additional health records located in JLV, see M21-1, Part III, Subpart ii, 2.B.1.j
-
requesting records through PIES, see the PIES User Guide
-
records previously stored at RMC, see M21-1, Part III, Subpart ii, 2.A.5.a
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extraction, scanning, and uploading of STRs previously stored in RMC file banks, see M21-1, Part III, Subpart ii, 2.A.5.d
-
following up on requests for records held by NPRC, see M21-1, Part III, Subpart ii, 2.D.3.a
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creating tracked items and uploading documents to VBMS, see the VBMS Core User Guide , and
-
the appropriate tracked item for following up on HAIMS STR requests, see M21-4, Appendix D.
End of Part III, Subpart ii, Chapter 2, Section B