TN 11 (01-15)

RS 01701.036 Evidence from National Archives and Records Administration (NARA)

A. Electronic military record request (eMilrecs) program

NARA is the official repository for records of the U.S. Air Force, Army, Marine Corps, Navy and Coast Guard military personnel. NARA, in conjunction with SSA, developed an online system for verifying military service known as “eMilrecs.” This system also provides the ability to track pending requests, which reduces the need for follow-ups.

B. Accessing eMilrecs

The eMilrecs system requires a user name and password for each user. The regional office (RO) will work with NARA to assist its offices to activate, deactivate, and transfer users and maintain office information for the eMilrecs program. In each Program Center (PC), designated Operations Analysis Staff (OAS) performs these functions for its users. Upon obtaining a user name and password, access eMilrecs at http://milrecs.archives.gov.

C. Field Office (FO) and PC procedure for requesting evidence through eMilrecs

1. Prepare NARA request

Prepare an online request for evidence of military service according to instructions provided by the RO or PC. In reply, NARA will provide documentation as an "Attachment" on eMilrecs.  Take action based on the documents you find in eMilrecs.  

2. FO procedure

  1. Use the following instructions to document that you are requesting evidence online:

    • tickle for 30 days the automatically generated “MILSER” issue on the Development Worksheet (DW01) screen to follow-up if proof is not received;

    • enter on a Modernized Development Worksheet (MDW) or DW01 remarks screen, “Online eMilrecs request number ________ submitted on _______ requesting the following information:  _______________;" and

    • add the remark "See RPOC" to the MILSER issue on the DW01 or MDW screen if you are partially adjudicating a claim before receiving proof of military service. On the RPOC screen, add "eMilrecs Case--MS requested via eMilrecs."

  2. Access eMilrecs when the MDW or DW01 tickle date matures and check the My Request screen to see if the NARA response is available. If the Request Status field on the My Requests screen shows “closed,” you will be able to view the attachment (proof).

  3. Record the online military service record on the Evidence (EVID) screen in Shared Processes (if acceptable). See MSOM EVID 001.003 for coding the EVID.

  4. Scan the NARA document into the Non Disability Repository for Evidentiary Documents (NDRED). For more information on NDRED, see GN 00301.310.

3. PC procedure

  1. Use the following instructions to document the Paperless System that you are requesting evidence online:

    • Prepare a diary for 30 days to follow-up if proof not received;

    • Annotate the Action Control Record (ACR) , “Online eMilrecs request number ________ submitted on _______ requesting the following information:  _______________;"

  2. Access eMilrecs when diary date matures and check the My Request screen to see if the NARA response is available. If the Request Status field on the My Request screen shows “closed,” you will be able to view the attachment (proof). 

  3. Save the NARA document and import it as a Word document to Paperless. 

  4. Designate the ACR as long-term retention. 


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0301701036
RS 01701.036 - Evidence from National Archives and Records Administration (NARA) - 01/23/2015
Batch run: 01/23/2015
Rev:01/23/2015