What this means
m21-1:III.ii.2.G explains record exchanges between the department of veterans affairs (va) and the service departments. In plain terms, the official guidance says a memorandum of understanding (MOU) exists between the VA and the Department of the Army regarding the exchange of service records between VA and the It also addresses the review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder.
How this may help with a claim
Use m21-1:III.ii.2.G as an internal VA audit trail for record exchanges between the department of veterans affairs (va) and the service departments, not as a promise of a particular result. Compare the actions recorded in your claim file or decision notice with this source-specific detail: A memorandum of understanding (MOU) exists between the VA and the Department of the Army regarding the exchange of service records between VA and the The review board submits its request for records to CSD and CSD provides the review board with copies of the records in the eFolder. If the record does not show the expected action, identify the missing step precisely when asking VA or an accredited representative to review the file.
What to review in your file
- Check the file against this official condition: 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).;
- Confirm that the record or notice addresses this source point: 3 — If the records are not located at NPRC or HRC, CSD determines whether the records are located at DARBA, or ADRB.
- Document how this stated step or exception applies: 4 — Use the table below to determine where CSD sends requests once it determines the records are located at DARBA. Important:
Important limits
m21-1:III.ii.2.G is primarily internal workflow guidance about record exchanges between the department of veterans affairs (va) and the service departments. It can help identify what VA was expected to document, but it does not by itself create a claimant deadline, a freestanding entitlement, or a guaranteed remedy. The source also states: A memorandum of understanding (MOU) exists between the VA and the Department of the Army regarding the exchange of service records between VA and the The table below describes the process for obtaining records from NDRB and BCNR through CSD.
Search terms when useful
Phrases that may help when searching your claim file or this library.
- Record Exchanges Between the Department of Veterans Affairs (VA) and the Service Departments
- m21-1:III.ii.2.G
- Record Exchanges Between
- Department Service Departments
- Exchange Records Between DARBA
- memorandum understanding between DARBA
- obtaining records DARBA ADRB.
- III.ii.2.G.1.a. Between DARBA ADRB
Original VA guidance
The official VA text of this section
Overview
In This Section
This section contains the following topics:
Scroll sideways to see the full table.
| Topic | Topic Name |
|---|---|
| 1 | Exchange of Records Between VA, the Department of Army Review Boards Agency (DARBA), and the Army Discharge Review Board (ADRB) |
| 2 | Exchange of Records Between VA and the Air Force Discharge Review Board (AFDRB) |
| 3 | Exchange of Records Between VA, the Navy Discharge Review Board (NDRB), and the Board of Correction of Naval Records (BCNR) |
| 4 | Exchange of Records Between VA and Air Force, Marine Corps, and Navy Reserve Recruiting Services |
1. Exchange of Records Between VA, DARBA, and ADRB
Introduction
This topic contains information on the exchange of records between VA, DARBA, and ADRB, including
- memorandum of understanding (MOU) between VA, DARBA, and ADRB, and
- procedures for obtaining records from DARBA or ADRB.
Change Date
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.
Scroll sideways to see the full table.
| 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. 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
Introduction
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.
Change Date
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.
Scroll sideways to see the full table.
| 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. 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
Introduction
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.
Change Date
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.
Scroll sideways to see the full table.
| 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. 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
Introduction
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.
Change Date
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.