PROPER TRANSFER OF HEALTH SERVICE TREATMENT RECORDS (STRS) OF TRANSITIONING SERVICE MEMBERS TO THE VETERANS ADMINISTRATION RECORDS MANAGEMENT CENTER (VARMC):
RTTUZYUW RUEWMCS0000 3581701-UUUU--RUCRNAD.
R 241701Z DEC 13
FM CNO WASHINGTON DC//DNS//
INFO/CNO WASHINGTON DC//DNS//
MSGID/GENADMIN/CNO WASHINGTON DC/DNS/DEC//
SUBJ/PROPER TRANSFER OF HEALTH SERVICE TREATMENT RECORDS (STRS) OF
TRANSITIONING SERVICE MEMBERS TO THE VETERANS ADMINISTRATION RECORDS
MANAGEMENT CENTER (VARMC)//
REF/A/DOC/DOD/28 OCT 10//
REF/B/DOC/CMC WASHINGTON DC/291651Z NOV 13//
NARR/REF A IS DODI 6040.45, SERVICE TREATMENT RECORD AND NON-SERVICE
TREATMENT RECORD LIFE CYCLE MANAGEMENT. REF B IS MARADMIN 637/13.//
RMKS/1. This NAVADMIN announces guidelines for disposition of STRs
(medical and dental records) to the Veterans Administration Records
Management Center. Fleet Commanders, Navy Medicine Region
Commanders, Reserve Commanders, Commanding Officers,
Officers-in-Charge and Navy Medical Department Officers assigned
to Marine Corps commands must ensure compliance with the
requirements and guidelines contained in reference (a).
Reference (b) is MARADMIN 637/13 which contains guidance for
Marine Corps activities.
2. The Bureau of Medicine and Surgery (BUMED) has established the
Navy Medicine Records Activity (NMRA). NMRA will perform a Quality
Assurance review on STRs prior to archiving to the Veterans Affairs.
a. Starting immediately and until 31 December 2013, the separating
activity that issues the DD-214, Discharge Papers and Separation
Documents, of all Navy and Marine Corps Service members will forward
STRs to Navy Medicine Records Activity (NMRA), BUMED Detachment St.
Louis, 4300 Goodfellow Drive Bldg 103, St. Louis, MO 63120.
b. Commands are still required to certify and process the STR per
reference (a) prior to sending to NMRA.
3. Prior to forwarding the STRs to Personnel Support Detachments
(Navy) or Installation Personnel Administration Centers (IPAC,
Marine Corps) for processing and inclusion of the DD-214, or
appropriate discharge orders, medical department personnel shall
ensure all medical record documentation is collected to include
any "known" information printed from Composite Health Care System 1
(CHCS) and the Armed Forces Health Longitudinal Technology
Application (AHLTA) (e.g., laboratory and radiology results), as
a. If a medical record cannot be located, a replacement record shall
be created per the guidance in the Manual of the Medical Department
(MANMED) Chapter 16.
b. If a dental record cannot be located, a replacement dental record
will be created using the separating T2 exam.
c. The final step to completing an STR disposition is to place the
DD2963, STR Transfer or Certification form, into the STR jacket.
d. A non-availability letter will only be needed if a replacement
dental record cannot be created. Commanders, Commanding Officers
and Officers-in-Charge, or their designee (E7 or above) responsible
for STR processing, will sign as the sender on the NAVPERS 5000/64,
Records Transmittal form, verifying that each STR listed contains
the DD2963 or non-availability letter, if applicable.
e. In the event additional documentation is discovered, the
separating activity will immediately forward it to the NMRA with
4. Commands located in TRICARE Prime Remote service areas, to
include OCONUS, shall ensure that Active Duty Service Members
obtain copies of all civilian medical records prior to separation,
retirement or permanent change of station. Medical record copying
costs will be borne by the TRICARE contractor. For TRICARE
Overseas Prime Remote enrollees, the TRICARE contractor will
provide medical record translation services when requested by the
member. In the event a member is required to pay "out of pocket"
for medical records copying, they should submit a DD Form 2642,
TRICARE Claim Form, to the cognizant TRICARE contractor for
reimbursement. Medical documentation resulting from appointments
with civilian providers will be incorporated into the member's
STR per MANMED Chapter 16.
5. Effective 31 December, all MTFs, Clinics, NOSCs, BASs, RASs,
Stations, Operational and remote forces will send all STRs to
NMRA at the above address.
a. At this time a complete STR will consist of a medical record,
dental record, and a DD2963.
b. Commands will no longer be required to print AHLTA notes as
there is an AHLTA feature in Health Artifact and Imaging
Management Solution (HAIMS). Also, upon certifying the medical
record, all AHLTA notes must be removed from the medical record
prior to sending to NMRA for scanning. The facility will use the
push button feature to send AHLTA notes to HAIMS prior to mailing
paper STR. If a facility does not have AHLTA, the closest
facility with AHLTA access must be notified by the command's
separating medical staff that assistance is needed for this
feature to be executed.
c. If the medical record is only made up of AHLTA notes, do not
scan AHLTA notes. Instead, use the push button feature to transfer
AHLTA notes into HAIMS, and scan the DD2963 into HAIMS.
d. Specific guidance for changes to all future STR retirement
processes will be disseminated by BUMED through training and
6. Guidance for archiving STRs is located at:
7. BUMED points of contact are: LT Lisa Brown, (703) 681-9193,
firstname.lastname@example.org and Ms. Freda Eastman
(703) 681-9192, email@example.com.
8. Released by Vice Admiral S. H. Swift, Director, Navy Staff.//