Reference Services Offered by FRC (Family Research Council)

Reference Services Offered by FRC (Family Research Council)

The process of requesting federal records can seem daunting, but the National Archives and Records Administration (NARA) has simplified the procedure for your convenience. Here's a step-by-step guide on how to request records from various sources, focusing on the National Personnel Records Center (NPRC) in St. Louis, MO.

Requesting Records from Agencies

Agencies offer four methods for requesting records, including using specific agency forms, other formats, or simply sending a letter, email, memo, or memo-like request. Before making a request, it's essential to check with your agency's records officer to determine if an agency-specific form is required.

Special Procedures for the NPRC

If you are requesting records from the NPRC, please refer to the NPRC Guidelines. The NPRC has unique procedures for requesting records, especially for interfiles, which require submitting a Standard Form 180 (SF-180) with detailed service information. These requests are processed according to privacy and release policies, with access limited to the veteran, next of kin, or authorized representatives.

Updating File Copies

Following a relocation, agencies should update their file copies of SF 135s to show new location numbers for use in requesting files in the future.

Delivery Options

Agencies have several options for delivering urgent/special reference requests, including overnight express courier, FRC Metro Courier, digital delivery services, and standard methods such as the U.S. Postal Service and commercial carriers. For overnight express courier, the name of the courier and billing account number should be provided in the "Remarks" section.

Standard Procedure for All Requests

Regardless of the method or agency, all requests should include the transfer number, agency box number, folder name/number (if applicable), beginning location of transfer at the records center, the type of request (temporary loan, review, permanent withdrawal, photocopies, digital delivery, etc.), date, complete name, address, telephone number, and email address of the requestor.

Billing and Invoicing

The Federal Records Centre (FRC) will bill your agency separately for each item, folder, or carton requested, regardless of the type of reference service requested. Agencies participating in Stratified Report Invoicing must include a caret (^) followed by a valid, legible two-character charge code encircled on the top right front of every request.

Relocations and Notifications

Occasionally, records within a Federal Records Center are relocated, and agencies are notified of the relocation. After a relocation, agencies will receive a Notice of Transfer Location Change (NA Form 13016).

Delivery Timeline

Most complete reference requests are ready for delivery one business day after receipt by the FRC. Some Federal Records Centers provide next-day delivery of reference requests via Metro Courier and same-day electronic delivery with digital delivery.

Agencies Updating Transfer Files

Agencies may send documents or folders to be interfiled into a transfer at the center, requiring the provision of specific details.

By following these guidelines, you can efficiently request and receive federal records with ease. For more detailed information on the NPRC's procedures, refer to the NPRC Guidelines.

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