MEDIA CASES
Most media cases are submitted to this Center through fax transmission. If a reporter calls the Center requesting information from an individual’s military record, explain that we cannot release information over the telephone; we must have the request in writing. Provide the fax number to which the reporter can submit a request. When speaking with a requester from the media, ask if a fax copy will meet their requirements. If yes, ask them to note that on the written/fax request that they will send to NPRC.
If the requester cites the Freedom of Information Act (FOIA), send NA Form 13034, Notification of Receipt of FOIA Request, to requester as soon as the inquiry is assigned. (This form is sent by the technician working the case.)
Provide all FOIA information if the request is for all info releasable under FOIA; however, if the request is only for specific information that is releasable under the FOIA, provide that information only. It is not necessary to provide all information routinely. (See Release Guide, NPRC 1865.16)
If reporter asks for information not releasable under FOIA, send the information that is releasable and provide the address of the FOIA office of the service department that has legal custody of the record to determine if information may be released. The requester should submit a direct request to the legal custodian of Navy, MC, CG, and AF records. Do not loan and transfer the record. If the request concerns an Army veteran, loan and transfer the record, along with a copy of the inquiry, to the FOIA office located in AR-PERSCOM.
If a request from the media is received with a return fax number, then you should fax your reply to the requester. Unless specifically requested, there is no requirement to mail a paper copy if a fax is sent. On the cover sheet sent with the information add: "No paper copy will be sent – this fax answers your inquiry." This procedure applies to News Media Inquiries only. Except for special requests (approved by the Expert Technician/Coach), a fax reply should not exceed 9 pages. In instances of 10 or more pages, the reply should be mailed.
All media cases have the Assistant Director’s name typed in the signature block; however, they will be signed by the respective Core Manager. (Core Managers will use discretion in deciding which types of cases will have the Assistant Director’s signature.) Courtesy copies should be prepared, using the following format:
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Also, prepare copies of our complete response (cover letter, FOIA information sheet, and all attachments), and a copy of the inquiry, for the NARA Public Affairs Office. Place a "post-it" note on the top copy with "Public Affairs" written on it.
For cases worked in CMRS at MPR, there is no requirement to prepare NA Form 13028. For cases at CPR (or in CMS), you must complete NA Form 13028, FOIA Request, for ALL FOIA requests. If the inquiry concerns more than one veteran, the form must be completed for each individual whose record was used to provide FOIA information. This form is for reporting purposes as required by federal law.
NOTE: In all cases a copy of the response is filed in the personnel record.
ALL OTHER SPECIAL INQUIRIES
High-level complaint cases and controversial requests are signed by the Director of the Center. Certain responses to other inquiries that would normally be a routine inquiry in the Cores, are signed by the Core Manager unless designated otherwise by the Director or the Assistant Director of the Center. Use the format shown below to designate distribution of copies of responses to inquiries that will be signed by the Core Manager (or other designee):
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For all cases that will be signed by the Director of the Center, prepare courtesy copies using the format shown below. Place this information on each copy of the response below the signature:
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All cases signed by the Director of the Center must be reviewed by the Assistant Director and the Core Manager. (See above instructions for placing concurrence information on file copy.)
NOTE: In all cases a copy of the response is filed in the personnel record.