(2) When the MTF cannot find the member's Health or Dental Record, it will
prepare a suspense card. This card will contain the member's name, rank, SSN, the
complete address of his new unit, the MEDDAC that serves his new unit, and the date
the card is put in suspense. The suspense card is kept in a chargeout folder; the folder
is kept in the files where the member's records should have been. These suspense
cards are kept until the record is found and sent to the new custodian or until the files
have been given two semiannual reviews, whichever comes first. They will then be
d. Handling Stray Records and Forms. Stray records and forms found during
the semiannual files review are handled as follows:
(1) The record and forms are screened against the MTF files (including the
suspense cards). Those that can be identified (i.e., matched with a record or suspense
card) are sent to the proper custodian. The letter of transmittal will name the member's
(2) When the proper custodian cannot be determined, the MTF will access
its Defense Enrollment Eligibility Reporting System (DEERS) Medical/Dental Record
Tracking system to obtain the current record custodian. If this capability does not exist,
the MTF will make a list of the members to whom the records belong , giving the
member's full name and SSN. The list will be sent to the MILPO, with a cover letter
requesting that the names be checked, and the member's unit of assignment recorded.
The local MILPO will determine the appropriate section within its organization to
complete the required action on the list. Some installation have in/out processing
sections where installation rosters and clearance files are checked. At other locations ,
these functions are handled in the COMPACT (Consolidated Military Personnel
Activity). After the MILPO searches its files, the list is forwarded to the post locator.
The Post Locator is a branch within the Office of the AG (Adjutant General) which
maintains the worldwide locator file. The MILPO/Post Locator response is kept by the
MTF in a reference paper file for one year.
(3) When the MILPO/Post locator cannot find the address of the proper
custodian before the files are given two semiannual reviews, the MTF drafts a letter
stating that the serving MILPO/post locator has done the proper screening and cannot
find the correct custodian. With this letter, the identifiable records and forms are
disposed of as outlined in table 2-4.