What Morning Reports Can't Tell You: Where to Look Next-Pension Records

Graphic illustrating several record groups researchers can consult when a veteran’s personnel file is missing. Graphic created for Journey to the Past. Image created with the assistance of ChatGPT.

Note: While this post focuses on U.S. Army records based on my research, similar types of records are available for other branches of service, including the Navy, Marine Corps, and Army Air Forces. The names of the records and where they are located may differ, but the overall research approach is often very similar.

Pension Records

For World War II veterans, the Official Military Personnel File (OMPF) can contain valuable information such as medical records, duty assignments, training, and award citations. These files were originally maintained for every service member.

Photo Credit: National Archives and Records Administration (NARA). Aerial view showing damage caused by the 1973 National Personnel Records Center fire in St. Louis, Missouri. Image in the public domain.

Unfortunately, many Army records were destroyed in the 1973 National Personnel Records Center fire in St. Louis. The fire destroyed an estimated 80 percent of Army personnel files for soldiers discharged between 1912 and 1960, including many World War II veterans. As a result, researchers often discover that a veteran’s personnel file no longer exists or only a fragment remains.

Because of this loss, it becomes even more important to look for alternative records that may contain information about a soldier’s service. One of the most valuable of these is a VA pension or claim file, often referred to as an XC file.

Requesting a VA Pension (XC) File

In some cases, a veteran’s file may still be held by the Department of Veterans Affairs as part of a benefits claim. These claim files are commonly called XC files.

These files can contain valuable documentation that may not appear in the personnel file, including:

Medical documentation

Service related records used to support a claim

Correspondence between the veteran and the VA

Claim evaluations and administrative decisions

For genealogists and military researchers, these files can provide important details about a veteran’s service and health after the war.

Check BIRLS First

Before submitting a request for a VA claim file, it is helpful to check the Beneficiary Identification Records Locator Subsystem (BIRLS).

BIRLS is an index maintained by the Department of Veterans Affairs that contains basic information about veterans who filed benefit claims. If a veteran appears in this index, it may include a VA claim number, often referred to as an XC number.

Finding the XC number can make it easier for the VA to locate the correct file.

If the veteran does not appear in BIRLS, it does not necessarily mean that no claim file exists. In those cases, you can still submit a request using identifying information such as the veteran’s name, service number, and date of birth.

Submitting a FOIA Request

If you believe a VA claim file exists, you can request it through the Freedom of Information Act (FOIA). Below is a simple template that can be used when submitting a request.

FOIA Request Template

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Date]

 

VA Regional Office

Attn: FOIA/Privacy Act Officer

Federal Bldg.

31 Hopkins Plaza

Baltimore, MD 21201

Subject: Freedom of Information Act Request

To Whom It May Concern,

I am requesting the complete XC (pension/claim) file for:

[Veteran’s Full Name]

Service Number (if known): [Insert]

Date of Birth: [Insert Date of Birth]

VA Claim Number (XC number, if known): [Insert]

This request is made under the Freedom of Information Act.

Please provide copies of all records contained within this file.

Thank you for your assistance.

Sincerely,

[Your Name]

How Long Do FOIA Requests Take?

Researchers should be prepared for some waiting time when requesting VA claim files. FOIA requests can take several weeks or even several months depending on the workload of the office handling the request and the size of the file. Large claim files may contain hundreds of pages and require additional processing before they can be released. Patience is often necessary, but the records received can be well worth the wait.

What If the VA Cannot Locate the File?

Occasionally the VA may respond that a claim file cannot be located. If this happens, it may help to submit a follow up request that includes additional identifying information such as the veteran’s date of death, place of residence after the war, or the name of a surviving spouse. Some files may also have been retired to federal records centers or transferred to the National Archives. If the veteran applied for benefits more than once, there may also be multiple claim numbers associated with the file.

Conclusion

Although the loss of many personnel files in the 1973 fire created challenges for military researchers, other records can still help reconstruct a veteran’s story. VA pension and claim files are one of the most valuable alternatives. These files often contain medical records, correspondence, and documentation created years after the war that can provide insight into a veteran’s service and postwar life. By checking the BIRLS index and submitting a FOIA request when appropriate, researchers may uncover important details that help fill the gaps left by missing personnel records.

AI Disclosure

This post was researched and written by me as part of my ongoing work to understand WWII service records. I used ChatGPT 5.2 to assist with title suggestions, proofreading, and image generation. All content has been carefully reviewed, edited, and reflects my own research and interpretation.