Chapter
1
Introduction
Section I Overview
1–1. Purpose
This regulation prescribes Army policy for the creation,
utilization, administration, maintenance, and disposition of the Army Military
Human Resource Record (AMHRR).
1–2. References
Required and related publications and prescribed and
referenced forms are listed in appendix A.
1–3. Explanation of abbreviations and
terms
Abbreviations and special terms used in this regulation are
explained in the glossary.
1–4. Responsibilities
See section II for responsibilities.
1–5. Statutory and regulatory
requirements:
a. United
States Code, Title 44, Chapters 29, 31, and 33 (44 USC 29, 31, and 33).
b. The
Privacy Act of 1974 (as amended) (5 USC 552a).
c. Department
of Defense Directive (DODD) 5015.2.
d. Department
of Defense Instruction (DODI) 1336.08.
e. Army
Regulation (AR) 25–400–2.
1–6. Army Military Human Resource Record
purpose
The naming convention AMHRR is an umbrella term
encompassing human resource (HR) records for Soldiers, retirees, veterans, and
deceased personnel. The AMHRR includes, but is not limited to, the official
military personnel file (OMPF), finance related documents, and non-service
related documents deemed necessary to store by the Army.
a. The AMHRR is archived in the interactive
Personnel Electronic Records Management System (iPERMS) which
has been identified as a Records Management Application for
the Army.
(1)
The AMHRR is the historical and authoritative source for
authentication of veteran or service related benefits,entitlements, and
services.
(2)
There is no maximum number of documents allowed for filing in the
AMHRR.
(3)
There are documents in the AMHRR that reside outside of the OMPF
and are not part of the permanent recordthat is transferred to the National
Archives and Records Administration (NARA).
(4)
The folder structure of the non-OMPF folders within the AMHRR are
described in table 4–1.
(5)
Non-OMPF documents within the AMHRR assist the Army in preserving
valid information on a Soldier for aspecific period of time. Upon expiration,
documents contained in these folders will be purged and a destruction
certificate issued.
b. The OMPF is defined as
permanent documentation within the AMHRR that documents facts related to a
Soldier during the course of his or her entire Army career, from time of
accession into the Army until final separation, discharge, or retirement.
(1)
The purpose of the OMPF is to preserve permanent documents
pertaining to enlistment, appointment, dutystations, assignments, training,
qualifications, performance, awards, medals, disciplinary actions, insurance,
emergency data, separation, retirement, casualty, and any other personnel
actions.
(2)
The OMPF remains in Army control for 62 years from a Soldier’s
final separation date. At the end of 62 years,the OMPF is transferred to the
control of the NARA as a public record.
(3)
The folder structure in the OMPF is described in table 3–1.
c. This regulation is the
authoritative source and supersedes guidance in any other regulation regarding
the filing of documents in the AMHRR. If documents are identified by policy
proponents as necessary additions to the AMHRR, a DA Form 2028 (Recommended Changes
to Publications and Blank Forms) will be submitted to the official records
custodian (ORC) for approval and integration.
1–7. Official records custodian purpose
The ORC for Active Component and U.S. Army Reserve (USAR)
is the U.S. Army Human Resources Command’s
(HRC) Army Personnel Records Division. The ORC for the Army
National Guard (ARNG) is the Chief, Personnel Division (ARNG–HRP). The ORC is
to serve as the authoritative source for record and document filing into iPERMS
while facilitating document transmission and storage from various field
locations and systems into the AMHRR.
1–8. Records manager purpose
The records manager (RM) is the servicing military
personnel divisions (MPDs), battalion or brigade adjutants (S1s), unit
administrators (UAs), Reserve personnel action centers, or any other individual
authorized to service the AMHRR, regardless of component. RMs conduct the Web
uploading of Soldier records and documents to iPERMS within 20 duty days of the
document being produced and associated actions completed. The RM is the
designated liaison for communicating to the ORC updates and changes to Soldier
records.
Section II Responsibilities
1–9. Deputy Chief of Staff, G–1
The DCS, G–1 develops personnel policies, rules, and
procedures relating to the AMHRR and its management program to support the
statutory and Department of Defense (DOD) directed goals, objectives, and
requirements.
a.
Commanding General, U.S. Army Human Resources Command. The
CG, HRC establishes standards and manda-
tory operating procedures for the AMHRR Management Program.
b.
The Adjutant General Directorate. The Human Resources
Command, Adjutant General and Directorate is responsible for the development of
policy to support the statutory and DOD directed goals, objectives, and requirements
to ensure the operational efficiency of the AMHRR and its management program.
The Army Personnel Records Division will recommend policy changes and act as
the executing agency for changes to the AMHRR while ensuring compliance with
the provisions of this regulation and associated DODDs.
c.
Official records custodian. The Chief, Army Personnel
Records Division is designated as the Army’s personnel record custodian with
authority pertaining to all Active Component and USAR Soldiers, retired
Soldiers, and Army veterans whose records are stored in iPERMS and at the
National Personnel Records Centers (NPRC). This authority may not be further
delegated. The delegation of this authority does not affect the ARNG personnel
record custodian responsibilities in paragraph 1–10. The ORC (para 1–7) has
responsibility for all AMHRR for Soldiers discharged, retired, or deceased
stored in iPERMS or at NPRC. All hard copy Army personnel records for Soldiers
discharged, retired, or deceased while in service, prior to 1 October 2002 are
stored at the NPRC for 62 years after Soldier’s separation, retirement, or
decease while in service. Records for Soldiers discharged, retired, or deceased
while in service, after 30 September 2002 are stored in iPERMS for 62 years
after Soldier’s separation, retirement, or decease while in service. Upon the
63rd year, records are transferred to the responsibility of NARA as a public
record. At a minimum, ORC is also responsible for—
(1)
Processing and indexing documents received from RMs and other
sources in accordance with standard operatingprocedures and appendices B and C.
ORCs have the authority to delegate responsibility for indexing to RMs.
(2)
Providing customer service support to RMs and Soldiers regarding
the AMHRR and subsequent documentsstored in or Web uploaded to iPERMS.
(3)
Developing and managing policy related to the AMHRR.
(4)
Developing and executing training for RMs and internal staff to
ensure updated processes, procedures, andguidelines are implemented in daily
operations.
(5)
Providing user support to RMs.
(6)
Managing content on digital sources of information to ensure that
the most accurate information is available andprovided to RMs and Soldiers.
(7)
Managing the access control program and granting access to iPERMS
in accordance with procedures outlined inchapter 2, section II.
(8)
Resolving duplicate, inverted, erroneous, fraudulent, or
incorrectly filed documents with the exception ofevaluation reports, DA Forms
67–10 Series (DA Form 67–10–1 (Company Grade Plate (O1 - O3; WO1 - CW2) Officer
Evaluation Report), DA Form 67–10–2 (Field Grade Plate (O4 - O5; CW3 - CW5)
Officer Evaluation Report), DA Form 67-10-3 (Strategic Grade Plate (O6) Officer
Evaluation Report), DA Form 67–10–4 (Strategic Grade Plate (O7) Officer
Evaluation Report)) and all previous versions of this form, hereafter referred
to as officer evaluation report (OER); DA Forms 2166–8 (NCO Evaluation Report)
and all previous versions of this form, hereafter referred to as the
noncommissioned officer evaluation report (NCOER); DA Forms 1059 (Service
School Academic Evaluation Report); and DA Forms 1059–1 (Civilian Institution
Academic Evaluation Report).
Note. Chief,
Appeals and Corrections Section of the Evaluations, Selections, and Promotions
Division is responsible for the correction and management of evaluation report
appeals.
d. Records manager. At a minimum, RMs are
responsible for—
(1)
Assisting Soldiers in their annual review of their individual
record brief, also known as the enlisted record brief,DA Form 4037 (Officer
Record Brief), or the Reserve Component’s DA Form 2–1 (Personnel Qualification
Record), or any version of a Soldier’s individual record brief (hereafter known
as the appropriate record brief), all pay entitlements, and the AMHRR to ensure
the record is accurate, and contains all required documents. Additionally, RMs
will ensure all documents Web uploaded to iPERMS are listed in, and meet the filing
requirements of appendix B. (See app B for additional information).
(2)
Contacting HRC, Army Personnel Records Division for questions
regarding records processing into iPERMSand technical guidance. ARNG Soldiers
contact the State headquarters or their UAs for assistance.
(3)
Ensuring that all required documents are Web uploaded and
verified in the AMHRR in accordance with thisregulation.
(4)
Assisting Soldiers in obtaining a copy of their AMHRR for
personal use as part of their final out-processingupon separation or retirement
from their component.
(5)
Following local management control and safeguarding procedures.
RMs are not authorized to release records tothird parties.
(6)
Following and complying with Federal law and records management
guidelines prohibiting unauthorized removal, mutilation, destruction, or
falsification of documents, which is punishable under 18 USC 25 and 101. Terms
are as follows:
(a) Removal.
Attempting to solicit another iPERMS user to remove a legitimate document.
(b) Mutilation.
Changing the appearance or function of the document.
(c)
Destruction. Physically destroying a document
required, but not currently contained, in a Soldier’s AMHRR.
(d) Falsification.
Altering, changing, or forging the document for the purpose of misleading or
misrepresenting the document.
e. Soldier. All Soldiers,
regardless of component, are responsible for updating their individual AMHRR.
Soldiers must keep their personnel records updated at all times by routinely
reviewing their record online. Soldiers are encouraged to maintain original
copies of all documents submitted for Web upload to the AMHRR. At a minimum,
Soldiers will—
(1)
Review the appropriate record brief as applicable, all pay
entitlements, and AMHRR, at least annually with theirdesignated RM, to ensure
the record is accurate and contains all required documents (see app B for
additional information).
(2)
Contact their RM for guidance or questions regarding the AMHRR or
to Web upload required documents to the
AMHRR.
(3)
Engage their chain of command and/or noncommissioned officer
support channel for assistance and guidance, asneeded.
(4)
Obtain a copy of their AMHRR as part of their final
out-processing upon separation or retirement from theircomponent at
https://www.hrcapps.army.mil/portal.
(5)
If separating from any component of the Army, obtains a DOD Self-Service
(DS) logon from the eBenefits Website to gain access to their AMHRR without a
common access card at www.ebenefits.va.gov.
1–10. Chief, National Guard Bureau
The Chief, NGB, or his designee, will participate, in
conjunction with the DCS, G–1, in the development of policy to support the
statutory and DOD directed goals, objectives, and requirements of the AMHRR and
its management program. The Chief, NGB, or his designee, will recommend
National Guard policy changes to the DCS, G–1 regarding the AMHRR and provide
oversight to ensure compliance with the provisions of this regulation and
associated DOD policy.
1–11. Chief, Army Reserve
The Chief, Army Reserve will participate, in conjunction
with the DCS, G–1, in the development of policy to support the statutory and
DOD directed goals, objectives, and requirements of the AMHRR and its
management program. The Chief, Army Reserve will recommend USAR policy changes
to the DCS, G–1 regarding the AMHRR and provide oversight to ensure compliance
with the provisions of this regulation and associated DOD policy.
1–12. Commanders of all Army commands
and State Adjutants General
The commanders of all Army commands, Army service component
commands, direct reporting units, and agency directors will monitor and assist in
the administration of the AMHRR and its management program to ensure compliance
with policies and mandated tasks established by this regulation. The Chief, NGB
shall communicate with State Adjutants General and coordinate with them to
ensure their assistance in monitoring and administering the AMHRR and its
management program.
1–13. Commandant, Adjutant General
School
The Commandant, Adjutant General School will ensure the
development and dissemination of training products that incorporate the
provisions of this regulation.
Chapter
2 Access to the Interactive Personnel Electronic Records Management System
Section I Overview
2–1. Purpose
This chapter prescribes Army policy for granting levels of
access to records within iPERMS.
2–2. Privacy Act
Information and records contained in iPERMS are governed by
the Privacy Act of 1974 and AR 340–21, the Army Privacy Program. The Privacy
Act Statement in figure 2–1 identifies the information that will be used to
verify an authorized official and information used to manage Soldier records in
iPERMS. Where possible, iPERMS will adhere to DODI 1000.30. However, iPERMS
does require use of full social security numbers (SSNs) to associate documents
to a specific Soldier’s record. This is considered an acceptable use per
Enclosure 2, paragraph 2a of DODI 1000.30.
a.
Authorized ORCs, RMs, authorized officials, or anyone else
granted access to iPERMS will adhere to the Privacy Act of 1974 and the Army
Privacy Program to safeguard the privacy of current and former Soldiers.
b.
No person is entitled or authorized to obtain or possess
information contained in a Soldier’s record solely by virtue of position.
Records in iPERMS contain protected information and will only be made available
to authorized and verified personnel, as required, in the performance of
official duties.
c.
Records contained in iPERMS are designated “FOR OFFICIAL USE
ONLY” (FOUO) and will be protected to prevent unauthorized access or
disclosure.
Section II Interactive Personnel
Electronic Management System Access and Use
2–3. Official records custodians
designated as access control manager
ORCs, as defined in paragraph 1–7, are further designated
as access control managers (ACMs) (ORC–ACMs). Designated ORC–ACMs are
responsible for granting iPERMS access to authorized RMs of individuals with
records contained in iPERMS.
a.
The ORC–ACMs are responsible for granting access to Soldier
records based on an official need to know and when related to the fulfillment
of official duties. The access or permission to view Soldier records will only
be granted to complete an official mission.
b.
ORC–ACMs are responsible for adhering to the procedural
guidance for granting access to iPERMS as set forth
in table 2–1 and associated military personnel messages.
c.
The ORC–ACM must ensure that RMs, authorized officials, and
anyone else requesting access to iPERMS follow
the process for obtaining access to the system and
subsequent folder permissions as outlined in paragraph 2–7.
d.
The ORC–ACM and domain managers (ACMs) are responsible for
verifying the identity of individuals requesting access to iPERMS.
e.
The ORC–ACM will restrict access by removing the role or rule
at the expiration date of access of the current request or at the authorized
period if an updated access request has not been submitted, whichever comes
earlier.
f.
The ORC–ACM has the authority to deny requests, in part or in
full, or remove access. Denied requests will be
returned to the requestor with an explanation for denial.
2–4. Misuse of personally identifiable
information
The personally identifiable information (PII) contained in
iPERMS is not for public use or access. All functions or actions in iPERMS are
tracked by audit logs and can be made available to management upon an official
request. Unauthorized disclosure of PII and viewing a Soldier’s AMHRR for other
than official purposes are violations of the Privacy Act that will subject
users to civil and criminal penalties. Soldiers that suspect unauthorized use
or viewing of their records can request an investigation through their chain of
command or local inspector general. Misuse of PII is a violation of access and
can result in removal of iPERMS access. Examples of PII violations are—
a.
Viewing or downloading a Soldier’s AMHRR without a mission
requirement (for example, public notoriety).
b. Accessing
PII for the purpose of identity theft or other criminal misuse.
2–5. Supervisors
Supervisors of personnel granted access to iPERMS are
responsible for reinforcing iPERMS access policies to subordinate personnel.
Supervisors will notify the ORC–ACM when a subordinate no longer requires a
current level of access as a result of change in duty position, status, or
responsibility. A user must reapply for access when assigned to a new duty
position.
2–6. Access for first party requestors
First party requestors are defined as individuals, to whom
the records pertain, including Soldiers in the following categories: Active
Component, USAR, ARNG, retired, discharged, or veteran. Soldiers may access
information in their iPERMS file at any time after accession into the Army.
Access to the individual record in iPERMS is automatic upon accession. Current
serving Soldiers are authorized to download and make copies of their AMHRR at
https://iperms.hrc. army.mil. Discharged or retired first party requestors may
obtain access to their personal AMHRR by logging into the eBenefits portal and
obtaining a DS logon per website: https://www.ebenefits.va.gov.
2–7. Access for third party requestors
and routine users
The following guidance applies to access inquiries made by
third party requestors and routine users.
a.
Third party requestors are defined as persons requesting
records who are not the Soldier to whom the record pertains, are not an
employee of the Army, and are not designated as a routine user with an official
need for access to the record. Soldiers, veterans, and retirees can designate a
representative (for example, spouse, attorney, or other third party) to obtain
information or documents contained in the AMHRR. All third party requests will
be made in accordance with AR 25–55 and AR 340–21.
b.
Routine users are defined as authorized for persons
performing routine records maintenance or processing personnel actions, the
performance of personnel management functions, or with a demonstrated official
need to know.
(1)
All requestors with an official need for routine access to
records will submit DD Form 2875 (System Authorization Access Request (SAAR)).
Investigating officers needing access to specific records will refer to
paragraphs 2–9 and 2–10.
(2)
Requests for iPERMS access will be submitted to the ORC–ACM using
a DD Form 2875. Military supervisorsmust be in the grade of sergeant first
class/E–7 or above. Civilian supervisors must be a general schedule (GS) 11
equivalent or above. Requests for access to the restricted folder must be
signed by a colonel/O–6 or GS–14.
(3)
Detailed instructions on obtaining iPERMS access can be found at
https://www.hrc.army.mil/TAGD/iPERMS%20Access.
2–8. Access request appeals
Access related appeals are addressed at the ORC–ACM level.
Appeals not resolved at this level are forwarded to the ORC for final decision.
2–9. Release of information for Active
Component and U.S. Army Reserve
The following guidance applies to special inquiries from
investigating officers requesting copies of a Soldier’s record.
a.
Judge Advocate General attorneys, inspector general officers,
and AR 15–6 investigating officers will submit a written request on official
letterhead to usarmy.knox.hrc.mbx.perms-records@mail.mil. Request will include
justification, Soldier’s first and last name, and complete SSN. AR 15–6
investigating officers will also include appointment orders.
b.
Investigating representatives external to the Army will
submit a request through the HRC Freedom of Information Act (FOIA) office at
usarmy.knox.hrc.mbx.foia@mail.mil.
2–10. Release of information for
National Guard Bureau
The following guidance applies to special inquires from
investigating officers requesting copies of or access to a Soldier’s record.
a. Judge
Advocate General attorneys, inspector general officers, and AR 15–6
investigating officers will submit a written request to the appropriate State
records custodian. Request will include justification, Soldier’s first and last
name, and complete SSN. AR 15–6 investigating officers will also include
appointment orders.
b. Investigating
representatives external to the Army will submit request to the appropriate
State FOIA representa-
tive. ARNG FOIA requests can be submitted to
http://www.nationalguard.mil/sitelinks/foia.aspx.
c. Investigating
representatives external to the Army will present official credentials and a
signed authorization by
the Servicemember to review and complete a background
investigation.
2–11. Access guide
The following Department of the Army (DA) and other
agencies identified in table 2–1 are authorized to access the identified
folders within the AMHRR for the specific purposes listed.
a.
Refer to paragraph 2–7 for instructions on how to gain access
to iPERMS.
b.
Access to the AMHRR for general officers and command
sergeants major/sergeants major/E–9s will not be granted without approval from
the General Officer Management Branch or HRC Sergeants Major Branch. For the
ARNG, State domain managers will grant permission with concurrence from the
State military personnel office.
c.
The CG, HRC has authority to grant access to the restricted
folder.
d.
Although not a routine procedure, the restricted folder may
be released at the DA level for the purposes of career management and retention
decisions. This includes, but is not limited to, DA level boards. The board
president will request permission from DCS, G–1 to review specific restricted
information when he or she believes the information is crucial to the selection
process (such as, it is required to protect the interest of the Army or an
individual under consideration). The board president will make this request in
writing (unless waived by the Director of Military Personnel Management, the
DCS, G–1, or the designated representative) through the supporting DA
Secretariat. Approval authority on the above request rests with the Director of
Military Personnel Management, the DCS, G–1, or the designated representative.
e.
Review of the restricted folder and all evaluations is authorized
in support of the Army’s Personnel Suitability Screening Policy during post
board screening processes to ensure the Army’s interests are safeguarded when
selecting a Soldier for select positions of leadership, trust, and
responsibility and to prevent inappropriate reassignment, appointment, and/or
promotion. The following selections include consideration of restricted folder
content:
(1) Selection for
consideration as the Sergeant Major of the Army.
(2) Selection for
appointment to a general officer-level command sergeant major assignment.
(3) Selection for
promotion to colonel.
(4) Selection for
battalion/brigade command or key-billet.
(5) Selection for
appointment to brigade-level command sergeant major assignments.
(6) Selection for
initial appointment to command sergeant major.
(7) Selection for
attendance to the U.S. Army Sergeants Major Course, for the purpose of
promotion to sergeantmajor.
(8) Nomination or
selection of sexual assault response coordinators and sexual assault prevention
and responsevictim advocates.
(9) Drill sergeant
or advanced individual training platoon sergeant nominees.
(10)
Recruiter nominees.
(11)
Equal opportunity advisor nominees.
(12)
Department of the Army Noncommissioned Officer and Soldier of the
Year Candidates.
(13)
Selection as an enlisted aide.
Table 2–1 iPERMS access guidelines
AMHRR folder names:
P=performance folder without evaluations
E=evaluations
S=service
R=restricted
H=health
D=dental
M=deployment/mobilization
A=administrative
RR=records review
F=finance
PH=DA photo
CRSC=Combat-Related Special Compensation
|
Agency level
|
Agencies and activities
|
Purpose
|
Record or folder access
|
|
DA
|
DA
offices and agencies not listed here, and other offices listed in AR 340–21.
|
A
valid requirement depends on justification and what access is essential.
Explain why action cannot be accomplished by other means or through reference
to other records.
|
As required
|
|
DA
|
USAR Command
|
Personnel
operations and administration requiring referral to OMPF.
|
P, E, S, R, M, A, PH
USAR
personnel, to include Active Guard Reserve (AGR).
|
|
DA
|
Chief, NGB
|
Personnel
operations and administration requiring referral to OMPF.
|
P, E, S, M, A, PH
ARNG personnel only, to include AGR.
|
|
DA
|
Office of the Chief, Army Reserve
|
Personnel operation and administration
requiring referral to OMPF.
|
P, E, S, R, M, A, PH
USAR personnel, to include AGR.
|
|
DA
|
Army Review Boards Agency
|
Individual
case determinations and actions requiring referral to OMPFs.
|
All folders
Active and Reserve Components.
|
|
DA
|
Office of the CG, HRC
|
Personnel
operations and administration requiring referral to OMPF.
|
All folders
Active and USAR personnel.
|
|
DA
|
Office of the Adjutant General
|
Personnel
operations and administration requiring referral to OMPF.
|
P, E, S, R, M, A, PH, CRSC1
Active and USAR personnel, to include
AGR.
|
|
DA
|
Senior Leader Development Office
|
Branch
chief and career managers designated to manage promotable colonels and
general officers
|
P, E, S, M, A, R
|
|
DA
|
HRC Sergeants Major Branch
|
Personnel operations and administration
requiring referral to OMPF of E–9.
|
P, E, S, M, A, R
|
|
DA
|
Casualty and Memorial Affairs
|
Personnel
operations and administration requiring referral to OMPF.
|
S, M
|
|
DA
|
Retired/Separations
Activities Divisions and Transition Centers
|
Personnel
operations and administration requiring referral to OMPF.
|
P, S, M
|
|
DA
|
Chief of Chaplains Office
|
Personnel management and professional
development determinations and actions requiring referral to
OMPFs.
|
P, E, S, M, A
Chaplain records only.
|
|
DA
|
Office of The Inspector General
|
Action
related to conduct of inquiries and investigations that require referral to
OMPFs.
|
P, E, S, R, M, A
(Active and USAR)
For
NGB records, requestor must submit specific records request to ng.ncr.
arng,mbx.ngb-perms-arng@mail.mil
|
|
DA
|
Office
of the Assistant Chief of Staff for Intelligence
|
Security
reviews, investigations, and determinations that require referral to OMPFs.
|
P, E, S, R, M, A
For
NGB records, requestor must submit specific records request to ng.ncr.
arng,mbx.ngb-perms-arng@mail.mil
|
|
|
|
Table
2–1 iPERMS access guidelines—Continued
|
DA
|
The
Judge Advocate General; U.S. Army Judiciary; U.S. Claims Service (Fort Meade,
MD)
|
Action
related to litigation, legal matters, and appellate review that require
referral to OMPFs.
|
P, E, S, R, M, A
For
NGB records, requestor must submit specific records request to ng.ncr.
arng,mbx.ngb-perms-arng@mail.mil.
|
|
DA
|
Office of the Judge Advocate General
(personnel, plans, and training office)
|
Personnel management and professional
development determinations and actions requiring referral to
OMPFs.
|
P, E, S, M, A
For personnel being
managed by Judge Advocate General only.
For
NGB records, requestor must submit specific records request to ng.ncr.
arng,mbx.ngb-perms-arng@mail.mil.
|
|
DA
|
Office
of the Surgeon General of the Army and HRC Surgeon General Office.
|
Actions relating to Soldier benefit
programs.
|
S, H, D
|
|
DA
|
Office
of the Surgeon General (Directorate of Personnel) and Army
Medical Department (AMEDD)
Personnel Support Agency
|
Personnel management and professional
development determinations and actions requiring referral to
OMPFs.
|
P, E, S, M, A
For personnel being managed by
AMEDD only
|
|
DA
|
Office of the Chief Legislative Liaison
|
Individual
case actions requiring referral to OMPFs.
|
P, E, S. M, A
|
|
DA
|
U.S. Army Criminal Investigation
Command
|
Security
reviews, investigations, and determinations that require referral to OMPFs.
|
P, E, S, R, M, A
For
NGB records, requestor must submit specific records request to ng.ncr.
arng,mbx.ngb-perms-arng@mail.mil
|
|
DA
|
HRC (less Secretariat for Selection
Boards)
|
Personnel
operations and administration requiring referral to OMPF.
|
|
|
|
Enlisted Personnel Management
Division and Officer
Personnel Management Division
Management Support Division,
The Adjutant General Directorate,
HRC
Personnel
Information Systems Director-ate and Field Services Division, HRC
|
Personnel actions,
career development, and distribution.
Perform DA level HR functions.
Data management and accuracy.
|
P, E, S, M, A, RR
Access to R approved by
Chief, Army Personnel Records Division.
P, S, M, A, RR
E and R access
determined by mission.
P, S, M, A
For
NGB records, requestor must submit specific records request to ng.ncr.
arng,mbx.ngb-perms-arng@mail.mil
|
|
DA
|
Secretariat
for DA Selection Boards (HRC)
|
Personnel selection boards as a part of
the DA selection system process.
|
P, E, S, M, A, PH
R
must have approval from Director of Military Personnel Management; DCS, G–1;
or designated representative.
|
|
DA
|
Retention
noncommissioned officers or career counselors
|
Personnel retention functions.
|
E and specific required documents
|
|
DA
|
Personnel control facilities
|
Personnel
management, personnel separation, and administration requiring referral to
the OMPF.
|
P, E, S, R, A
For
NGB records, requestor must submit specific records request to ng.ncr.
arng,mbx.ngb-perms-arng@mail.mil
|
|
DA
|
MPD,
brigade combat team, and personnel service battalion
|
Personnel
management, personnel operation, and administration requiring referral to the
OMPF.
|
P, S, M, A, RR, F
|
|
Installation
|
G–1s and G–1 sergeants major
|
Personnel
management, personnel operation, and administration requiring referral to the
OMPF.
|
P, S, M, A
For units within unit identification
code structure
|
|
Commanders
|
Commanders
at all levels (includes brigade and battalion S1s, UAs, Reserve personnel
action center, and HR providers)
|
Personnel
management, personnel operation, and administration requiring referral to the
OMPF.
|
P, S, M, A
For units within unit identification
code structure
|
|
Table 2–1
iPERMS access
guidelines—Continued
|
|
|
Soldier
|
Soldiers
or their representatives (duly authorized in writing)
|
As
authorized in paragraphs 2–6 and 2–7.
|
All folders
|
|
Notes:
1 The
following abbreviation is introduced: CRSC (Combat-Related Special
Compensation).
|
|
Chapter
3 Army Military Human Resource Records Management Program
3–1. Overview
The AMHRR Management Program is an essential military
personnel information management program. The program outlines responsibilities
for the archiving and storage of data, information, and documents required for
filing in the AMHRR. Personnel information and documents that comprise the
AMHRR are processed into iPERMS for storage and future use.
3–2. Responsibilities
The ORCs have the legal responsibility to maintain the
AMHRR as an official Government record in iPERMS. The
AMHRR Management Program outlines, at a minimum—
a. Policy
and responsibility for AMHRR management and processing in accordance with
authority outlined in
chapter 1.
b. Procedures
for AMHRR life cycle management, including the creation, maintenance, use, and
disposition of the AMHRR in accordance with 44 USC 29 and 31.
c. Procedures
for implementing and monitoring the AMHRR life cycle management.
d. Procedures
for protecting personal information in accordance with the Privacy Act of 1974
and the Army Privacy Program.
e. Procedures
for ensuring that information and documents stored in the AMHRR are legally
maintained and
protected as an official Government record.
3–3. Initiation of the Army Military
Human Resource Record
Initiating AMHRR documents include contracts (see glossary
for definition) documenting entry, re-entry, commission, and appointment into
any component or grade of the Army, whichever is earliest. This includes, but
is not limited to the following:
a. Initial
Oath of Enlistment and contract into any component of the Army.
b. Initial
Oath of Enlistment and signed contracts into the programs for U.S. Military
Academy and Reserve Officers’ Training Course (ROTC) cadets.
c. The
enlistment contract of persons identified for follow-on training with the
officer candidate school and warrant
officer candidate school.
d. The
first signed contract of any person on a path to direct commission.
3–4. Accession and retention documents
in the Army Military Human Resource Record
All existing inactive records and previous records of prior
military service will be reactivated and used to consolidate the AMHRR. The
AMHRR will include all documentation reflecting commitment by the Government to
the individual, commitment by the individual to the Government, and changes in
commitment; documentation reflecting statutory and policy eligibility or waived
eligibility requirements at time of contract; and documentation required to
validate eligibility to enlist or appoint. Each document will be submitted to
iPERMS once signed by all signatories (for example, not held until graduation
or appointment for cadets and officer candidates). Pre-dated and post-dated
signatures are not authorized on accession and retention documents and, in most
cases, constitute a legal infraction or nullify the intended validation.
3–5. Storage location of the official
military personnel file and the Army Military Human Resource Record
a.
OMPF records pertaining to a Soldier currently serving,
discharged, retired, or deceased while in service on or after 1 October 2002
are maintained in iPERMS. Official information and documents stored in the OMPF
or other previously authorized files prior to 1 October 2002 are maintained at
the NPRC in St. Louis, Missouri and are in paper or microfiche format. Records
belonging to individuals experiencing a break in service on or prior to the 1
October 2002 timeframe may have a paper, microfiche, and iPERMS record. For
access to records maintained at NPRC, go to http://www.archives.gov/st-louis/.
b.
The AMHRR, excluding the OMPF, is a collection of
nonpermanent documents with various retention periods. These documents are
stored in iPERMS until the end of the retention period; they will not be
transferred to the NPRC.
3–6.
Authority for filing or removing documents in the Army Military Human Resource
Record folders Only documents pertaining to a Soldier’s military
career per appendices B and C will be filed in the AMHRR. No more than one copy
of a document will be uploaded into the AMHRR, although a document may be
viewed from different folders within iPERMS. Once properly filed in the AMHRR
(as defined in table 3–1), the document will not be removed from the record
unless directed by one of the following:
a. Boards
of the Army Review Boards Agency such as the Army Board for Correction of
Military Records (ABCMR), Army Discharge Review Board, Department of the Army
Suitability Evaluation Board, Army Special Review Board, and the DOD Physical
Disability Review Board.
b. The
U.S. Army Physical Disability Agency for physical evaluation board documents
only.
c. The
Chief, Appeals and Corrections Section of the Evaluations, Selections, and
Promotions Division.
d. The
ORC for administrative purposes; this includes, but is not limited to deleting
or moving mistakenly filed
documents from the performance or service folder to the
restricted folder and vice versa.
e. Upon
end of retention period for nonpermanent documents contained in table 4–1
folder structure.
3–7. Review of the personnel and finance
record within the Army Military Human Resource Record
A Soldier’s personnel and finance record includes documents
that support entries on the appropriate record brief and all key supporting
documents for pay entitlements. Commanders, Soldiers, and HR providers must
take deliberate steps to ensure the accuracy of Soldier records as they have a
significant impact on Army promotion and/or selection boards, assignment
opportunities, and financial audit readiness for the Army.
a. Soldiers and RMs are required
to conduct a review of their personnel and finance record using the record
review tool in iPERMS during in-processing to a new duty station, annually
thereafter and prior to separation from the Army. (1) Brigade and battalion
S1s, UAs, and installation MPDs will assist Soldiers in maintaining accurate
and complete records by supporting the annual record review for personnel and
finance records, and uploading and verifying receipt of required documents to
iPERMS.
(2) The personnel record review consists
of ensuring that data on the record brief is correct and supporting documents
required for filing in the AMHRR are present in iPERMS before updating entries
on the record brief. (3) The finance record review consists of reviewing all
pay entitlements listed on the current leave and earnings statement and
ensuring the key supporting documents required for filing in the AMHRR are
identified and present in iPERMS.
(4) S1s and UAs will establish local
procedures to notify Soldiers for their annual records review and to assist
commanders in tracking compliance with the annual records review requirement.
b. Requirements for the Soldier and S1, UA, and/or
MPD annual record review include—
(1) Assist Soldiers
in updating, validating, and uploading substantiating documents, as needed.
(2) Soldiers.
Ensure their record is accurate, free of errors, and representative of their
service.
(3) Leaders.
Emphasize to Soldiers the advantages and importance of maintaining accurate
personnel records whenbeing considered for future assignments, promotions,
retention, and professional development opportunities. Leaders are encouraged
to use the “My Board File” certification report tool to track the status of
board file view/certification data for Soldiers eligible for upcoming DA
selection boards. This report can be viewed at https://www.hrc.army.mil.
c. Management and supervisory
controls. Commanders, G–1s, and directors of HR must supervise, inspect, and
assess this HR support function during organizational inspection programs and
other assessment methods. MPDs, S1s, and UAs must maintain the HR system access
and proficiency to update the appropriate HR systems (for example, iPERMS,
electronic military personnel office (eMILPO), Total Officer Personnel
Management Information System, Active Guard Reserve Management Information
System, Regional Level Application Software, and so forth).
3–8. Management of official military
personnel file folders
The OMPF is reflective of a Soldier’s permanent record
stored in iPERMS. There are various folders within the OMPF, which document a
Soldier’s military career. Not every Soldier’s OMPF will have the same number
and types of folders. The types and number of folders contained within the OMPF
will differ based on career path and status. For a complete listing of folders
authorized for inclusion in the OMPF see table 3–1.
Official military personnel file folders in the Army
Military Human Resource Record
Primary Folder Secondary
Folder Description
|
Performance
|
Evaluation (EVAL)
Education (EDUC)
Commendatory (COMM)
Disciplinary (DISC)
|
The
performance folder contains performance related information to include
evaluations, commendatory documents, specific disciplinary information, and
training/education documents. The primary purpose of this folder is to
provide necessary information to officials and selection boards tasked with
assessing Soldiers for promotion, special programs, or tours of duty. This
folder populates various board related applications (for example, Army
Selection Board System, National Guard Army Board System).
|
|
Service
|
Service (SERV2)
Administrative (ADMIN)
Compensation
|
The service folder
contains general, administrative, and service documents and data.
Service compensation folder contains pay
substantiating documents.
|
|
Restricted
|
Restricted
|
The
restricted folder contains documents that may normally be considered improper
for viewing by selection boards or career managers. Includes masked documents
defined in paragraph 3-10.
|
|
Flight
|
Flight
|
The flight folder contains aviation
service documents.
|
|
Medical
|
Health (HEA) Dental (DEN)
|
The
medical folder contains health information, such as accession/
retention/separation medical documents and periodic health assessment.
|
|
State/territory
|
State awards (STATEA)
State miscellaneous (STATEM)
|
The
state/territory folder contains documents referencing state awards and
personnel actions.
|
3–9. Required Army Military Human
Resource Record documents
The ORC is responsible for reviewing and validating the documents required for
filing in the AMHRR. If documents are identified by proponents as necessary
additions to the AMHRR, a DA Form 2028 will be submitted to the ORC for
approval and integration. Appendix B is the authoritative source for documents
required for filing in the AMHRR and its subsequent folders. Appendix C is the
authoritative source for obsolete AMHRR documents filed in the record.
3–10. Document masking in the
interactive Personnel Electronic Records Management System
Document masking is the act of moving specifically
identified documentation from the performance folder to the restricted folder
within the AMHRR. Un-masking is the act of moving specifically identified
documentation from the restricted folder back to the performance folder.
a. Masking of documentation will occur in the
following manner:
(1)
OERs for second lieutenant, first lieutenant, or warrant officer
one will be moved to the restricted folder uponpromotion to captain and chief
warrant officer three.
Note. First lieutenant promotable OERs are not authorized for masking.
(2)
For Soldiers transitioning from officer to enlisted or enlisted
to officer military personnel classification, allArticle 15 documents and
letters of reprimand related to the previous military personnel classification
will be moved to the restricted folder. All performance documents, which do not
cross over from enlisted to officer or vice-versa, will be masked, with the
exception of awards authorized for permanent wear. If the document can be
earned by both officer and enlisted ranks then the document will not be masked.
b. Lieutenant OERs that represent
time in command will be un-masked at the request of the rated officer. Submit
requests to un-mask command OERs to
usarmy.knox.hrc.mbx.tagd-eval-appeals@mail.mil. For masking questions, ARNG
Soldiers will contact their State domain manager.
3–11. Records cross reference
The ORC may move documents to the restricted folder
including, but not limited to, lewd photographs (only as part of an adjudicated
case) or third party information. DA Form 1613 (Records Cross Reference) will
be placed in the original document location. Do not file classified documents
in iPERMS.
3–12. Obsolete Army Military Human
Resource Record documents
The ORC is responsible for identifying documents no longer
required for filing in the AMHRR. Documents required for filing will be
periodically reviewed by the ORC. If documents are identified by proponents as
no longer necessary to the AMHRR, a DA Form 2028 will be submitted to the ORC
for approval. Appendix C is the authoritative source for obsolete AMHRR
documents.
3–13. Disposition of paper or microfiche
records
For HR providers possessing documents in paper or
microfiche format—
a.
The military personnel records jacket, military personnel
file, and career management information file are no longer authorized for use
by any component. This does not eliminate the need for documents to be filed
locally. Examples include, but are not limited to, local training records DA
Form 705 (Army Physical Fitness Test Scorecard, weapons qualification record, and
administrative documents, such as general counseling documents. The disposition
of these documents is governed by AR 25–400–2 and the Army Records Information
Management System (ARIMS).
b.
Any paper or microfiche AMHRR documents discovered on former
Soldiers discharged, retired, or deceased while in service before 1 October
2002 will be mailed to Commander, U.S. Army Human Resources Command
(AHRC–PDR–R), 1600 Spearhead Division Avenue, Department 420, Fort Knox, KY
40122–5402. Upon receipt, the ORC will ensure documents are filed at NPRC. Any
paper or microfiche AMHRR documents discovered for Soldiers currently serving,
discharged, retired, or deceased while in service after 30 September 2002 will
be Web uploaded to iPERMS by the RM. Upon verification, paper documents that
have been successfully uploaded will be returned to the Soldier or destroyed.
This can be verified by checking the Soldier’s record in iPERMS or based on
email notification that the batch was processed. If using email as
verification, RMs will wait 7 days from receipt of email to destroy. Medical
and Dental records for retired or separated personnel will be sent to Army
Medical Department Record Processing Center (ARPC), 3370 Nacogdoches Road,
Suite 116, San Antonio, TX 78217–3371.
Chapter
4 Management of Additional Folders in the Interactive Personnel Electronic
Records Management System
4–1. Overview
Additional folders within the AMHRR are contained in iPERMS
to assist the Army in preserving valid information on a Soldier for a specific
period of time. Folders listed in table 4–1 are non-OMPF folders. Documents in
these folders are not necessarily part of the permanent record and will not be
transferred to NPRC. Appendix B is the authoritative source for documents
authorized for filing in folders listed in table 4–1. Upon expiration,
documents contained in these folders will be purged and a destruction
certificate issued.
Table 4–1
|
Primary folder
|
Secondary folder
|
Description
|
|
DA photograph
|
DA photograph (PHOTO2)
|
Maintains the official electronic
photograph in accordance with AR 640–30 for 5 years from the date published.
|
|
Combat-Related
Special Compensation (CRSC) / Traumatic Servicemembers’ Group Life Insurance
(TSGLI)
|
CRSC/TSGLI
|
Contains supporting documentation for
CRSC and TSGLI claims.
|
|
Finance
|
Finance record
|
Contains documents that support pay.
|
|
Finance restricted
|
Finance restricted
|
Contains
Article 15s for the sole purpose of auditing finance records. Access to this
folder is limited to auditors and system administrators only.
|
|
Deployment/mobilization
|
Deployment (DEP)
|
Contains
active duty, Reserve, and ARNG deployment/mobilization documents.
|
|
Administrative
|
Temporary admin
|
DA level administrative documents not
authorized for filing in the OMPF.
|
|
Personnel records
review
|
Assignment/ deployment
|
Contains assignment and deployment
orders and information.
|
|
Service data
|
Contains
service contracts, security checks, and language qualification information.
|
|
Personal data
|
Contains citizenship, proof of birth,
and dependent documents.
|
|
Education
|
Contains civilian and military education
documents.
|
|
Awards and decorations
|
Contains commendatory documents.
|
|
Finance records review
|
General
|
Contains
promotion orders, contracts, and additional supporting documents for finance
transactions.
|
Table 4–1
Army Military Human Resource Record (non-official military
personnel file) folders—Continued
|
Primary folder
|
Secondary folder
|
Description
|
|
|
Special pay/ bonuses
|
Contains OMPF documents that support
bonuses or special pays.
|
|
Entitlements
|
Contains
supporting documents for entitlements or benefits (that is basic allowance
for housing, basic allowance for subsistence, loan repayment, and
scholarships)
|
|
Deductions
|
Contains
documents related to garnishment, recoupment indebtedness, and insurance.
|
4–2. Filing instructions for additional
folders
a.
The official DA photograph is governed by AR 640–30. iPERMS
will maintain the DA photo for all Soldiers authorized an official photograph
except general officers, Regular Army second lieutenants, and warrant officers
one (see AR 640–30). Photographs that have expired (over 5 years have passed
since the date the photograph was taken), photographs of discharged Soldiers,
and photographs from previous military personnel classifications will be purged
from iPERMS.
b.
The CRSC/TSGLI folder in iPERMS is governed by 10 USC 1413a
and the National Defense Authorization Act of 2008 (Public Law 110–181).
Documents authorized for filing in the CRSC/TSGLI folder will be kept for 10
years from the creation in this folder. Authorized documents include:
(1) DD Form 2860
(Claim for Combat-Related Special Compensation (CRSC)).
(2) Copy of 10 USC
Chapter 61 medical board results (Chapter 61 claimants only).
(3) Copies of all
Veterans Affairs rating decisions to include the letter, summary narratives,
and screen page fromthe National Veteran’s Training Institute (VETSNET) Web
site (http://www.nvti.ucdenver.edu/vetsnet/v19no5/about. html).
(4) Copies of all
DD Forms 214 (Certificate of Release or Discharge from Active Duty), DD Forms
215 (Correctionto DD Form 214, Certificate of Release or Discharge from Active
Duty), NGB Forms 22 (Report of Separation and Record of Service), and DD Forms
220 (Active Duty Report).
(5)
Medical records supporting how the disability being claimed was combat-related.
(6) Current medical
documentation related to injury.
(7) Proof of being
in the area where injury or illness occurred. Documents authorized for proof
include: (a) DA Form 2–1.
(b) DA Form 2A (Personnel Qualification
Record, Part 1 - Enlisted Peacetime) (Inactive). (c) Orders.
(d) OER
or NCOER.
(e) Any
other official document proving assignment to area.
(8) Copies
of medical and physical evaluation board proceedings, if applicable.
(9) Army
Review Board Agency results, if applicable.
(10) Copies of
all awards granted.
(11) Copies of
all military orders including separation orders.
(12) Copies of
line of duty investigations.
(13) Letter
and comrade statements from veteran.
(14) Copies of
finance documents (compensation, correspondence, and Soldier’s retirement
information).
c. The TSGLI folder in iPERMS is
governed by the National Defense Authorization Act for Fiscal Year 2005,
Section 1032 of the Emergency Supplemental Appropriations Act for Defense
(Public Law 109–13). Documents authorized for filing in the TSGLI folder will
be kept for 10 years from the creation in this folder. Authorized documents
include:
(1) SGLV 8600
(Application for TSGLI Benefits) or parts thereof.
(2) TSGLI
letters to the Soldier for incomplete or ineligible claims, or decision on
TSGLI claim.
(3) Letters
referring the Soldier to the Army Review Board Agency.
(4) Medical
documentation supporting the claim.
(5) Letters
or requests from the Soldier requesting reconsideration or appeal.
(6) Copies of
medical and physical evaluation board proceedings, if applicable.
(7) Army
Review Board Agency results, if applicable.
(8) Copies of
line of duty investigations.
(9) Copies of
powers of attorney or guardianship.
d . T h e d e p l o y m e n t / m
o b i l i z a t i o n f o l d e r c o n t a i n s a c t i v e d u t y , R e s e
r v e , a n d A R N G d e p l o y m e n t / m o b i l i z a t i o n documents.
e. The administrative folder is
governed by the ORC and is designed to store DA level documents that are not
authorized for filing in the AMHRR. This folder will not be used as a local
file. Documents authorized for filing in the administrative folder are referenced
in appendix B. The finance folder contains finance documents.
Chapter
5 Updating Data Related To The Record Brief
5–1. Overview
This chapter explains the documents required and the
processes for updating specific data on the appropriate record brief. The
brigade S1 personnel automation section chiefs, UAs, and MPDs will utilize
personnel automation tools to correct personnel records.
5–2. Home of record
The term "home of record" means the place (city
and state or country) recorded as the home of the individual when commissioned,
reinstated, appointed, reappointed, enlisted, reenlisted, inducted, or ordered
into the relevant tour of active duty. Official source documents include DA
Form 71 (Oath of Office - Military Personnel), active duty letter/ order,
appointment order, DD Form 4 (Enlistment/Reenlistment Document Armed Forces of
the United States), or DD Form 1610 (Request and Authorization for TDY Travel
of DOD Personnel) (used for effective date only).
a.
Home of record is used to determine travel entitlements when
a Soldier separates from the military. It has nothing
to do with voting or paying taxes, registering vehicles, or
any of the other privileges of State residency.
b.
Home of record can only be changed if there is a break in
service of more than 1 day or to correct an error. Any change in connection
with a break in service must be recorded on the DD Form 4 at reenlistment.
Corrections to erroneous home of record information in personnel systems can be
addressed within S1, UA - Reserve personnel action center, and/or MPD channels.
c.
Requests for changes to home of record, with complete
justification, must be filed with ABCMR. Soldier must submit a DD Form 149
(Application for Correction of Military Record Under the Provisions of Title
10, U.S. Code, Section 1552) to Army Review Board Agency, 251 18th Street
South, Suite 385, Arlington, VA 22202–3531. See the ABCMR Web site at http://arba.army.pentagon.mil/abcmr-overview.cfm
for filing instructions.
5–3. Date of initial entry to military
service or date of initial entry to Uniformed Services
The date of initial entry to military service (DIEMS) or
date of initial entry to Uniformed Services is the date an individual enlisted
(Active or Reserve Component) into military service for the first time. This
date is fixed and does not change. Departing the military and rejoining does
not affect a DIEMS.
a. Examples of unique circumstances that complicate
determining a DIEMS include:
(1)
The DIEMS for U.S. Military Academy graduates who entered the
academy with no prior service is the datethey reported to the academy, not the
date they graduated.
(2)
Beginning a ROTC scholarship program or contracting into a Senior
ROTC program or enlisting into theReserve Component Simultaneous Membership
Program (USAR/ARNG) sets the DIEMS, not the graduation or commissioning date.
(3)
Members who entered the military, separated, and then rejoined
the military have a DIEMS based on enteringthe first period of military
service.
(4)
The DIEMS for members who enlisted under the delayed entry
program is when they entered the delayed entryprogram, not when they initially
reported for duty.
(5)
For those who joined the Reserve Component (USAR/ARNG) and later
joined the Active Component, theirDIEMS is the date they joined the Reserve
Component.
b.
A Soldier’s pay date may be different from their DIEMS. DIEMS
does not determine when the Soldier has enough time in the service to retire,
it only determines which retirement system applies to that Soldier. To
determine which retirement system applies to a specific Soldier, refer to the
Office of the Secretary of Defense, Military Compensation Branch.
c.
Official source documents include DA Form 71, active duty
letter/order, appointment order, and/or DD Form 4. If a Soldier has unusual
circumstances and is unsure of his or her DIEMS date or believes his or her
records show an incorrect DIEMS date, the Soldier should contact his or her S1
and/or MPD to discuss the particular situation.
d.
Requesting changes to DIEMS or date of entry to Uniformed
Services, with complete justification, must be filed with ABCMR. Soldier must
submit a DD Form 149 to Army Review Board Agency, 251 18th Street
South, Suite 385, Arlington, VA 22202–3531. See the ABCMR Web site at http://arba.army.pentagon.mil/abcmr-overview.cfm
for filing instructions.
5–4. Name change or correction
A legal name change or correction will be requested on DA
Form 4187 (Personnel Action) and signed by the company commander. The request
is approved by the servicing MPD, brigade S1, or UA - Reserve personnel action
center (USAR only). The approval authority will use the DA Form 4187 and source
documents to prepare a legal name change approval memorandum.
a.
Official source documents include appointment and enlistment
documents, birth certificate, baptism certificate, naturalization certificate,
marriage certificate, divorce decree, court order, social security card that
contains name change, notarized copy of a public record, and/or statement by a
proper public official to prove legal name change.
b.
Once complete, the approval authority will Web upload the DA
Form 4187 and approval memorandum to iPERMS. The approval authority is also
responsible for ensuring that name change or correction is properly recorded in
the prescribed HR system.
5–5. Record of birth change
A change to birth data (date or place of birth) will be
requested on DA Form 4187 and signed by the company commander. The request is
approved by the servicing MPD, brigade S1, or UA - Reserve personnel action
center (USAR only). The servicing MPD, brigade S1, or UA - Reserve personnel
action center (USAR only) will use the DA Form 4187 and source documents to
prepare the approval/disapproval memorandum for necessary change.
a.
Official source documents include birth certificate or
authenticated copy that agrees in all respects with the data
in the request.
b.
If the name on the birth certificate does not agree with that
shown on the request, the reason for the discrepancy must be included in the
request. If no public record of birth exists, a statement (accompanied by an
affidavit from physician or midwife in attendance at birth, passport, and
authenticated copy of school record from the first school attended showing date
of birth or age on admittance) from the proper public official is required.
c.
Once complete, the approval authority will Web upload the
approval memorandum to iPERMS. The approval authority is also responsible for
ensuring that name change or correction is properly recorded in the prescribed
HR system.
5–6. Citizenship
The process for becoming a United States citizen can be
found on the HRC Web site at https://www.hrc.army.mil/tagd/
soldiers%20guide%20to%20citizenship and on the United States Customs and
Immigration Services Web site at http:// www.uscis.gov/portal/site/uscis.
5–7. Statement of service
A statement of service letter for Soldiers currently
serving in any component can be obtained through the servicing brigade or
battalion S1, MPD, or UA - Reserve personnel action center (USAR only). A
statement of service for retired or separated veterans can be obtained by
submitting a Standard Form (SF) 180 (Request Pertaining to Military Records) to
Commander, U.S. Human Resources Command (AHRC–PDR–H), Department 420, 1600
Spearhead Division Avenue, Fort Knox, KY 40122–5402 or emailing to
askhrc.army@us.army.mil.
5–8. Service computation
Also known as DA Form 1506 (Statement of Service - For
Computation of Length of Service for Pay Purposes). Refer to AR 37–104–4 and
the DOD Financial Management Regulation 7000.14–R (DODFMR) for rules guiding
service computation.
a.
DA Form 1506 is used to document a Servicemember’s request
for verification of military service and to adjust other military entry pay
effective date(s). These dates include, but are not limited to, the basic
active service date, pay entry basic date, and basic enlisted service date. The
basic pay entry effective date will affect the rate and period of basic pay
entitlement.
b.
Official source documents include DA Form 71, active duty
letter/order, appointment order, DD Form 4, Simultaneous Membership
Program/ROTC contracts, DD Form 214, DD Form 215, DD Form 220, NGB Form 22, NGB
Form 22a (Correction to NGB Form 22), NGB Form 23 (Chronological Statement of
Retirement Points) (Inactive), NGB Form 23A (Army National Guard Current Annual
Statement), NGB Form 23A1 (Army National Guard Retirement Points Statement
Supplemental Detail Report), NGB Form 23C (Army National Guard Retirement
Points Statement Application for Retired Pay), NGB Form 23D (Notification of
Eligibility for Retired Pay for NonRegular Service (20 years)), and/or other
approved service documents. Contact the servicing MPD, brigade or battalion S1,
UA - Reserve personnel action center (USAR only), or finance office for
questions pertaining to approved source documents.
c.
Information collected on DA Form 1506 becomes part of the
Joint Uniformed Military Pay System and pay date
information (such as basic active service date) is
transmitted to personnel systems, as required.
5–9. Assignment information
Assignment history starts with the military entrance
processing station information found on the current DD Form 4 and includes
basic training, advanced individual training, and all permanent change of
station assignments to the present. Official source documents include permanent
change of station orders and awards, OERs, and NCOERs. Active duty
time/assignments, troop program unit time, any period of time a Soldier is
mobilized in a Title 10 status are recorded on the appropriate record brief. If
mobilized for contingency operations this can be listed as tour credit on the
appropriate record brief.
a.
Assignment/duty information is updated by the servicing MPD,
brigade or battalion S1, or UA - Reserve personnel action center (USAR only).
Update of this information is governed by modification table of organization
and equipment and/or tables of distribution and allowances slotting rules,
eMILPO functional guidance, or manuals for prescribed HR system, and AR
600–8–6.
b.
Assignments prior to current enlistment, to include USAR,
ARNG, other branches of service, temporary change of station, temporary duty,
and/or deployed locations are not authorized to be recorded in the assignment
history (appropriate record brief). However, prior service active duty
assignments will be recorded. Basic training and advanced individual training
entries will be deleted upon arrival to first permanent duty station.
Assignment information will not be altered or updated to show the deployment
location. For both current and previous assignment lines, change only the duty
title to reflect deployment information (for example, “MNC–I SGM (FWD IZ)”). Do
not alter organization, station, location, or command.
c.
General rule(s) for updating assignment history include:
(1)
Unit identification code and description of unit of assignment
Soldier is assigned to should match the OER orNCOER for that timeframe. Refer
to the Force Management System Web Site at https://fmsweb.army.mil/unprotected/
splash/.
(2)
The title of the position to which the Soldier is currently
assigned as reflected in the authorization document,modification table of
organization and equipment, tables of distribution and allowances, or joint
table(s) of distribution should match the duty title found on the OER or NCOER
for that timeframe. Refer to the Force Management System Web Site at
https://fmsweb.army.mil/unprotected/splash/.
(3)
The duty military occupational specialty specified in the
modification table of organization and equipment, tablesof distribution and allowances,
or joint table(s) of distribution should match duty military occupational
specialty on the OER or NCOER for that timeframe. Refer to DA Pamphlet (Pam)
611–21 and the Force Management System Web Site at
https://fmsweb.army.mil/unprotected/splash/.
(4)
The additional skill identifier specified in the modification
table of organization and equipment, tables ofdistribution and allowances, or
joint tables(s) of distribution should match the additional skill identifier
(if any) found in the “Duty MOSC” on the OER or NCOER for that timeframe. Refer
to AR 614–200 for further guidelines.
(5)
The language indicator code contained in the table of
organization and equipment or tables of distribution andallowances for the duty
position. Displayed in assignment information only if required by duty
position.
(6)
Refer to eMILPO functional guidance and/or prescribed personnel
system user manual for guidance on updateprocedures.
(7)
In all instances, the duty title/principal duty assignment
history located on the appropriate record brief willreflect in the "Duty
Title" the following assignment "SOLDIER IN TRANSITION" for all
Soldiers assigned or attached as patients to a Warrior Transition Unit or
Community Based Warrior Transition Unit.
5–10. Overseas tour credit
Qualification for tour credit is determined by AR 614–30.
Tours must be 30 consecutive days or more to be added to the appropriate record
brief. All overseas, current, and prior service, regardless of branch or
component, will be added to the appropriate record brief. Overseas duty
performed while serving with another branch of service will be updated on the
appropriate record brief. Official source documents include permanent change of
station orders, temporary change of station orders, temporary duty orders,
permanent change of station awards, OERs, and NCOERs. Specific
characterizations of deployment service as overseas service types are:
a.
Combat deployment is defined as an operation in a designated
combat zone. Areas identified by an executive order (EO) as a combat zone and
eligible for combat zone tax exemptions, as defined in the DODFMR 7000.14,
Volume 7A, qualify as combat credit regardless of assignment status (for
example, EO 12744 designates the Arabian Peninsula as a combat zone. Kuwait and
Qatar are considered part of the Arabian Peninsula and are therefore considered
a combat credit and both receive combat entitlements, regardless of permanent
change of station or temporary change of station status).
b.
Operational deployments (noncombat) are overseas deployments
other than those designated as combat deployments, such as peacekeeping and/or
enforcement overseas (for example, Balkans, Guantanamo Bay, and so forth).
Refer to eMILPO functional guidance and prescribed personnel system user manual
for guidance on update procedures.
5–11. Security data
The Army issues a security clearance to Soldiers whose jobs
necessitate trusting them with classified information. Security clearances vary
in degree. Army security clearances are governed by AR 380–67.
a.
The uppermost row of the enlisted record brief contains a box
titled "Fld Det PS Stat" (Field Determined Personal Security Status).
The box contains one of the following words: "None,"
"Secret," Top Secret," or "Other" to denote the
Soldier’s security clearance.
b.
For questions concerning security clearance, contact the
servicing battalion, battery, brigade, or division’s military intelligence
office. If the Soldier’s security clearance is correct in the Joint Personnel
Adjudication System, but not recorded properly on the personnel records contact
the servicing MPD, brigade or battalion S1, or UA - Reserve personnel action
center (USAR only). The brigade S1 personnel automation section chief utilizes
personnel automation tools to correct personnel records.
5–12. Casualty documents
Casualty documents are governed by AR 600–8–1. Army
casualty documents include DD Form 93 (Record of Emergency Data) and SGLV 8286
(Servicemembers’ Group Life Insurance Election and Certificate). The AMHRR
within iPERMS is the official records repository for all DD Forms 93 and the
SGLV 8286 (and previous versions) forms.
a.
An HR provider is required in the update, signature, and
validation of these documents. HR providers will utilize eMILPO as the primary
method to update DD Form 93 and SGLV 8286. In addition to digital signature
capability and automatic upload to iPERMS, using eMILPO ensures the most
current information is synchronized and available during required record review
events.
b.
The Army Casualty Program depends upon the DD Form 93 having
accurate, up-to-date information. This extremely important form designates beneficiaries
for certain benefits in the event of a Soldier’s death. It is a guide for the
disposition of that Soldier’s pay and allowances if captured, missing, or
interned. It also indicates the name and address of the individuals the Soldier
desires to notify in case of emergency or death. The DD Form 93 for Soldiers is
stored in the eMILPO database and available for retrieval with authorized
access.
c.
All Soldiers (Regular Army, USAR, and ARNG) are required to
have a completed DD Form 93 on file in iPERMS. Advise individuals that the data
collected on the DD Form 93 is used only for official purposes, consistent with
5 USC 552a.
d.
The Servicemembers’ Group Life Insurance (SGLI) Program
became effective on 29 September 1965 with the enactment of Public Law 89–214.
Since its inception, the SGLI Program has had several amendments. The major
changes have been the amount of coverage, the persons eligible to be insured,
the conditions under which persons are eligible for SGLI, and the continuation
of such insurance after the Soldier’s transition from the Service. These laws
are codified as 38 USC 1965 through 1980. The SGLI is a group life insurance
policy purchased by the Department of Veterans Affairs from a commercial life
insurance company. The program is operated under an arrangement with commercial
companies through the Office of the SGLI.
e.
For additional rules on DD Form 93 and SGLV 8286 refer to AR
600–8–1 and the eMILPO functional guidance.
5–13. Awards, decorations, and medals
Awards, decorations, and medals are governed by AR
600–8–22.
a.
Awards and decorations must be Web uploaded to iPERMS for
inclusion in the OMPF before updating the Soldier’s appropriate record brief.
All completed DA Forms 638 (Recommendation for Award) containing a permanent
order number and approved certificates will be Web uploaded to iPERMS.
b.
Army policy, criteria, and administrative instructions
concerning individual and unit military awards are outlined in AR 600–8–22.
Information on various civilian awards is found in AR 672–20. The goal of the
total Army Awards Program is to foster mission accomplishment by recognizing
excellence of both military and civilian members of the force and motivating
them to high levels of performance and service. The AMHRR within iPERMS is the
official records repository for military awards.
c.
Refer to AR 600–8–22 for rules on foreign awards and unit
awards.
5–14. Civilian and military education
Civilian schools and military education are governed by,
but not limited to, AR 621–5, AR 621–108, AR 350–1, AR 350–10, and AR 350–100.
a.
Army Continuing Education Division. The Army
Continuing Education Division (ACED) mission is to promote lifelong learning,
readiness, and resilience through flexible and relevant education programs,
services, and systems in support of the Total Army family. For specific
questions pertaining to civilian and military education contact HRC, ACED Web
site at http://www.hrc.army.mil/, email at
usarmy.knox.hrc.mbx.tagd-aces-ed-codes@mail.mil, or by phone at 1–888–276–9472.
Refer to the metadata helper at https://hrcmetahelper.hrc.army.mil/ to
determine if personnel course codes currently exist for a civilian or military
education.
b.
Civilian schools.
(1) Civilian schools are defined as
accredited colleges and universities listed in the U.S. Department of
Education’s Database of Accredited Postsecondary Institutions and Programs at
http://ope.ed.gov/accreditation. Entries at the high school graduate level
(recorded only for enlisted personnel) or higher will include only academic and
vocational education for which the Soldier presents adequate supporting
documents.
(a)
Credit-by-exam tests. Entries for successful
completion of credit-by-exam tests (such as the College Level Examination
Program (CLEP) general and subject tests and the Defense Activity for
Non-Traditional Education Support (DANTES) subject standardized tests),
indicate the name of the test, grade equivalent (if available), and year test
was passed
(b)
Medical degree award date. Enter the medical degree
(MD) award date (for example, the date of graduation from medical school as “MD
Awd Date 730605”).
(c)
Dental degree award date. Enter the dental degree
(DDS) award date, which depicts the date of graduation from dental school (for
example, “DDS Awd Date 780701”).
(2) For enlisted personnel, civilian education is
determined as follows:
(a)
General education development passing test scores are
determined by each State Board of Education.
(b)
Record all college, graduate, and postgraduate degrees except
when a higher-level degree in the same discipline is attained.
(c)
Following the completion of 15 semester hours (22 quarter
hours) or more of accredited college work, the entry for high school will not
be required.
(3)
Subsequent entries will be made on separate lines to indicate
completion of high school (for enlisted personnel),DANTES independent study
courses accepted by an accredited college or university toward the award of a
degree, extension courses given by other regionally accredited colleges and
universities, resident college-level evaluation, CLEP Exams, associate degree,
baccalaureate degree, graduate degree, postgraduate work, and all short courses
completed by AMEDD officers while on active duty. Medical seminars, symposiums,
workshops, refresher training, and conferences will not be recorded.
(4)
In a typical program, a semester level of undergraduate college
denotes completion of 15 semester hours or 22 quarter hours, 1/2 year of
college; 30 semester hours or 45 quarter hours, 1 year of college; 60 semester
hours or 90 quarter hours, 2 years of college; 75 semester hours or 112 quarter
hours, 3 years of college; 90 semester hours or 135 quarter hours, 4-year
college degree (1.5 quarter hours equals 1 semester hour, 60 semester hours or
90 quarter hours equals 1 year of college). In order to change a college
civilian educational level entry on the appropriate record brief, the
transcript must have a raised seal and a copy of diploma must be provided, if
appropriate.
(5)
The initial data entry will be changed to reflect most recent
school attended, an accumulated total of semesterhours credited, and year the
last course was completed.
(6)
When evaluating college diplomas and transcripts submitted by
Soldiers for inclusion in the AMHRR, RMs mustensure that the documents are from
an accredited school. Recognized sources for validating educational
institutions are those listed on the U.S. Department of Education Web site at
http://ope.ed.gov/accreditation. Foreign school transcripts must be accompanied
with an evaluation by a member of the National Association of Credential
Evaluation Services (complete listing of members found on Web site at
http://www.naces.org) or the American Association of Collegiate Registrars and
Admission Officers (http://www.aacrao.org).
(7)
Honorary degrees from any institution are not authorized for
filing in the AMHRR and will not be documentedon the appropriate record brief.
All diplomas from accredited schools must be accompanied by the transcript that
supports the awarded degree.
c. Military education.
(1) Entries
will be made for the successful completion of each formal course of instruction
resulting in the award ofa specialty skill identifier, military occupational
specialty, additional skill identifier, or skill qualification identifier that
makes a direct contribution to proficiency in a particular specialty skill
identifier or military occupational specialty. For all schools and courses, an
entry will be made for successful completion of any course of instruction
conducted under military sponsorship or direction.
(2) Basic
criteria for military education course code include the following:
(a) Course
must be listed in the Army Training Requirements and Resource System.
(b) Resident
course hours with a minimum of 40 hours per 1 week per 5 days of instruction.
(c) Distance
learning course completion.
1.
Structured self-development courses (as a part of the
Noncommissioned Officer Education System) will be entered upon completion.
2.
Subcourses will not be accepted for recording on the
appropriate record brief. Contact ACED via email at
usarmy.knox.hrc.mbx.tagd-aces-ed-codes@mail.mil to discuss specific exceptions.
d.
Request to record courses. Request for authority to
record courses of instruction not provided for in this regulation will be
submitted to ACED at usarmy.knox.hrc.mbx.tagd-aces-ed-codes@mail.mil. A
description of the course content and all source documents must be included in
the request for approval. Requests pertaining to resident courses of
instruction less than 40 hours in duration will not be approved unless they are
exceptionally significant to the military service.
e.
Recording civilian schools and military education. When
recording civilian schools and military education to a Soldier’s personnel
record, all fields must be completed. These fields include, but are not limited
to, the following:
(1) Complete
title or listing.
(2) Type.
(3) Duration.
(4) Completion.
(5) Year.
Enter year (last two digits) to denote last year of attendance.
5–15. Pre-board records update process
AR 600–8–19 and AR 600–8–29 stipulate that eligible
Soldiers will review and authenticate their appropriate record brief in
accordance with procedures outlined in specific board announcement messages.
Source documents must be Web uploaded to iPERMS prior to submitting update
transactions. Pertinent military personnel messages can be found on the HRC Web
site at https://www.hrc.army.mil/MILPER.
Appendix
A References
Section I Required Publications
DODI
1000.30
Reduction of Social Security Number (SSN) Use Within DOD
(Cited in para 2–2.)
DODI
1336.08
Military Human Resource Records Life Cycle Management
(Cited in para 1–5d.) (Available at http://www.dtic.mil.)
Section II Related Publications
A related publication is a source of additional
information. The user does not have to read it to understand this publication.
DA publications are available at http://www.apd.army.mil. Department of Defense
publications are available at http://www.dtic.mil. United States Code is
available at http://uscode.house.gov. National Guard regulations are available
at http://www.ngbpdc.ngb.army.mil/.
AR
11–2
Managers’ Internal Control Program
AR
15–6
Procedures for Investigating Officers and Boards of
Officers
AR
15–80
Army Grade Determination Review Board and Grade
Determinations
AR
15–180
Army Discharge Review Board
AR
15–185
Army Board for Correction of Military Records
AR
25–1
Army Information Technology
AR
25–2
Information Assurance
AR
25–30
The Army Publishing Program
AR
25–51
Official Mail and Distribution Management
AR
25–55
The Department of the Army Freedom of Information Act
Program
AR
25–400–2
The Army Records Information Management System (ARIMS)
AR
27–10
Military Justice
AR
37–104–4
Military Pay and Allowances Policy
AR
40–66
Medical Record Administration and Health Care Documentation
AR
135–18
The Active Guard Reserve (AGR) Program
AR
135–91
Service Obligations, Methods of Fulfillment, Participation
Requirements, and Enforcement Procedures
AR
135–100
Appointment of Commissioned and Warrant Officers of the
Army
AR
135–101
Appointment of Reserve Commissioned Officers for Assignment
to Army Medical Department Branches
AR
135–133
Ready Reserve Screening, Qualification Records System, and
Change of Address Reports
AR
135–155
Promotion of Commissioned Officers and Warrant Officers
other than General Officers
AR
135–175
Separation of Officers
AR
135–178
Enlisted Administrative Separations
AR
135–205
Enlisted Personnel Management
AR
135–210
Order to Active Duty as Individuals for Other than a
Presidential Selected Reserve Call-up, Partial or Full Mobilization
AR
140–10
Assignments, Attachments, Details, and Transfers
AR
140–30
Active Duty in Support of the United States Army Reserve
(USAR) and Active Guard Reserve (AGR) Management Program
AR
140–111
U.S. Army Reserve Reenlistment Program
AR
145–1
Senior Reserve Officers’ Training Corps Program:
Organization, Administration, and Training
AR
190–9
Absentee Deserter Apprehension Program and Surrender of
Military Personnel to Civilian Law Enforcement Agencies
AR
340–21
The Army Privacy Program
AR
350–1
Army Training and Leader Development
AR
350–10
Management of Army Individual Training Requirements and
Resources
AR
350–100
Officer Active Duty Service Obligations
AR
380–5
Department of the Army Information Security Program
AR
380–67
Personnel Security Program
AR
600–8
Military Personnel Management
AR
600–8–1
Army Casualty Program
AR
600–8–2
Suspension of Favorable Personnel Actions (Flags)
AR
600–8–6
Personnel Accounting and Strength Reporting
AR
600–8–10
Leave and Passes
AR
600–8–14
Identification Cards for Members of the Uniformed Services,
Their Eligible Family Members, and Other Eligible Personnel
AR
600–8–19
Enlisted Promotions and Reductions
AR
600–8–22
Military Awards
AR
600–8–24
Officer Transfers and Discharges
AR
600–8–29
Officer Promotions
AR
600–8–101
Personnel Processing (In-, Out-, Soldiers Readiness,
Mobilization, and Deployment Processing)
AR
600–20
Army Command Policy
AR
600–37
Unfavorable Information
AR
601–1
Assignment of Enlisted Personnel to the U.S. Army
Recruiting Command
AR
601–25
Delay in Reporting for and Exemption from Active Duty,
Initial Active Duty for Training, and Reserve Forces Duty
AR
601–100
Appointment of Commissioned and Warrant Officers in the
Regular Army
AR
601–210
Active and Reserve Components Enlistment Program
AR
601–270
Military Entrance Processing Station (MEPS)
AR
601–280
Army Retention Program
AR
611–5
Personnel Classification Testing
AR
612–201
Initial Entry/Prior Service Trainee Support
AR
612–205
Appointment and Separation of Service Academy Attendees
AR
614–30
Overseas Service
AR
614–200
Enlisted Assignments and Utilization Management
AR
621–5
Army Continuing Education System
AR
621–108
Military Personnel Requirements for Civilian Education
AR
630–10
Absence without Leave, Desertion, and Administration of
Personnel Involved in Civilian Court Proceedings
AR
635–5–1
Separation Program Designator (SPD) Codes
AR
635–8
Separation Processing and Documents
AR
635–40
Physical Evaluation for Retention, Retirement, or
Separation
AR
635–200
Active Duty Enlisted Administrative Separations
AR
640–30
Photographs for Military Human Resources Records
AR
672–20
Incentive Awards
DA
Pam 611–21
Military Occupational Classification and Structure
DA
Pam 640–1
Officers’ Guide to the Officer Record Brief
DA
Pam 672–3
Unit Citation and Campaign Participation Credit Register
DA
Personnel Policy Guidance
Department of the Army Personnel Policy Guidance for
Overseas Contingency Operations (defines authorized documents for filing in the
deployment/mobilization folder listed in Table 4–1) (Available at
http://www.armyg1.army. mil/militarypersonnel/ppg.asp.)
DODD
5015.2
DOD Records Management Program
DODI
8510.01
Risk Management Framework (RMF) for DoD Information
Technology (IT)
DODFMR
7000.14–R, Volume 7A
Military Pay Policy - Active Duty and Reserve Pay
EO
9397
Numbering System for Federal Accounts Relating to
Individual Persons (Available from http://www.archives.gov/.)
EO
12744
Designation of Arabian Peninsula areas, airspace, and
adjacent waters as a combat zone (Available from http://www. archives.gov/.)
Manual
for Courts–Martial
United States (2012 Edition) (Available at
http://armypubs.army.mil/epubs/pdf/mcm.pdf.)
NG
Pam (AR) 25–10
Standard Installation/Division Personnel System-Army
National Guard (SIDPERS–ARNG) Data Element Dictionary
NGR
37–104–3
Military Pay and Allowance Policy and Procedures-Army National
Guard
NGR
350–1
Army National Guard Training
NGR
(AR) 600–5
The Active Guard/Reserve (AGR) Program, Title 32, Full-Time
National Guard Duty (FTNGD)
NGR
(AR) 600–100
Commissioned Officers - Federal Recognition and Related
Personnel Actions
NGR
600–101
Warrant Officers - Federal Recognition and Related
Personnel Actions
NGR
600–200
Enlisted Personnel Management
NGR
601–1
Army National Guard Strength Maintenance Program
NGR
614–1
Inactive Army National Guard
NGR
680–2
Automated Retirement Points Accounting Management
Public
Law 89–214
Servicemen’s Group Life Insurance (Available at
http://www.gpo.gov/.)
Public
Law 109–13
National Defense Authorization Act for Fiscal Year 2005,
Section 1032 of the Emergency Supplemental Appropriations Act for Defense
(Available at http://www.gpo.gov/.)
Public
Law 110–181
National Defense Authorization Act for Fiscal Year 2008
(Available at http://www.gpo.gov/.)
5
USC 552a
Records maintained on individuals (The Privacy Act of 1974
(as amended))
10
USC Chapter 61
Retirement or Separation for Physical Disability
10
USC 628a
Special selection boards
10
USC 972
Members: effect of time lost
10
USC 1034
Protected communications; prohibition of retaliatory
personnel actions
10
USC 1413a
Combat-related special compensation
10
USC 3013
Secretary of the Army
18
USC 101
Records and Reports
18
USC 1426
Reproduction of naturalization or citizenship papers
38
USC
Veterans’ Benefits
44
USC Chapter 29
Records Management by the Archivist of the United States
and by the Administrator of General Services
44
USC Chapter 31
Records Management by Federal Agencies
44
USC Chapter 33
Disposal of Records
Section III Prescribed Forms
Unless otherwise indicated, DA forms are available on the
Army Publishing Directorate Web site (www.apd.army.mil).
DA
Form 2–1
Personnel Qualification Record (Prescribed in para 4–2b(7)(a).)
DA
Form 201 (Inactive)
Military Personnel Records Jacket (Cited in terms.)
DA
Form 4037
Officer Record Brief (Stocked and issued by Commander, U.S.
Army Information Systems Command – Army Reserve Personnel Center.) (Prescribed
in para 1–9d(1).)
Section IV Referenced Forms
Unless otherwise indicated, DA forms are available on the
Army Publishing Directorate Web site (www.apd.army.mil), DD forms are available
on the Office of the Secretary of Defense Web site
(http://www.dtic.mil/whs/directives/ infomgt/forms/); SFs are available on the
U.S. General Services (http://www.gsa.gov/portal/forms/type/SF); and NGB forms
are available on the National Guard Bureau Web site
(http://www.ngbpdc.ngb.army.mil/forms.htm).
DA
Form 2–A (Inactive)
Personnel Qualification Record, Part 1 - Enlisted Peacetime
DA
Form 11–2
Internal Control Evaluation Certification
DA
Form 67–10–1
Company Grade Plate (O1 - O3; WO1 - CW2) Officer Evaluation
Report
DA
Form 67–10–2
Field Grade Plate (O4 - O5; CW3 - CW5) Officer Evaluation
Report
DA
Form 67–10–3
Strategic Grade Plate (O6) Officer Evaluation Report
DA
Form 67–10–4
Strategic Grade Plate (O7) Officer Evaluation Report
DA
Form 71
Oath of Office - Military Personnel
DA
Form 638
Recommendation for Award
DA
Form 705
Army Physical Fitness Test Scorecard
DA
Form 1059
Service School Academic Evaluation Report
DA
Form 1059–1
Civilian Institution Academic Evaluation Report
DA
Form 1506
Statement of Service - For Computation of Length of Service
for Pay Purposes
DA
Form 1613
Records Cross Reference
DA
Form 2028
Recommended Changes to Publications and Blank Forms
DA
Form 2166–8
NCO Evaluation Report
DA
Form 4187
Personnel Action
DD
Form 4
Enlistment/Reenlistment Document Armed Forces of the United
States
DD
Form 93
Record of Emergency Data
DD
Form 149
Application for Correction of Military Record Under the
Provisions of Title 10, U.S. Code, Section 1552
DD
Form 214
Certificate of Release or Discharge from Active Duty
(Available through personnel or administrative offices.)
DD
Form 215
Correction to DD Form 214, Certificate of Release or
Discharge from Active Duty (Available through personnel or administrative
offices.)
DD
Form 220
Active Duty Report
DD
Form 1610
Request and Authorization for TDY Travel of DOD Personnel
DD
Form 2860
Claim for Combat-Related Special Compensation (CRSC)
DD
Form 2875
System Authorization Access Request (SAAR)
NGB
Form 22
Report of Separation and Record of Service
NGB
Form 22a
Correction to NGB Form 22
NGB
Form 23 (Inactive)
Chronological Statement of Retirement Points
NGB
Form 23A
Army National Guard Current Annual Statement (Generated by
the Retirement Points Accounting System (RPAS).)
NGB
Form 23A1
Army National Guard Retirement Points Statement
Supplemental Detail Report (Generated by the Retirement Points Accounting
System (RPAS).)
NGB
Form 23C
Army National Guard Retirement Points Statement Application
for Retired Pay (Generated by the Retirement Points Accounting System (RPAS).)
NGB
Form 23D
Notification of Eligibility for Retired Pay for Non-Regular
Service (20 years) (Generated by the Retirement Points Accounting System
(RPAS).)
SGLV
8286
Servicemembers’ Group Life Insurance Election and
Certificate (Available at http://www.benefits.va.gov/
INSURANCE/resources-forms.asp)
SGLV
8600
Application for TSGLI Benefits (Available at
http://www.benefits.va.gov/INSURANCE/resources-forms.asp.)
SF
180
Request Pertaining to Military Records
Appendix B
Documents Required for Filing in the Army Military Human
Resource Record and/or Interactive Personnel Electronic Records Management
System.
All documents approved by DA and required for filing in the
AMHRR and/or iPERMS can be found at the Web sites listed in paragraph B-1a and
b. Address questions concerning a particular document to the document proponent
(see DA Pam 25-30 for proponents). Tables 3-1 and 4-1 list the folders that
comprise the AMHRR. It is important to note that some documents are placed in
multiple folders to assist RMs and ORCs in Soldier management.
B–1. Required Document List
Rapid policy changes affect the filing of documents in the
AMHRR. The list of documents required for filing in the AMHRR and/or iPERMS
will be updated quarterly and posted on the HRC, Army Soldier Records Branch
Web site and the S1 Net on MilBook Web site. Document additions, removals, or
changes to existing filing instructions will be highlighted.
a . H R C , A r m y P e r s o n n e l R e c o r d s D
i v i s i o n W e b p a g e : h t t p s : / / w w w . h r c . a r m y . m i l /
T A G D / R e c o r d % 2 0 U p d a t e %
20and%20Maintenance.
b. S1 Net on MilBook Web page:
https://www.milsuite.mil/book/docs/DOC-57457.
B–2. Direct Feed and Web Upload of
Documents to iPERMS
Documents required for filing in the AMHRR and/or iPERMS
are submitted to iPERMS via Web upload or direct feed.
a.
Direct feed is defined as an automated process that sends
documents from one system directly into iPERMS. Documents that are direct feed
do not require Web uploading by RMs. Direct feed documents are identified in
additional filing instructions.
b.
All documents required for filing in the AMHRR and/or iPERMS
are required to be Web uploaded to iPERMS by the office responsible for
completing the action. Documents will be uploaded within 20 working days of the
document being produced and associated actions completed.
Appendix
C Out-dated Documents or Documents no Longer Authorized for Filing in the Army
Military Human Resource Record (Deprecated)
All documents that are authorized to be filed in the record
but are out-dated and no longer actively produced or filed in the AMHRR
(deprecated) can be found at the Web sites listed below. Questions concerning a
particular document should be addressed to the proponent (see DA Pam 25-30 for
proponency). Due to rapid policy changes that affect the filing of documents in
the AMHRR, the list of documents will be updated quarterly and posted. Document
additions, removals, or changes to existing filing instructions will be
highlighted.
—HRC, Army Personnel Records Division Web page:
https://www.hrc.army.mil/TAGD/Record%20Update%20and% 20Maintenance.
—S1 Net on MilBook Web page:
https://www.milsuite.mil/book/docs/DOC-57457.
Appendix
D Internal Control Evaluation Process
D–1. Function
The function covered by this evaluation is access to iPERMS
and the AMHRR. iPERMS conforms to applicable Government records management
standards, including DODD 5015.2, DODI 8510.01, AR 25–1, and AR 25–2. Adherence
to these standards protects the integrity of the information contained in
iPERMS. iPERMS audits and records access to the system along with access to the
information stored in the system. These audit logs allow creation of
disposition accountability for each document in the system. The audit logs
include tracking of information introduced or removed from the system through
import, export, or transfer interfaces, as well as direct access to individual
records or documents.
D–2. Purpose
The purpose of this evaluation is to assist the S1, MPD, or
military HR office or career manager in evaluating the key internal controls
listed. It is intended as a guide and does not cover all controls..
D–3. Instructions
Answers must be based on the actual testing of key internal
controls (for example, document analysis, direct observation, sampling,
simulation, other). Answers that indicate deficiencies must be explained and
corrective action indicated in supporting documentation. These key internal
controls must be formally evaluated at least once every 5 years. Certification
that the evaluation has been conducted must be accomplished on DA Form 11–2
(Internal Control Evaluation Certification).
D–4. Test questions
Are all requests for access submitted on a completed DD
Form 2875?
a. Is
proof of all required training for access completed and submitted with request
before access is granted to the
requestor?
b. Did
the applicant clearly state the population of the Soldiers he or she is
requesting to view?
c. Did
the applicant provide a unit identification code and iPERMS folders he or she
is requesting to view?
d. Has
the applicant’s supervisor (GS–11/sergeant first class/major or higher)
provided his or her email address,
phone number, and signature on the DD Form 2875?
e. If
requesting access to restricted, medical, or evaluation folders, was a detailed
justification provided as to why
the access is necessary?
f. Is
the security clearance level of the requestor indicated on DD Form 2875, if
required per chapter 2 of this
regulation?
D–5. Supersession
This evaluation replaces the evaluation previously
published in AR 600–8–104.
D–6. Comments
Help make this a better tool for evaluating internal
controls. Submit comments to The Adjutant General Directorate, U.S. Army Human
Resources Command (AHRC–PDR–R), 1600 Spearhead Division Avenue, Department 420,
Fort Knox, KY 40122–5420.
Glossary
Section I Abbreviations
ABCMR
Army Board for Correction of Military Records
ACED
Army Continuing Education Division
ACM
access control manager
AGR
Active Guard Reserve
AMEDD
Army Medical Department
AMHRR
Army Military Human Resource Record
AR
Army Regulation
ARNG
Army National Guard
CG
commanding general
CRSC
Combat-Related Special Compensation
DA
Department of the Army
DCS
Deputy Chief of Staff
DD
Department of Defense (Forms)
DIEMS
date of initial entry to military service
DOD
Department of Defense
DODD
Department of Defense directive
DODFMR
DOD Financial Management Regulation
DODI
Department of Defense instruction
eMILPO
electronic military personnel office
EO
executive order
FOIA
Freedom of Information Act
FOUO
For Official Use Only
GS
general schedule
HR
human resource
HRC
Human Resources Command
iPERMS
interactive Personnel Electronic Records Management System
MPD
military personnel division
NARA
National Archives and Records Administration
NCOER
noncommissioned officer evaluation report
NGB
National Guard Bureau
NGR
National Guard regulation
NPRC
National Personnel Records Centers
OER
officer evaluation report
OMPF
official military personnel file
ORC
official records custodian
ORC–ACM
official records custodian - access control manager
Pam
Pamphlet
PII personally identifiable information
ROTC
Reserve Officers’ Training Course
RM
records manager
S1
Adjutant
SF
standard form
SGLI
Servicemembers’ Group Life Insurance
SSN
social security number
TSGLI
Traumatic Servicemembers’ Group Life Insurance
UA
unit administrator
U.S.
United States
USAR
U.S. Army Reserve
USC
United States Code
Section II Terms
Army
Military Human Resource Record
The permanent, historical, and official record of a
Soldier’s military service. The AMHRR is an umbrella term encompassing HR
records to include, but not limited to, the OMPF, finance related documents,
medical accession, retention, and/or separation records, and non-service
related documents deemed necessary by the Army.
Allied
documents
Attachments to a document that have no meaning if viewed
alone but are a necessary part of the primary document.
Custodian
The person responsible for the safe storage, maintenance,
and control of personnel records.
Career
management individual file
The personnel record kept by DA career management
activities for making duty assignments and assisting in other personnel
management decisions. The career management individual file has been
eliminated.
Document
A numbered document or other paper that is filed in
personnel records.
Individual
military personnel records (also called personnel records or records)
A collection of documents maintained as a single entity
that pertains to the military career of a particular Soldier.
Brigade
or battalion adjutants, unit administrators, or military personnel division The
activity that provides records maintenance support to the Soldier’s unit.
Contracts
Consists of various documents from different accessioning
sources that document the entry, re-entry, commission, or appointment into any
component or grade in the Army.
Military
Personnel Records Jacket
The individual military personnel records maintained in a
DA Form 201 (Military Personnel Records Jacket) (Inactive) normally kept by
brigade or battalion S1, UA, or MPD serving the Soldier’s unit. The Military
Personnel Records Jacket/DA Form 201 have been eliminated.
Official
military personnel folder
The OMPF is defined as permanent documents within the AMHRR
that remain in Army control for 62 years from a Soldier’s final separation
date. At the end of 62 years, the OMPF is transferred to the control of the
NARA.
Records
maintenance
The continual updating and proper filing of documents in
individual military personnel records.
Section III Special Abbreviations and
Terms
ADMIN
Administrative
Awd
Award
CLEP
College Level Examination Program
COMM
Commendatory
DANTES
Defense Activity for Non-Traditional Education Support
DDS
dental degree
DEN
Dental
DEP
deployment
DISC
Disciplinary
DS
Department of Defense Self-Service
EDUC
Education
EVAL
Evaluation
Fld
Det PS Stat
Field Determined Personal Security Status
HEA
Health
MOSC
military occupational specialty code
SERV2
Service
STATEA
State awards
STATEM
State miscellaneous