Military Personnel Information Management / Records

documents 2-16-2 --Contents of the separation packet 2-26-3 --Composition of the MPRJ 3-16-1 --Composition of the U.S. Army Reserve MPRJ (USAR unique documents 3-26-4 --Required minimum documents in the MPRJ 3-36-6 --Composition of the OMPF 4-12-1 --Composition of the active Army CMIF 5-13-1 --Composition of the USAR CMIF 6-13-2 --Conversion table (AR 640-2-1) Old table numberNew table number --MOS career management responsibilities 1-15-1 --Instructions for completing DA Form 2A-Enlisted Peacetime and Wartime (Note applicable to USAR) 2-15-3 --Instructions for completing DA Form 2B-Enlisted Peacetime and Wartime (Note applicable to USAR) 2-25-4 --Instructions for recording entries on DA Form 2-1 (No longer required for AD officers) 3-15-2 --Update procedures for ORB C-1-14-1 Headquarters Department of the Army Washington, DC 22 June 2004 Personnel 4General Military Personnel Information Management /Records *Army Regulation 600 38 3104 Effective 22 July 2004 History. This publication is a rapid action r e v i s i o n .<br><br> T h e p o r t i o n s a f f e c t e d b y t h i s r a p i d a c t i o n r e v i s i o n a r e l i s t e d i n t h e summary of change. S u m m a r y . T h i s r e g u l a t i o n p r e s c r i b e s policies, operating tasks, and steps gover- ning the Official Military Personnel File; the Military Personnel Records Jacket; the C a r e e r M a n a g e m e n t I n d i v i d u a l F i l e ; A r m y P e r s o n n e l Q u a l i f i c a t i o n R e c o r d s ; and Military Personnel Information Man- agement as a work category.<br><br> Applicability. This regulation applies to t h e A c t i v e A r m y , t h e A r m y N a t i o n a l Guard of the United States, and the U.S. Army Reserve.<br><br> During mobilization, the proponent may modify chapters and poli- cies contained in this regulation. Proponent and exception authority. The proponent of this regulation is the Deputy Chief of Staff, G 31.<br><br> The propo- nent has the authority to approve excep- tions or waivers to this regulation that are consistent with controlling laws and regu- lations. The proponent may delegate the approval authority, in writing, to a divi- sion chief within the proponent agency or a direct reporting unit or field operating agency of the proponent agency in the grade of colonel or the civilian equivalent. Activities may request a waiver to this regulation by providing justification that includes a full analysis of the expected benefits and must include formal review by the activity 9s senior legal officer.<br><br> All waiver requests will be endorsed by the commander or senior leader of the requ- e s t i n g a c t i v i t y a n d f o r w a r d e d t h r o u g h t h e i r h i g h e r h e a d q u a r t e r s t o t h e p o l i c y proponent. Refer to AR 25 330 for specific guidance. Army management control process.<br><br> This regulation contains management con- trol provisions in accordance with Army regulation 11 32, but does not identify key m a n a g e m e n t c o n t r o l s t h a t m u s t b e evaluated. S u p p l e m e n t a t i o n . S u p p l e m e n t a t i o n o f this regulation and establishment of com- mand and local forms are prohibited with- out prior approval from the Deputy Chief o f S t a f f , G 3 1 , A T T N : D A P E 3 M P , 3 0 0 A r m y P e n t a g o n , W a s h i n g t o n , D C 20310 30300.<br><br> Suggested improvements. Users are invited to send comments and suggested improvements on DA Form 2028 (Recom- m e n d e d C h a n g e s t o P u b l i c a t i o n s a n d Blank Forms) to Commanding General, U . S .<br><br> A r m y H u m a n R e s o u r c e s C o m - m a n d 3 A l e x a n d r i a , A T T N : A H R C 3 F S A 3 P , A l e x a n d r i a , V A 22332 30490. Distribution. Distribution of this publi- c a t i o n i s a v a i l a b l e i n e l e c t r o n i c m e d i a only and is intended for command levels B for Active Army and A for Army Na- tional Guard of the United States and the U.S.<br><br> Army Reserve. Contents (Listed by paragraph and page number) Chapter 1 Introduction, page1 Section I Overview, page1 Purpose "1 31, page1 References "1 32, page1 Explanation of abbreviations and terms "1 33, page1 Section II Responsibilities, page1 Deputy Chief of Staff, G 31 "1 34, page1 *This regulation supersedes AR 600 38 3104, dated 27 April 1992. AR 600 38 3104 " 22 June 2004i UNCLASSIFIED Contents 4Continued Chief, National Guard Bureau "1 35, page1 Chief, Army Reserve "1 36, page1 Commanding General, U.S.<br><br> Army Human Resources Command "1 37, page1 Commanders of all major Army commands, major subordinate commands, and State adjutants general "1 38, page1 The Commandant, Adjutant General School "1 39, page1 Section III The MILPER Information Management/Records Program, page1 Overview "1 310, page1 The principles of support "1 311, page1 The standards of service "1 312, page2 Section IV Manpower, page2 Manpower resources "1 313, page2 Levels of work "1 314, page2 Section V Policies, page2 Overview "1 315, page2 MILPER information management/records "1 316, page3 Safeguarding personnel information "1 317, page3 Classified personnel records "1 318, page3 Authority for filing documents "1 319, page3 Chapter 2 Official Military Personnel File, page4 Section I OMPF Policy, page4 When to initiate the OMPF "2 31, page4 Determining the OMPF custodian "2 32, page4 Composition of the OMPF "2 33, page4 Changing the OMPF "2 34, page5 Access to the OMPF "2 35, page5 Release of restricted data filed in the OMPF "2 36, page5 Continued use of the OMPF "2 37, page7 Soldier 9s request for a personal copy of their OMPF "2 38, page7 Forwarding performance fiche on USAR soldiers "2 39, page7 Section II Task: Receive and Forward Documents to the OMPF/CMIF, page8 Rules for receiving and forwarding documents to the OMPF/CMIF "2 310, page8 Steps for receiving and forwarding documents to the OMPF/CMIF "2 311, page8 Chapter 3 The CMIF, page35 Section I The Active Army CMIF, page35 When to initiate the CMIF "3 31, page35 Control of the CMIF "3 32, page35 Filing documents in the CMIF "3 33, page36 Section II The USAR CMIF, page36 iiAR 600 38 3104 " 22 June 2004 Contents 4Continued Initiation and purpose of the USAR CMIF "3 34, page36 Control of the USAR CMIF "3 35, page36 Contents of the USAR CMIF "3 36, page36 Maintaining the USAR CMIF "3 37, page37 Chapter 4 Officer MILPER Information Management/Records 4Personnel Qualification Record (PQR), page41 Section I Basic Officer PQR for the Army Components, page41 PQR for Active Army officers "4 31, page41 PQR for USAR and ARNG officers "4 32, page41 Section II ORB, page42 Policy for the ORB "4 33, page42 Disposition of the ORB "4 34, page42 Section III Task: Update ORB/PQR, page42 Rules for updating ORB/PQR "4 35, page42 Steps for updating ORB/PQR "4 36, page42 Section IV Task: Conduct Annual Audit of the ORB, page43 Rules for conducting annual audit of the ORB "4 37, page43 Steps for conducting annual audit of the ORB "4 38, page43 Section V Task: Administers Officer Preboard Processing, page44 Rules for administering officer preboard processing "4 39, page44 Steps for administering officer preboard processing "4 310, page44 Chapter 5 Enlisted MILPER Information Management/Records 4PQR, page67 Section I Enlisted PQRs, page67 Preparation of the enlisted PQR "5 31, page67 Basic enlisted PQR for the Army Components "5 32, page68 Forwarding copies of DA Form 2 3l to PERSCOM "5 33, page68 Section II Task: Initiate the DA Form 2 31, page68 Rules for initiating the DA Form 2 31 "5 34, page68 Steps for initiating the DA Form 2 31 "5 35, page69 Section III Task: Update PQR (Parts I and II), page69 Rules for updating PQR (Parts I and II) "5 36, page69 Steps for updating PQR (Parts I and II) "5 37, page69 Section IV Task: Conduct audit of the PQRs (DA Form 2A (Personnel Qualification Record, Part I 4Enlisted Peacetime) and DA Form 2 31) and DA Form 201 (MPRJ), page70 Rules for auditing the PQRs (DA Form 2A and DA Form 2 31) and DA Form 201 "5 38, page70 iii AR 600 38 3104 " 22 June 2004 Contents 4Continued Steps for auditing the PQRs (DA Form 2A and DA Form 2 31) and DA Form 201 "5 39, page70 Section V Task: Administers Enlisted Preboard Processing, page71 Rules for administering enlisted preboard processing "5 310, page71 Steps for administering enlisted preboard processing "5 311, page71 Chapter 6 MPRJ, page119 Section I Introduction, page119 When to initiate the MPRJ "6 31, page119 Policies "6 32, page120 Reserved. "6 33, page120 Removal of documents "6 34, page120 Records transfer and accountability of MPRJ "6 35, page121 Missing MPRJs of USAR soldiers assigned to troop program units "6 36, page121 Section II Task: Create the MPRJ, page121 Rules for creating the MPRJ "6 37, page121 Steps for creating the MPRJ "6 38, page121 Section III Task: Account for the MPRJ, page122 Rules for accounting for the MPRJ "6 39, page122 Steps for accounting for the MPRJ "6 310, page122 Section IV Task: Reconstruct Lost or Missing MPRJ, page122 Rules for reconstructing lost or missing "6 311, page122 Steps for reconstructing lost or missing MPRJ "6 312, page123 Section V Task: File Documents in the MPRJ, page123 Rules for filing documents in the MPRJ "6 313, page123 Steps for filing documents in the MPRJ "6 314, page124 Section VI Task: Sign Out and Transfer of the MPRJ, page124 Rules for signing out and transferring the MPRJ "6 315, page124 Steps for signing out and transferring the MPRJ "6 316, page127 Section VIII Task: Process Legal Name (LNAM) Change, page127 Rules for processing LNAM change "6 319, page127 Steps for processing LNAM change "6 320, page128 Section IX Task: Process Name (NAME) and Birth Data (DOB) changes, page128 Rules for processing NAME and birth data changes "6 321, page128 Steps for processing NAME and birth data changes "6 322, page129 Section X Task: Process Absent Without Leave (AWOL) Actions, page130 ivAR 600 38 3104 " 22 June 2004 Contents 4Continued Rules for processing AWOL actions "6 323, page130 Steps for processing AWOL actions "6 324, page130 Section XI Task: Process Return to Duty From AWOL, page130 Rules for processing return to duty from AWOL "6 325, page130 Steps for processing return to duty from AWOL "6 326, page130 Section XII Task: Process DFR Actions, page131 Rules for processing DFR actions "6 327, page131 Steps for processing DFR actions "6 328, page131 Section XIII Task: Process Return to Duty from DFR at the Same Installation, page131 Rules for processing return to duty from DFR at the same installation "6 329, page131 Steps for processing return to duty from DFR at the same installation "6 330, page131 Section XIV Task: Process Personnel Research Information Data Extract (PRIDE) Reports, page132 Rules for processing PRIDE reports "6 331, page132 Steps for processing PRIDE reports "6 332, page132 Chapter 7 Personnel Suspense Systems, page174 Section I Introduction, page174 Scheduling personnel suspense reports "7 31, page174 Policies "7 32, page174 Section II Task: Process Good Conduct Medal Suspense Roster (AAC 3C24), page174 Rules for processing Good Conduct Medal suspense roster (AAC 3C24) "7 33, page174 Steps for processing Good Conduct Medal suspense roster (AAC 3C24) "7 34, page174 Section III Task: Process Armed Forces Reserve Medal (AFRM) Actions (AAC 3C20), page175 Rules for processing AFRM actions (AAC 3C20) "7 35, page175 Steps for processing AFRM actions (AAC 3C20) "7 36, page175 Section IV Task: Process Human Immunodeficiency Virus (HIV) Screening Roster (AAC 3C18), page175 Rules for processing HIV screening roster (AAC 3C18) "7 37, page175 Steps for processing HIV screening roster (AAC 3C18) "7 38, page175 Section V Task: Receive and Review Notification of Requirement for Photograph (AAC 3C22), page176 Rules for receiving and reviewing notification of requirement for photograph (AAC 3C22) "7 39, page176 Steps for receiving and reviewing notification of requirement for photograph (ACC 3C22) "7 310, page176 Chapter 8 Occupational and Personnel Surveys, page177 Section I Policy for Army Surveys, page177 The Army Occupational Survey Program (AOSP) "8 31, page177 v AR 600 38 3104 " 22 June 2004 Contents 4Continued AOSP occupational surveys "8 32, page177 The Army Personnel Survey Program "8 33, page177 Section II Task: Process HQDA Occupational and Personnel Surveys, page177 Rules for processing HQDA occupational and personnel surveys "8 34, page177 Steps for processing HQDA occupational and personnel surveys "8 35, page178 Chapter 9 Customer Service, page179 Section I Policies, page179 General policy for the customer service work center "9 31, page179 Specific policy for the customer service work center "9 32, page179 Section II Task: Schedule Appointments at Military Personnel Division or Personnel Service Company, page179 Rules for scheduling of appointments at MPD/PSC "9 33, page179 Steps for scheduling of appointments at MPD/PSC "9 34, page179 Section III Task: Establish and Monitor Routine Suspenses, page179 Rules for establishing and monitoring routine suspenses "9 35, page179 Steps for establishing and monitoring routine suspenses "9 36, page179 Section IV Task: Forward Official Photographs, page180 Rules for forwarding official photographs "9 37, page180 Steps for forwarding official photographs "9 38, page180 Chapter 10 Personnel Mobilization, page180 Section I Introduction, page180 Mobilization policy "10 31, page180 Disposition of records upon mobilization or deployment "10 32, page181 Section II Task: disposition of MPRJ Upon Mobilization or Deployment, page181 Rules for disposition of the MPRJ upon mobilization or deployment "10 33, page181 Steps for disposition of the MPRJ upon mobilization or deployment, except Forward Deployed Force "10 34, page181 Section III Task: Disposition of Medical and Dental Records Upon Mobilization or Deployment, page181 Rules for disposition of medical and dental records upon mobilization or deployment "10 35, page181 Steps for disposition of medical and dental records upon mobilization or deployment "10 36, page182 Section IV Personal Financial Records (PFRs), page183 Disposition of Active Army financial records upon mobilization or deployment "10 37, page183 Disposition of ARNG or USAR PFRs upon mobilization or deployment Guidance for disposition of ARNG or USAR PFRs is as follows: "10 38, page183 viAR 600 38 3104 " 22 June 2004 Contents 4Continued Appendixes A. References, page184 B.<br><br> Index to Information on Qualification Records, page195 C. Forms References, page199 D. Listing of Unnumbered Documents, page206 E.<br><br> Addresses for Missing Service Periods, page211 F. Army areas/Area command, page214 Table List Table 2 31: Composition of the OMPF, page8 Table 2 32: Obsolete or no longer used documents, page28 Table 2 33: Location of the OMPF, page33 Table 2 34: Receiving and forwarding documents to the OMPF/CMIF, page34 Table 3 31: Composition of the Active Army CMIF, page37 Table 3 32: Composition of the USAR CMIF, page39 Table 4 33: Updating ORB/PQR, page43 Table 4 34: Conducting annual audit of the ORB, page43 Table 4 35: Administering officer preboard processing, page44 Table 4 31: Update Procedures for ORB (AR 600 38 3104), page45 Table 4 32: ORB production schedule, page67 Table 5 35: Initiating the DA Form 2 31, page69 Table 5 36: Updating PQR (Parts I and II), page69 Table 5 37: Auditing the PQRs (DA Form 2A, DA Form 2 31, and DA Form 201), page70 Table 5 38: Administering enlisted preboard processing, page71 Table 5 31: MOS Career management responsibilities, page71 Table 5 32: Instructions for recording entries on DA Form 2 31 (No longer required for AD officers), page72 Table 5 33: Instructions for completing DA Form 2A 4Enlisted Peacetime and Wartime (Not applicable to USAR), page92 Table 5 34: Instructions for completing DA Form 2B 4Commissioned and Warrant Officer Peacetime and Wartime (Not applicable to (USAR), page99 Table 5 39: Foreign service, page106 Table 6 319: Creating the MPRJ, page122 Table 6 320: Accounting for the MPRJ, page122 Table 6 321: Reconstructing lost or missing MPRJ, page123 Table 6 322: Filing documents in the MPRJ, page124 Table 6 323: Signing out and transferring the MPRJ, page127 Table 6 325: Processing LNAM changes, page128 Table 6 326: Processing NAME and Birth Data changes, page129 Table 6 327: Processing AWOL actions, page130 Table 6 328: Processing return to duty from AWOL, page131 Table 6 329: Processing DFR actions, page131 Table 6 330: Processing return to duty from DFRs at the same installation, page132 Table 6 331: Process PRIDE reports, page132 Table 6 31: Composition of the MPRJ, page132 Table 6 32: Transfer documents, page143 Table 6 33: Contents of the separation packet, page145 Table 6 34: Composition of the U.S. Army Reserve MPRJ (USAR unique documents) 1 , page146 Table 6 35: Composition of the Army National Guard MPRJ (ARNG unique documents or filing requirements) (Use this table in conjunction with tables 2 31, 2 32, 6 31, 6 32, 6 33, and 6 36), page149 Table 6 36: Required minimum documents in the MPRJ, page153 Table 6 37: Reference list of tables used to determine the disposition of military personnel files, page155 Table 6 38: Disposition of military personnel files and associated documents, page156 vii AR 600 38 3104 " 22 June 2004 Contents 4Continued Table 6 312: Disposition of military personnel files on discharge from the ARNG or USAR and continuing in a military status with a component of the Army, page168 Table 6 314: Disposition of military personnel files when a member of the ARNG is transferred to the USAR or a USAR member is appointed/enlisted In the ARNG or reassigned within the USAR, page168 Table 6 315: Disposition of military personnel files when a member of the Senior Reserve Officers Training Corps (ROTC) is commissioned, disenrolled, discharged, or transferred, page169 Table 6 316: Disposition of military personnel flies when a member of the active Army, Army National Guard, or U.<br><br> S. Army Reserve, is accepted for attendance at the U.S. Military Academy Preparatory School (USMAPS), U.S.<br><br> Military Academy (USMA), U.S. Naval Academy, U.S. Air Force Academy, or U.S.<br><br> Cost Guard Academy (AR 612 3205), page170 Table 6 317: Disposition of military personnel files on the enlistment of personnel, with or without prior military service In the Active Army, ARNG or USAR, page172 Table 6 318: Addresses of records holding agencies, page173 Table 7 31: Processing Good Conduct Medal Suspense Roster (AAC 3C24), page175 Table 7 32: Processing AFRM actions, page175 Table 7 33: Processing HIV screening roster (AAC 3C18), page176 Table 7 34: Receive and review notification of requirement for photograph (AAC 3C22), page176 Table 8 31: Processing HQDA occupational and personnel surveys, page178 Table 9 31: Scheduling of appointments at MPD/PSC, page179 Table 9 32: Establish and monitor routine suspenses, page180 Table 9 33: Forwarding official photograph, page180 Table 10 31: Dispose of MPRJ upon mobilization/deployment, except forward deployed force, page181 Table 10 32: Disposition of medical and dental records upon mobilization or deployment, page182 Table B 31: Index to Information on Qualification Records, page195 Table C 31: Forms References, page199 Table D 31: Listing of Unnumbered Documents, page206 Table E 32: State adjutant general (*), page211 Figure List Figure 2 31: Sample memorandum requesting enlisted records, page34 Figure 2 32: Sample authorization for release of the R fiche, page35 Figure 4 31: Sample Correction of Officer Record Brief Memorandum, page67 Figure 5 31: Sample format DA Form 2A (Enlisted Peacetime and (*) Wartime, page109 Figure 5 32: Sample format DA Form 2B (Commissioned and Warrant Officer Peacetime (*) Wartime), page110 Figure 5 33: Sample format of DA Form 2 31 for office personnel, page111 Figure 5 33: Sample format of DA Form 2 31 for office personnel 4Continued, page112 Figure 5 34: Sample format of DA Form 2 31 for enlisted personnel, page113 Figure 5 34: Sample format of DA Form 2 31 for enlisted personnel 4Continued, page114 Figure 5 34: Sample format of DA Form 2 31 for enlisted personnel 4Continued, page115 Figure 5 35: Sample format of DA Form 2 31 of assignment progression, page116 Figure 5 36: Sample format of DA Form 2 31 of consolidated, miscellaneous, and Reserve unique entries, page117 Figure 5 37: Time lost, page118 Figure 5 38: Awards, decorations, and campaigns (DA Form 2 31), page118 Figure 5 39: Key data elements for DA Form 2A, page119 Glossary viiiAR 600 38 3104 " 22 June 2004 Chapter 1 Introduction Section I Overview 1 31. Purpose This regulation prescribes the policies and mandated operating tasks for the Military Personnel (MILPER) Information Management/Records Program of the Military Personnel System. It is linked to AR 600 38 and provides principles of support, standards of service, policies, tasks, rules, and steps governing all work required in the field to support MILPER Information Management/Records.<br><br> 1 32. References Required and related publications and prescribed and referenced forms are listed in appendix A. 1 33.<br><br> Explanation of abbreviations and terms Abbreviations and special terms used in this regulation are explained in the glossary. Section II Responsibilities 1 34. Deputy Chief of Staff, G 31 The DCS, G 31 will establish personnel policies relating to the MILPER Information Management/Records Program.<br><br> 1 35. Chief, National Guard Bureau The Chief, National Guard Bureau (CNGB), will recommend Army National Guard of the United States (ARNGUS) policy changes to include mobilization to the DCS, G 31 regarding the MILPER Information Management/Records Program. 1 36.<br><br> Chief, Army Reserve The Chief, Army Reserve (CAR), will recommend Reserve policy changes to include mobilization to the DCS, G 31 regarding the MILPER Information Management/Records Program. 1 37. Commanding General, U.S.<br><br> Army Human Resources Command The Commanding General (CG), U.S. Army Human Resources Command (USA HRC), will establish standards and mandated operating tasks of the MILPER Information Management/Records Program. 1 38.<br><br> Commanders of all major Army commands, major subordinate commands, and State adjutants general Commanders of all major Army commands (MACOMs), major subordinate commands (MSCs), and State adjutants general (AGs) will monitor and assist in the administration of the MILPER Information Management/Records Program to ensure compliance with policies and mandated tasks established by this regulation. 1 39. The Commandant, Adjutant General School The Commandant, Adjutant General School (ATSG-AG), will ensure lesson programs of instruction incorporate the provisions of this regulation.<br><br> Section III The MILPER Information Management/Records Program 1 310. Overview a. MILPER information is a multifunctional program.<br><br> It requires the connectivity of all other personnel functions and multifunctional programs. b. Information about soldiers is accumulated at various locations.<br><br> Essential personnel information is recorded in a record for use by personnel managers, commanders, and the individual soldier. The primary responsibility for accumulating personnel information is the Military Personnel Division (MPD)/Personnel Service Company (PSC). 1 311.<br><br> The principles of support The military personnel system will direct a function to provide 4 a. A record of critical personnel information about soldiers to support battlefield decisions and to satisfy the nation 9s obligation to retain historical information for its veterans. 1 AR 600 38 3104 " 22 June 2004 b.<br><br> A manual source of information on skills, grades, numbers, and physical limitations as a backup to the electronic personnel databases. c. Support to the Army 9s personnel life-cycle function of sustainment.<br><br> 1 312. The standards of service a. MILPER Information Management/Records includes the following: (1) A wartime military personnel multifunctional program.<br><br> (2) Resourced in the table of organization and equipment (TOE) PSC with tables of distribution and allowances (TDA) augmentation for personnel operations in garrison. (3) Deploys with the tactical force. ( 4 ) T h e f u n c t i o n a l r e s p o n s i b i l i t y o f t h e M I L P E R I n f o r m a t i o n M a n a g e m e n t / R e c o r d s P r o g r a m ( a n d i t s t a c t i c a l counterpart).<br><br> b. The execution of the MILPER Information Management/Records Program requires connectivity with all the Military Personnel Functions/Multifunctional Programs. c.<br><br> All military personnel functional proponents support the program managers in the execution of the program by 4 ( 1 ) O w n i n g t h e p e r s o n n e l i n f o r m a t i o n d a t a e l e m e n t s a n d f o r m s r e q u i r e d t o s u p p o r t f u n c t i o n a l a n d p r o g r a m responsibilities. (2) Analyzing and taking action to influence the accuracy of the data elements and the efficiency of forms in the field. d.<br><br> Personnel information will be recorded and reconciled at two locations, in the field (the Military Personnel Records Jacket, U.S. Army (MPRJ)) and the top-of-the-system (the official military personnel file (OMPF).) e. Battlefield standards are as follows: (1) In preparation for deployment, the field file (that is, the MPRJ) will be closed out and disposed of according to this regulation.<br><br> (2) Units will deploy with electronic copies of the database and copies of the soldiers 9 DA Forms 2 31 (Personnel Qualification Record 4Part II). (3) After deployment, units will provide a copy of the database and the DA Forms 2-l to the supporting MPD/PSC. (4) Supporting MPD/PSC will integrate new units into the appropriate personnel database and establish a working file (such as, a drop file) for each soldier.<br><br> (5) Changes in key elements of information will be recorded and reported to the MPD/PSC or as soon as the battlefield situation permits. Section IV Manpower 1 313. Manpower resources Manpower resource requirements to perform the MILPER Information Management/Records function are determined according to policies and procedures prescribed by the manpower requirement criteria (MARC) process, AR 570 32, and the Manpower Staffing Standards Systems (MS 33) process, AR 570 35.<br><br> MILPER Information Management/ Records functional managers will support efficient personnel utilization by adhering to organization structure in AR 600 38 and position management policies in AR 570 34. Manpower resources should be used to perform approved functional tasks based only on valid manpower standards. 1 314.<br><br> Levels of work Most personnel work in the field is performed at three primary levels: unit, battalion, and installation (or some equivalent in the tactical force). The focus of the guidance in this regulation is on the Installation Military Personnel Division. This regulation will prescribe the work center required to perform the work.<br><br> Section V Policies 1 315. Overview The MILPER Information Management/Records Program is directed by Headquarters, Department of the Army (HQDA) staff level and field operating agencies either as policy, functional, or branch proponents. This regulation provides a single-source operating document to the field, and as such, is binding on all involved in Military Information Management.<br><br> By using this regulation, management has the capability to compare Army-wide organiza- tions and functions, and to analyze work load and man-hour reporting systems by linking manpower systems (MS 33 and MARC) to the MILPER Information System. 2AR 600 38 3104 " 22 June 2004 1 316. MILPER information management/records a.<br><br> Statutory requirements for Military Personnel Information are as follows: (1) Chapters, 29, 31, and 33, title 44, United States Code. (2) AR 25-400-2. b.<br><br> All personnel information recorded under the authority of this regulation is the property of the U.S. Government. Once recorded, it will not be removed except as provided by law or this regulation.<br><br> c. Types of authorized military personnel files are as follows: (1) OMPF. (2) MPRJ.<br><br> (3) Career Management Individual File (CMIF). (4) Classified Personnel Record (AR 380 35). d.<br><br> When requests for personnel information are received from non-DOD agencies or employees, refer to AR 25 355, AR 340 321, and DA Memo 640 31 OMPF access for policy and compliance. e. HQDA and PERSCOM functional proponents determine what information needs to be recorded, the content of the information, and establish the required automated or manual system to support the recording of the information.<br><br> Any data elements to be added or deleted or changed in form or content, must be coordinated with the proponent of this regulation before implementation. (Refer to app B for index to information on qualification records.) 1 317. Safeguarding personnel information a.<br><br> Custodians safeguard all personnel records under their supervision. They must set procedures to control the release of the records and the information within. b.<br><br> Data in personnel records will be safeguarded as cFor Official Use Only d whether it bears special markings or not. DA Memo 640 31, AR 25 355, and AR 340 321 will be complied with when individuals, who do not belong to the Department of Defense (DOD), request information from personnel records. c.<br><br> Data in personnel records will be released to DOD activities or individuals only as indicated below. (1) Soldiers may view and be given copies of documents kept in their records, unless restricted by security classification. (2) Soldiers may authorize, in writing, an agent to view and receive copies of documents kept in their personnel records.<br><br> This authorized agent will have access to the records specified by the soldier, unless access is restricted by security classification. (3) Records and personnel information may be released to persons performing routine records maintenance, process- ing personnel actions, and performing personnel management functions. (4) See paragraph 2 36 for guidance on release of the restricted parts of the OMPF.<br><br> (5) DA Memo 640 31 contains guidelines for loan and access of the OMPF at HQDA level. (6) Conflicts regarding release that cannot be resolved through the personnel record custodians chain of command or supervision will be referred to Commander, PERSCOM, ATTN: TAPC 3PDO 3PO, ALEX VA 22332 30474. d.<br><br> Custodians protect personnel records from loss, destruction, or unauthorized disclosure. Storage locations will be locked when unattended. These locations will be selected so as to prevent access by unauthorized persons.<br><br> e. Couriers entrusted with records and soldiers transporting their own records will safeguard them. Couriers and soldiers will be informed of their responsibilities for safeguarding records before their departure.<br><br> Records must be given to the personnel representatives at inprocessing at the new destination. 1 318. Classified personnel records Do not file classified documents in unclassified personnel records.<br><br> Make a separate personnel record and put classified documents in a DA Form 201 (Military Personnel Records Jacket, U.S. Army) that has been stamped with the proper classification. Follow AR 380 35 for handling, storing, and transferring this classified material.<br><br> Place an unclassified DA Form 1613 (Cross Reference) in the soldiers unclassified records. 1 319. Authority for filing documents a.<br><br> Only those documents, listed in this regulation will accompany or be filed in the OMPF, CMIF, or MPRJ. The addition or deletion of documents in these records will be done only through changes to this regulation. Proposed publications containing filing instructions for documents or information in the OMPF, MPRJ, or CMIF will be coordinated with Commander, PERSCOM, ATTN: TAPC 3PDO 3PO, ALEX VA 22332 30474, before printing.<br><br> (Refer- ence AR 25 330, para 4 36c(9).) b. Except for those documents listed as cminimum required d documents, personnel records need not contain a document simply because it is listed in this regulation. If a document listed in one of the tables is prepared, however, it will be filed in the proper personnel record of the soldier concerned.<br><br> Unless directed in this regulation, only one copy of a document will be filed in a military personnel record. 3 AR 600 38 3104 " 22 June 2004 c. In determining forms or documents authorized for file in a personnel record, refer to appendix C for numbered forms and appendix D for unnumbered documents.<br><br> d. No congressional or White House inquiry or reply will be filed in the OMPF, CMIF, or MPRJ. Files will not be coded, annotated, or marked to show existence of a congressional or White House inquiry about the soldier.<br><br> Letters of commendation or appreciation from a Congressman may only be filed if endorsed to the soldier by an official authorized to sign letters for filing in the OMPF. Chapter 2 Official Military Personnel File Section I OMPF Policy 2 31. When to initiate the OMPF The OMPF is initiated when the soldier becomes a member of any Army Component.<br><br> The responsible custodian is determined by the soldier 9s status during entry. 2 32. Determining the OMPF custodian a.<br><br> Active Army commissioned and warrant officers. (1) The OMPF is started and maintained by the Commander, PERSCOM, ATTN: TAPC 3MSR, ALEX VA 22332 30400. (2) OMPF is created upon receipt of an accession packet from one of the following sources: (a) A Reserve Officers 9 Training Corps (ROTC) region for ROTC graduates.<br><br> (b) Officer candidate school for Officer Candidate School (OCS) graduates. (c) The U.S. Military Academy (USMA) for USMA graduates.<br><br> (d) U.S. Army Reserve Personnel Center (ARPERCEN) for (U.S. Army Reserve (USAR)) officers, USAR Judge Advocate General 9s Corps (JAGC) warrant officers, and USAR Army Medical Department (AMEDD) warrant officers.<br><br> (e) The OMPF is transferred from Commander, Army National Guard (ARNG) Personnel Center (PERCEN) (NGB 3ARP 3CA) upon accession of an ARNG officer or warrant officer to the Active Army. (f) Warrant Officer Division, PERSCOM, for newly appointed AD warrant officers. b.<br><br> Active Army enlisted soldiers. (1) OMPF is created and maintained by the Commander, U.S. Army Enlisted Records and Evaluation Center (USAEREC), ATTN: PCRE 3F, Fort Benjamin Harrison, IN 46249 35301.<br><br> (2) The enlisted Active Army OMPF is started on receipt of an enlistment packet from the Military Entrance Processing Station (MEPS) commander. c. ARNG soldiers.<br><br> Soldiers entering the ARNG will have their OMPF started and maintained by the following: (1) The Commander, Army National Guard Personnel Center, ATTN: NGB 3ARP 3CA, 4501 Ford Ave, ALEX VA 22302 31450, for officers and warrant officers. (2) The soldiers 9 State adjutant general for enlisted persons. The MPRJ for ARNG enlisted soldiers also serves as the OMPF.<br><br> An Active Army OMPF is created from applicable documents in the MPRJ, if the soldier is later accessed into the strength of the Active Army. The Active Army custodian in b above, will begin the OMPF from the documents in the MPRJ. d .<br><br> U S A R s o l d i e r s . T h e O M P F w i l l b e c r e a t e d a n d m a i n t a i n e d b y t h e C o m m a n d e r , A R P E R C E N , A T T N : DARP 3PRM, 9700 Page Blvd., St. Louis, MO 63132 35200.<br><br> 2 33. Composition of the OMPF Only those documents listed in tables 2 31 and 2 32 are authorized for filing in the OMPF. Depending on the purpose, the documents will be filed in one of three sections.<br><br> For those OMPFs on microfiche, the sections are as follows: a. The performance (P) fiche. The P fiche is used for filing performance, commendatory, and disciplinary data.<br><br> The P fiche is routinely used by career managers and selection boards. Documents placed on this fiche are limited to those that provide evidence of a soldier 9s demonstrated performance. These documents are used for evaluation and selection purposes.<br><br> (1) This fiche is divided into a performance (P) section and a commendatory and disciplinary (CD) section. Performance data are entered on the P fiche from left to right beginning at the upper left comer. CD data are entered from right to left beginning at the lower right comer.<br><br> No other division or arrangement of images is authorized. Documents will be placed in the P or CD sections as they are received by the custodian. When more than one document is received at the same time, they will be filed in chronological order.<br><br> (2) Documents will not be obliterated or moved from the P fiche unless directed by an authority authorized to 4AR 600 38 3104 " 22 June 2004 correct or move documents filed on the P fiche. (See para 2 34.) On removal of an evaluation report or any part of a report, a HQDA memorandum for record will be placed in the next unused frame of the fiche. This document is filed to explain breaks in evaluation periods or corrections to evaluation reports.<br><br> (3) MPRJ custodians may request a copy of specific documents from a soldiers P fiche if authorized for file in the MPRJ. The OMPF custodian will provide the documents or the cP d fiche (SGT and below) and/or the cS d fiche, as appropriate. (See table 2 33 and fig 2 31.) (4) The complete P fiche will not be released to commanders except under the provisions of this paragraph.<br><br> Commanders, MPD/PSC, or other Department of the Army (DA) agencies may request the complete P fiche, or specific documents thereon, to conduct legal proceedings, investigations, qualitative management, or elimination actions. If there are no legal objections and the OMPF custodian determines the request to be justified, the OMPF custodian may authorize the release of the P fiche. If the request is determined to be legally objectionable or not justified, the request will be returned to the requester by the OMPF custodian with an explanation of the disapproval.<br><br> The custodian 9s servicing staff judge advocate will provide the legal review. b. The service (S) fiche.<br><br> The S fiche is the OMPF section where general information and service data are filed. The fiche is divided into a service computation (SC) section and a general administration (GA) section. Documents will be placed in the SC and GA sections as they are received by the custodian.<br><br> When more than one document is received at the same time, they will be filed in chronological order. SC data will be entered from left to right beginning at the upper left comer of the fiche. GA data will be entered from right to left beginning at the lower right comer of the fiche.<br><br> Documents filed on this fiche are those that must be permanently kept to 4 (1) Record a soldier 9s military service. (2) Manage a soldier 9s career. (3) Protect the interests of both the soldier and the Army.<br><br> c. The restricted (R) fiche. The R fiche is used for historical data that may normally be improper for viewing by selection boards or career managers.<br><br> The release of information on this fiche is controlled. It will not be released without written approval from the CG, PERSCOM; Commander, ARPERCEN; Commander, ARNG Personnel Center, or HQDA selection board proponent. See paragraph 2 36 for guidance on the release of R fiche material.<br><br> Documents on this fiche are those that must be permanently kept to 4 (1) Maintain an unbroken, historical record of a soldier 9s service, conduct, duty performance, and evaluation periods; and corrections to other parts of the OMPF. (2) Record investigation reports. (3) Record appellate action.<br><br> (4) Protect the interest of the soldier and the Army. 2 34. Changing the OMPF a.<br><br> Once placed in the OMPF, the document becomes a permanent part of that file. The document will not be removed from a fiche or moved to another part of the fiche unless directed by the following: (1) The Army Board for Correction of Military Records (ABCMR). (2) The Department of the Army Suitability Evaluation Board (DASEB).<br><br> (3) Army appeal boards. (4) Chief, Appeals and Corrections Branch, PERSCOM. (5) The OMPF custodian when documents have been improperly filed.<br><br> (6) Commander, PERSCOM, ATTN: TAPC 3PDO 3PO, as an approved policy change to this regulation. (7) Chief, Appeals Branch, ARPERCEN. (8) Chief, Appeals Branch, National Guard Personnel Center.<br><br> b. Documents designated for transfer from the P or S fiche will be put on the R fiche, if authorized. c.<br><br> When discovered by the custodian or requested by the soldier concerned, transfer R fiche documents mistakenly filed on the P or S fiche to the R fiche. Unless approved by DCSPER or PERSCOM Promotions Branch, this action does not justify standby or special selection board consideration. 2 35.<br><br> Access to the OMPF The P, S, and R fiche will be given to soldiers on their written request. The P and S fiche and all or part of the R fiche will also be given to a person authorized by the soldier in writing. The OMPF will be released to HQDA elements per DA Memo 640 31.<br><br> 2 36. Release of restricted data filed in the OMPF a. Restricted data will not be given to any other person or agency, without the approval of the CG, PERSCOM; Commander, ARPERCEN; or DA selection board proponent.<br><br> (See c below.) b. As an exception, all or pan of the R fiche will be released upon written request, without referral to the CG, PERSCOM, the Commander, ARPERCEN or Commander, ARNG Personnel Center, to the following activities: 5 AR 600 38 3104 " 22 June 2004 (1) The ABCMR. (2) The DASEB.<br><br> (3) The Defense Investigative Service (DIS). (4) The DCSPER Special Review Board. (5) Litigation Division, Office of The Judge Advocate General (TJAG).<br><br> (6) Director of Counterintelligence and Security Countermeasures, Office of the Deputy Chief of Staff for Intelli- gence (ODC 3SINT). (7) Investigations Support Division, Office of Personnel Management (OPM). (8) Commander, Enlistment Eligibility Activity (EEA), St.<br><br> Louis, MO 63132 35200 (disciplinary data only). (9) The Federal Aviation Administration (FAA) to the extent that the FAA is delegated authority to perform pre- employment screening by OPM. (10) The Department of Veterans 9 Affairs (VA) (Line of Duty Investigations (LOD) only, for persons separated or discharged from the Army).<br><br> c. All or part of the R fiche may be given to other requesters who, by the authority of the CG, PERSCOM, the Commander, ARPERCEN, or Commander, ARNG Personnel Center, have a fully justified need for the information. OMPF custodians are delegated the authority to release authenticated copies of the R fiche Article 15 for use in court- martial proceedings when the specific documents requested are identified as existing on the R fiche and the requested documents have not been filed on the R fiche pursuant to action by the ABCMRs.<br><br> The release will be made only upon receipt of a written request and proper justification. (See DA Memo 640 31.) (1) Requests sent to the OMPF custodian. When an activity or agency sends a written request to the custodian for release of a soldier 9s OMPF, the custodian 4 (a) Ensures the request conforms with the release of private information (AR 340 321).<br><br> (b) Releases the P and S fiche to the requester, if appropriate. (c) If an R fiche exists, except in the case of Article 15 actions, informs the requester that written justification must b e s e n t t o P E R S C O M , A T T N : T A P C 3 P D O ; A R P E R C E N , A T T N : D A R P 3 P R M o r A R N G P E R C E N , A T T N : NGB 3ARP 3CA before the R fiche can be released. (d) If the requester wants the R fiche, sends a copy of the request and the R fiche to the appropriate release authority.<br><br> (e) If the justification for the R fiche was included in the original request for the OMPF, sends it and the R fiche to PERSCOM, ARPERCEN, or ARNG PERCEN. (2) When written justification for the R fiche is sent directly to the release authority, a PERSCOM, ARPERCEN, or ARNG PERCEN official will request the R fiche from the OMPF. (3) On receipt of the justification and the R fiche, the official will examine both to decide if the request is legitimate and if it is proper to release the information.<br><br> If the release is disapproved, the fiche will be returned to the custodian and the requester notified. If the release is approved, the following actions will be taken: (a) The release authority, acting on behalf of the Commander, PERSCOM, Commander, ARPERCEN, or Com- mander, ARNG PERCEN, approve and sign a release. The approval will be prepared as shown in figure 2 32.<br><br> (b) A copy of the approval will be sent to the custodian for filing on the soldier 9s R fiche together with the request. (c) The approval will be sent to the requester with the R fiche. When possible, the fiche will be hand carried.<br><br> (4) When the requester has finished using the R fiche, it will be returned to the release authority for destruction. d. Disciplinary information filed on the restricted fiche will be provided to the Command Sergeant Major/sergeant major (CSM/SGM), SGM Academy selection and CSM/SGM retention boards to ensure the best qualified soldiers art selected for these positions of highest trust.<br><br> (1) For purposes of this provision, disciplinary information includes court-martial orders, DA Forms 2627 (Record of Proceedings Under Article 15, UCMJ), and punitive or administrative letters of reprimand, admonition, or censure. (2) The following disciplinary information will not be provided to these boards: (a) Any court-martial order where all findings were not guilty; or all charges or specifications were dismissed; or all findings of guilty were reversed in a supplemental order; or the order was transferred to the R fiche by the ABCMR cto correct an error or to remove an injustice. d (b) Any article 15 and admonition or reprimand filed with it cset aside d pursuant to AR 27 310 as evidenced by a DA Form 2627 32 (Record of Supplementary Action Under Article 15, UCMJ). (c) Any Article 15, letter of reprimand, admonition, or censure filed on the R fiche as a result of corrective action required by section 1034, title 10, United States Code (10 USC 1034) ( cWhistleblower Act d) or transferred from the P fiche to the R fiche by the ABCMR cto correct an error or remove an injustice. d e.<br><br> Although not a routine procedure, except as outlined in d above, the R fiche may be released to DA selection boards. The board president will request permission from ODCSPER 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 (DMPM), ODCSPER, or designated representative) through the 6AR 600 38 3104 " 22 June 2004 supporting DA Secretariat.<br><br> Approval authority on the above request rests with the DMPM, ODCSPER, or designated representative. (1) If the request is approved, the DMPM or designated representative will send an authorization specifying the information necessary for release (fig 2 32) to the OMPF custodian, who will enter the authorization on the R fiche. (2) The original copy of the authorization will be sent to the supporting DA Secretariat with that part of the R fiche approved for release.<br><br> (3) When the selection board has finished using that part of the R fiche approved for release, it will be returned to the appropriate OMPF custodian for destruction. (4) For ARNG officers not on AD, the board president will request permission from the Commander, ARNG PERCEN. If the request is approved, the Commander, ARNG PERCEN, sends an authorization specifying the information necessary for release (fig 2 32) to the Military Personnel Records Branch, who will enter the authorization on the R fiche.<br><br> The military personnel records branch will then forward the applicable information per (2) above. 2 37. Continued use of the OMPF a.<br><br> Once started, the OMPF will be continued in use. It will be continued even if the soldier 4 (1) Changes grade. (2) Changes Army Components.<br><br> (3) Enlists or reenlists within 24 hours after discharge. (4) Changes status within an Army Component (such as, Active Army enlisted to Active Army warrant officer, Active Army commissioned officer to Active Army enlisted, and so forth). In these cases, the OMPF custodian sends the OMPF to the new custodian.<br><br> (a) When enlisted soldiers are appointed as commissioned or warrant officers, their enlisted OMPF will be collocated with their new officer OMPF. The enlisted OMPF, however, will not be released to officer selection boards. Awards and decorations will be transferred to the newly created officer P fiche.<br><br> For those enlisted soldiers who were appointed or commissioned prior to February 1981, records of courts-martial conviction will be filed on their respective officer R fiche. (b) When officers change status to enlisted, their officer OMPF will be collocated with their new enlisted OMPF (except in the case of former ARNG officers). The P fiche of the soldier 9s officer OMPF may be released to enlisted selection boards.<br><br> When State adjutants general require a copy of the P fiche for an enlisted selection board, the Military Personnel Management Officer forwards a request to the Commander, ARPERCEN, ATTN: DARP 3PRM, 9700 Page Boulevard, St. Louis, MO 63132 35200. (c) If an OMPF that has not been converted to microfiche is transferred on a soldier upon his or her change in status within an Army component, the new custodian films authorized documents on the new OMPF as outlined in table 2 31.<br><br> As an exception, enlisted performance, commendatory, and disciplinary data, except for awards and decorations, will be filmed on a cspecial d R fiche for enlisted soldiers changing to officer status. For officers changing status to enlisted, officer performance, commendatory, and disciplinary data will be filmed on a separate P fiche of the enlisted OMPF. This fiche will be marked to show officer data and may be released to selection boards.<br><br> b. When a soldier reenters the Army after a break in service, the old OMPF will be sent from ARPERCEN or the National Personnel Records Center (NPRC) to the appropriate OMPF custodian. The custodian may transfer all documents to a new OMPF or may continue to use the old OMPF, as appropriate.<br><br> Tables 2 31 and 2 32 will be used for filing guidance. c. OMPF 9s will be transferred between custodians when a member changes Army components.<br><br> d. DD Form 127 (Case Routing Slip) will be used by OMPF custodians to enroute actions and correspondence to the correct OMPF custodian. 2 38.<br><br> Soldier 9s request for a personal copy of their OMPF a. Soldiers may forward a written request for a copy of their OMPF directly to the OMPF custodian. (Table 2 33 gives the address of OMPF custodians.) Requests must include the soldier 9s name, grade, social security number (SSN), mailing address, and signature.<br><br> b. AD enlisted soldiers may also obtain a copy of their OMPF by telephonic request through the Interactive Voice Response System (IVRS), DSN 699 33714, commercial (317) 542 33714. The request must be made from a push button phone.<br><br> OMPF mailed out based upon telephonic request will be mailed only to the soldier 9s military address. 2 39. Forwarding performance fiche on USAR soldiers a.<br><br> The OMPFs on USAR soldiers, not on AD in the Active Army and counted against the end strength of the Active Army, will be maintained at ARPERCEN. ARPERCEN is authorized to release the P fiche on Individual Ready Reserve (IRR) and troop program unit (TPU) soldiers to the numbered armies in the continental United States (CONUSA) on request under the following circumstances: (1) For use by Unit Vacancy Promotion Boards. (2) In conducting LTC and COL Command Selection Boards.<br><br> 7 AR 600 38 3104 " 22 June 2004 b. Any exception to the above policy must be addressed on an individual basis to Commander, ARPERCEN, ATTN: DARP 3ZPO, 9700 Page Boulevard, St. Louis, MO 63132 35200.<br><br> c. In cases where the P fiche has been released to CONUSA, the measures indicated in (1) through (3) below will be taken to safeguard the confidentiality and security of the data. ARPERCEN will release the P fiche only to the requesting CONUSA and not to any subordinate command of the CONUSA.<br><br> (1) The data will be for board use only. (2) Only the data on the P fiche germane to the board proceedings as identified in the criteria for selection will be examined. Under no circumstances will other documents shown on the P fiche be used in making decisions on selection.<br><br> (3) In view of the sensitive nature of these records, CONUSA commanders ensure that individual P fiches art destroyed after each board. Section II Task: Receive and Forward Documents to the OMPF/CMIF 2 310. Rules for receiving and forwarding documents to the OMPF/CMIF a.<br><br> All documents for filing in the OMPF must be sent through the MPD/PSC or State adjutants general office if applicable, except the following documents may be sent directly to the OMPF custodian: (1) Accession or enlistment packets (U.S. Military Enlistment Processing Command (MEPCOM) or Retention Work Centers). (2) Documents personally given to an OMPF official.<br><br> (3) Documents originating at DA level. b. Ensure the soldiers 9 name and SSN appear on the first page of each document sent.<br><br> SSN and name will be underlined on first page. If not, write (blocked letters with black ink) or type on first page of each document. Copies must be clear and legible copies, suitable for microfilming.<br><br> When documents contain multiple names on the same document (such as award orders, award of parachute badge, and so forth) the issuing headquarters must furnish the OMPF custodian one copy per name (SSN and name must be underlined.) 2 311. Steps for receiving and forwarding documents to the OMPF/CMIF The steps for receiving and forwarding documents to the OMPF/CMIF are as shown in table 2 34. Table 2 31 Composition of the OMPF Form number orFiche location 1 documentTable (proponent)TitleRemarksPSRcross-reference 07 33101 (VA)Request for InformationFile a copy when final action is com- pleted by the OMPF custodian.<br><br> The original form will be returned to the requestor. GA 0122 (NGB)Special Order, Announcement of Fed- eral Recognition GA 0123 (NGB)Special Order, Announcement of Fed- eral Recognition GA 0126 (NGB)Special Order, Announcement of Fed- eral Recognition GA 3 (USAEREC)Statement of ServiceFile when the form has been com- pleted by the OMPF custodian. SC 4 Series (DD)Enlistment/Reenlistment Document 4Armed Forces of the United States File along with allied documents.SC6 31, 6 36 5 (DAPC)Prisoner of War Statement of ServiceFile with inclosures and synopsis of current debrief.<br><br> SC 5 (USAEREC)Request for Statement of Service (National Guard Service) SC 5 Series (OPO, OPD) Approval of Extension of ServiceGA 8AR 600 38 3104 " 22 June 2004 Table 2 31 Composition of the OMPF 4Continued Form number orFiche location 1 documentTable (proponent)TitleRemarksPSRcross-reference 7 (AF)Airman Military RecordSC 8 (AHAME)Statement of Evidence of Citizenship Status GA 12 31 (MFO)Application for Multinational Force and Observers Medals File only approved applications.CD6 31 17 (RCPAC)Reserve Promotion WorksheetSC 21 31 (NGB)Army National Guard Amendment to Enlistment Agreement SC 22 (NGB)Report of Separation and Record of Service SC 22A (NGB)Correction to NGB Form 22SC 22 31 (NGB)Request/Decline Copy of NGB Form 22 SC 23 (NGB)Retirement Credits RecordSC6 36 29 38286 (VA)/ (SGLV) 8286 Servicemen 9s Group Life insurance Election File the most recent copy only on death of the member GA6 31, 6 36 5 350 (USMA)Oath of AllegianceGA 61 (DA)Application for AppointmentFile only approved applications.GA6 31 62 (NGB)Application for Federal Recognition as a National Guard Officer or War- rant Officer and Appointment as a Reserve Commissioned Officer or Warrant Officer of the Army National Guard of the United States GA 67 38 Series (DA)US Army Officer Evaluation ReportFile for ARNG and USAR members not on active duty. Do not file DA Form 67 38 31. File inclosures authorized by AR 623 3105.<br><br> P2 32, 3 31, 3 32 67 38 32 (DA)Senior Rater Profile Report Officer Evaluation Reporting System Includes unnumbered addenda and report of commander 9s inquiry that may be attached to the form. Refer to AR 623 3105. P 71 (DA)Oath of Office 4Military PersonnelSC 78 (DA)Recommendation for Promotion of Officer File forms that 46 31 a.<br><br> Approve promotion to ILT if the pro- motion occurred during the 6-month re- tention period. GA b. Disapprove promotions to ILT.<br><br> Also, file all allied documents. CD 87 (DA)Certificate of TrainingFile only certificates issued by activities listed in DA Pam 351 34. CD6 31 88 (SF)Report of Medical ExaminationFile the initial form for a member 9s ap- pointment, enlistment, or induction.<br><br> Also file a form for changes in status (e.g., enlisted to commissioned officer, commissioned officers to enlisted). SC3 32 File a form for periodic examinations of general officers and colonels. GA 93 (DD)Record of Emergency DataFile the most recent form only on the death of the member.<br><br> GA6 31, 6 36 108 (DD)Application for Retired Pay BenefitsGA 9 AR 600 38 3104 " 22 June 2004 Table 2 31 Composition of the OMPF 4Continued Form number orFiche location 1 documentTable (proponent)TitleRemarksPSRcross-reference 115 (AGUZ)Statement of Retirement PointsSC2 32 0122 (NGB)Special Order, Announcement of Fed- eral Recognition File according to purpose as follows: a. Initial appointment (INIT APT) GA b. Appointment from USAR (APT FR USAR) GA c.<br><br> Reappointment (REAPT FR ...)GA d. Change of State (CH OF ST FR ...)GA e. Promotion (PRM)SC 0123 (NGB)Special Order, Announcement of Fed- eral Recognition File according to purpose as follows: a.<br><br> Change of Branch (BR CH FR ...) GA b. Transfer to the Inactive National Guard (TRF TO ING) SC c. Transfer from the Inactive National Guard (TRF FR ING) SC d.<br><br> Federal recognition withdrawal (FED RECOG WD) SC 0126 (NGB)Special Order, Announcement of Fed- eral Recognition File according to purpose as follows: a. Amendment to NGB 0122 or 0123. File in same fiche location as order be- ing amended.<br><br> GA/ SC b. Retention in active statusSC c. Name changeGA 128 (CGSC)Report of Academic ProgressFile only forms that report 50% com- pletion of course.<br><br> CD 128 (CGSC)Report of Academic ProgressFile forms that report completion of CAS3. P 133 (OPD)Approval of Extension of Service (Short Term) GA 143 (DAPC 3PS)Computation of Officer 9s ServiceSC 149 (DD)Application for Correction of Military or Naval Record Under the Provisions of Title 10, US Code Sec. 1552 File allied documents.R 160 (DA)Application for Active DutyFile only when accompanied by corre- spondence showing final determina- tion.<br><br> GA6 32 185 (DAPC 3PS)Computation of Officer 9s ServiceSC 190 (AF)Air Force Reserve Personnel Record Card GA 199 (DA)Physical Evaluation Board Proceed- ings File allied documents.GA 204 (DAPC 3PS)Computation of Officer 9s ServiceSC 214 (DD)Certificate of Release or Discharge From Active Duty File copy 2. Also file form issued by or- der of the Army Discharge Review Board. SC6 33, 6 31, 6 36 215 (DD)Correction to DD Form 214, Certifi- cate of Release or Discharge from Active Duty.<br><br> File copy 2.SC6 31, 6 36 220 (DD)Active Duty ReportSC6 34 254 (SSS)Application for Voluntary Induction Selective Service GA 261 (DD)Report of Investigation 4Line of Duty and Misconduct Status File allied documentsR 293 (DD)Application for Review of Discharge or Separation from the Armed Forces of the United States R 10AR 600 38 3104 " 22 June 2004 Table 2 31 Composition of the OMPF 4Continued Form number orFiche location 1 documentTable (proponent)TitleRemarksPSRcross-reference 303 (FEC)Report of Medical History in CaptivityGA 312 (SF)Classified Information Nondisclosure Agreement GA 337 (NGB)Oath of OfficeSC 369 (DD)Police Record CheckFile only when check is part of enlist- ment, reenlistment, or appointment packet. SC6 34 372 (DD)Request for Verification of BirthFile only when accompanied by corre- spondence showing final determina- tion. GA 398 32 (DD)DOD National Agency Questionnaire (NAQ) File only when accompanied by DD Form 1966 series.<br><br> SC 456 (AHS)US Army Baylor 4Physical Therapy Course CD 553 (DD)Deserter/Absentee Wanted by the Armed Forces File on the P fiche.CD File allied documents on the R fiche.R Refer to filing instructions for DA Form 4187. 591 Series (DA)Application for Initial (Educational) Delay from Entry on Active Duty and Supplemental Agreement GA6 34 597 33 (DA)Army Senior Reserve Officer 9s Train- ing Corps Scholarship Cadet Contract GA 616 (DD)Report of Return of AbsenteeFile on the P fiche.CD File allied documents on the R fiche.R Refer to filing instructions for DA Form 4187. 638 (DA)Recommendation for AwardFile only for award recommendations that were downgraded or disapproved.<br><br> GA6 3l Also file the correspondence that dis- approved or downgraded the award. Do not file board results. 638 31 (DA)Recommendation for Award (for other than valor) of Army Achievement Medal (AAM), Army Commendation Medal (ARCOM), and Meritorious Service Medal (MSM) 712 (AF)Air Force Reserve Personnel Report of Total Allowable Points and Service SC 871 (DARP)Mandatory removal computation worksheet GA 1046 (AGUZ)Application for Renewal of Educa- tional Delay from Entry on AD and Verification of Enrollment in Graduate or Professional School GA 1059 (DA)Service School Academic Evaluation Report P3 32, 6 3l 1059 31 (DA)Civilian Institution Academic Evalua- tion Report P3 32, 6 31 1059 32 (DA)Senior Service College Academic Evaluation Report P 1256 (DA)Incentive Award Nomination and Ap- proval File only approved record of Special Act/Service Awards granted to service members for scientific achievements and honorary awards per AR 672 320.<br><br> CD 11 AR 600 38 3104 " 22 June 2004 Table 2 31 Composition of the OMPF 4Continued Form number orFiche location 1 documentTable (proponent)TitleRemarksPSRcross-reference 1300 (DD)Report of Casualty (S & U Casualty and Memorial Affairs) GA 1343 (DD)Notification of Change in Service Member 9s Official Records Fiche location depends on type of change. P, CD GA, SC R 1380 (DA)Record of individual Performance of Reserve Duty Training SC6 34 1380 (DD)US Field Medical CardGA 1506 (DA)Statement of Service 4Computation of Length of Service for Pay Pur- poses SC 1556 (DD)Request Authorization, Certification of training and reimbursement. Only forms documenting Hazard Com- munication Training will be filed.<br><br> GA 1569 (DA)Transcript of Military RecordSC 1574 (DA)Report of Proceedings by Investigat- ing Officer/

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