Navy Service Records

Below is an explanation of what can be found inside a Navy service record, the different types used by the Navy, responsiblity of maintenance, where is it located, etc..

Enlisted Field Service Record (FSR)
Enlisted Permanent Personnel Record
Officer Field Service Record
Officer Permanent Personnel Record

Enlisted Field Service Records (FSR)

• The Service Record has information posted to each side of the folder. By selecting the following hypertext, you can see what's on the left and the right of a typical service record. Not all of the documents listed apply to all Sailors.
• Additional documents deemed necessary by the command may also be filed on the left side of the FSR above the cardstock separator, with the latest date on top
• RULE: Birth certificates, marriage licenses, divorce decrees, wills, or other documents of a personal nature are not filed in a service record

Record Entries:

Gleaning of service records: When a Sailor re-enlists or advances to the next pay grade, the Personnel Support Detachment (PSD) office will "glean" or clear that Sailor's record of out-of-date or excessive copies of files. These pages are microfiched and submitted to the Bureau of Personnel to be placed in the Sailor's Enlisted Permanent Personnel Record. Then, the originals are given to the Sailor to retain.

Record Maintenance Responsibility: The Field Service Record is maintained by the administrative office that supports the Sailor's duty station. The commanding officer and the individual Sailor are jointly responsible for ensuring that the record is complete and contains information pertinent to the Sailor's career.

Record Review/Access: The review or release of these records is limited strictly to personnel who require access to the records in the performance of their official duties.

Adverse Material: Adverse information can't be filed in the Sailor's FSR without the Sailor having an opportunity to review that material and submit a statement concerning it. The Sailor can decline the opportunity to make a statement, but that declination must be signed and dated by the sailor and entered into the service record.

The following types of adverse material may be filed without a written statement or declination

• imposition of nonjudicial punishment;
• conviction by court-martial;
• civil conviction;
allegations of unauthorized absence; or
• any other matters to which the Sailor has previously had an opportunity to respond by submitting a statement in rebuttal

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Microfiche Record Format: The permanent record consists of three categories of microfiche:

• Fiche 1E - Professional Service History
• Fiche 2E - Performance Evaluation and Training Data
• Fiche 3E - Personal Data

Record Update: The enlisted permanent record is not routinely updated for all personnel actions concerning a Sailor during the Sailor's enlistment, but is completely updated upon completion of that enlistment. Service record documents that are filed only at the end of the enlistment are:

• NAVPERS 1070/604 - Enlisted Qualification History (Rev. 7-91)
• NAVPERS 1070/605 - History of Assignments (Rev. 10- 889)
• NAVPERS 1070/609 - Enlisted Performance Record (current for periods through December 1995), if present in FSR
• NAVPERS 1070/613 - Administrative Remarks (Rev. 10- 81)
• NAVPERS 1616/26 - Evaluation Report and Counseling Record E1 - E6(Rev 7-95) For E1s - E4s only

Record Corrections: Any information rightfully placed in the Sailor's permanent personnel record may not be removed except by authorization of the Secretary of the Navy (SECNAV). Once submitted to Chief of Naval Personnel (CHNAVPERS), any official document becomes the property of the Navy Department and is not subject to change. A document may be amended or supplemented by correspondence forwarded via official channels. No changes or modifications may be made to the document itself except by the direction of the SECNAV (This regulation does not prevent officers subordinate to the SECNAV from correcting administrative or clerical errors).

Record Review/Access: Access to the Sailor's record is normally limited to the Sailor, an agent or representative authorized in writing by the Sailor, the CHNAVPERS, personnel who are required to review military service records in the performance of their official duties, duly convened boards of the Department of the Navy, courts-martial, and as directed by a court order signed by a judge. Only Fiche 1E and 2E are provided to selection boards.

Official actions do not include review of records of Sailors nominated for assignments in the detailing process unless specifically approved by CHNAVPERS or the Assistant Chief of Naval Personnel for Distribution (Pers-4)

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• The Officer Service Record filed in both sides of the folder. Certain documents go on the left and certain documents are placed on the right. Not all of the documents in the hyperlinked list apply to all officers.
• Additional documents deemed necessary by the command may also be filed on the left side of the record, in chronological order with the latest date on top
• RULE: Birth certificates, marriage licenses, divorce decrees, wills, or other documents of a personal nature are not filed in the record.

Record Maintenance Responsibility:
The officer's record is maintained by the Administrative office supporting the officer's duty station. The officer's commanding officer and the officer are jointly responsible for ensuring that the record is complete and contains information pertinent to the officer's career.

Record Review/Access:
The review or release of information these records is limited strictly to personnel who require access to the records in the performance of their official duties.

Adverse Material: Adverse information can't be filed in the officer's FSR without the officer having an opportunity to review that material and submit a statement concerning it. The officer can decline the opportunity to make a statement, but that declination must be signed and dated by the officer and entered into the service record.

• If no statement or declination has been submitted after 15 working days of notification, the adverse material will be filed directly into the record with a notation to that effect

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Microfiche Record Format:
The permanent record consists of up to six categories of microfiche:

• Fiche No. 1 - Photograph, Fitness Reports, and Awards
• Fiche No. 2 - Professional History
• Fiche No. 3 - Personal Data
• Fiche No. 4 - Orders
• Fiche No. 5 - Privileged Information
• Fiche No. 6 - Enlisted Record

Record Corrections/Changes: Any matter that is rightfully placed in the officer's permanent personnel record may not be removed except by authorization of the Secretary of the Navy (SECNAV). Once submitted to CHNAVPERS an official document becomes the property of the Navy Department and is not subject to change. A document may be amended or supplemented by correspondence forwarded via official channels. No changes or modifications may be made except by the direction of the SECNAV (This regulation does not prevent officers subordinate to the SECNAV from correcting administrative or clerical errors).

Record Review/Access: Access to the record is normally limited to the officer concerned, an agent or representative authorized in writing by the officer, the CHNAVPERS, personnel who are required to review military service records in the performance of their official duties, duly convened boards of the Department of the Navy, courts-martial, and as directed by a court order signed by a judge.

Selection boards are provided the following microfiche:

• For active duty officers Fiche 1, 2, and (if it exists) 5.
• For USNR (inactive) and TAR officers Fiche 1, 2, 4, and (if it exists) 5.

Official actions do not include review of records of officers nominated for assignments in the detailing process unless specifically approved by CHNAVPERS or the Assistant Chief of Naval Personnel for Distribution (Pers-4)

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