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record may contain up to six categories of
microfiche information and documents. Some of
the information and documents that may be filed
under the six categories are as follows:
1. Fiche No. 1—Fitness and Awards
• Current photograph
• Fitness reports
• Medals/awards/citations
2. Fiche No. 2—Professional History
• Education
• Qualifications
• Appointments/promotions
• Reserve status
• Service determination, separation, and
retirement
3. Fiche No. 3—Personal Data
Security data
Record of emergency data
Record changes
Personal background data (citizenship,
casualty, death, biography)
Miscellaneous information—For ex-
ample, physical examination report
4. Fiche No. 4—Orders
• First duty
• Training duty
• Separation
5. Fiche No. 5—Privileged Information
(Prepared only as correspondence
warrants)
Adverse information (Based on Navy
Regulations, adverse matter shall not
be placed in an officer’s record without
the knowledge of the officer. In all
cases, it shall be referred to the officer
on which the matter is being reported
for such official statement as may be
desired. If the officer who is being
reported chooses to make no statement,
that intention must be so indicated in
writing. The Chief of Naval Personnel
interprets what constitutes adverse
matter.)
Extracts from the findings and rec-
ommendations of courts and boards
3-6
concerning the officer (These include
statements of disciplinary action and
court-martial orders or promulgating
letters of general court-martial when a
finding of guilty has been found. A trial
may result in an acquittal of all charges
and specifications, or the final review
of a conviction may result in action
equivalent to an acquittal of all charges
and specifications. In such cases court-
martial orders or the promulgating
letters of court-martial shall not be
included in the officer’s record. No
entry whatever regarding the acquittal
shall appear in the officer’s official
record, neither the fact that the person
has been tried nor any mention of
the offense. Complete records of pro-
ceedings of court-martial inquiries,
investigations, and so forth, are filed
in the Office of the Judge Advocate
General.)
6. Fiche No. 6—Enlisted Record
• The information included in this fiche
shows schools attended, qualifications
achieved, awards received, and other
information pertinent to a naval
officer’s career. This record is prepared
for officers who have served as enlisted
members for 2 or more years and
whose officer microform record was
established during the initial conversion
process from paper to microfiche.
Enlisted documents for officers who
completed less than 2 years of enlisted
service are distributed in the ap-
propriate subject matter field on fiche
1 through 5.
The official officer record presented to selec-
tion boards contains fiche numbers 1; 2; and, if
it exists, 5 for active-duty officers. It contains
fiche numbers 1; 2; 4; and, if it exists, 5 for Naval
Reserve (inactive and TAR) officers. Fiche
numbers 3 and 6 are normally maintained for
administrative purposes only. However, upon
request, boards may be provided with fiche
number 3 to determine an officer’s medical status.
Commendatory correspondence may not be
filed in the officer’s official record. The report-
ing senior should consider any commendatory
correspondence or recognition for performance
beyond that normally expected when evaluating
overall performance in preparing the officer’s
fitness report. If considered appropriate, an entry
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