brown manila file folder containing information
in a format similar to that in the enlisted service
For the active-duty officer, the service record
is maintained by the activity to which the person
For inactive-duty officers and retired officers,
the responsibility for maintenance of service
records depends on whether the officers are partic-
ipating in inactive-duty training. For those not par-
ticipating (that is, not having orders for any type
of inactive-duty training), the records are main-
tained by the Commanding Officer, Naval Re-
serve Personnel Center, New Orleans, Louisiana.
The officer service record is designed to pro-
vide a ready file of documents that may be used
for billet assignment and other administrative pur-
poses. It may also be used to establish facts, when
necessary, regarding an officers naval service.
The right side of the record is reserved for
documents affecting utilization and assignment
of the officer concerned. The left side is used for
information primarily related to the officers
present tour of active duty. Accordingly, some
items filed on the left side are removed from
the folder when the officer is transferred.
Miscellaneous documents not pertaining to
either of the above categories, but establishing
significant facts relating to the officers service,
are also filed on the left side.
The Naval Military Personnel Command
Manual (MILPERSMAN) gives a list of the
documents to be filed on each side and the order
OFFICER FITNESS REPORTS
Fitness reports form one of the most impor-
tant documents of an officers record. They
provide a record of the duty performed and the
manner of performance as well as the officers
professional qualifications and commendations.
These reports provide a record of censorious
matter, disciplinary action, and any special
qualifications and personal characteristics of the
officer. The fitness report also records an officers
general state of health and endurance as it affects
the officers value to the naval service.
Fitness reports are the primary instrument by
which the best qualified officers are promoted.
They are also the primary instrument by which
officers with the particular qualifications required
are chosen to fill responsible positions in the
military establishment. In addition, they are
used as evidence before courts-martial and in
connection with disciplinary action of a lesser
degree. Each report should be a frank, accurate,
and comprehensive evaluation of the officers
characteristics and performance.
Because of the importance of these reports,
all officers should become familiar with both the
form and the instructions concerning its use.
NAVPERS 1611/1 (fig. 3-5) is the optical
character recognition (OCR) form on which
fitness reports are submitted. Specific instructions
for completing the form are issued by BUPERS.
We mentioned earlier that access to an
officers record in BUPERS may be granted to the
officer concerned or to a representative designated
by the officer. When in Washington, D.C., all
officers should take advantage of the opportunity
to visit the Records Review Room in BUPERS.
They can then review their record to ensure no
fitness reports are missing. If reports are missing,
officers can request that those fitness reports be
submitted before the next selection board. By
reviewing their record, officers can also determine
whether, in the opinion of successive reporting
seniors, some aspect of their professional ability
or qualifications has declined. Officers may then
have the opportunity to take remedial action
(engage in self-improvement).
All superiors exercising command functions
are responsible for completing fitness reports on
all officers who have reported to them for duty.
This must be done based on orders issued by the
Secretary of the Navy, the Chief of Naval
Personnel, or others authorized to issue such
Reports of fitness on Regular and Reserve
officers on active duty are submitted at least
annually based on a schedule published by the
Chief of Naval Personnel. Reserve officers
involved in training and administration of
Reserves (TARs) on extended duty, who compete
among themselves for promotion, have a different
Reports of fitness on Reserve officers who
perform active-duty for training are submitted on
NAVPERS 1611/1 directly to the Chief of Naval
Personnel. The commanding officer of the ship
or station where the officer performs the active
duty is responsible for submitting the report. The
occasion for such reports is detachment of
Most scheduled submission dates are approx-
imately 3 months before the usual convening dates
of applicable selection boards. This schedule
provides each board with the latest performance
evaluations. The more frequent submission of
reports for junior officers is required to speed up