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Verification of Service Records - 14214_157
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Personnelman 3 & 2 - Military manual for government personnel administration
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Figure 5-29.—Service record check-out card
Whenever    an individual’s   service   record   is  checked out,   you   must   make   sure   a  check-out    card   such   as  the one  shown   in   figure    5-29  is   completed.   The   requirement for   completing    this   card  is  to  make  sure  you  know   at  all times   the   whereabouts of  this    member’s service   record. This    card   also   serves   as  a  tickler system. Enlisted     service   records   should   be  allowed    to  be  out of  the   personnel    office  for   no  more  than    5 working     days. This     guideline should be   followed unless there are legitimate reasons   for   allowing the   records   to  be  out   of the    office    for    a  longer period of  time.     Such    reasons could    include legal    proceedings, completion of  officer accession applications by individuals, and the considerable     distance   between    a  command   that    has  the records and    the    PERSUPPDET that supports that command. When   service   records   are  due  back  in   the   personnel office   and   the   individuals who   checked   them    out   have failed    to  return     them,   you   should   contact   these   persons immediately to  inquire about    the   records.    If   you   are unable to    achieve results, let     your supervisor or personnel     officer    know    about   it. To  restrict     access to   service   records,   your    command should    require different commands    or   departments to submit   a list   of personnel    authorized    to  check  out  service records.    This    way    there    is   no   confusion     as  to  who    can check    them     out.    The    list should contain the    rates, names,   and   SSNs  of  primary and   alternate individuals who    can   check   them    out.   Another way    of  controlling service    records   is   by   maintaining a  check-out    log   that can     be    used only by     the personnel specifically authorized to   checkout    these   records. Regardless   of  the  method   you  use  at  your   command, you    must    make    sure   that     as  the    service    records    are returned, the   names    of  the   individuals who    checked them   out   are  deleted   from  the   log,  the   card,  or  whatever other   tickler     system  your    command   may   use.  This    is  to make    sure   you    maintain an   effective service    record check-out/check-in system. Your office     should periodically account for    all service   records.   One  way   to  verify    the   accountability of the   service   records   is  to  have   a  current and   up-to-date alphabetical listing     of  all   the   personnel    assigned   to  your command (or the commands served by your PERSUPPDET) and    verify all     the     service records against    this    listing. You   can   also  use  the   alphabetical section     of  the    EDVR    if   no   other     alphabetical listing exists. We     cannot overstress the importance of maintaining proper     accountability of  service    records and  protecting    the  information that   these  service  records contain.     You    cannot    divulge any    information from    an individual’s service record. The information in a member’s   service    record    is  only    for   that    member,    the responsible PN,   and   authorized individuals to  know. Any    infractions insecurity and   accountability involving any member’s     service record should be    reported immediately. TRACING MISSING SERVICE RECORDS It   is  not   unusual     to  find   out   that    a  service  record  is missing at   a  critical time    when    the    service    record    is really     needed.   This    is  an  unfortunate fact.   However,    in spite of     review, verification, and accountability procedures,    and   the   best   efforts    of  the   personnel    office, service   records   can  still    get  lost. All     service     records     for    which your command is responsible    must  be  accounted  for  at  all   times.  You  must be  able   to  have   the   records   returned to   the   personnel office    immediately when     there     is   an   urgent need   to obtain information. Previously, you   read    about    the service   record   check-out    card   system   and   how   you   can contact    the   person   who    checked   out   the   service   record as  soon  as  the   record   is  due  back.  You   also  read   about the   importance    in   maintaining a  tickler    system  or  file   to determine the   actual     location of  checked-out service records. If    you    maintain this     tickler system    or   file accurately,     you   should    not   encounter    any   difficulties in retrieving service    records    from    those    individuals who checked  them   out. What    happens    when     service    records    are   reported missing by   the    individuals who    checked    them     out? What   do you  do in   other   cases when    service  records  just seem  to   disappear from    the    service    record    file?    You know   the   service   records   did   not  just    disappear    or  walk away. It    is    more    likely there is    a   lack     of   control somewhere     in   your    check-out system.    If  you   have    an effective check-out/check-in system, the    chances     of misplacing service   records   or  not   being    able  to  account for  them   will    be  substantially diminished     but   not  totally eliminated. What   happens    if   you   have   exhausted all   efforts    in locating     a  field    service   record,   and  you   are  still    unable to  find    it?   In   this    case,  the   only    available copy   of  the service    record    is   in   microfiche form.    The    only    thing you     can    do   is    to    send     a   request for    field record reconstruction to     CHNAVPERS (PERS 3 13C 1). 5-52

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