TRANSFER AND DISPOSITION OF
OFFICER SERVICE RECORDS AND
HEALTH TREATMENT RECORDS
In this section, you will read about the distinction
between open and closed officer service records, and
the transfer and disposition procedures for these
records. This section will provide you with basic
information to help you understand the transfer and
disposition of officer service records; however, you
should not use this training manual (TRAMAN) as the
Whenever you are involved in the
transfer and disposition of officer service records, make
sure you always refer to the MILPERSMAN, Article
5030141, for guidance.
OPEN AND CLOSED SERVICE RECORDS
According to the MILPERSMAN, Article
5030141, the status of an officer determines whether the
officers service record is closed or remains open.
Open Service Record
The service record remains open for officers who
maintain status in the Regular Navy or Naval Reserve.
To maintain status, an officer must either remain on
active duty or be retained in an active or inactive status
in a Reserve component.
Closed Service Record
The service record is closed when an officer loses
To lose status, the officer must resign or be
discharged, dismissed, or retired with no
further military obligation.
RECORDS TRANSFER PROCEDURES
As a PN, you may be assigned as the service record
custodian. As service record custodian, you may be
tasked with transferring officer service records.
Your first step will be to compare and combine the
service record and the military health treatment record
(medical and dental) and, when appropriate, the
personal financial record (PFR) into a one-record
packet. Before the officers transfer, verify the service
record and remove the temporary documents (those
applicable to the local command) and give them to the
officer. Make sure you carry out these procedures
according to the MILPERSMAN, Article 5030120.
Always transfer the open service record or health
treatment record packet to the activity that will next
administer these records.
This packet may be
hand-carried by the officer concerned or you can send
it to the receiving activity. To mail it, place the
one-record packet in a sealed envelope and send it via
the U.S. Postal Service First-Class Mail using the
Records Transmittal, NAVPERS 5000/64. You must do
this no later than the day following the officers transfer
or separation date.
If your command wants the receiving activity to
acknowledge receipt of the packet, you should include
in the mailing envelope or container an additional copy
of the NAVPERS 5000/64 and a self-addressed return
envelope. The receiving activity should acknowledge
receipt by signing the transmittal sheet and returning it
to your command in the self-addressed envelope.
For an officer released to inactive duty and
affiliated with a drill unit of the Naval Reserve, send the
following service record documents to CHNAVPERS
(PERS 313C1) to update the permanent microfiche
l Copy of separation orders and endorsements
l Copy number 2 of the Certificate of Release or
Discharge from Active Duty, DD Form 214
If the officer is not affiliated with a drill unit,
transfer the records to the Naval Reserve Personnel
Center (NAVRESPERSCEN), Code 401.
If an officer reports for duty without a service
record, the gaining command must either obtain the
missing record or reconstruct a new one. If documents
necessary for adequate reconstruction cannot be
obtained from the individual officer, your command
should request a copy of only the essential documents
from the permanent record from CHNAVPERS (PERS
313C1) according to the MILPERSMAN, Articles
5010125 and 5010280.
When the officer service record remains open, use
the following procedures to transfer the records:
. For an officer with PCS or temporary duty
orders, transfer the records either by letting the officer
hand-carry them or by mailing them to the officers
(next) reporting activity.