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ashore. If the squadron deploys, it is not uncommon for
a command to maintain both the enlisted and officer
service records in one administrative office.
Responsibility for Content
Although the officer service record is the property
of the U.S. Government and not the officer, the
commanding officer and the individual officer are
jointly responsible for making sure the service record is
complete, and that it contains information pertinent to
the officer’s career.
Adverse Matter
Adverse matter in an officer service record
requires a special process. Adverse matter is not
filed in the service record without first affording the
officer an opportunity to review the material and
submit a statement concerning it. If the officer chooses
to make no statement, that intention is indicated in
writing either by the officer’s signed and dated
declination or the expiration of a stated period of
time (of which the officer was previously advised)
during which the officer could have submitted a
statement.
STANDARD FILING SEQUENCE
FOR FIELD SERVICE RECORD
DOCUMENTS
When documents are submitted or received on
behalf of an officer, the PN is often responsible for filing
them in the service record. You must learn to file these
documents on the appropriate side and in the correct
sequence. Remember, not all documents you will read
about in this chapter will apply to every officer. The
examples in this chapter are intended to show you
the standardized filing sequence of the documents that
are most frequently found in officer field service
records.
You should normally file only the current copy
of each document. Remember, the officer service
record should contain only the required information.
This record is not intended to be a depository for
wills or other documents of a personal nature. In
maintaining this record, you may have to purge excess
information.
In the following sections, you will read about the
correct sequence in which required documents should
be filed. You will learn which documents need to go
on the left side, which need to go on the right side, and
the order in which the documents should appear. In
the examples shown, a (T) appears in front of specific
documents, identifying these documents as temporary.
These are the ones you should remove from the
field service record and return to the officer upon
the officer’s permanent change of station (PCS)
transfer.
Left Side
The following documents should go on the left side
of the officer service record. File them in the following
order with the first document mentioned on top:
l Record Identifier for Personnel Reliability
Program, NAVPERS 5510/1.
. Record of Disclosure, Privacy Act of 1974,
OPNAV 5211/9. (A sample of this form is shown in fig.
6-2.)
. Personnel Reliability Program Screening and
Evaluation Record, NAVPERS 5510/3.
l Certificate of Personnel Security Investigation,
Clearance and Access, OPNAV 5520/20.
l (T) Official correspondence from current
command; for example, letters of appreciation and
commendation, and temporary designation letters.
. Current PCS orders and all endorsements.
l Officer Application/Orders for Inactive Duty
Training, NAVRES 1321/1.
. Inactive
Duty
Training
Orders:
Termination/Cancellation Modification, NAVRES
1321/2.
. (T) Certificates from Navy schools, training, and
correspondence courses.
. Personal and unit award citations.
* Letters of permanent warfare designation,
significant qualifications, special duty assignments, and
incentive pay.
6-4
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