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records, and closing and disposing of service records.
These procedures are all associated with good service
record maintenance practices. As you have read before,
it is your responsibility, as a PN, to make sure the
enlisted service records at your command are properly
and accurately maintained.
VERIFICATION OF SERVICE RECORDS
According to the MILPERSMAN, Article
5030120, the accuracy and completeness of service
record entries are important to the CO in matters
regarding personnel administration. The service record
entries are also important to the individual service
members during their naval careers and after separation.
The verification procedures prescribed here and in the
MILPERSMAN, Article 5030120, provide for the
systematic review of records so you can ensure their
accuracy and completeness.
Importance and Value of Verifying Records
At a minimum, performing a service record review
makes you aware of the following two things:
1. The service record contains all the required
documents.
2. The documents are properly completed.
In addition, performing a review allows you to
check for documents that may have been erroneously
filed in a member’s service record. Some of these
documents, for example, may have been intended for
CHNAVPERS or other activities.
Others may have
simply been misfiled.
A periodic review helps to
identify misfiled documents so they can be properly
filed or forwarded to the appropriate authority.
Comparison With Other Records
When you verify an enlisted service record, check
the information against that contained in other
important records. Compare the service record data
with the individual’s pay and health (medical and
dental) treatment records for correct name, SSN, rate,
and class. You also should review the Document
Submission Guidelines for the Military Personnel
Records System, BUPERSINST 1070.27, for additional
instructions on comparing service record data with pay
and health treatment records.
5-51
Specific Times and Conditions
You should verify an enlisted member’s service
record upon the following events or circumstances:
A transfer
Arrival of the member at a final destination
When member reenlists on board
Immediately before disposal of the service
record
Before inactive enlisted naval reservists depart
to AT
Also, a verification maybe done by an intermediate
command to which the member reports for duty or
instruction en route to the final destination. (This is
recommended but not required.)
The verification/review of the service record must
always be conducted in the presence of the member.
After verifying the service record, you must give it to
your supervisor for initialing. Your supervisor must
certify verification of the enlisted service record on the
History of Assignments, NAVPERS 1070/605, page 5.
Make sure you verify the service record completely
before you give it to your supervisor.
CHECKING OUT SERVICE RECORDS
There are many occasions when service records are
checked out by authorized personnel such as
workcenter supervisors, division officers, department
heads, the legal officer, the XO, the CO, and others
specifically authorized by the CO. Any individual who
checks out a service record must have written
authorization to do so.
Security and Accountability
The reasons for checking out service records are
many and varied. Regardless of the reasons, you must
make sure the security and accountability of the records
are maintained. A member’s service record contains
information that only you (as the PN maintaining the
record), other authorized individuals (such as the ones
mentioned previously), and the individual service
member concerned are authorized to view. No other
individuals should have access to the information
contained in a member’s service record. As a PN, you
are responsible for maintaining this type of security and
accountability.
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