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RECORD MANAGEMENT INFORMATION

By Edwin Hughes,2014-06-13 12:59
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RECORD MANAGEMENT INFORMATION

    RECORD MANAGEMENT INFORMATION

    Updated 05/2008

OFFICER DATA CARD/OFFICER SUMMARY RECORD/PERFORMANCE SUMMARY REPORT

    (ODC/OSR/PSR)

    To access your ODC/OSR/PSR online, go to http://www.npc.navy.mil/channels and click on the BUPERS On-Line tab, and log in. From here you can view your Officer Data Card, Performance Summary Record and Officer Summary Record by

    clicking on the “ODC, OSR, PSR, ESR” tab. Navigation hint: If you left click on the block name, a separate window will

    open that explains that block. This works for all 3 forms (ODC, OSR, PSR). If you experience problems accessing these

    items online contact the BUPERS help desk at (901) 874-4717 (DSN 882). Reserve officers not on active duty, must contact

    NRPC at 866-250-4778 to update their information through completion/update of the Naval Reserve Qualifications

    Questionnaire (NRQQ).

    REQUEST FOR RECORD ON CDROM

Your CDROM can be requested through BUPERS on-line. Log in as discussed above and click the “Request Record on CD

    Tab”. You may also request your CD in writing from BUPERS (PERS 312). Either fax your request to (901) 874-2664 (DSN

    882) or mail it to: Bureau of Naval Personnel, PERS 312 Records, 5720 Integrity Drive, Millington, TN 38055-3130.

To update your CD, send required updates (miscellaneous documentation such as service schools, transcripts, etc.), to PERS-

    312 Records (address listed above). Importantly, information submitted to PERS-312 WILL NOT automatically be included on your ODC/OSR, but WILL ONLY update your permanent record (CD). Changes/updates to your ODC/OSR are handled

    as discussed below. Ensure that all documentation submitted to PERS 312 has your social security number written or typed in

    the upper right hand corner.

    OFFICER DATA CARD & OFFICER SUMMARY REPORT UPDATES/CORRECTIONS

Updates or corrections to your ODC are done through the appropriate PERS code at Navy Personnel Command, or by the

    Navy Standard Integrated Pay/Personnel System (NSIPS), depending on the block of the ODC that requires update or

    change.

    Change requests to the OSR are done by requesting changes to the ODC (you cannot update the OSR, you must make

    change requests to the ODC; updates/corrections to your ODC will automatically reflect on your OSR). Most changes or additions to the ODC that need to be reflected on the OSR involve academic degrees, service schools, personal decorations

    (awards) and special qualifications (AQDs). The following sections explain procedures to update or change this information.

    For questions regarding other blocks of the OSR, contact your detailer.

To make changes to your ODC, log on to BUPERS on-line and access your ODC (ODC, OSR, PSR, ESR link). Then, click

    on Officer Data Card (ODC) and verify that your email address and telephone numbers are correct; make any required

    changes on the page and they will be saved. Click on the “build and view ODC” button. To make changes or updates, click on the block that needs to be changed or updated, or click on “click here to add a new line”. For the ODC, if you left click on the data in the block itself, you start the change procedure. Once the update/change has been entered, click “submit”. The system will generate a screen titled “ODC Online”. At the top of this screen, it says “save or print this screen as a file and follow the instructions in SECTION 2”; however, these instructions are currently incorrect follow the procedures below for additions or corrections.

    SERVICE SCHOOLS

    Only service schools (courses) listed in the Navy Officer Manpower and Personnel Classifications, Volume II The Officer Data Card may be added to the ODC/OSR; service schools not listed cannot be added to your ODC. If you feel a

    service school should be added to the Officer Manual, you will need to contact your community manager. The community

    manager will determine if the school needs to be added and they will work with PERS-341 to make this addition.

To access the list of service schools that can be added, select the following link:

    http://www.npc.navy.mil/NR/rdonlyres/C3311E04-BD99-4810-B6A3-57B7303F5864/0/NOCVolII.pdf

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    RECORD MANAGEMENT INFORMATION

    Updated 05/2008

If this link does not work (due to browser settings, etc.), access the link by:

    - Log onto http://www.npc.navy.mil/Channels/ .

    - On the top bar menu (right side), highlight “Reference Library” and select BUPERS CD

    - Scroll down and click NOC Manual Volume II - NAVPERS 15839I, Navy Officer Manpower & Personnel

    Classifications - VOL II - The Officer Data Card, April 2007. This link will provide a pdf file that lists

    available service schools. Use the “bookmarks” menu on the left to scroll down to service schools, broken down by

    categories. There is also a page that lists service schools by service school code and another that lists by abbreviation.

    To enter the service school into the ODC, the correct service school code and course abbreviation is required. To add a service school to your ODC/OSR, log on to BUPERS on-line and access your ODC (ODC, OSR, PSR, ESR link). Then, click on

    Officer Data Card (ODC). Click on the “build and view ODC” button. Go to the “Education section, block 52 and select

    the button “click here to add a new line”. Enter the course code, course name (correct abbreviation from the listing

    mentioned above), completion date (MM/YY) and duration (weeks, or “cc” if correspondence course). Once this information

    is entered, click “submit”. The system will generate a screen titled “ODC Online”. At the top of this screen, it says “save or

    print this screen as a file and follow the instructions in SECTION 2”; however, these instructions are currently incorrect do not send the ODC Online form to the address listed in Section 2. Instead, print, sign and date the form. This form, along

    with the course completion certificate must be sent to NSIPS for the course to be entered on your ODC/OSR. Submit either by fax (comm 504-697-0342, DSN 647-0342), or scan and email (WORD or PDF format) to NSIPSHELPDESK@navy.mil. NSIPS can also be reached through the 24-hour toll-free Help Line at (comm) 1-877-589-5991. As a last resort, you can send the documents via regular mail through the U. S. Postal Service to: NSIPS CUSTOMER SUPPORT CENTER, CDM SECTION, 2251 LAKESHORE DR., NEW ORLEANS, LA. 70145.

    In addition, course completion certificates should be sent to PERS-312 for addition to the Officer’s permanent record. Send documents to: Bureau of Naval Personnel, PERS 312 Records, 5720 Integrity Drive, Millington, TN 38055-3130.

    ACADEMIC DEGREES

To add academic degrees to the ODC/OSR, refer to the Navy Officer Manpower and Personnel Classifications, Volume

    II The Officer Data Card” (instructions to access are listed above), Appendix D “Education Codes”. This appendix shows a listing of Institution (College/University) abbreviations, major fields of study, etc.

To add an academic degree to the ODC/OSR: log on to BUPERS on-line and access your ODC (ODC, OSR, PSR, ESR link).

    Then, click on Officer Data Card (ODC). Click on the “build and view ODC” button. Go to the “Education section, formal

    education, blocks 54-60, 61 and select the button “click here to add a new line”. Enter the appropriate information

    (codes/abbreviations can be obtained from the links mentioned above); once this information is entered, click “submit”. The system will generate a screen titled “ODC Online”. At the top of this screen, it says “save or print this screen as a file and follow the instructions in SECTION 2”; however, these instructions are currently incorrect do not send the ODC Online form to the address listed in Section 2. Instead, print, sign and date the form. This form, along with legible transcripts

    (official transcripts from the institution are not needed legible transcripts can be provided directly from the officer), are sent

    to PERS-45E: Navy Personnel Command, PERS-45E, 5720 Integrity Dr., Millington, TN 38055-3120. Documents may also be scanned and emailed to PERS-45E at MILL_PERS45E@navy.mil. If transcripts are not available, PERS-45E will

    also accept diplomas for degrees awarded, however transcripts are preferred.

In addition, degree information should be sent to PERS-312 for addition to the Officer’s permanent record. Send documents

    to: Bureau of Naval Personnel, PERS 312 Records, 5720 Integrity Drive, Millington, TN 38055-3130.

    FITNESS REPORTS

    There is normally a two to three-month lag time for fitness reports to appear in your record. The reporting senior’s cumulative average takes up to three months to appear on your PSR. Your fitness reports will appear on your PSR first and

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    RECORD MANAGEMENT INFORMATION

    Updated 05/2008

then on your microfiche. Reports for officers in zone for a selection board get priority for processing. If you are missing

    a fitness report (more than 6 months old) on your PSR or on your CDROM, have an error on your PSR regarding a fitness

    report, or have any question about fitness reports, contact PERS-311D customer service at (901) 874-4881/4882/3313 (DSN

    882). Sending duplicate reports compounds the processing problem, so it is best to call and check on the report first. If a

    fitness report is missing from your record, you may have to send a copy signed by the member and the reporting senior to:

    Bureau of Naval Personnel, PERS 311, 5720 Integrity Drive, Millington, TN 38055-3110, AFTER contacting PERS-

    311D to ensure that they have not already received the report.

    Of note: Requests for administrative changes to submitted fitness reports can be requested by letter to PERS-311 (address

    above); members can request corrections of obvious errors to blocks 1-19 and blocks 21 to 27 by submitting a letter requesting

    the corrections to PERS-311. Changes to other blocks on the fitrep must be requested by the reporting senior that signed the original report.

    PERSONAL AWARDS

The Navy Department Awards Web Service (NDAWS) database contains the primary data elements of personal and unit

    Navy Awards. NDAWS Authorities enter the 1650 data into the system, and it is automatically transmitted on a weekly basis

    to BUPERS for posting. After uploading your 1650 information in the database, the NDAWS Authority will mail a copy of

    your certificate/citation to BUPERS for scanning into your official record. The only way to check to see if your award

    certificates/citations are in your record is to order your OMPF/CDROM from BUPERS. The NDAWS website is located at

    https://awards.navy.mil

You can see your own awards information via three methods: 1) From a personal awards search conducted on NDAWS; 2)

    From your OSR available via BUPERS Online; or, 3) From your OMPF/CDROM. For missing awards:

     1) If an award is missing from NDAWS and from your OSR: Make a copy of the award certificate, write your SSN in

    the top right-hand corner of the copy (if award is an MSM or higher you must include the citation with the certificate).

    Submit copies of the certificate (and citation if applicable) to the NDAWS Authority/Administrator in your chain-of-

    command. A list of these commands, including mailing information, is available under the “NDAWS Authorities” link on the NDAWS website.

    2) If the award is listed on your OSR but is not in your official file (CDROM): Mail a legible, clean copy of the citation

    (with your SSN in the upper right corner) to Navy Personnel Command (PERS-312C), 5720 Integrity Dr., Millington, TN

    38055-3120. No cover letter is required.

    3) If an award is listed in NDAWS but not on your OSR: Fax (901-874-2000) a copy of the citation and summary of

    action with your social security number written in the upper right hand corner of the certificate and write “in NDAWS not in OSR”. For questions regarding this process, call PERS-312D at 901-874-4871 (DSN 882).

    4) If an award is listed on your OSR but is not listed in NDAWS, send a copy of the certificate/citation to the NDAWS

    Authority/Administrator in your chain-of-command (see item #1 above).

    Note: Awards are no longer submitted to the Navy Board of Decorations and Medals.

    ADDITIONAL QUALIFICATION DESIGNATOR (AQD)

Your respective detailer manages/assigns AQDs. To request an AQD, contact your detailer (via e-mail/phone) for guidance

    on required documentation, qualifications and the overall process. AQDS will only be assigned/awarded after a record

    review, or after the appropriate documentation submitted, to determine that eligibility requirements have been met.

    SUBSPECIALTY CHANGES/UPDATES

If you recently completed a Master's degree, PhD, board certification, or other advanced training, you may need to update

    your subspecialty code accordingly. Your detailer is unable to award or update your subspecialty code; it MUST be requested

    through your respective Corps Chief office at BUMED. Contact your detailer or respective Corps Personnel Plans Analyst

    (listed below) to determine procedures/requirements to update or change subspecialties.

    Medical Corps Mr. Tony Frabutt, , MC Personnel Plans Analyst, Navy Medicine, Manpower, Personnel, Training & Education Command, Directorate for Workforce Management, 8901 Wisconsin Avenue, Bethesda, MD, 20889-5612, Comm:

    (301) 295-1807, DSN 295-1807, Fax: (301) 295-1817, Email: Anthony.Frabutt@med.navy.mil.

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    RECORD MANAGEMENT INFORMATION

    Updated 05/2008

    Dental Corps LT Richard Gilliard, Jr., MSC, USN, DC Personnel Plans Analyst, Navy Medicine, Manpower, Personnel, Training & Education Command, Directorate for Workforce Management, 8901 Wisconsin Avenue, Bethesda, MD, 20889-

    5612, Comm: (301) 295-1780, DSN 295-1780, Fax: (301) 295-1817, Email: Richard.Gillard@med.navy.mil.

    Medical Service Corps - LT Erich Dietrich, MSC, USN, MSC Personnel Plans Analyst, Navy Medicine, Manpower, Personnel, Training & Education Command, Directorate for Workforce Management, 8901 Wisconsin Avenue, Bethesda,

    MD, 20889-5612, Comm: (301) 295-1781, DSN 295-1781, Fax: (301) 295-1817, Email: Erich.Dietrich@med.navy.mil.

    Nurse Corps CDR Valerie Morrison, NC, USN, NC Personnel Plans Analyst, Navy Medicine, Manpower, Personnel, Training & Education Command, Directorate for Workforce Management, 8901 Wisconsin Avenue Bethesda, MD 20889-

    5612, Comm: (301) 295-1779, DSN: 295-1779, Fax: (301) 295-1817, Email: Valerie.Morrison@med.navy.mil

    OFFICER PHOTOGRAPHS

MILPERSMAN article 1070-180 (Aril 2007) re-established the requirement for Officer Photographs to be included in an

    Officer’s permanent record. Photographs are required of all active duty and reserve officers, regardless of status, within three months of each promotion; photographs are now required in COLOR and are scanned and entered into the record in color.

    MILPERSMAN article 1070-180 outlines the uniform requirements for the photograph, and includes a link to NAVPERS

    form 1070/884 (04-07); this form is the correct form on which to submit photographs. Attach the photograph to this form,

    sign and date the form, and mail to: Navy Personnel Command, PERS-312C, 5120 Integrity Drive, Millington, TN

    38055-3120.

    To check if the current COLOR photograph has been entered into the permanent record: Log on to BUPERS on line, go to the "Fitreps/Evals" reports link, click on the Performance Evaluation Continuity Link", under "Individual Continuity”.

    At the bottom right of the continuity report is a block that has "Photo Information" that will show "Y" if a color photo is in

    the Officer's record, and if the photo is in the Officer's current grade.

    ADDITIONAL INFORMATION

Record information submitted by members for consideration by selection boards (submitted by letter to a selection board)

    WILL NOT automatically be forwarded to appropriate PERS codes or NSIPS to update personnel records (CD, ODC, OSR,

    PSR). All information submitted to boards is immediately destroyed following the board completion. Information submitted

    to selection boards that needs to be included in the member’s record(s) must be submitted according to the directions

    contained above.

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