Military Service Records Maintenance in the Electronic Environment

1. Military Service Records Maintenance in the Electronic Environment James GigerNavy Personnel CommandRecords Management Policy (PERS-313)

2. How far have we come? PAPER RECORD BOL INTERFACE OMPF ON CD DPRIS MICROFICHE Com PERS 313 Sel Board Server EMPRS NETWORK SOON Selection Board User FE Ops NSIPS FE Server PRIO Server

3. Topics Navy Standard Integrated Personnel System (NSIPS)/Electronic Service Record (ESR) Official Military Personnel File (OMPF) e-Submission OMPF My Record and OMPF Command View New Initiatives Issues

4. Navy Standard Integrated Personnel System (NSIPS)/Electronic Service Record (ESR) • The Navy’s field level data entry system for personnel and pay transactions • Updates Navy Military Human Resource Systems • Generates most standard Service Record documents required for submission to the OMPF. • Replaced the paper Field Service Record. • Provides Commands and Sailors the ability to view data to ensure it is accurate and current

5. Official Military Personnel File (OMPF) • Permanent repository of personnel documents that satisfy both statutory and corporate requirements, which affect or influence a member's career and benefits, and protect the legal and financial rights of sailors, veterans, their families and survivors, and the U.S. Government. • Maintained as digital images in the Electronic Military Personnel Records System (EMPRS). • Images reviewed by Promotion and Selection Boards. • Images viewable by Commands and Sailors • Record maintained in EMPRS for 62 years after a member separates, the transferred to the National Archives for permanent retention.

6. e-Submission • Originally developed for the Enlisted Field Service Record (EFSR) Close-out, the e-Submission process was also mandated for continued use after the EFSR close-out was complete. • Requires Navy-designated personnel offices with primary responsibility for maintaining official record data for the officer and enlisted Sailors to designate “trusted agents” to access and submit documents using the e-Submission application. • Benefits of e-Submission: • provide Sailors and their supporting personnel offices real-time status of documents submitted via the application. • greater security and protection of PPI. • expedite processing of priority documents into the OMPF. • no more lost service records, and decrease postage costs.

7. OMPF My Record and Command View • OMPF My Record • provides sailors a secure method for reviewing their OMPF online. • Reduces the number of CDs produced and mailed, and the potential compromise of PII. • Allows a sailor to see the status of documents e-submitted to the OMPF. • OMPF Command View • Allows a member’s command an efficient and controlled means to access member’s Official Military Personnel File (OMPF) to retrieve information that is not in the member’s Electronic Service Record (ESR) to conduct daily business.

8. OMPF My Record and Command View (continued) • OMPF Command View (continued) • Provide personnel offices access to the OMPF of sailor’s which they service. • Provides a means to grant other commands and activities access to records on a need to know bases in the performance of their duties. Accessing an OMPF without a business need is not authorized

9. New Initiatives • Digital signatures • e-Submission of digitally signed DD 214’s • On line creation of DD 214’s pre-populated with data from corporate systems • Self-service SGLI Online Enrollment System • New electronic Record of Emergency Data/Dependency Application Process • e-Submission of enlisted New Accession Packages (proof of concept)

10. Issues • NSIPS/ESR • Is the ESR close-out function being used upon reenlistment and separation? • Are documents being printed, signed and submitted to the OMPF when completed or upon close-out? • Verifying or deleting unverified transactions

11. Issues (continued) • Official Military Personnel File (OMPF) • Not receiving original, signed documents • Does not meet audit readiness requirements • Non compliance with 28 USC 1732 – Records made in regular course of business; photographic copies • Non compliance with Federal Rules of Evidence , Rule 901 and Military Rules of Evidence , Rule 901 (Requirement of authentication or identification) • the proponent must produce evidence sufficient to support a finding that the item is what the proponent claims it is • Testimony that an item is what it is claimed to be. • Evidence that: • a document was recorded or filed in a public office as authorized by law; or • a purported public record or statement is from the office where items of this kind are kept. • Evidence describing a process or system and showing that it produces an accurate result.

12. Issues (continued) • Official Military Personnel File (OMPF) (continued) • Residual effects from EFSR close-out • Received 9 boxes of Field Service Records last week • Sailors routinely call us claiming that a document is missing in the OMPF that should be there, and the Personnel Office gave the original to them.

13. Issues (continued) • e-Submission • Requires documents to be printed, signed, then scanned and uploaded by a “trusted agent” into EMPRS using the Electronic Submission Application (e-Submission) through BUPERS Online (BOL). • These “original” record documents will be scanned and electronically submitted upon execution. The originals will be given to the Sailor and copies distributed per policy except where noted. • Requires the original to be retained by the submitting activity until the scanned image is accepted to the OMPF.

14. Issues (continued) • OMPF Command View • Access cannot be granted to all activities that claim to have a need to view the record. • Who do we grant access to?

15. Questions?