Army Military Human Resource Records Management

1 Army Regulation 600 8 104 Personnel-GeneralArmy MilitaryHumanResourceRecordsManagementHe adquartersDepartment of the ArmyWashington, DC7 April 2014 UNCLASSIFIEDSUMMARY of CHANGEAR 600 8 104 Army Military Human Resource Records ManagementThis major revision, dated 7 April 2014-o Reinstates the official Military personnel file as part of the Army MilitaryHuman Resource Record; redefines the Army Military Human Resource Record(para 1-6).o Adds the requirement to submit a DA Form 2028 (Recommended Changes toPublications and Blank Forms) to add a document type to the list of documentsrequired for filing in the Army Military Human Resource Record (para 1-6c).o Updates Records manager responsibilities (para 1-9d).o Adds duties for official Records custodians designated as access controlmanagers and defines justification for interactive Personnel ElectronicRecords Management System access (para 2-3).

2 O Defines misuse of personally identifiable information (para 2-4).o Updates policy for granting access to the Army Military Human Resource Recordand associated Records stored in the interactive Personnel Electronic RecordsManagement System (chap 2, sec II).o Provides guidance on requesting copies of a Soldier s record forinvestigative purposes (paras 2-9 and 2-10).o Defines more clearly the initiation of the Army Military Human ResourceRecord (para 3-3).o Defines accession and retention documents (para 3-4).o Adds policy for removing documents from the official Military personnel file(para 3-6).o Adds policy for reviewing the personnel and finance record in the ArmyMilitary Human Resource Record (para 3-7).o Changes policy regarding filing of Army Military Human Resource Recorddocuments in interactive Personnel Electronic Records Management System fromauthorized to required (para 3-9).

3 O Defines the use of DA Form 1613 ( Records Cross Reference) (para 3-11).o Adds additional information on Army Military Human Resource Record folders(table 4-1).o Adds policy on updating data related to the Record Brief (Enlisted RecordBrief, DA Form 4037 (Officer Record Brief) and DA Form 2-1 (PersonnelQualification Record) (chap 5).HeadquartersDepartment of the ArmyWashington, DC7 April 2014 Personnel-GeneralArmy Military Human Resource Records Management *Army Regulation600 8 104 Effective 7 May 2014H i s t o r y . T h i s p u b l i c a t i o n i s a m a j o u m m a r y . T h i s r e g u l a t i o n p r e s c r i b e spolicies governing the Army Military Hu-man Resource Records Management Pro-gram per DODI This regulation applies tot h e A c t i v e A r m y , t h e A r m y N a t i o n a lGuard/Army National Guard of the UnitedStates, and the Army Reserve, unlessotherwise and exception proponent of this regulation is theDeputy Chief of Staff, G 1.)

4 The propo-nent has the authority to approve excep-tions or waivers to this regulation that areconsistent with controlling law and regu-lations. The proponent may delegate thisapproval authority, in writing, to a divi-sion chief within the proponent agency orits direct reporting unit or field operatingagency, in the grade of colonel or thecivilian equivalent. Activities may requesta waiver to this regulation by providingjustification that includes a full analysis oft h e e x p e c t e d b e n e f i t s a n d m u s t i n c l u d ef o r m a l r e v i e w b y t h e a c t i v i t y s s e n i o rlegal officer. All waiver requests will bee n d o r s e d b y t h e c o m m a n d e r o r s e n i o rleader of the requesting activity and for-warded through their higher headquarterst o t h e p o l i c y p r o p o n e n t.

5 R e f e r t o A R25 30 for specific internal control process. Thisregulation contains internal control provi-sions in accordance with AR 11 2 andidentifies key internal controls that mustbe evaluated (see appendix D).S u p p l e m e n t a t i o n . S u p p l e m e n t a t i o n o fthis regulation and establishment of com-mand and local forms are prohibited with-out prior approval from Commander, r m y H u m a n R e s o u r c e s C o m m a n d(AHRC PDR R), 1600 Spearhead Divi-s i o n A v e n u e , F o r t K n o x , K Y40122 improvements. Users areinvited to send comments and suggestedimprovements on DA Form 2028 (Recom-m e n d e d C h a n g e s t o P u b l i c a t i o n s a n dB l a n k F o r m s ) d i r e c t l y t o C o m m a n d e r , Army Human Resources Command(AHRC PDR R), 1600 Spearhead Divi-s i o n A v e n u e , F o r t K n o x , K Y40122 This regulation is availablein electronic media only and is intendedfor command levels A and B for the Ac-t i v e A r m y , t h e A r m y N a t i o n a l G u a r d /A r m y N a t i o n a l G u a r d o f t h e U n i t e dStates, and the Army (Listed by paragraph and page number)

6 Chapter 1 Introduction, page 1 Section IOverview, page 1 Purpose 1 1, page 1 References 1 2, page 1 Explanation of abbreviations and terms 1 3, page 1 Responsibilities 1 4, page 1 Statutory and regulatory requirements: 1 5, page 1 Army Military Human Resource Record purpose 1 6, page 1 Official Records custodian purpose 1 7, page 1 Records manager purpose 1 8, page 2*This regulation supersedes AR 600 8 104, dated 2 August 600 8 104 7 April 2014iUNCLASSIFIEDC ontents ContinuedSection IIResponsibilities, page 2 Deputy Chief of Staff, G 1 1 9, page 2 Chief, National Guard Bureau 1 10, page 3 Chief, Army Reserve 1 11, page 3 Commanders of all Army commands and State Adjutants General 1 12, page 3 Commandant, Adjutant General School 1 13, page 3 Chapter 2 Access to the Interactive Personnel Electronic Records Management System, page 4 Section IOverview.

7 Page 4 Purpose 2 1, page 4 Privacy Act 2 2, page 4 Section IIInteractive Personnel Electronic Management System Access and Use, page 5 Official Records custodians designated as access control manager 2 3, page 5 Misuse of personally identifiable information 2 4, page 6 Supervisors 2 5, page 6 Access for first party requestors 2 6, page 6 Access for third party requestors and routine users 2 7, page 6 Access request appeals 2 8, page 6 Release of information for Active Component and Army Reserve 2 9, page 6 Release of information for National Guard Bureau 2 10, page 7 Access guide 2 11, page 7 Chapter 3 Army Military Human Resource Records Management Program, page 10 Overview 3 1, page 10 Responsibilities 3 2, page 10 Initiation of the Army Military Human Resource Record 3 3, page 10 Accession and retention documents in the Army Military Human Resource Record 3 4, page 10 Storage location of the official Military personnel file and the Army Military Human Resource Record 3 5,page 10 Authority for filing or removing documents in the Army Military Human Resource Record folders 3 6, page 11 Review of the personnel and finance record within the Army Military Human Resource Record 3 7.

8 Page 11 Management of official Military personnel file folders 3 8, page 11 Required Army Military Human Resource Record documents 3 9, page 12 Document masking in the interactive Personnel Electronic Records Management System 3 10, page 12 Records cross reference 3 11, page 12 Obsolete Army Military Human Resource Record documents 3 12, page 12 Disposition of paper or microfiche Records 3 13, page 13 Chapter 4 Management of Additional Folders in the Interactive Personnel Electronic Records Management System,page 13 Overview 4 1, page 13 Filing instructions for additional folders 4 2, page 14 Chapter 5 Updating Data Related To The Record Brief, page 15 Overview 5 1, page 15 Home of record 5 2, page 15 Date of initial entry to Military service or date of initial entry to Uniformed Services 5 3, page 15iiAR 600 8 104 7 April 2014 Contents ContinuedName change or correction 5 4, page 16 Record of birth change 5 5, page 16 Citizenship 5 6, page 16 Statement of service 5 7, page 16 Service computation 5 8, page 16 Assignment information 5 9, page 17 Overseas tour credit 5 10, page 17 Security data 5 11, page 18 Casualty documents 5 12, page 18 Awards, decorations, and medals 5 13, page 18 Civilian and Military education 5 14.

9 Page 18 Pre-board Records update process 5 15, page , page Required for Filing in the Army Military Human Resource Record and/or Interactive PersonnelElectronic Records Management System., page Documents or Documents no Longer Authorized for Filing in the Army Military Human ResourceRecord (Deprecated), page Control Evaluation Process, page 29 Table ListTable 2 1: iPERMS access guidelines, page 8 Table 3 1: Official Military personnel file folders in the Army Military Human Resource Record, page 12 Table 4 1: Army Military Human Resource Record (non-official Military personnel file) folders, page 13 Figure ListFigure 2 1: Privacy Act, page 5 GlossaryiiiAR 600 8 104 7 April 2014 Chapter 1 IntroductionSection IOverview1 1.

10 PurposeThis regulation prescribes Army policy for the creation, utilization, administration, maintenance, and disposition of theArmy Military Human Resource Record (AMHRR).1 2. ReferencesRequired and related publications and prescribed and referenced forms are listed in appendix 3. Explanation of abbreviations and termsAbbreviations and special terms used in this regulation are explained in the 4. ResponsibilitiesSee section II for 5. Statutory and regulatory requirements:a. United States Code, Title 44, Chapters 29, 31, and 33 (44 USC 29, 31, and 33).b. The Privacy Act of 1974 (as amended) (5 USC 552a).c. Department of Defense Directive (DODD) Department of Defense Instruction (DODI) Army Regulation (AR) 25 400 6.