1 Flashcards
How long are officers records retained at headquarters?
3 months
Where is an alien’s number recorder in the service record?
Item #1, (CG-3304 achievement sheet).
Who is the only person that need not sign the disclosure log?
The member
What info is not disclosed IAW the privacy act?
Home address, Home phone, number of depns, tax withholding, allotments, SSN, personal info, and DOB
What type of container must he PDR’s be kept in?
Classes 7110 file cabinet (or have equal protection).
What is a CG-5354?
PDR
When must he unit mail the unit PDR upon PCS transfer
Within two dys if not hand carried (within 2 dys to the SPO w/ medical for discharge).
When is the SPO PDR (and medical) mailed upon PCS?
Mailed via regular mail (first class) within 5 dys after mbrs date of departure.
How long after last entry do you keep the disclosure log of a PDR?
5 yrs or for the life of the record, whichever is longer.
What is done with a temporary document?
Removed from the PDR and given to the mbr.
Where is the application for depn id cards filed for an officer?
Security status jacket
Where are military and civilian personnel records maintained?
The national records center in St. Louis, Mo
When is the SPO PDR mailed for TAD periods for active and reserve?
When the TAD is in excess of 60 dys.
How often are PDR’s reviewed?
Unit and SPO PDR’s are reviewed upon reenlistment, PCS arrival, prior to PCS departure, or 2 yrs since last review. In addition SPO
What is a temporary document?
Documents that are replaced frequently, whose action no longer pends, or has been official reflected on the LES
When is maintenance to a PDR stopped?
Upon transfer to the IRR, discharge, retirement, or death.
Where does the PDR go when maintenance is stopped
SPO, unit, and medical PDRs are forwarded by SPO to MPC or G-RSM within 7 dys
What is done with the PDR when a mbr relad’s into the Select Reserve?
PDR is forwarded to the CGPC-RPM.
Upon separation what forms are forwarded to CGPC ADM?
DD-214, marks, CG-3307’s, and original orders.
Where are temporary PMIS documents filed in the SPO PDR?
On top of the LES until the LES audit is completed
What instruction provides info on the admin of PDR’s?
Military PDR System M1080.10 (Series).
When will the gaining SPO query the loosing SPO upon non-receipt of a mbrs PDR?
Within 5 dys after mbr reports
How long are LES’s retained in the PDR?
SPOs can keep anywhere between 3 & 12 months.
How long does CGPC ADM maintain a NPRC PDR for?
6 months.
Who can authorize a correction of a name, SSN, or DOB?
CGPC EPM or RPM.
Where is the “Checklist for Overseas Screening” filed in the PDR?
Section 2 (Career Documentation).
After a mbr has more than how many qual codes can he CO remove the lesser code and send a career development worksheet to the SPO?
When mbr has more than 12
When will CGPC (adm-3) shred paper documents sent for imaging?
Only after it has received notice of off-site backup.
What doe sthe HQ PDR consist of?
Electronically scanned documents authorized to be scanned.
What does CGPC (adm-3) do with documents not authorized for scanning?
Destroys except for medical documents.
When is mbrs medical PDR forwarded to CGPC (adm-3)?
After final separation
Can a mbr hand carry the unit PDR?
Yes, it is authorized and encouraged to reduce mail costs.
What are the sections of the SPO PDR?
Section 1 Accession and Separations
Section 2 Career Documentation (Disclosure Log)
Section 3 PMIS/JUMPS doc’s (Temp Docs)
Section 4 Dependency and Support Documentation
What are authorized destruction methods for sensitive PDR documents
Burning, shredding, or pulverizing
When reviewing a PDR if possible who should be present?
“It is highly desirable to conduct reviews jointly with the mbr”.
What three actions must PDR reviews include?
Screen for misfiled or temp docs, identifying incorrect info, and other requirements to update transactions and documents.
What SDAII document is a permanent document even after it has been reflected in PMIS/JUMPS?
The court memorandum transaction log printout.
When does maintenance on a PDR stop?
When mbr enters RET1, RET2(reserves), is discharged w/o relading, upon death, and when a mbr is missing to include: MIA, detained in a foreign country,
When should the SPO forward a PDIF to the unit?
Quarterly.
Article 137 of the UCMJ shall be carefully explained to each new CG member at the time of entrance or within how many days?
10 dys.
Who would you consult when considering granting access to a PDR to a civilian law enforcement agency for an authorized purpose?
Unit’s Privacy Act Coordinator
What is the PDR maintained by CGPC ADM3 called?
I-PDR
How is a mbrs direct access information considered by the PDR system?
It is called an E-PDR
Which PDR is designated as the mbrs official PDR?
The SPO PDR.
When submitting a name change to the I-PDR in the case of a divorce, what pages of the divorce decree are submitted?
Only the page citing the name change.
When is hand carrying of the SPO PDR authorized
When the mbrs new SPO and unit are co-located, hand carrying is authorized on the orders and mbr has no adverse entries in the PDR
How soon before a mbr PCS’s should his/her medical office receive a medical records transfer request (ENLC 7 of PDR inst)?
10 working days prior
What part of the SPO PDR are temporary documents printed from Direct Access kept?
Part 3
When should reserve specific documentation be removed from the SPO PDR of a mbr coming on active duty?
Only when they integrate (vice title 10 or EAD)
Name some types of “permanent” PDR documents?
Court Memorandums, Disciplinary reports other derogatory information.
How soon after separation must the SPO mail all documents listed in encl 8 of the PDR inst to CGPC ADM?
5 working days
What is done with the rest of the SPO PDR upon separation after encl 8 checklist is taken out?
It is given to the mbr
Where and when is the unit and SPO PDR sent when a mbr is declared a deserter?
To CGPC ADM3 within 5 working days.
When mbrs are transferring to what area is express shipment of a mbrs SPO PDR allowed?
PATFORSWA
What part of the SPO PDR does the CG 3029A (qual code update) get filed in?
Part 2.
While performing a PDR check, you come across a CG 3303 (prac sheet). What do you do with it?
Send it to the CGPC-ADM 3 PDR
Which of the following is an optional part of the PDR System?
Unit-PDR
The PDR System keeps records required for the following reasons with the exemption of records that ___
Have historical significance
When should units mail documents for placement in the EI-PDR?
When the unit doesn’t have imaging capabilities
What happens to hard copy of personnel documents received by PSC when they are not authorized for imaging?
They are shredded
What happens to medical records received in error by PSC?
They are returned to the sender
Unit PDRs are authorized under the following circumstances with the exception of _____
Units with more than 50 personnel onboard
True or false; Travel claims can be kept in a unit PDR.
False
Part 1 of the SPO-PDR is filled ______
By chronological order regardless of form type with newest document at the top
Part 2 of the SPO-PDR is filler ______
By form type and chronological within the form, with the newest document at the top in the type of form article 2.D.3
Detaching SPO will mail the SPO-PDR within ___
5 working days from member’s departure date
Which of the following is not an approved method of mailing PDRs?
USPS first class mail
For personnel hand carrying their SPO-PDR, the PDR should be sealed in a large envelope ____
Always
Whenever a SPO receives a PDR in error they ____
Will mail the PDR to the correct SPO within 2 working date of receive
Whenever a member hand carries her SPO-PDR the detaching SPO will _____
Place a notation in the member’s travel orders (CG-5131)
Unit PDRs for departing members will be _____ .
Mail directly to the receiving unit
When should a receiving SPO contact the detaching SPO and inquiry about the tracking number of a mailed PDR?
Five working days after the members report onboard
Whenever a member departs TDY for more than ____the SPO-PDR will be mail to the receiving unit’s SPO.
60 days
Maintenance of the SPO-PDRs will be terminated for all the followings with the exception of _____ .
Long term incarceration as a result of a court martial
While disposing of PDRs, units are required to forward all original documents to the SPO within ____
2 working days from the separation date
The SPO will forward all original documents to PSC-PSD-MR within _____
5 working days from the separation date
PSC will maintain consolidated NPRC-PDRs for ____ after members’ separation.
6 months
For members declared deserters the member’s unit will forward the Unit-PDR to the SPO within _____ after the declaration of status
15 working days
For members declared deserters, the SPO will forward the Unit and SPO PDRs to PSC-PSD-MR within ___
18 working days from the date the member was declared a deserter
When a member dies the SPO will forward the Unit and SPO PDRs to PSC-PSD-MR within ____.
5 working days from the date of the member’s dead
Which of the following disclosures of PDR documents requires coordination with the legal officer?
To consumer reporting agencies
Which of the following disclosures of PDR documents requires coordination with the unit’s privacy act coordinator?
To criminal law enforcement
Enlistment bonus agreements are filed in ___
Part 1 of the SPO PDR
DD-2760 Qualification to possess firearms or ammunition are filed in ______
Part 1 of the SPO PDR and part 3 of the Unit PDR
Notice of removal of absentee wanted notice are ______
Filed in the EI-PDR for enlisted only
Course completion letters are kept _____ in the SPO PDR.
For 5 years
The Government travel card setup form is kept _____ in the SPO PDR.
For 6 years, 3 months
The CG-2010 advances worksheet is kept for 3 years from the date _____ in the SPO PDR
A new worksheet is submitted replacing the old one
Which of the following forms is not a permanent document?
CG-1570
Disclosure logs are kept for ____
5 years
Divorce decrees are considered _____ in the SPO PDR for divorced members.
Required documentation
