Records Disposal
Authority

Department of
Defence

Military personnel

Job no 2002/04896824

8 April 2003

Defence Note:
Includes references from RDA 2002/05014351, and RDA 2002/05089053

© Commonwealth of Australia 2007

This work is copyright. Apart from any use as permitted under the Copyright
Act 1968, no part may be reproduced by any process without prior written
permission from the National Archives of Australia. Requests and inquiries
concerning reproduction and rights should be directed to the Publications
Manager, National Archives of Australia, PO Box 7425, Canberra Mail Centre
ACT 2610, Australia.

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
CONTENTS

INTRODUCTION

5

Disposal authorisation
5
Purpose of this authority
5
Using this authority
5
Amendment of this authority
6

CONTACT
INFORMATION


6

AUTHORISATION

7

CLASSES

9

Accredited Representatives
9
Appointment and Enlistment
10
Arrangements 11
Authorisation 11
Career Management
12
Casualties and Death
16
Complaints and Grievances
20
Compliance 22
Contracting-Out 22
Discharges and Transfers
23
Disciplinary Misconduct
25
Honours and Awards
28
Information Service
31
Leave (Service Members)
33

Moving


Pay and Entitlements
35
Planning 41
Policy and Procedures
42
Registering 46
Rehabilitation 49
Reporting 49
Security 51
Service History (Case File)
54
Service Recruiting
58
Standards Setting
63

INDEX


65
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8 April 2003

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National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
INTRODUCTION
Disposal authorisation
Under section 24 of the Archives Act 1983 a person must not engage in conduct that results in the
destruction or other disposal of a Commonwealth record; or the transfer of the custody or
ownership of a Commonwealth record; or damage to or alteration of a Commonwealth record;
unless the action of disposal is positively required by law, or takes place with the permission of
the Archives or in accordance with a normal administrative practice of which the Archives does
not disapprove.

Advice on the provisions of the Archives Act may be obtained from the Canberra Office of the
National Archives of Australia.

Where required, the Archives gives its permission for the destruction or other disposal of
Commonwealth records by issuing disposal authorities. The Archives also uses disposal
authorities to identify classes of records that have been appraised as requiring retention as
national archives, or to modify or withdraw its permission for disposal.

Disposal authorities may be issued to a particular agency or agencies, or may be of general
application within the Commonwealth.
Purpose of this authority
This authority authorises the destruction or other disposal of Commonwealth records as required
by the Archives Act. It may also contain descriptions of records to be retained as national
archives.

The requirements to retain records are based on business needs, broader organisational
accountability and community expectations. This authority takes into consideration the interest of
all stakeholders including the agency and its administrative needs in discharging its functional
responsibilities, as well the Archives’ stakeholders’ interests in the selection and preservation of
records as national archives. For information on the Archives’ appraisal objectives and the
selection of records as national archives, see the Archives’ publication Why Records are Kept,
Directions in Appraisal.
Using this authority
This authority applies only to the records or classes of records described in the authority. The
destruction or other disposal or records can be made only in accordance with the specific
requirements set out in this authority.

This authority is to be used to sentence records. Sentencing involves the examination of records in
order to identify the individual disposal class to which they belong. This process enables the
sentencing officer to determine the appropriate disposal action for the records. Advice on
sentencing can be obtained from your nearest National Archives office.

Where the method of recording the information changes (eg from a manual card system to an
electronic system, or when information is migrated from one system to a new system) this
authority can still be used to sentence the records created, providing the records document the
same function and activity. The information must be accessible for the period of time prescribed
in the authority. Agencies will need to ensure that any software, hardware or documentation
required to enable continuing access to the data is available for the periods prescribed.

The authority may include specific requirements to destroy records but generally retention
requirements indicate a minimum period for retention. The agency may extend minimum
retention periods if it considers that there is an administrative need to do so. Where an agency
5

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
believes that its accountability will be substantially compromised because a retention period or
periods are not adequate, the agency should contact the National Archives for review of the
retention period.

This authority should be used in conjunction with the Administrative Functions Disposal
Authority (AFDA) issued by the Archives to cover housekeeping and other administrative
records common to most Commonwealth agencies. For certain agencies, it is not appropriate to
use all the disposal coverage in AFDA because some of the activities as described, or retention
requirements identified, do not meet the agencies’ needs. If this is the case, alternative disposal
arrangements may be included in this authority or may have already been included in an earlier
records disposal authority.

Records already sentenced as ‘retain permanently’ using previous Records Disposal Authorities
(RDAs) and which fall within the date range of the function(s) scoped in this authority should
now be re-sentenced.

From time to time the National Archives places ‘freezes’ on the disposal of some groups of
records, which places a moratorium on the destruction of these records. If you require further
information about disposal freezes and whether they affect the application of this Records
Disposal Authority, please contact the National Archives at xxxxxxxxxxxxx@xxx.xxx.xx

Appropriate arrangements need to be made with the National Archives when records are to be
transferred into custody. The National Archives accepts for transfer only those records designated
as national archives.
Amendment of this authority
The National Archives must approve all amendments or variations to the classes in this authority.
Officers who have difficulty using the authority should approach the agency Records Manager. If
there are problems with the application of the authority that cannot be resolved by the agency, the
Records Manager should contact the National Archives.
CONTACT INFORMATION

1.   For requests to change this authority contact the Canberra Office of the National Archives
of Australia
Queen Victoria Terrace

Tel: (02) 6212 3610
Parkes ACT 2600

Fax: (02) 6212 3989
PO Box 7425

Email: xxxxxxxxxxxxx@xxx.xxx.xx
Canberra Mail Centre ACT 2610

Website: www.naa.gov.au

2.   For sentencing advice contact your local office of the National Archives.
The address and phone number of your local office can be found at the National Archives
website address above.
6

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
RDA Job No 2002/04896824
AUTHORISATION
RECORDS DISPOSAL AUTHORITY



The Secretary
Person to whom notice of

Department of Defence
authorisation is given:
Russell Offices

CANBERRA ACT 2600




AUTHORISES ARRANGEMENTS FOR THE DISPOSAL OF
RECORDS IN ACCORDANCE WITH SECTION 24(2)(b) OF
Purpose:
THE ARCHIVES ACT 1983

Military personnel records

Application:

This authorisation applies to only the disposal of the records described on the
authority in accordance with the disposal action specified on the authority. The

authority will apply only if disposal takes place with the consent of the agency that
is responsible at the time of disposal for the functions documented in the records

concerned.

Authorising
officer
Date of issue: 8 April 2003
National Archives of Australia

Date of amendment:

Venetia Beale

Director

Recordkeeping
Implementation

   Expiry
date:

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National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
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8

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Appointment and Enlistment
The activity of managing the processes associated with appointment and enlistment of members.
Includes other ranks' enlistment, re-enlistment, and re-engagement, and officers' appointment, re-
appointment, transfers between services, and honorary appointments.

For recruiting service personnel, use MILITARY PERSONNEL – Service Recruiting.

For members’ honorary appointments to professional bodies, use MILITARY PERSONNEL – Career
Management.

Entry
Description of Records
Disposal Action
3885
Name-identified records for members involved in war
Retain as national archives.
and/or warlike operations:
•
letter of appointment and enlistment
•
attestation (informed consent) certificate
• appeals
and
petitions
(Date Range: 1903 - )

3886
For members involved in war and/or warlike
Destroy 130 years after date of
operations:
birth, or 10 years after last incident
name-identified records documenting appointment,
or investigation, whichever is later.
engagement or enlistment, excluding:

•
letter of appointment and enlistment
•
attestation (informed consent) certificate
• appeals
and
petitions
(Date range: 1903 - )

3887 For
members
not involved in war and/or warlike
Destroy 130 years after date of
operations:
birth of member, or 10 years after
name-identified records documenting the appointment
last incident or investigation,
or reappointment, appointment to honorary rank, and
whichever is later.
enlistment or re-enlistment.
(Date Range: 1903 - )

3888
Records documenting appointment and enlistment
Destroy 7 years after last action
routine administrative matters not related to an
completed.
individual member.
(Date Range: 1903 - )
10
4645 (RDA 2002_50589053) Copied Source Records – original paper based attestation forms that are classed as Natio
Archives, Date range 1901. Disposal Action Retain in original paper based form

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries,
authorisations, entitlements etc. Also includes arrangements made for the delivery of equipment or
goods and the usage made of facilities, vehicles, equipment and space.

For service members' postings, removals and relocation, use MILITARY PERSONNEL – Pay and Entitlements.

Entry
Description of Records
Disposal Action
4650 Name-identified
records documenting arrangements
Destroy 2 years after last action
for service members to undertake a journey or trip for
completed.
work related reasons. Includes arrangements for

obtaining official passports and visas.
(Date Range: 1903 - )

Authorisation
The process of delegating power to authorise an action, seeking and granting permission to undertake
a requested action.

For delegations of power to staff to authorise financial activities and transactions, use FINANCIAL MANAGEMENT
– Authorisation.

Entry
Description of Records
Disposal Action
3889
Records documenting the determination-making power
Destroy 7 years after delegation
of the Minister in relation to military personnel (eg
ends or after last action completed,
recreation leave entitlements in the Australian Defence
whichever is later.
Force).
(Date Range: 1903 - )
11

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Career Management
The activity of managing individuals’ careers, postings, selection for promotions, and education and
training needs. Includes reclassification of service personnel, members’ posting management,
performance appraisal and post-service career opportunities.

For separations (discharges and transfers), use MILITARY PERSONNEL – Discharges and Transfers.

For appointment, enlistment and re-appointment, use MILITARY PERSONNEL – Appointment and Enlistment.

For conduct, use MILITARY PERSONNEL – Disciplinary Misconduct.

For work performance awards, use MILITARY PERSONNEL – Honours and Awards.

Entry
Description of Records
Disposal Action
3891
For members involved in war and/or warlike operations:
Retain as national archives.
name-identified records documenting the career
management of the member:
•
evidence of promotions and reclassifications
•
evidence of postings (summary)
•
evidence of movements (summary)
•
special or important training attended and/or
results (summary)
• qualifications
attained
•
assessment of technical ability for special
operations (summary)
•
appeals and petitions
(Date Range: 1903 – )

13

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Career Management – Continued
The activity of managing individuals’ careers, postings, selection for promotions, and education and
training needs. Includes reclassification of service personnel, members’ posting management,
performance appraisal and post-service career opportunities.

For separations (discharges and transfers), use MILITARY PERSONNEL – Discharges and Transfers.

For appointment, enlistment and re-appointment, use MILITARY PERSONNEL – Appointment and Enlistment.

For conduct, use MILITARY PERSONNEL – Disciplinary Misconduct.

For work performance awards, use MILITARY PERSONNEL – Honours and Awards.

Entry
Description of Records
Disposal Action
3892
For members involved in war and/or warlike operations:
Destroy 130 years after date of
name-identified records (other than documents retained
birth of member, or 10 years after
for national archives) documenting the career
last incident or investigation,
management of the member. Includes:
whichever is later.
•
return of service obligations
• performance
evaluation
reports
•
training needs analysis
• training
courses
attended
•
routine education and training course results
•
honorary appointments to professional bodies
• selection
for
promotion
•
notification of legal disclosure and detail
•
notification of subjects of subpoenas, discovery
orders, and summonses
• posting
orders
• attachments
(Date Range: 1903 – )

14

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Career Management – Continued
The activity of managing individuals’ careers, postings, selection for promotions, and education and
training needs. Includes reclassification of service personnel, members’ posting management,
performance appraisal and post-service career opportunities.

For separations (discharges and transfers), use MILITARY PERSONNEL – Discharges and Transfers.

For appointment, enlistment and re-appointment, use MILITARY PERSONNEL – Appointment and Enlistment.

For conduct, use MILITARY PERSONNEL – Disciplinary Misconduct.

For work performance awards, use MILITARY PERSONNEL – Honours and Awards.

Entry
Description of Records
Disposal Action
3893
For members not involved in war and/or warlike
Destroy 130 years after date of
operations:
birth of member, or 10 years after
name-identified records documenting the career
last incident or investigation,
management of the member. Includes:
whichever is later.
•
evidence of promotions and reclassifications
• selection
for
promotion
•
evidence of postings (summary)
•
evidence of movements (summary)
•
special or important training attended and/or results
(summary)
•
assessment of technical ability for special operations
(summary)
•
return of service obligations
•
performance evaluation reports
• training
needs
analysis
• training
courses
attended
•
education and training course results
• qualifications
•
honorary appointments to professional bodies
• appeals
and
petitions
•
notification of legal disclosure and detail
•
notification of subjects of subpoenas, discovery
orders, and summonses
• posting
orders
15

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.
• attachments
(Date Range: 1903 – )

Career Management – Continued
The activity of managing individuals’ careers, postings, selection for promotions, and education and
training needs. Includes reclassification of service personnel, members’ posting management,
performance appraisal and post-service career opportunities.

For separations (discharges and transfers), use MILITARY PERSONNEL – Discharges and Transfers.

For appointment, enlistment and re-appointment, use MILITARY PERSONNEL – Appointment and Enlistment.

For conduct, use MILITARY PERSONNEL – Disciplinary Misconduct.

For work performance awards, use MILITARY PERSONNEL – Honours and Awards.

Entry
Description of Records
Disposal Action
3894
Records documenting routine administrative career
Destroy 7 years after last action
management matters not related to an individual
completed.
member.
(Date Range: 1903 - )

[For records documenting the annual posting planning cycle,
use MILITARY PERSONNEL – Planning.]

16

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Casualties and Death
The activity of managing and reporting on illness, accidents, injury or matters relating to death of a
member or accredited representative. Includes managing matters relating to members and accredited
representatives who are missing in action, prisoners-of-war, or missing presumed dead. Includes
arranging funerals, or military funerals at public expense, and arrangements for execution of wills.
Includes reports resulting from inquests, inquiries and investigations.

For post mortems, and for deployed civilians' casualties and death, do not use MILITARY PERSONNEL. Use
other current disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3895
For members involved in war and/or warlike
Retain as national archives.
operations:

name-identified records documenting casualties
(accidents, serious illness or injury) or death:
•
notification of casualty (summary)
•
notification of casualty or death to next of kin
•
missing in action or missing presumed dead
(form)
•
statements of death
•
commemoration program and eulogy
•
statement of recognition
(Date Range: 1903 - )

3898
Register of wills.
Retain permanently in agency.
(Date Range: 1903 - )

3899
Register of deaths.
Retain permanently in agency.
(Date Range: 1903 - )

4648 (RDA 2002/05089053) Copied Source Records, all original paper based certificate of death. Date
Range 1901 – onwards. Disposal Action: do not destroy. Retain in original paper based form.
17

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Casualties and Death – Continued
The activity of managing and reporting on illness, accidents, injury or matters relating to death of a
member or accredited representative. Includes managing matters relating to members and accredited
representatives who are missing in action, prisoners-of-war, or missing presumed dead. Includes
arranging funerals, or military funerals at public expense, and arrangements for execution of wills.
Includes reports resulting from inquests, inquiries and investigations.

For post mortems, and for deployed civilians' casualties and death, do not use MILITARY PERSONNEL. Use
other current disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3896
For members involved in war and/or warlike
Destroy 130 years after date of
operations:
birth of member, or 10 years after
name-identified records (other than documents
last incident or investigation,
retained as national archives) documenting
whichever is later.
casualties (accidents, serious illness or injury) or

death. Includes:
•
notification to nominated person and service
authority
•
evacuation and/or funeral arrangements
•
memorial service arrangement and details
•
letters of condolence
•
arrangements for members’ property etc
•
procedures for entry of members’ remains into
Australia
(Date Range: 1903 - )

18

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Casualties and Death – Continued
The activity of managing and reporting on illness, accidents, injury or matters relating to death of a
member or accredited representative. Includes managing matters relating to members and accredited
representatives who are missing in action, prisoners-of-war, or missing presumed dead. Includes
arranging funerals, or military funerals at public expense, and arrangements for execution of wills.
Includes reports resulting from inquests, inquiries and investigations.

For post mortems, and for deployed civilians' casualties and death, do not use MILITARY PERSONNEL. Use
other current disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3897 For
members
not involved in war and/or warlike
Destroy 130 years after date of
operations:
birth of member, or 10 years after
name-identified records documenting casualties
last incident or investigation,
(accidents, serious illness or injury) or death.
whichever is later.
Includes:

•
notification of casualty (summary)
•
notification of casualty or death to next of kin
•
missing in action or missing presumed dead
(form)
•
statements of death
• commemoration
details
•
statement of recognition
•
notification to nominated person and service
authority
•
notification of casualty or death to next of kin
•
evacuation and/or funeral arrangements
•
memorial service arrangement and details
•
letters of condolence
•
arrangements for members’ property etc
•
procedures for entry of members’ remains into
Australia
(Date Range: 1903 - )

19

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Casualties and Death – Continued
The activity of managing and reporting on illness, accidents, injury or matters relating to death of a
member or accredited representative. Includes managing matters relating to members and accredited
representatives who are missing in action, prisoners-of-war, or missing presumed dead. Includes
arranging funerals, or military funerals at public expense, and arrangements for execution of wills.
Includes reports resulting from inquests, inquiries and investigations.

For post mortems, and for deployed civilians' casualties and death, do not use MILITARY PERSONNEL. Use
other current disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3901
Records relating to routine administrative casualties
Destroy 7 years after last action
and deaths matters not related to an individual
completed.
member.
(Date Range: 1903 - )

3900
Individual members’ wills, including unclaimed and
Return to member prior to or on
undelivered wills.
discharge, or to member's estate
(Date Range: 1903 - )
immediately following discharge on

death.

20

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Complaints and Grievances
The activity of handling and resolving complaints and grievances. Includes handling complaints over
perceived discrimination, or those arising over work environment, work organisation or distribution,
peers, supervisors or subordinates. Also includes complaints regarding the provision of access to
opportunities such as training, equipment, promotion or higher duties. Includes handling complaints
and grievances relating to members’ service conditions, entitlements, termination and discharge
conditions, discrimination and unacceptable behaviour by the process of administrative inquiries,
redress of grievance or complaint resolution. Includes complaints to the Defence Force Ombudsman
and matters referred to the Human Rights and Equal Opportunity Commission.

For requests for access and amendments to members’ service records, use MILITARY PERSONNEL –
Information Services.

For appeals against disciplinary action, use MILITARY PERSONNEL – Disciplinary Misconduct.

For counselling, do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3903 Name-identified
records documenting complaints or
Destroy 130 years after date of
grievances by a member. Includes:
birth of member, or 10 years after
• complaints
last incident or investigation,
• reports
whichever is later.
• recommendations
• reservists’
employment
• education
protection
•
complaints to the defence force ombudsman
•
complaints to human rights and equal opportunity
commission
• discrimination
complaints
•
unacceptable behaviour complaints
(Date Range: 1903 - )

3904
Name-identified unit duplicate records documenting
Destroy 7 years after discharge or
complaints or grievances by a member.
last action completed, whichever is
(Date Range: 1903 - )
later.

21

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Complaints and Grievances – Continued
The activity of handling and resolving complaints and grievances. Includes handling complaints over
perceived discrimination, or those arising over work environment, work organisation or distribution,
peers, supervisors or subordinates. Also includes complaints regarding the provision of access to
opportunities such as training, equipment, promotion or higher duties. Includes handling complaints
and grievances relating to members’ service conditions, entitlements, termination and discharge
conditions, discrimination and unacceptable behaviour by the process of administrative inquiries,
redress of grievance or complaint resolution. Includes complaints to the Defence Force Ombudsman
and matters referred to the Human Rights and Equal Opportunity Commission.

For requests for access and amendments to members’ service records, use MILITARY PERSONNEL –
Information Services.

For appeals against disciplinary action, use MILITARY PERSONNEL – Disciplinary Misconduct.

For counselling, do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3905
Name-identified records documenting complaints by
Destroy 7 years after last action
employers of reservists relating to contravention of the
completed.
Defence Reserve Service (Protection) Act 2001.

(Date Range: 2001 - )

3906
Records documenting routine administrative complaints Destroy 7 years after last action
and grievances matters not related to an individual
completed.
member.
(Date Range: 1903 - )

22

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal,
regulatory or quality standards or requirements to which the organisation is subject. Includes
compliance with legislation and with national and international standards, such as the ISO 9000 series.

For development and promulgation of standards, use MILITARY PERSONNEL – Standards Setting.

Entry
Description of Records
Disposal Action
3907
Records documenting Defence Force compliance with
Destroy 7 years after last action
mandatory or optional standards or with statutory,
completed, or item is superseded
legislative and regulatory requirements. Includes
or cancelled, whichever is later.
compliance with policies, plans, goals, objectives,
performance measures, monitoring performance
measures, reporting, frameworks, systems, frameworks
and systems tools.
(Date Range: 1903 - )

Contracting-Out
The activities involved in managing the performance of work or the provision of goods and services by
an external contractor, vendor or consultant, or by using external bureau services. Includes
outsourcing.

Entry
Description of Records
Disposal Action
3909
Records documenting the management of recruitment
Destroy 10 years after
service and marketing contracts and contractors related to  completion or other termination
service recruiting. Includes:
of contract or last action,
•  minutes of meetings with stakeholders
whichever is later.
•  performance and evaluation reports
(Date range: 1903 - )

3908
Records documenting the management of contracts (other  Destroy 7 years after
than recruitment related contracts). Includes:
completion or other termination
•
minutes of meetings with stakeholders
of contract or last action,
•
performance and evaluation reports
whichever is later.

23

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.
(Date Range: 1903 - )

Discharges and Transfers
The activity of managing any method of discharge from the Services. Includes resignation, retirement,
dismissal, discharged in absentia, death, and to contest parliamentary elections. Includes discharge
for purposes of transfer to another service.

For re-appointments and re-enlistments, use MILITARY PERSONNEL – Appointment and Enlistment.

Entry
Description of Records
Disposal Action
3910
For members involved in war and/or warlike operations:
e
R tain as national archives.
name-
n
ide tified records documenting discharge and/or

tr n
a sfer:
•
application to resign com issi
m
on
•
application for discharge
• transfer
documentation
• discharge
proceedings
• discharge
certificates
• appeals
and
petitions
(Date Range: 1903 - )

3911
For members involved in war and/or warlike operations: Destroy 130 years after date of
name-identified rec rd
o s documenting discharge and/or
birth of member, or 10 years after
transfer excluding:
last incident or inv s
e tigation,
•
application to resign com issi
m
on
whichever is later.
•
application for discharge

• transfer
documentation
• discharge
proceedings
• discharge
certificates
• appeals
and
petitions
(Date Range: 1903 - )

24

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Discharges and Transfers – Continued
The activity of managing any method of discharge from the Services. Includes resignation, retirement,
dismissal, discharged in absentia, death, and to contest parliamentary elections. Includes discharge
for purposes of transfer to another service.

For re-appointments and re-enlistments, use MILITARY PERSONNEL – Appointment and Enlistment.

Entry
Description of Records
Disposal Action
3912 For
members
not involved in war and/or warlike
Destroy 130 years after date of
operations:
birth of member, or 10 years after
name-identified records documenting discharge and/or
last incident or investigation,
transfer. Includes:
whichever is later.
•
application to resign commission
•
application for discharge
• transfer
documentation
• discharge
proceedings
• discharge
certificates
• appeals
and
petitions
(Date Range: 1903 - )

3913 Records
documenting
routine administrative discharge
Destroy 7 years after last action
and transfer matters, not related to an individual
completed.
member.
(Date Range: 1903 - )

25

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Disciplinary Misconduct
The activity of managing the conduct of individual members and deployed civilians under the
jurisdiction of the Defence Force Discipline Act 1982. Includes managing the outcome of
investigations, charges, punishment, petitions and appeals.

For review of adverse administrative action where a member lodges a complaint, use MILITARY PERSONNEL –
Complaints and Grievances.

For provision of legal advice, and the management, process and conduct of summary trials, Defence Force
Magistrate trials, courts martial and related appeals, do not use MILITARY PERSONNEL. Use other current
disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3914
For members and/or deployed civilians involved in war
Retain as national archives.
and/or warlike operations:

name-identified records documenting disciplinary
process investigations and outcomes of misconduct:
•
members’ Unit Conduct Record under the
Defence Force Discipline Act 1982 (summary)
•
evidence of disciplinary actions, eg censure,
formal warning, counselling
•
evidence of civil conviction reports
• appeals
and
petitions
(Date Range: 1903 - )

3917 Name-identified records for members and/or deployed
Retain as national archives in the
civilians and/or groups of members involved in war
custody of the Australian War
and/or warlike operations:
Memorial.
•
Military Police reports in relation to allegations or

complaints against individual members and/or
groups of members.
•
criminal history checks
•
responses to police investigations
(Date Range: 1903 - )

26

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Disciplinary Misconduct – Continued
The activity of managing the conduct of individual members and deployed civilians under the
jurisdiction of the Defence Force Discipline Act 1982. Includes managing the outcome of
investigations, charges, punishment, petitions and appeals.

For review of adverse administrative action where a member lodges a complaint, use MILITARY PERSONNEL –
Complaints and Grievances.

For provision of legal advice, and the management, process and conduct of summary trials, Defence Force
Magistrate trials, courts martial and related appeals, do not use MILITARY PERSONNEL. Use other current
disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3916 For
members
not involved in war and/or warlike
Destroy 130 years after date of
operations:
birth of member, or 10 years after
name-identified records documenting disciplinary
last incident or investigation,
process investigations and outcomes of misconduct.
whichever is later.
Includes:
•
members’ Unit Conduct Record under the
Defence Force Discipline Act 1982 (summary)
•
evidence of disciplinary actions, eg censure,
formal warning, counselling
•
evidence of civil conviction reports
• appeals
and
petitions
(Date Range: 1903 - )

3915
For members and/or deployed civilians involved in war
Destroy 130 years after date of
and/or warlike operations:
birth of member, or 10 years after
name-identified records documenting disciplinary
last incident or investigation,
process investigations and outcomes of misconduct
whichever is later.
excluding :

•
members’ Unit Conduct Record under the
Defence Force Discipline Act 1982 (summary)
•
evidence of disciplinary actions, eg censure,
formal warning, counselling
•
evidence of civil conviction reports
27

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Disciplinary Misconduct – Continued
The activity of managing the conduct of individual members and deployed civilians under the
jurisdiction of the Defence Force Discipline Act 1982. Includes managing the outcome of
investigations, charges, punishment, petitions and appeals.

For review of adverse administrative action where a member lodges a complaint, use MILITARY PERSONNEL –
Complaints and Grievances.

For provision of legal advice, and the management, process and conduct of summary trials, Defence Force
Magistrate trials, courts martial and related appeals, do not use MILITARY PERSONNEL. Use other current
disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3918
Name-identified records for members and/or deployed
Destroy 100 years after last action
civilians and/or groups of members involved in war
completed.
and/or warlike operations, records excluding:

•
Military Police reports in relation to allegations or

complaints against individual members and/or
groups of members.
•
criminal history checks
•
responses to police investigations
(Date Range: 1903 - )

3919 Name-identified
records for members and/or groups of
Destroy 100 years after last action
members not involved in war and/or warlike operations:
completed.
•
Military Police reports in relation to allegations or
complaints against individual members and/or
groups of members
•
criminal history checks
•
responses to police investigations
(Date Range: 1903 - )

29

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Honours and Awards
The activity of assessing and awarding service members, ex-members, deployed civilians, accredited
representatives and foreign exchange personnel with commendations, decorations, badges or medals
for service, gallantry, bravery, outstanding achievement, devotion to duty, and meritorious service.
Includes honorary awards and service for national support, eg civil defence. Also includes forfeiture,
restoration and replacement of honours and awards.

For registering members who have received honours and awards, use MILITARY PERSONNEL – Registering.

For requests to the Minister regarding individual medal entitlements use GOVERNMENT RELATIONS –
Representations.

For the establishment of awards and medals, do not use MILITARY PERSONNEL. Use other current disposal
authorities as appropriate.

Entry
Description of Records
Disposal Action
3920
For individuals involved in war and/or warlike
Retain as national archives in the
operations:
custody of the Australian War
name-identified records documenting
Memorial.
recommendations, citations, commendations for, and

forfeiture and restoration of, Australian and foreign
honours and awards, that are not provided as a matter
of course for routine service.
(Date Range: 1903 - )

3921 For
individuals
not involved in war and/or warlike
Retain as national archives in the
operations:
custody of the Australian War
name-identified records documenting
Memorial.
recommendations, citations, commendations for, and

forfeiture and restoration of, Australian and foreign
honours and awards, that are not provided as a matter
of course for routine service.
(Date Range: 1903 - )

30

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Honours and Awards – Continued
The activity of assessing and awarding service members, ex-members, deployed civilians, accredited
representatives and foreign exchange personnel with commendations, decorations, badges or medals
for service, gallantry, bravery, outstanding achievement, devotion to duty, and meritorious service.
Includes honorary awards and service for national support, eg civil defence. Also includes forfeiture,
restoration and replacement of honours and awards.

For registering members who have received honours and awards, use MILITARY PERSONNEL – Registering.

For requests to the Minister regarding individual medal entitlements, use GOVERNMENT RELATIONS –
Representations.

For the establishment of awards and medals, do not use MILITARY PERSONNEL. Use other current disposal
authorities as appropriate.

Entry
Description of Records
Disposal Action
3922
For individuals involved in war and/or warlike
Retain as national archives in the
operations:
custody of the Australian War
name-identified records documenting nominations for,
Memorial.
and granting, forfeiture, and restoration of, Australian,
external, gallantry or meritorious service honours,
bravery awards, commendations for service, and
awards.
(Date Range: 1903 - )

3923 For
individuals
not involved in war and/or warlike
Retain as national archives in the
operations:
custody of the Australian War
name-identified records documenting nominations for,
Memorial.
and granting, forfeiture, and restoration of, Australian,
external, gallantry or meritorious service honours,
bravery awards, commendations for service, and
awards.
(Date Range: 1903 - )

3924 Name-identified records documenting individuals’
Destroy 130 years after date of
routine Australian and foreign service awards and
birth of member, or 10 years after
31

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Honours and Awards – Continued
The activity of assessing and awarding service members, ex-members, deployed civilians, accredited
representatives and foreign exchange personnel with commendations, decorations, badges or medals
for service, gallantry, bravery, outstanding achievement, devotion to duty, and meritorious service.
Includes honorary awards and service for national support, eg civil defence. Also includes forfeiture,
restoration and replacement of honours and awards.

For registering members who have received honours and awards, use MILITARY PERSONNEL – Registering.

For requests to the Minister regarding individual medal entitlements, use GOVERNMENT RELATIONS –
Representations.

For the establishment of awards and medals, do not use MILITARY PERSONNEL. Use other current disposal
authorities as appropriate.

Entry
Description of Records
Disposal Action
3925
Records documenting honours and awards not related
Destroy 30 years after last action
to an individual. Includes foreign decorations and
completed.
honours and awards lists and registers, eg lists of
Queen’s birthday honours.
(Date Range: 1903 - )

3926 Name-identified records documenting individual
Destroy 10 years after last action
applications for replacement of medals and awards.
completed.
(Date Range: 1903 - )

33

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Information Service
The activity of supplying copies of individuals’ records, and providing access to records, in response to
requests from individuals, organisations, serving and ex-service members and their families. Includes
requests for records under the Archives Act 1983, and other legislation, except for the Freedom of
Information Act, and requests to amend or alter records in accordance with the privacy principles.
Includes requests by subpoena and discovery orders. Includes evaluation and assessment of records
only for the purpose of providing the release of information.

For requests under the Freedom of Information Act, including requests for release of limited personal information,
use INFORMATION MANAGEMENT – Cases.

For requests for Australian Defence Force census data, do not use MILITARY PERSONNEL. Use other current
disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3927
For members involved in war and/or warlike operations: Retain as national archives.
request to alter a record that relates to the member or
the member’s service history, or records which
document an amendment or alteration to a record that
is part of the member’s service history that has been
authorised by the Department of Defence.
(Date Range: 1903 - )

3928 For
members
not involved in war and/or warlike
Destroy 130 years after date of
operations:
birth of member, or 10 years after
request to alter a record that relates to the member or
last incident or investigation,
the member’s service history, or records which
whichever is later.
document an amendment or alteration to a record that
is part of the member’s service history that has been
authorised by the Department of Defence.
(Date Range: 1903 - )

34

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Information Service – Continued
The activity of supplying copies of individuals’ records, and providing access to records, in response to
requests from individuals, organisations, serving and ex-service members and their families. Includes
requests for records under the Archives Act 1983, and other legislation, except for the Freedom of
Information Act, and requests to amend or alter records in accordance with the privacy principles.
Includes requests by subpoena and discovery orders. Includes evaluation and assessment of records
only for the purpose of providing the release of information.

For requests under the Freedom of Information Act, including requests for release of limited personal information,
use INFORMATION MANAGEMENT – Cases.

For requests for Australian Defence Force census data, do not use MILITARY PERSONNEL. Use other current
disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3929 Name-identified records documenting requests for
Destroy 7 years after request is
access to or copies of a member’s personal or service
actioned or last action completed,
records. Includes:
whichever is later.
•
discovery order requests

• subpoena
requests
• summonses
(Date Range: 1903 - )

[For subpoenas and discovery orders not related to military
personnel, use INFORMATION MANAGEMENT – Enquiries.]

[For processing subpoenas and discovery orders related to
military personnel, do not use MILITARY PERSONNEL. Use
other current disposal authorities as appropriate.]

3930
Name-identified records documenting the disclosure
Destroy 7 years after last action
and provision of information concerning a member, not
completed.
related to amendments or alterations of records held on
the member’s service history.
(Date Range: 1903 - )

35

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Leave (Service Members)
The activity of administering leave for service members. Includes unauthorised leave taken by service
members.

For pay in lieu of leave, use MILITARY PERSONNEL – Pay and Entitlements.

Entry
Description of Records
Disposal Action
3931
For members involved in war and/or warlike operations: Retain as national archives.
name-identified records documenting leave exceeding

5 days.
•
applications and approvals for furlough leave
•
applications and approvals for leave without pay
•
applications and approvals for maternity or
paternity leave
•
evidence of absence without leave
• appeals
and
petitions
(Date Range: 1903 - )

[For records documenting disciplinary matters relating to
members absent without leave, use MILITARY PERSONNEL
– Disciplinary Misconduct.]

3932 For
members involved in war and/or warlike operations: Destroy 130 years after date of
name-identified records documenting leave exceeding
birth of member, or 10 years after
5 days (excluding absence without leave, furlough,
last incident or investigation,
maternity or paternity leave, and leave without pay).
whichever is later.
Includes:
•
applications and approvals for leave
•
administration of lump sum payments in lieu
•
recognition of previous service
•
authority to carry over credits
•
requests and assessments on leave entitlements
(Date Range: 1903 - )

37

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Leave (Service Members) – Continued
The activity of administering leave for service members. Includes unauthorised leave taken by service
members.

For pay in lieu of leave, use MILITARY PERSONNEL – Pay and Entitlements.

Entry
Description of Records
Disposal Action
3933 For
members
not involved in war and/or warlike
Destroy 130 years after date of
operations:
birth of member, or 10 years after
name-identified records documenting leave exceeding
last incident or investigation,
5 days. Includes:
whichever is later.
•
applications and approvals for furlough leave
•
applications and approvals for leave without pay
•
applications and approvals for maternity or
paternity leave
•
evidence of absence without leave
•
applications for other leave types
• leave
approvals
•
administration of lump sum payments in lieu
•
recognition of previous service
•
authority to carry over credits
•
requests and assessments on leave entitlements
• appeals
and
petitions
(Date Range: 1903 - )

[For records documenting disciplinary matters relating to
members absent without leave, use MILITARY PERSONNEL
– Disciplinary Misconduct.]

3934
Name-identified records documenting leave of up to 5
Destroy 7 years after last action
days. Includes:
completed.
•
applications for leave
• leave
approvals
•
requests and assessments on leave entitlements
•
leave without pay
• appeals
and
petitions
38

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Moving
The process of relocation of an agency, business unit, workgroup or individual. Use this activity for
service members' removal arrangements files in DRMS. For sentencing and disposal use entry 3941.
For relocation allowance entitlements use entry 3938. For housing purchase scheme entitlements use
entry 3939.

Pay and Entitlements
The activity of managing the pay, conditions, entitlement, deductions, and allowances for members
and reservists. Includes personnel deployed on United Nations and other multinational force
deployments. Includes allowances, entitlements and payments related to travel, mobility, education,
locality, housing and meals, service overseas, compensation and benefits on termination or death,
superannuation and retirement benefits. Includes employment and education protection entitlements
for reservists. Includes determination of act of grace and defective administration payments.

For administering members’ leave, use MILITARY PERSONNEL – Leave (Service Members).

For arranging work related travel, use MILITARY PERSONNEL – Arrangements.

For payments, use FINANCIAL MANAGEMENT – Accounting.

For complaints by members, reservists or employers of reservists concerning entitlements, use MILITARY
PERSONNEL – Complaints and Grievances.

For service agreements on provision of housing for members, use FINANCIAL MANAGEMENT – Agreements.

For requests to the Minister regarding pay and entitlements, use GOVERNMENT RELATIONS – Representations.

Entry
Description of Records
Disposal Action
3935
Name-identified pay records documenting a member’s
Retain as national archives.
pay:

•
paper pay records
•
card pay and allowance records
• pay
books
(Date Range: 1903 - 1950)

40

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Pay and Entitlements – Continued
The activity of managing the pay, conditions, entitlement, deductions, and allowances for members
and reservists. Includes personnel deployed on United Nations and other multinational force
deployments. Includes allowances, entitlements and payments related to travel, mobility, education,
locality, housing and meals, service overseas, compensation and benefits on termination or death,
superannuation and retirement benefits. Includes employment and education protection entitlements
for reservists. Includes determination of act of grace and defective administration payments.

For administering members’ leave, use MILITARY PERSONNEL – Leave (Service Members).

For arranging work related travel, use MILITARY PERSONNEL – Arrangements.

For payments, use FINANCIAL MANAGEMENT – Accounting.

For complaints by members, reservists or employers of reservists concerning entitlements, use MILITARY
PERSONNEL – Complaints and Grievances.

For service agreements on provision of housing for members, use FINANCIAL MANAGEMENT – Agreements.

For requests to the Minister regarding pay and entitlements, use GOVERNMENT RELATIONS – Representations.

Entry
Description of Records
Disposal Action
3937
Name-identified records documenting reviews of
Destroy 30 years after last action
entitlements for superannuation of a member who is
completed, or completion of review,
discharged as medically unfit.
whichever is later.
(Date Range: 1903 - )

3938 Name-identified records documenting a member’s
Destroy 30 years after last action
relocation allowance entitlements.
completed.
(Date Range: 1951 - )

3939
Name-identified records documenting a member’s
Destroy 30 years after last action
housing purchase scheme entitlements.
completed.
(Date Range: 1980 - )

[For loans claims payments to Defence Housing Authority,
use FINANCIAL MANAGEMENT – Accounting.]
42

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Pay and Entitlements – Continued
The activity of managing the pay, conditions, entitlement, deductions, and allowances for members
and reservists. Includes personnel deployed on United Nations and other multinational force
deployments. Includes allowances, entitlements and payments related to travel, mobility, education,
locality, housing and meals, service overseas, compensation and benefits on termination or death,
superannuation and retirement benefits. Includes employment and education protection entitlements
for reservists. Includes determination of act of grace and defective administration payments.

For administering members’ leave, use MILITARY PERSONNEL – Leave (Service Members).

For arranging work related travel, use MILITARY PERSONNEL – Arrangements.

For payments, use FINANCIAL MANAGEMENT – Accounting.

For complaints by members, reservists or employers of reservists concerning entitlements, use MILITARY
PERSONNEL – Complaints and Grievances.

For service agreements on provision of housing for members, use FINANCIAL MANAGEMENT – Agreements.

For requests to the Minister regarding pay and entitlements, use GOVERNMENT RELATIONS – Representations.

Entry
Description of Records
Disposal Action
3940 Name-identified records documenting a member’s pay
Destroy 7 years after last action
and deductions. Includes:
completed, or retain in agency for
• taxation
declaration
records
as long as required, whichever is
•
reservists’ attendance records
later.
•
payroll deduction authorities
•
deductions to satisfy a judgement debt and
garnishment (eg child support)
• superannuation
deductions
• pay
records
• appeals
and
petitions
(Date Range: 1951 - )

44

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Pay and Entitlements – Continued
The activity of managing the pay, conditions, entitlement, deductions, and allowances for members
and reservists. Includes personnel deployed on United Nations and other multinational force
deployments. Includes allowances, entitlements and payments related to travel, mobility, education,
locality, housing and meals, service overseas, compensation and benefits on termination or death,
superannuation and retirement benefits. Includes employment and education protection entitlements
for reservists. Includes determination of act of grace and defective administration payments.

For administering members’ leave, use MILITARY PERSONNEL – Leave (Service Members).

For arranging work related travel, use MILITARY PERSONNEL – Arrangements.

For payments, use FINANCIAL MANAGEMENT – Accounting.

For complaints by members, reservists or employers of reservists concerning entitlements, use MILITARY
PERSONNEL – Complaints and Grievances.

For service agreements on provision of housing for members, use FINANCIAL MANAGEMENT – Agreements.

For requests to the Minister regarding pay and entitlements, use GOVERNMENT RELATIONS – Representations.

Entry
Description of Records
Disposal Action
3941 Name-identified records documenting a member’s
Destroy 7 years after last action
entitlements and allowances (except relocation
completed.
allowances and leave). Includes:
• salary
packaging
arrangements (travel, mobility,
education, locality, meals, service overseas,
benefits on termination or death)
•
reimbursement of expenses
•
war gratuity allowances
•
reservists’ service protection entitlements
•
domestic travel for postings and removals
• removal
arrangements
• overseas
relocations
• separation
benefits
• appeals
and
petitions
45

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Pay and Entitlements – Continued
The activity of managing the pay, conditions, entitlement, deductions, and allowances for members
and reservists. Includes personnel deployed on United Nations and other multinational force
deployments. Includes allowances, entitlements and payments related to travel, mobility, education,
locality, housing and meals, service overseas, compensation and benefits on termination or death,
superannuation and retirement benefits. Includes employment and education protection entitlements
for reservists. Includes determination of act of grace and defective administration payments.

For administering members’ leave, use MILITARY PERSONNEL – Leave (Service Members).

For arranging work related travel, use MILITARY PERSONNEL – Arrangements.

For payments, use FINANCIAL MANAGEMENT – Accounting.

For complaints by members, reservists or employers of reservists concerning entitlements, use MILITARY
PERSONNEL – Complaints and Grievances.

For service agreements on provision of housing for members, use FINANCIAL MANAGEMENT – Agreements.

For requests to the Minister regarding pay and entitlements, use GOVERNMENT RELATIONS – Representations.

Entry
Description of Records
Disposal Action
3942
Records documenting pay and entitlement matters, not
Destroy 7 years after last action
relating to an individual member. Includes:
completed.
• war
gratuity
• allowances
• salary
packaging
•
reservists’ service protection
•
relocation and housing
(Date Range: 1903 - )

[For war gratuity registers, use MILITARY PERSONNEL –
Registering.]

47

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Pay and Entitlements – Continued
The activity of managing the pay, conditions, entitlement, deductions, and allowances for members
and reservists. Includes personnel deployed on United Nations and other multinational force
deployments. Includes allowances, entitlements and payments related to travel, mobility, education,
locality, housing and meals, service overseas, compensation and benefits on termination or death,
superannuation and retirement benefits. Includes employment and education protection entitlements
for reservists. Includes determination of act of grace and defective administration payments.

For administering members’ leave, use MILITARY PERSONNEL – Leave (Service Members).

For arranging work related travel, use MILITARY PERSONNEL – Arrangements.

For payments, use FINANCIAL MANAGEMENT – Accounting.

For complaints by members, reservists or employers of reservists concerning entitlements, use MILITARY
PERSONNEL – Complaints and Grievances.

For service agreements on provision of housing for members, use FINANCIAL MANAGEMENT – Agreements.

For requests to the Minister regarding pay and entitlements, use GOVERNMENT RELATIONS – Representations.

Entry
Description of Records
Disposal Action
3943
Data input source documents for allowances and
Destroy 2 years after data entry
deductions for Defence Force pay and personnel
completed or last action completed,
systems. Includes:
whichever is later.
• pay
variation
messages
•
authorities to deduct from salary
(Date Range: 1993 - )

48

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Planning
The process of formulating ways in which objectives can be achieved. Includes determination for services,
needs and solutions to these needs.

For high level planning committees, use STRATEGIC MANAGEMENT – Committees.

For individual service member development planning as part of performance, use MILITARY PERSONNEL – Career
Management.

For military workforce planning, do not use MILITARY PERSONNEL. Use other current disposal authorities as
appropriate.

Entry
Description of Records
Disposal Action
3944
Final versions of principal Defence Force military personnel
Retain as national archives.
plans, and major working papers.

(Date Range: 1903 - )

3945
Final versions of local or routine military personnel plans,
Destroy 7 years after plan is
and major working papers.
superseded or last action completed,
(Date Range: 1903 - )
whichever is later.

3946
Minor working papers used to develop all military personnel Destroy 7 years after plan is
plans. Includes:
superseded or last action completed,
• workshop
papers
whichever is later.
• drafts
• comments
(Date Range: 1903 - )

3947
Records documenting routine administrative matters
Destroy 2 years after plan is
relating to military personnel planning.
superseded or last action completed,
(Date Range: 1903 - )
whichever is later.

49

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Policy and Procedures
The activity of developing and establishing overall policy and procedures. The activity of developing and
establishing Defence Force decisions, directions, and precedents, which act as a reference for future
decision-making, and the resulting Defence Force operating procedures. Includes surveys and research
resulting in policy change.

For major policy committees, use STRATEGIC MANAGEMENT – Committees.

Entry
Description of Records
Disposal Action
3948
Records documenting the development and establishment
Retain as national archives.
of the policies and major operating procedures, including
defence instructions [such as Defence Instructions
(General) Personnel] and defence force executive
proposals and standing and routine orders, relating to
members’ and accredited representatives’ appointment and
enlistment, career management, casualties and death,
disciplinary misconduct, honours and awards, registering,
and service recruiting. Includes:
• policy
proposals
• research
papers
•
results of consultations
• surveys
• supporting
reports
• major
drafts
• major
working
papers
•
final policy documents
•
minutes of meetings
(Date Range: 1903 - )

3949
Records documenting the development of procedures (not
Retain as national archives.
included in joint policy and procedures documents) relating
to members’ and accredited representatives’ appointment
and enlistment, career management, casualties and death,
disciplinary misconduct, honours and awards, registering,
and service recruiting.
50

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Policy and Procedures – Continued
The activity of developing and establishing overall policy and procedures. The activity of developing and
establishing Defence Force decisions, directions, and precedents, which act as a reference for future
decision-making, and the resulting Defence Force operating procedures. Includes surveys and research
resulting in policy change.

For major policy committees, use STRATEGIC MANAGEMENT – Committees.

Entry
Description of Records
Disposal Action
4651
Master sets of departmental manuals and Defence
Retain permanently in agency.
Reference Books identified in a Defence Instruction.

(Date Range: 1903 - )

3950
Records documenting the development and establishment
Retain permanently in agency.
of the policies and major operating procedures, including
defence instructions [such as Defence Instructions
(General) Personnel] and defence force executive
proposals and standing and routine orders, relating to
conditions of service. Includes:
• policy
proposals
• research
papers
•
results of consultations
• surveys
• supporting
reports
• major
drafts
• major
working
papers
•
minutes of meetings
(Date Range: 1903 - )

4652
Final policies and major operating procedures including
Retain permanently in agency.
defence instructions [such as Defence Instructions
(General) Personnel] and defence force executive
proposals and standing and routine orders other than
policies and procedures to be retained as national archives.
(Date Range: 1903 - )
52

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Policy and Procedures – Continued
The activity of developing and establishing overall policy and procedures. The activity of developing and
establishing Defence Force decisions, directions, and precedents, which act as a reference for future
decision-making, and the resulting Defence Force operating procedures. Includes surveys and research
resulting in policy change.

For major policy committees, use STRATEGIC MANAGEMENT – Committees.

Entry
Description of Records
Disposal Action
4653
Records documenting the development and establishment
Destroy 7 years after policy or
of the policies and major operating procedures, including
procedure is superseded.
defence instructions [such as Defence Instructions
(General) Personnel] and defence force executive
proposals and standing and routine orders other than
policies and procedures to be retained as national archives
or to be retained permanently in agency. Includes:
• policy
proposals
• research
papers
•
results of consultations
• surveys
• supporting
reports
• major
drafts
• major
working
papers
•
minutes of meetings
(Date Range: 1903 - )

3951
Records documenting the development of procedures (not
Destroy 7 years after policy or
included in joint policy and procedures documents) other
procedure is superseded.
than policies and procedures to be retained as national
archives or to be retained permanently in agency.
(Date Range: 1903 - )

3955
Records documenting the distribution and implementation
Destroy 7 years after implementation
of policy and procedures.
is completed.
(Date Range: 1903 - )
54

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Policy and Procedures – Continued
The activity of developing and establishing overall policy and procedures. The activity of developing and
establishing Defence Force decisions, directions, and precedents, which act as a reference for future
decision-making, and the resulting Defence Force operating procedures. Includes surveys and research
resulting in policy change.

For major policy committees, use STRATEGIC MANAGEMENT - Committees.

Entry
Description of Records
Disposal Action
3952
Records documenting local or routine policies and
Destroy 5 years after policy or
procedures, including local standing orders, directives or
procedure superseded or last action
routine orders.
completed, whichever is later.
(Date Range: 1903 - )

3953
Master sets of instructions and procedures, eg
Destroy when incorporated in a
departmental instructions, departmental circular
manual or defence instruction,
memoranda, and DEFGRAMS.
otherwise destroy 5 years after
(Date Range: 1903 - )
superseded or cancelled.

3954
Administrative and minor working papers, surveys and
Destroy 3 years after promulgation of
research documenting the development of all policies.
new policy.
(Date Range: 1903 - )

56

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Registering
The activity of listing and indexing personnel for purposes other than file retrieval.

For registering of files and records, including transferred, lost or destroyed file lists, and registering of service
numbers, names and titles used as access points to personnel files and records, use INFORMATION
MANAGEMENT – Control.

For registering transfers of records to outsourcers for management, and to stakeholders, eg Department of
Veterans Affairs, for processing claims and entitlements, use INFORMATION MANAGEMENT – Control.

For registering of items, use activity Inventory in relevant functions.

Entry
Description of Records
Disposal Action
3956
For members, deployed civilians and accredited
Retain as national archives in the
representatives deployed or involved in war and/or
custody of the Australian War
warlike operations:
Memorial.
•
records of nominal rolls and registers
•
nominal rolls and registers
•
registers of names and service numbers
•
overseas graves and burial lists
(Date Range: 1903 - )

3958 For
members
not involved in war and/or warlike
Retain as national archives.
operations:
•
records of nominal rolls and registers
•
nominal rolls and registers. Includes master unit
rolls
•
registers of names and service numbers
•
overseas graves and burial lists
(Date Range: 1903 - )

3959
For reservists and unit reservists:
Retain as national archives.
•
registers or listings
(Date Range: 1903 - )

3960
For members discharged:
Retain as national archives.
57

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Registering – Continued
The activity of listing and indexing personnel for purposes other than file retrieval.

For registering of files and records, including transferred, lost or destroyed file lists, and registering of service
numbers, names and titles used as access points to personnel files and records, use INFORMATION
MANAGEMENT – Control.

For registering transfers of records to outsourcers for management, and to stakeholders, eg Department of
Veterans Affairs, for processing claims and entitlements, use INFORMATION MANAGEMENT – Control.

For registering of items, use activity Inventory in relevant functions.

Entry
Description of Records
Disposal Action
3961
For members in the National Service:
Retain as national archives.
•
registers and indexes
(Date Range: 1950 – 1975)

3962
For members who have received honours and awards:
Retain as national archives.
•
nominal rolls and registers. Includes Master Unit
Rolls
•
registers of names and service numbers
(Date Range: 1903 - )

3963
For personnel enlisted with overseas forces and
Retain as national archives in the
serving with Australian Defence forces, including
custody of the Australian War
personnel on loan, or on duty, and involved in war
Memorial.
and/or warlike operations:
•
registers or listings
(Date Range: 1903 - )

3957
For members, deployed civilians, accredited
Retain permanently in agency.
representatives, personnel enlisted with overseas

forces and serving with Australian Defence forces,

including personnel on loan, or on duty deployed or

involved in war and/or warlike operations:
• registers,
including
war
gratuity registers, and
59

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Registering – Continued
The activity of listing and indexing personnel for purposes other than file retrieval.

For registering of files and records, including transferred, lost or destroyed file lists, and registering of service
numbers, names and titles used as access points to personnel files and records, use INFORMATION
MANAGEMENT – Control.

For registering transfers of records to outsourcers for management, and to stakeholders, eg Department of
Veterans Affairs, for processing claims and entitlements, use INFORMATION MANAGEMENT – Control.

For registering of items, use Inventory activity in relevant functions.

Entry
Description of Records
Disposal Action
3964
For personnel enlisted with overseas forces and
Retain permanently in agency.
serving with Australian Defence forces, including
personnel on loan, or on duty, and not involved in war
and/or warlike operations:
•
registers or listings
(Date Range: 1903 - )

3965
Duplicate nominal rolls, lists or specific registers kept
Update Master Unit Roll, and
by units.
destroy duplicates 7 years after last
(Date Range: 1903 - )
action completed.

61

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Rehabilitation
The process of managing programs designed to restore injured workers to the fullest physical,
psychological, social, vocational and economic usefulness of which they are capable, consistent with
pre-injury status. Includes early intervention with appropriate, adequate and timely services through
the use of a rehabilitation coordinator.

For medical rehabilitation, do not use MILITARY PERSONNEL. Use other current disposal authorities as
appropriate.

Entry
Description of Records
Disposal Action
3968
Name-identified records documenting a member’s non-
Destroy 7 years after rehabilitation
compensable occupational rehabilitation. Includes:
end date or last action completed,
• member’s
assessment
whichever is later.
• rehabilitation
program and plans
•
outcome of member’s compensation claim
• services
provided
(Date Range: 1903 - )

Reporting
The processes associated with initiating or providing a formal response to a situation or request (either
internal, external or as a requirement of corporate policies), and to provide formal statements, or
findings of the results of the examination or investigation. Includes agenda, briefing, business,
discussion papers, proposals, reports, reviews and returns.

Entry
Description of Records
Disposal Action
3967
Records documenting final versions of formal internal
Retain as national archives.
reports and reports made to external authorised bodies
or the Australian Government. Includes:
• major
working
papers
• final
versions
(Date Range: 1903 - )

62

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Reporting – Continued
The processes associated with initiating or providing a formal response to a situation or request (either
internal, external or as a requirement of corporate policies), and to provide formal statements, or
findings of the results of the examination or investigation. Includes agenda, briefing, business,
discussion papers, proposals, reports, reviews and returns.

Entry
Description of Records
Disposal Action
3970
Records documenting final versions of periodic internal
Destroy 7 years after last action
or routine reports on general administrative matters,
completed.
incidents, and recurring activities. Includes:
• major
working
papers
• final
versions
(Date Range: 1903 - )

3971
Minor working papers, drafts and comments received
Destroy 1 year after report is
documenting the development of all reports.
produced or last action completed,
(Date Range: 1903 - )
whichever is later.

64

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Security
The activities associated with measures taken to protect people, premises, equipment or information
from accidental or intentional damage or from unauthorised access. Includes the security classification
of personnel and criminal record checks.

For civilian staff security clearances and registration of clearances, use PERSONNEL – Security.

For appeals against downgraded or rescinded clearances, use MILITARY PERSONNEL – Complaints and
Grievances.

For security arrangements for visiting dignitaries, use GOVERNMENT RELATIONS – Security or COMMUNITY
RELATIONS – Security.

For registering security clearances and passes for service members, industry personnel and individuals (not
agency staff); and security matters relating to industry personnel, foreign nationals and other individuals (not
staff), do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3972
For members involved in war and/or warlike operations:
Retain as national
• identification
photographs
archives.
(Date Range: 1903 - )

3973 For
members involved in war and/or warlike operations:
Destroy 70 years after date
name-identified records documenting security checks.
of birth and last action
Includes:
completed, or on
•
pre-enlistment security clearances
notification of death and
•
pre-appointment security clearances
last action is completed,
•
periodic review security clearances
whichever is sooner.
• personal
particulars

•
duplicates of personal documents
•
correspondence, character and police record checks
•
unsuccessful clearance applications
• interview
reports
•
record of notification of appeals
•
appeals and petitions
(Date Range: 1903 - )
65

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Security – Continued
The activities associated with measures taken to protect people, premises, equipment or information
from accidental or intentional damage or from unauthorised access. Includes the security classification
of personnel and criminal record checks.

For civilian staff security clearances and registration of clearances, use PERSONNEL – Security.

For appeals against downgraded or rescinded clearances, use MILITARY PERSONNEL – Complaints and
Grievances.

For security arrangements for visiting dignitaries, use GOVERNMENT RELATIONS – Security or COMMUNITY
RELATIONS – Security.

For registering security clearances and passes for service members, industry personnel and individuals (not
agency staff); and security matters relating to industry personnel, foreign nationals and other individuals (not
staff), do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3974 For
members
not involved in war and/or warlike operations:
Destroy 70 years after date
name-identified records documenting security checks.
of birth and last action
Includes:
completed, or on
•
pre-enlistment security clearances
notification of death and
•
pre-appointment security clearances
last action is completed,
•
periodic review security clearances
whichever is sooner.
• personal
particulars

•
duplicates of personal documents
• identification
photographs
•
correspondence, character and police record checks
•
unsuccessful clearance applications
• interview
reports
•
record of notification of appeals
•
appeals and petitions
(Date Range: 1903 - )

67

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Security – Continued
The activities associated with measures taken to protect people, premises, equipment or information
from accidental or intentional damage or from unauthorised access. Includes the security classification
of personnel and criminal record checks.

For civilian staff security clearances and registration of clearances, use PERSONNEL – Security.

For appeals against downgraded or rescinded clearances, use MILITARY PERSONNEL – Complaints and
Grievances.

For security arrangements for visiting dignitaries, use GOVERNMENT RELATIONS – Security or COMMUNITY
RELATIONS – Security.

For registering security clearances and passes for service members, industry personnel and individuals (not
agency staff); and security matters relating to industry personnel, foreign nationals and other individuals (not
staff), do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

Entry
Description of Records
Disposal Action
3977
Name-identified identity and access control card history for a
Destroy 5 years after
member, retired member or spouse of a member.
expiry date of card, or last
(Date Range: 1903 - )
action completed,

whichever is later.

3978
Name-identified records documenting administration of security
Destroy 3 years after last
clearances. Includes requests and inquiries for:
action completed.
•
issue of clearances
•
withdrawn or cancelled applications and clearances
(Date Range: 1903 - )

4654
Records documenting routine security matters not related to
Destroy 3 years after last
individuals’ security clearances.
action completed.
(Date Range: 1903 - )

3976
Name-identified identity and access control cards for a
Destroy on expiry date of
member, retired member or spouse of a member.
card, or destroy on
(Date Range: 1903 - )
discharge, whichever is

sooner.
68

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Service History (Case File)
The Service History Case File (service dossiers) is to be used, for operational reasons, to collect
together records relating to specifically identified transactions for the purpose of managing individual
members' service from recruitment to final discharge. This is to ensure that the history of service of a
member is properly recorded and maintained so that individuals’ rights and entitlements to
compensation, pensions and other benefits, as both serving and non-serving personnel, are
established. Includes accredited representatives but does not include deployed civilians.

For registering or listing of members and nominal rolls, use MILITARY PERSONNEL – Registering.

Note
The records are listed below under the relevant activity. Only these (or records relating to equivalent
transactions) should be placed on the case files.

Entry
Description of Records
Disposal Action
3979
Name-identified records of an individual’s service
Use disposal classes identified for
history, in any format.
relevant activities in this function.

Service Recruiting
•
application to join (successful)
•
evidence of personal qualifications
•
recruitment assessment documents

Appointment and Enlistment
•
letter of appointment and enlistment
•
attestation (informed consent) certificate
•
accredited representatives engagement
documents
• appeals
and
petitions

Accredited Representatives
• certificates
• identification
sheets
• photographs
(Class continued next page)
70

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Service History (Case File) – Continued
The Service History Case File (service dossiers) is to be used, for operational reasons, to collect
together records relating to specifically identified transactions for the purpose of managing individual
members' service from recruitment to final discharge. This is to ensure that the history of service of a
member is properly recorded and maintained so that individuals’ rights and entitlements to
compensation, pensions and other benefits, as both serving and non-serving personnel, are
established. Includes accredited representatives but does not include deployed civilians.

For registering or listing of members and nominal rolls, use MILITARY PERSONNEL – Registering.

Note
The records are listed below under the relevant activity. Only these (or records relating to equivalent
transactions) should be placed on the case files.

Entry
Description of Records
Disposal Action
3979
Security

cont’d
• identification
photographs

Career Management
•
evidence of promotions and reclassifications
•
evidence of postings (summary)
•
evidence of movements (summary)
•
special or important training attended and/or
results (summary)
• qualifications
obtained
•
assessment of technical ability for special
operations (summary)
• appeals
and
petitions

Leave (Service Members) (exceeding 5 days)
•
applications and approvals for furlough leave
•
applications and approvals for leave without
pay
•
applications and approvals for maternity or
paternity leave
71

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Service History (Case File) – Continued
The Service History Case File (service dossiers) is to be used, for operational reasons, to collect
together records relating to specifically identified transactions for the purpose of managing individual
members' service from recruitment to final discharge. This is to ensure that the history of service of a
member is properly recorded and maintained so that individuals’ rights and entitlements to
compensation, pensions and other benefits, as both serving and non-serving personnel, are
established. Includes accredited representatives but does not include deployed civilians.

For registering or listing of members and nominal rolls, use MILITARY PERSONNEL – Registering.

Note
The records are listed below under the relevant activity. Only these (or records relating to equivalent
transactions) should be placed on the case files.

Entry
Description of Records
Disposal Action
3979
Casualties and Death

cont’d
•
notification of casualty (summary)
•
missing in action or missing presumed dead
(form)
•
statements of death
•
commemoration program and eulogy
•
statement of recognition

Disciplinary misconduct
•
members’ Unit Conduct Record under the
Defence Force Discipline Act 1982
(summary)
•
evidence of disciplinary actions, eg censure,
formal warning, counselling
•
evidence of civil conviction reports
• appeals
and
petitions

Information Service
•
records documenting an amendment or
alteration to the records held in a member’s
73

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Service History (Case File) – Continued
The Service History Case File (service dossiers) is to be used, for operational reasons, to collect
together records relating to specifically identified transactions for the purpose of managing individual
members' service from recruitment to final discharge. This is to ensure that the history of service of a
member is properly recorded and maintained so that individuals’ rights and entitlements to
compensation, pensions and other benefits, as both serving and non-serving personnel, are
established. Includes accredited representatives but does not include deployed civilians.

For registering or listing of members and nominal rolls, use MILITARY PERSONNEL – Registering.

Note
The records are listed below under the relevant activity. Only these (or records relating to equivalent
transactions) should be placed on the case files.

Entry
Description of Records
Disposal Action
3979
Discharges and Transfers

cont’d
•
application to resign commission
•
application for discharge
• transfer
documentation
• discharge
certificates
• appeals
and
petitions
(Date Range: 2003 - )

4646 (RDA 2002/05089053) Copied Source Records, original paper based service records that are classed as Nationa
Date Range 1901 to 1980 Disposal Action: do not destroy. Retain in original paper based form.

4647 (RDA 2002/05089053) Copied Source Records, original service records that are classed as National Archives ex
attestation forms, certificates of death. Date Range 1980 onwards. Disposal Action: destruction of originals authorised

4649 (RDA 2002/05089053) Copied Source Records, original paper based records covered by the Military Personnel R
except for records classed as National Archives and certificates of death. Date Range 1901 onwards. Disposal Action:
destruction of originals authorised

75

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Service Recruiting
The activity of recruiting military personnel, including reservists and national service members.
Includes recruiting campaigns and marketing, counselling, screening, handling of applications,
selection, and interviews. For specific categories of enlistments includes screening and preselection of
suitable people for service selection boards for officers.

For selection of accredited representatives from philanthropic organisations, use MILITARY PERSONNEL –
Accredited Representatives.

For managing contracts where recruitment is contracted out, use MILITARY PERSONNEL – Contracting-Out.

Entry Description of Records
Disposal Action
3980
For members involved in war and/or warlike operations:
Retain as national archives.
name-identified records documenting recruitment of an
individual member who proceeds with recruitment:
•
application to join (successful)
•
evidence of personal qualifications
•
recruitment assessment documents
(Date Range: 1903 - )

3986
For recruitment campaigns for war and/or warlike
Retain as national archives in the
operations:
custody of the Australian War
records documenting development and support of
Memorial.
recruitment campaigns (excluding products):
•
work in progress
•
quarterly media and creative briefs
• communication
strategies
(Date Range: 1903 - )

76

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Service Recruiting – Continued
The activity of recruiting military personnel, including reservists and national service members.
Includes recruiting campaigns and marketing, counselling, screening, handling of applications,
selection, and interviews. For specific categories of enlistments includes screening and preselection of
suitable people for service selection boards for officers.

For selection of accredited representatives from philanthropic organisations, use MILITARY PERSONNEL –
Accredited Representatives.

For managing contracts where recruitment is contracted out, use MILITARY PERSONNEL – Contracting-Out.

Entry Description of Records
Disposal Action
3987
For recruitment campaigns for war and/or warlike
Retain as national archives in the
operations:
custody of the Australian War
records documenting development and implementation
Memorial.
(not master sets) of recruiting campaign products:
•
video tapes of television commercials
• counselling
videos
• press
advertisements
• cinema
advertising
• posters
• brochures
(Date Range: 1903 - )

3988
For recruitment campaigns for war and/or warlike
Retain as national archives in the
operations:
custody of the Australian War
records comprising the master sets of recruiting
Memorial.
campaign products:
•
video tapes of television commercials
• counselling
videos
• press
advertisements
• cinema
advertising
• posters
• brochures
(Date Range: 1903 - )
77

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Service Recruiting – Continued
The activity of recruiting military personnel, including reservists and national service members.
Includes recruiting campaigns and marketing, counselling, screening, handling of applications,
selection, and interviews. For specific categories of enlistments includes screening and preselection of
suitable people for service selection boards for officers.

For selection of accredited representatives from philanthropic organisations, use MILITARY PERSONNEL –
Accredited Representatives.

For managing contracts where recruitment is contracted out, use MILITARY PERSONNEL – Contracting-Out.

Entry Description of Records
Disposal Action
3989
For recruitment campaigns for war and/or warlike
Retain permanently in agency.
operations:

records excluding records retained as national archives,
documenting development and support of recruitment
campaigns and products.
(Date Range: 1903 - )

3990
For recruitment campaigns not for war and/or warlike
Retain permanently in agency.
operations:
records comprising the master sets of recruiting
campaign products. Includes:
•
video tapes of television commercials
• counselling
videos
• press
advertisements
• cinema
advertising
• posters
• brochures
(Date Range: 1903 - )

[For the publishing process, use PUBLICATION – Production.]

3981
For members involved in war and/or warlike operations:
Destroy 130 years after date of
name-identified records other than documents retained
birth of member, or 10 years after
as national archives documenting recruitment of a
last incident or investigation,
79

National Archives of Australia –Records Disposal Authority – Department of Defence
8 April 2003
MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Service Recruiting – Continued
The activity of recruiting military personnel, including reservists and national service members.
Includes recruiting campaigns and marketing, counselling, screening, handling of applications,
selection, and interviews. For specific categories of enlistments includes screening and preselection of
suitable people for service selection boards for officers.

For selection of accredited representatives from philanthropic organisations, use MILITARY PERSONNEL –
Accredited Representatives.

For managing contracts where recruitment is contracted out, use MILITARY PERSONNEL – Contracting-Out.

Entry Description of Records
Disposal Action
3982 For
members
not involved in war and/or warlike
Destroy 130 years after date of
operations:
birth of member, or 10 years after
name-identified records documenting recruitment of
last incident or investigation,
members who proceed with recruitment. Includes:
whichever is later.
•
application to join (successful)
•
evidence of personal qualifications
•
copies of personal documents
•
recruitment assessment documents
(Date Range: 1903 - )

3992
For recruitment campaigns not for war and/or warlike
Destroy 7 years after last action
operations:
completed, or after campaign is
records documenting development, implementation and
superseded, whichever is later.
delivery (not master sets) of recruiting campaign
products. Includes:
•
work in progress
•
quarterly media and creative briefs
• communication
strategies
•
presentations and displays
(Date Range: 1903 - )

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MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Service Recruiting – Continued
The activity of recruiting military personnel, including reservists and national service members.
Includes recruiting campaigns and marketing, counselling, screening, handling of applications,
selection, and interviews. For specific categories of enlistments includes screening and preselection of
suitable people for service selection boards for officers.

For selection of accredited representatives from philanthropic organisations, use MILITARY PERSONNEL –
Accredited Representatives.

For managing contracts where recruitment is contracted out, use MILITARY PERSONNEL – Contracting-Out.

Entry Description of Records
Disposal Action
3991
Records documenting development and implementation Destroy 7 years after last action
(not master sets) of recruiting campaign products, not
completed, or after campaign, or
related to war and/or warlike operations. Includes:
product is superseded, whichever
•
video tapes of television commercials
is later.
• counselling
videos
• press
advertisements
• cinema
advertising
• posters
• brochures
(Date Range: 1903 - )

3993
Records documenting the service recruitment process,
Destroy 7 years after last action
excluding an individual applicant’s records, recruitment
completed.
contractor records, or recruitment campaigns.
(Date Range: 1903 - )

3984
Duplicate electronic recruitment records (contained in
Destroy 5 years after last action
database).
completed.
(Date Range: 1903 - )

3985
Name-identified records documenting a withdrawn or
Destroy 2 years after last action
rejected applicant, or enquirer who does not become an
completed.
applicant.
(Date Range: 1903 - )
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MILITARY PERSONNEL
The function of managing all service members, accredited representatives, reservists and national
service members from recruitment to final discharge. Also includes managing deployed civilians (in
support of operations) for disciplinary misconduct and honours and awards. Activities include career
management, postings, promotions, reclassification, recruiting, appointment and enlistment, discharge
and transfers, honours and awards, disciplinary misconduct, pay, entitlements and allowances, travel,
superannuation and retirement benefits, grievances, casualties, non-compensable occupational
rehabilitation and leave.
For civilian personnel, use PERSONNEL.
For:
•
civilians deployed in support of military operations, except for Disciplinary Misconduct, Honours
and Awards, and Registering
•
managing medical and dental matters
•
managing psychological matters
•
conduct of accident investigations
•
military training and education policy and programs
•
members’ and families’ welfare
•
members’ compensation claims and compensable rehabilitation
•
conduct of inquests, inquiries and investigations
•
management of Defence Force Cadets, and
•
Australian Defence Force structure
do not use MILITARY PERSONNEL. Use other current disposal authorities as appropriate.

4470 (RDA 2002/05014351) Personal Documents, eg: birth certificates, marriage certificates and
qualifications in name identified records (which are older than 25 years) are removed and returned to
member or to members estate.

Standards Setting
The process of developing and promulgating standards, benchmarks, guidelines and best practice
frameworks. Includes implementing industry standards and organisational standards etc for service
and processes to enhance the quality and efficiency of the organisation.

For implementing standards and benchmarks etc, use MILITARY PERSONNEL – Compliance.

Entry
Description of Records
Disposal Action
3994
Final versions or master sets of developed mandatory
Retain permanently in agency.
or optional standards, best practice and benchmarks eg
military pamphlets.
(Date Range: 1903 - )

[For development of statutory instruments, use
GOVERNMENT RELATIONS.]

3995
Records documenting the development of mandatory
Destroy 7 years after last action
or optional standards, best practice and benchmarks.
completed or after standard etc is
(Date Range: 1903 - )
superseded or cancelled,

whichever is later.

3996
Records documenting the promulgation of mandatory
Destroy 2 years after last action
or optional standards, best practice and benchmarks.
completed.
(Date Range: 1903 - )

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INDEX

This index lists the activities and related key terms for the MILITARY PERSONNEL function in the
Department of Defence’s Records Disposal Authority. Activities are shown in bold lower case and
record types in plain lower case.

Class numbers are located after each reference. References are arranged alphabetically—by activity
in the text, and by activity and record type in the index. You may have to use the arrangement of
activity descriptors to find the approximate location of a reference in the text, because some class
numbers are out of numerical order. Class number arrangement within an activity may also be out of
numerical order. This practice is not followed in the index.

Indexed references should only be used as a guide to the Authority. The main access tool should be
the activity descriptors of the business classification scheme, that is the functions and activities in the
Records Disposal Authority.

A

absence without leave

leave (service members), 3931, 3933

service history (case file), 3979
absentia, discharge in, see discharges and transfers
access control cards, security, 3976–3977
access to records, information service, 3929–3930
accidents, see casualties and death
accountability, compliance, 3907
accredited representatives, 3884, 4655

casualties and death, 3895–3901

honours and awards, 3920–3926

policy and procedures, 3948–3949

registering, 3956–3957

service history (case file), 3979
act of grace payments, see pay and entitlements
Acts, see legislation
advertisements, service recruiting, 3987–3988, 3990–3991
allowances, pay and entitlements, 3935, 3938, 3941–3943
alteration or amendment of records

information service, 3927–3928

service history (case file), 3979
annual reports (administration of), accredited representatives, 3884
appeals and petitions

appointment and enlistment, 3885

career management, 3891, 3893

discharges and transfers, 3910, 3912

disciplinary misconduct, 3914–3916

leave (service members), 3931, 3933–3934

pay and entitlements, 3940–3941

security, 3973–3974

service history (case file), 3979
applications

discharges and transfers, 3910, 3912

honours and awards, 3926

leave (service members), 3931–3934

security, 3973–3974, 3978

service history (case file), 3979

service recruiting, 3980, 3982, 3985
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appointment and enlistment, 3885–3888

policy and procedures, 3948–3949

security, 3973–3974

service history (case file), 3979

see also accredited representatives; career management; discharges and transfers; honorary
appointments; service recruiting
approvals, see authorisation; leave (service members)
Archives Act 1983, see information service
arrangements, 4650

casualties and death, 3896–3897
assessment documents

leave (service members), 3932–3934

rehabilitation, 3968

service history (case file), 3979

service recruiting, 3980, 3982
attachments, career management, 3892–3893
attendance records, reservists’, pay and entitlements, 3940
attestation certificates

appointment and enlistment, 3885

service history (case file), 3979
authorisation, 3889–3890

arrangements, 4650

information service, 3927–3928

leave (service members), 3931–3934

pay and entitlements, 3940, 3943
awards, see honours and awards

B

behaviour, complaints and grievances, 3903

see also disciplinary misconduct
benchmarks, standards setting, 3994–3996
benefits, see pay and entitlements
best practice, standards setting, 3994–3996
bravery awards, honours and awards, 3922–3923
briefs, service recruiting, 3986, 3992

see also reporting
broadcasting commercials, service recruiting, 3987–3988, 3990–3991
brochures and pamphlets

service recruiting, 3987–3988, 3990–3991

standards setting, 3994
bureau services, contracting-out, 3908–3909
burial lists, registering, 3956, 3958

C
campaigns, service recruiting, 3986–3990–3992
card pay records, pay and entitlements, 3935, 3940
career management, 3891–3894

complaints and grievances, 3903–3906

policy and procedures, 3948–3949

service history (case file), 3979

see also appointment and enlistment; discharges and transfers; disciplinary misconduct
casualties and death, 3895–3901

pay and entitlements, 3941

policy and procedures, 3948–3949

registering, 3956, 3958

rehabilitation, 3968

service history (case file), 3979

see also discharges and transfers
censure, see disciplinary actions
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certificates

accredited representatives, 4655

appointment and enlistment, 3885

discharges and transfers, 3910–3912

service history (case file), 3979
character checks, security, 3973–3974
charges, see disciplinary misconduct
charities, see accredited representatives
child support, pay and entitlements, 3940
cinema advertising, service recruiting, 3987–3988, 3990
circular memoranda, policy and procedures, 3953
citations, honours and awards, 3920–3921
civil conviction reports

disciplinary misconduct, 3914–3916

service history (case file), 3979
civilians, see accredited representatives; deployed civilians; families of members; retired members
claims, non-compensable, rehabilitation, 3968
commemoration programs

casualties and death, 3895, 3897

service history (case file), 3979
commendations, honours and awards, 3920–3923
comments

planning, 3946

reporting, 3971
commercials, service recruiting, 3987–3988, 3990
commissions, applications to resign

discharges and transfers, 3910, 3912

service history (case file), 3979
Common Law Power, authorisation, 3890
communication strategies, service recruiting, 3986, 3992
compensable (non-) claims, rehabilitation, 3968
compensation, see pay and entitlements; rehabilitation
complaints and grievances, 3903–3906

disciplinary misconduct, 3917–3919
compliance, 3907

see also standards setting
conditions of service, see pay and entitlements; policy and procedures
condolence, letters of, casualties and death, 3896–3897
conduct, complaints and grievances, 3903

see also disciplinary misconduct
consent certificates, see attestation certificates
consultants, contracting-out, 3908–3909
consultation, results of, policy and procedures, 3948, 3950, 4653
contracting-out, 3908–3909
conviction reports, see civil conviction reports
copies, see duplicate records
correspondence, see letters
counselling, see disciplinary actions
counselling videos, service recruiting, 3987–3988, 3990–3991
court documents and orders, pay and entitlements, 3940

see also subpoenas, discovery orders and summonses
creative briefs, service recruiting, 3986, 3992
credits, authority to carry over, leave (service members), 3932–3933
criminal history checks

disciplinary misconduct, 3917–3919

security, 3973–3974

D

death, see casualties and death; discharges and transfers
decorations, see honours and awards
deductions, pay and entitlements, 3940, 3943
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defective administration payments, see pay and entitlements
Defence Force Discipline Act 1982, see Unit Conduct Records
defence force executive proposals, policy and procedures, 3948, 3950, 4652–4653
Defence Force Ombudsman, complaints and grievances, 3903
defence force orders, policy and procedures, 3948, 3950, 4652–4653
defence instructions, policy and procedures, 3948, 3950, 4651–4653
Defence Reference Books, policy and procedures, 4651
Defence Reserve Service (Protection) Act 2001, complaints and grievances, 3905
Defence Reservists, see reservists
DEFGRAMS, policy and procedures, 3953
delegation of power, authorisation, 3889–3890
departmental circular memoranda, policy and procedures, 3953
departmental instructions, policy and procedures, 3953
departmental manuals, policy and procedures, 4651
deployed civilians

disciplinary misconduct, 3914–3915, 3917–3918

honours and awards, 3920–3926

registering, 3956–3957
determination-making power of Minister, authorisation, 3889
development of policy, see policy and procedures
directives, see orders; policy and procedures
discharges and transfers, 3910–3913

complaints and grievances, 3903–3906

pay and entitlements, 3937–3938, 3941–3942

registering, 3960

service history (case file), 3979

see also appointment and enlistment; casualties and death
disclosure

career management, 3892–3893

information service, 3929–3930
discrimination, complaints and grievances, 3903
disciplinary actions

disciplinary misconduct, 3914–3916

service history (case file), 3979
disciplinary misconduct, 3914–3919

policy and procedures, 3948–3949

service history (case file), 3979

see also complaints and grievances
discovery orders, see subpoenas, discovery orders and summonses
discussion papers, see reporting
dismissals, see discharges and transfers
displays and presentations, service recruiting, 3992
distribution, policy and procedures, 3955
drafts

planning, 3946

policy and procedures, 3948, 3950, 4653

reporting, 3971
duplicate records

complaints and grievances, 3904
registering, 3965

security, 3973–3974

service recruiting, 3981–3982, 3984

E

education and training needs

career management, 3891–3894
education protection, complaints and grievances, 3903
education allowances, pay and entitlements, 3941
electronic records register, pay and entitlements, 3936
electronic records duplicates, service recruiting, 3984
employment of reservists, complaints and grievances, 3903, 3905
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enlistment, see appointment and enlistment
entitlements, see pay and entitlements
eulogies

casualties and death, 3895

service history (case file), 3979
evacuation arrangements, casualties and death, 3896–3897
evaluation reports, contracting-out, 3908–3909
evidence

career management, 3891, 3893

disciplinary misconduct, 3914–3916

leave (service members), 3931, 3933

service history (case file), 3979

service recruiting, 3980, 3982
ex-members, see retired members
examinations, see investigations, reviews and inquiries
executive proposals, policy and procedures, 3948, 3950, 4652–4653
expenses, reimbursement of, pay and entitlements, 3941
external contractors, contracting-out, 3908–3909
external reports, reporting, 3967

F

families of members, security, 3976–3977

see also information service
fatalities, see casualties and death
field reports, administration of, accredited representatives, 3884
final versions

planning, 3944–3945

policy and procedures, 3948, 3950, 4652

reporting, 3967, 3970

standards setting, 3994

see also master sets
fiscal standards, compliance, 3907
foreign exchange personnel, honours and awards, 3920–3926
foreign forces, personnel enlisted with, registering, 3957, 3963–3964
foreign honours and awards, honours and awards, 3920–3925
foreign service, relocations, pay and entitlements, 3941
formal warnings, see disciplinary actions
frameworks, compliance, 3907
funeral arrangements, casualties and death, 3896–3897
furlough leave

leave (service members), 3931, 3933

service history (case file), 3979

G

gallantry, honours and awards, 3922–3923
garnishment, pay and entitlements, 3940
goals, compliance, 3907
graves, overseas, registering, 3956, 3958
grievances, see complaints and grievances
guidelines, see policy and procedures; standards

H

health, see casualties and death
higher duties, complaints and grievances, 3903–3906

see also career management; pay and entitlements
honorary appointments

appointment and enlistment, 3887

career management, 3892–3893
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honours and awards, 3920–3926

policy and procedures, 3948–3949

registering, 3962
housing, pay and entitlements, 3939, 3942
Human Rights and Equal Opportunity Commission, complaints and grievances, 3903
husbands of members, security, 3976–3977

see also information service

I

identification photographs

security, 3972, 3974

service history (case file), 3979
identification sheets

accredited representatives, 4655

service history (case file), 3979

identity cards, security, 3976–3977
illness, see casualties and death
implementation, policy and procedures, 3955
indexes, see registering
information service, 3927–3930

service history (case file), 3979

see also security
informed consent, see attestation certificates
injuries, see casualties and death
inquiries, see investigations, reviews and inquiries
instructions, policy and procedures, 3948, 3950, 3953, 4651–4653
Instrument of Authorisation of Power under Determinations, authorisation, 3890
internal reports, reporting, 3967, 3970
international standards, compliance, 3907
interview reports, security, 3973–3974
investigations, reviews and inquiries

casualties and death, 3895–3901

disciplinary misconduct, 3914–3919

pay and entitlements, 3937

security, 3973–3974, 3978

see also reporting
itineraries, arrangements, 4650

J

journeys, arrangements, 4650
judgement debts, pay and entitlements, 3940

L

leave (service members), 3931–3934

authorisation, 3889–3890

service history (case file), 3979
leave without pay

leave (service members), 3931, 3933–3934

service history (case file), 3979
legal disclosure and detail, notification of, career management, 3892–3893
legislation

complaints and grievances, 3905

compliance, 3907

see also information service
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letters, correspondence

appointment and enlistment, 3885

casualties and death, 3896–3897

security, 3973–3974

service history (case file), 3979

see also information service
lists, see registering
local plans, planning, 3945
local policies and procedures, policy and procedures, 3952
locality allowances, pay and entitlements, 3941
lump sum payments in lieu, leave (service members), 3932–3933

M

management of contracts, contracting-out, 3908–3909
mandatory standards, see standards
manuals, policy and procedures, 4651
marketing contracts and contractors, contracting-out, 3908–3909

see also service recruiting
master sets

policy and procedures, 3953, 4651

service recruiting, 3988

standards setting, 3994

see also final versions
Master Unit Rolls, registering, 3958, 3962
maternity leave, see parental leave
meals, pay and entitlements, 3941
medals, see honours and awards
media advertisements, service recruiting, 3987–3988, 3990–3991
media briefs, service recruiting, 3986, 3992
medically unfit, discharges for, pay and entitlements, 3937
meetings, agenda of, see reporting
meetings, minutes of

contracting-out, 3908–3909

policy and procedures, 3948, 3950, 4653
memorial services, casualties and death, 3896–3897
meritorious service, honours and awards, 3922–3923
Military Police reports, disciplinary misconduct, 3917–3919
Minister, determination-making power of, authorisation, 3889
minutes, see meetings, minutes of
misconduct

complaints and grievances, 3903–3904

disciplinary misconduct, 3914–3916

policy and procedure, 3948–3949

service history (case file), 3979
missing in action or missing presumed dead

casualties and death, 3895, 3897

service history (case file), 3979
mobility allowances, pay and entitlements, 3941

see also relocations
mortality, see casualties and death
movements

career management, 3891, 3893

service history (case file), 3979

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N

name-identified records

accredited representatives, 4655

appointment and enlistment, 3885–3887

arrangements, 4650

career management, 3891–3893

casualties and death, 3895, 3897, 3900

complaints and grievances, 3903–3905

discharges and transfers, 3910–3912

disciplinary misconduct, 3914–3919

honours and awards, 3920–3924, 3926

information service, 3929–3930

leave (service members), 3931–3934

pay and entitlements, 3935, 3937–3941

rehabilitation, 3968

security, 3973–3974, 3976–3978

service history (case file), 3979

service recruiting, 3980–3982, 3985

see also photographs
names, registering, 3956, 3958, 3962
national service members, registering, 3961

see also service recruiting
national standards, compliance, 3907
newspaper advertisements, service recruiting, 3987–3988, 3990–3991
next of kin, casualties and death, 3895, 3897
nominal rolls, registering, 3956, 3958, 3962, 3965
nominated persons, notification to, casualties and death, 3896–3897
nominations, honours and awards, 3922–3923
non-compensable claims, rehabilitation, 3968
notification of appeals, security, 3973–3974
notification of casualties or death

casualties and death, 3895–3897

service history (case file), 3979

O

objectives, compliance, 3907
occupational rehabilitation, rehabilitation, 3968
officers, see appointment and enlistment; commissions, applications to resign; service recruiting
official passports and visas, arrangements, 4650
Ombudsman, complaints and grievances, 3903
optional standards, see standards
orders, policy and procedures, 3948, 3950, 3952, 4652–4653
other ranks’ enlistment, see appointment and enlistment
outsourcing, contracting-out, 3908–3909
overseas exchange personnel, honours and awards, 3920–3926
overseas forces, personnel enlisted with, registering, 3957, 3963–3964
overseas graves, registering, 3956, 3958
overseas honours and awards, honours and awards, 3920–3925
overseas service, relocations, pay and entitlements, 3941

P

pamphlets, see brochures and pamphlets
parental leave

leave (service members), 3931, 3933

service history (case file), 3979
parliamentary elections, see discharges and transfers
passports, arrangements, 4650
paternity leave, see parental leave
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pay and entitlements, 3935–3943

arrangements, 4650

complaints and grievances, 3903–3906

see also leave (service members)
pay books, pay and entitlements, 3935
pay records, pay and entitlements, 3935, 3940
pay rate tables, pay and entitlements, 3936
pay variation messages, pay and entitlements, 3943
payments in lieu, leave (service members), 3932–3933
payroll deduction authorities, pay and entitlements, 3940
performance appraisal, evaluation

career management, 3892–3893

contracting-out, 3908–3909
performance measures, compliance, 3907
periodic internal reports, reporting, 3970
periodic review security clearances, security, 3973–3974
permission, see authorisation
personal documents

information service, 3929

security, 3973–3974

service recruiting, 3981–3982
personal information, particulars

information service, 3927–3930

security, 3973–3974

see also name-identified records
personal qualifications

career management, 3891, 3893

service history (case file), 3979

service recruiting, 3980, 3982
personnel files, see name-identified records; service history (case files)
petitions, see appeals and petitions
philanthropic representatives, see accredited representatives
photographs

accredited representatives, 4655

security, 3972, 3974

service history (case file), 3979
planning, 3944–3947

compliance, 3907

rehabilitation, 3968
police investigations, disciplinary misconduct, 3917–3919
police record checks, security, 3973–3974
policy and procedures, 3948–3955, 4651–4653

casualties and death, 3896–3897

compliance, 3907

see also reporting
policy proposals, policy and procedures, 3948, 3950, 4652–4653
post-service career opportunities, see career management
posters, service recruiting, 3987–3988, 3990–3991
postings

career management, 3891, 3893

pay and entitlements, 3941

service history (case file), 3979
posting orders, career management, 3892, 3893
power, delegation of, authorisation, 3889–3890
pre-appointment, enlistment security clearances, security, 3973–3974
presentations, service recruiting, 3992
press advertisements, service recruiting, 3987–3988, 3990–3991
previous service, recognition of, leave (service members), 3932–3933
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procedures

policy and procedures, 3948–3955, 4651–4653

casualties and death, 3896–3897

compliance, 3907

see also reporting
prisoners-of-war, casualties and death, 3895–3896
procurement, contracting-out, 3908–3909
professional bodies, honorary appointments to, career management, 3892–3893
promotions, see career management
property arrangements for members, casualties and death, 3896–3897
proposals, policy and procedures, 3948, 3950, 4652–4653

see also reporting
protective security, security, 3972–3974, 3976–3978, 4654
punishment, see disciplinary misconduct
purchasing, contracting-out, 3908–3909

Q

qualifications, see personal qualifications
quality standards, see standards
quarterly media and creative briefs, service recruiting, 3986, 3992
Queen's birthday honours lists, honours and awards, 3925

R

reappointment, see appointment and enlistment
reclassifications, see career management
recognition, see statements of recognition
recognition of previous service, leave (service members), 3932–3933
recommendations

complaints and grievances, 3903

honours and awards, 3920–3921

see also career management
recreation leave entitlements, authorisation, 3889–3890

see also furlough leave
recruitment, see service recruiting
registering, 3956–3965

casualties and death, 3898–3899

honours and awards, 3925

pay and entitlements, 3936

policy and procedures, 3948–3949
regulatory standards, compliance, 3907
rehabilitation (non-compensable), 3968
reimbursement of expenses, pay and entitlements, 3941
release of information, information service, 3929–3930
relocations, pay and entitlements, 3938, 3941–3942

see also discharges and transfers
remains (members’), entry to Australia, casualties and death, 3896–3897
removals, pay and entitlements, 3941
replacement of medals and awards, honours and awards, 3926
reporting, 3967, 3969–3971

accredited representatives, 3884

casualties and death, 3895–3901

complaints and grievances, 3903

compliance, 3907

disciplinary misconduct, 3914–3919

policy and procedures, 3948, 3950, 4653
reports of interviews, security, 3973–3974

see also meetings, minutes of
representatives, see accredited representatives
requests, security, 3978

see also authorisation; reporting
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research papers, policy and procedures, 3948, 3950, 3954, 4653
reservists
attendance
records,
pay and entitlements, 3940,

complaints and grievances, 3903, 3905

pay and entitlements, 3940–3942

registering, 3959

see also service recruiting
resignations, see discharges and transfers
responses, see reporting
results of consultation, policy and procedures, 3948, 3950, 4653
retired members

honours and awards, 3920–3926

security, 3976–3977

see also information service
retirement benefits (superannuation), pay and entitlements, 3937, 3940
retirements, see discharges and transfers
return of service obligations, career management, 3892–3893
returns, see reporting
reviews, see investigations, reviews and inquiries
rolls, registering, 3956–3958, 3962, 3965
routine orders, policy and procedures, 3948, 3950, 3952, 4652–4653
routine plans, planning, 3945
routine policies and procedures, policy and procedures, 3952
routine reports, reporting, 3970

S

salaries, see pay and entitlements
salary packaging arrangements, pay and entitlements, 3941–3942
security, 3972–3974, 3876–3978, 4654
security clearances, security, 3973–3974, 3978
selection boards, see service recruiting
separation, see discharges and transfers
service authorities, notification to, casualties and death, 3896–3897
service history records, service dossiers

information service, 3927–3929

service history (case file), 3979
service numbers, registering, 3956, 3958, 3962
service overseas, pay and entitlements, 3941
service recruiting, 3980–3982, 3984–3993

contracting-out, 3909

policy and procedures, 3948–3949

service history (case file), 3979
special operations, assessment of technical ability for

career management, 3891, 3893

service history (case file), 3979
spouses of members, security, 3976–3977

see also information service
stakeholder meetings, see meetings
standards

compliance, 3907

standards setting, 3994–3996
standing orders, policy and procedures, 3948, 3950, 3952, 4652–4653
statements, see reporting
statements of death

casualties and death, 3895, 3897

service history (case file), 3979
statements of recognition

casualties and death, 3895, 3897

service history (case file), 3979
statutes, see legislation
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subpoenas, discovery orders and summonses

career management, 3892–3893

information service, 3929
superannuation, pay and entitlements, 3937, 3940
supporting reports, policy and procedures, 3948, 3950, 4653
surveys

policy and procedures, 3948, 3950, 3954, 4653

reporting, 3969
systems tools, compliance, 3907

T

taxation declaration records, pay and entitlements, 3940
technical abilities, see education and training; special operations
television commercials, service recruiting, 3987–3988, 3990–3991
termination of employment, see discharges and transfers
transfers, see discharges and transfers
travel

arrangements, 4650

pay and entitlements, 3941

U

unacceptable behaviour, complaints and grievances, 3903

see also disciplinary misconduct
unauthorised leave, see leave (service members)
unclaimed, undelivered wills, casualties and death, 3900
Unit Conduct Records

disciplinary misconduct, 3914–3916

service history (case file), 3979
unit-duplicate records, complaints and grievances, 3904
unsuccessful applications, security, 3973–3974

see also service recruiting

V

vendors, contracting-out, 3908–3909
vetting (security clearances), security, 3973–3974, 3978
video tapes, service recruiting, 3987–3988, 3990–3991
visas, arrangements, 4650
vocational rehabilitation, rehabilitation, 3968

W

wages, see pay and entitlements
war gratuity

pay and entitlements, 3941–3942

registering, 3957
warnings, see disciplinary actions
wars and/or warlike operations, involvement in

appointment and enlistment, 3885–3886

career management, 3891–3892

casualties and death, 3895–3896

discharges and transfers, 3910–3911

disciplinary misconduct, 3914–3915, 3917–3918

honours and awards, 3920, 3922

information service, 3927

leave (service members), 3931–3932

registering, 3956–3957, 3963

security, 3972–3973

service recruiting, 3980–3981, 3986–3989
wills, casualties and death, 3898, 3900
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wives of members, security, 3976–3977

see also information service
work environment, organisation, complaints and grievances, 3903–3906
work in progress, service recruiting, 3986, 3992
working papers

planning, 3944–3946

policy and procedures, 3948, 3950, 3954, 4653

reporting, 3967, 3970–3971
workshop papers, planning, 3946

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Document Outline