Defence Business Services Records

TNA User Group

16 Feb 16

Paul Stevenson

Defence Business Services Records

Defence Business Services Records

“out of me, into you”

Defence Business Services Records

30 – 20 transition

current years

Review programme

Other - micro

Other - macro

60%

30%

10%

compliance, priority

Defence Business Services Records

Delivery to TNA

Review: 40 – 70,000

Catalogue, Clean & Prepare

10 – 16,000

By

Month

Series

Quantity

Delivery Plan

2016 – 17 Delivery Plan will be published on the internet

Defence Business Services Records

?

Defence Business Services Records

Service Record Study

“maximising public access”

Defence Business Services Records

Record Set

(search internet on MOD main archive collation)

• all services

• both access regimes

• types

• files

• bundles

• Registers / related records

1921 1963

PRA FOI

• indexing

• name, dob, service number

• ranges

Service Record Collation Details Collation Prefix Collation Title

12011 NAL Allies

12010 NCH Chinese Navy

12021 NDE DEMS Ratings

12041 MFA FAA / Aircrew

12049 NAV Navy Misc Files

12009 NCO Officers Commonwealth

12015 NPS Officers Patrol Service

12014 NSU Officers RNVR (Ty Surgeons & MO)

12020 NRR RNSR Ratings

12002 NOC RN Officer Cards

12001 NOF RN Officers Files

12023 NRB RNVR Booklets

12026 NRM Royal Marine Attestation Files

12050 NMD Royal Marine Discharge Files

12051 NOO Royal Marine Officers 1925 - 1971

12053 NMR Royal Marine Reserve

12055 NMO Royal Marine Other Ranks 1926 - 1984

11017 AEF Army Effects Files

11001 AOP Army Officers (Pre WAMI)

11002 AOW Army Officers (Post WAMI)

11012 AWU WRAC U/L ATS

11013 ARR RASC P59 & RE P59

11005 ADT Army ORs discharges 1921 - 1939

11006 ADH Army ORs discharges 1939 - 1971

11007 ADP Army ORs Discharges (Post WAMI)

11018 AMS Army MSCRs

11004 AOA Army ORs AGR (N)

11015 AAE ATS

11043 AAL ATS Nominal Rolls

11016 AAB ATS Bundles

11014 ACO Commonwealth Officers

11057 AHG Home Guard Personnel

11058 AHF Home Guard Finance

11047 AHC Household Cavalry

11019 ANR Nurses & Reserves (2 & 9)

11003 AOO Officers' 199s

11008 ARF RA P59

11020 AVF VAD Files

13016 XXA Auxillaries

13017 XXB Airmen Files

13019 XXD Innsworth Aircrew (F5000)

13030 XAM Innsworth Officers and Ratings Files

13020 XXE Innsworth Officers Files part 1-6

13021 XXF Officer Files Part 7 (OCR)

13001 XPE RAF Officers and Ors (Pre 53)

13039 XSR RAF Service Records Other Ranks

13038 XOR RAF Officers Form 1406 & 1406A

13005 XPL RAF Officers Personnel Files PRE 85

13007 XVP VIP Personnnel Files

Defence Business Services Records

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WO 363

6,923,423 items

21,000,000 pages

350,000 1.454 cubic feet boxes

1,050,000 TNA archive boxes

Defence Business Services Records

Current Storage : commercial arrangements

TNT MOD

Retrieval

Return

Other

Activity

£

£ £

£

Defence Business Services Records

?

Defence Business Services Records

Service Record Study

Issues for discussion

Defence Business Services Records

Access is currently given on 1:1 basis; individuals request a

service record and that request is met. Individuals may apply

for more than 1 service record through submitting multiple

requests. Views are sought on:

whether multiple access is required; for example to see

many records at once for unit, geographic or age analysis;

whether types of access other than to the whole service

record is required; for example a requirement to capture

data from the record without necessarily seeing the

physical record.

Service Record Issues – User Groups

Defence Business Services Records

Service Record Issues – Indexed data

Where the format of the record relates to one individual then

the index currently held by the MOD will typically include

name, initials, service number, date of birth and sometimes

unit. The capture of any additional data would require the

retrieval and re-index of the record which would incur a cost.

Views are sought on:

if current indexed data will suffice in meeting user needs; or

what additional indexed data is required or desirable.

Defence Business Services Records

Service Record Issues – Digitisation

It is currently assumed that records would be accessioned

(from the MOD to TNA) in digital format. Digitisation increases

accessibility. Access to records can also be provided through

retrieval and return to remote storage facilities. Views are

sought on:

a “mixed economy”, whereby some records are accessible

in digital format and others accessible on demand in hard

copy;

for those accessible in hard copy, the acceptable time from

customer request to availability of the document.

Defence Business Services Records

Service Record Issues – Cost

Neither MOD nor TNA currently has the funding to pay for the

digitisation of this record set. Funding requirements are

typically met by commercial providers. Views are sought on:

the appetite of users to pay for digitisation of records

subsequently made available to the general public;

digitisation of part of each record only, for example

attestation papers;

digitisation of only parts of the record set (for example

records where the individual has WW1 and/or WW2

service).

Defence Business Services Records

Service Records – finally

Comments to DBS KI-RecordsPubEnqTeam@mod.uk

or come and talk Who Do You Think You Are Live 7 – 9 Apr 16