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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
! - Scale
S
e
r
v
i
c
e
R
e
c
o
r
d
s
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 [email protected]
or come and talk Who Do You Think You Are Live 7 – 9 Apr 16