Tracing Service Records

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TRACING SERVICE RECORDS

ARMY SERVICE RECORDS HELD BY THE MINISTRY OF DEFENCE

1. Former and Historical Officer& Soldier Records

The Ministry of Defence (MOD) keeps the records of former members of our Armed Forces for administrative use after their discharge. The Army Personnel Centre – Historical Disclosures Section (HD) has access to Army records dating back to the 1920s and can supply copies of documentsto the next-of-kin of deceased former soldiers and officers.

Address: The Army Personnel Centre, HQ Secretariat, Historical Disclosures, Mail Point 555, Kentigern House, 65 Brown Street, Glasgow, G2 8EX. Tel: 0845 600 9663. Select option 1 then 3

Email:

Note. This address is not the one for ex-servicemen seeking their own records.

Former Army personnel who wish to receive copies of their service records under the Data Protection Act are required to submit a Subject Access Request (SAR), accompanied by verification of identify (a photocopy of a driving license or passport or a recent utility bill) to the following address:

The Ministry of Defence does not normally release information from a service record to persons other than the individual concerned or their next of kin. There is a search fee for genealogical enquiries which currently stands at £30.00

Or go to the Veterans Agency Website at www.gov.uk/government/organisations/veterans-uk

and download their request form. Veterans UK contact No: 08081914218.

Requests from former Service Personnel

2. Requests from former Service personnel for his/her personal data held by the Ministry of Defence are processed in accordance with the Data Protection Act 1998; such requests are called Subject Access Requests (SAR).

3. A SAR must be made in writing and must be accompanied by proof of identity (e.g. a copy of a passport or recent utilities bill), and sufficient information to locate the data sought. To assist the search, your letter should include as much information as possible e.g.:

  • Service Number, Rank, Full Name, Date of Birth and period served (dates from and to).
  • Requests for data for ex-Army personnel must also include the Regiment or Corps.

4. Once all the necessary information has been received, your request will be processed and you should receive a reply within 40 calendar days. To download the SAR form from the Internet, please log on to: www.gov.uk/guidance/requests-for-personal-data-and-service-record

5. To access a record the following information (or as much as possible) is required:

  • Service Number, Rank, Full Name, Date of Birth and period served (dates from and to). For queries to the Army also state the Regiment or Corps in addition to the above information.
  • A full copy of the record can be requested however, original documents, discharge papers/books cannot be replaced. The MOD will also provide extracts from service records.

Requests from Interested Parties

6. Enquirers must provide a letter of consent from the subject of the record.
Deceased Personnel

7. Enquirers must provide the consent of the Next of Kin and unless the person died in Service, proof of death. A charge may be made for enquiries. Prior to 1972 all Royal Navy personnel were given their service record when they were discharged. For pension purposes the Royal Navy retained pay details. Therefore the only data held on Royal Navy personnel who served prior to 1972 is their Service details (number, rank, name etc) and a list of dates and ships/shore bases.

Officers & Soldiers pre 1921

8. Because of bombing in 1940 only about 25% - 30% of soldiers' records from the period 1914-1920 have survived. Contact:

The Keeper of Public Records, The National Archives,Kew, Richmond, Surrey, TW9 4DU. Telephone:(0) 20 8876 3444

THE NATIONAL ARCHIVES

9. The National Archivesis the national repository for official government records, including the War Office files and records among which are to be found surviving unit war diaries and army service records:

The National Archives,Kew, Richmond, Surrey, TW9 4DU. Telephone:(0) 20 8876 3444

Website: www.nationalarchives.gov.uk

10. Public opening hours are as follows:

Monday:CLOSED

Tuesday:09.00-19.00

Wednesday: 09.00-17.00

Thursday: 09.00-19.00

Friday: 09.00-17.00

Saturday: 09.30-17.00

Sunday: CLOSED

11. You will only need a reader’s ticket if you are consultingoriginal documents.To obtain or renew a reader’s ticket you will need to register your personnel details and view a document handling video.

You can eitherregister onlinewithin six weeks of your intended visit oruse any of the computer terminals in the reader registration roomlocated on the second floor. This should take you less than 15 minutes.You can then collect your reader’s ticket from the registration desk inthe reader registration room.

To obtain or renew a reader’s ticket you will need two forms of identity: a proof of name with a valid signature and a proof of address.We will take your photograph for the reader’s ticket. The photograph must show your full head without any head or face covering. If you wear such items for religious or medical reasons, please speak to a member of staff.Readers’ tickets are valid for three years from the date of issue.

Acceptable Forms of Identity

Proof of your name with valid signature:Expired National Archives’ photo card reader’s ticket, passport, driving licence, bank card, credit card, national ID card, police/Customs/Home Office/warrant card, forces ID card, sea/Air Masters licence, Blue Badge (driver’s pass), freedom pass photo card (this must have your photo and name embedded into the card).

Proof of your address: All bills and statements must have been issued within thelastsix months. Internet printouts and online statements are not acceptable. If you bank online most banks will provide a printed statement on request for free or at a small charge. We will accept a bill or statement addressed to your spouse.

Utility bill, bank/building society statement, credit card statement, council tax bill, HM Revenue and Customs statement, passports with address (where the address has been officially entered by the issuing authority), national ID card with address, driving licence with address, Home Office permit to stay, university certificate for hall of residence (stamped and signed by institution), firearms licence, home insurance policy, international student photo card, pension, Benefit Agency or family credit letter statement, Student Loans Company letter (use if your surname matches).

THE BRITISH ARMY - Other sources of information

12. County Record Offices.Many county and borough record offices have military collections, usually based on local Militia/Yeomanry/Volunteer/Territorial or Home Guard units but in certain cases covering locally recruited Regular units as well. Details of record offices appear in: The Royal Commission on HistoricalManuscripts,Record Repositories in Great Britain:A Geographical Directory. HMSO Ninth edition 1991. ISBN 0-11-440243-4.

Others sites include:

  • - monthly subscription after free trial period. Site for military information.
  • – membership with access to all records including census, and military.
  • – payment required.
  • – subscription required after free trial period, includes military information.

13.Genealogy.

  • Society of Genealogists, 14 Charterhouse Buildings, Goswell Road, LONDON EC1M 8799. Telephone: 020 7251 8799; Website:
  • The Church of Jesus Christ of Latter-day Saintshold microfiche libraries and may hold the World War I service records you seek. Films can be viewed on request to your local Family History.To findyour nearestFamily History Centre visit their Website at
  • The Church of Jesus Christ Latter -Day Saints Website:

14. Once you have the service record, you may wish to discover where the regiments were posted when your relative served with them. If so contact:

  • Royal Artillery's Historical Researcher, Firepower Museum, The Royal Arsenal, Woolwich, LONDON SE18 6ST. Website: firepower.org.uk/
  • Opening times: Tuesday to Saturday: 10.00am to 5.00pm Sunday and Monday: Closed.
  • Email: Research Enquiries:
  • Telephone:Mon-Friday: 10:00 – 17:00 – 0208 855 7755

Saturday: 10:00 – 17:00 – 0208 312 7134

PLEASE NOTE: The Firepower Museum will close in July 2016, there will be a limited alternative arrangement that will be made available nearer the time for enquiries etc.

HONOURS AND AWARDS

14. For information about honours and awards (and decorations for gallantry and distinguished serviceawarded go to www.gov.uk/guidance/the-ministry-of-defence-medal-office

MOD Medal Office, Innsworth House, Imjin Barracks, Gloucester GL3 1HW Telephone: 0141 2243600; Veterans Freephone: 0800 0853600 Email:

15. Enquiries about decorations for gallantry and distinguished service(except those relating to Northern Ireland) prior to 1980should be addressed to:

The National Archives,Kew, Richmond, Surrey, TW9 4DU. Telephone:(0) 20 8876 3444

Website: www.nationalarchives.gov.uk

16. Awards are announced, sometimes with citations, in Supplements to the London Gazette. Copies of London Gazettes are held in the Public Record Office at Kew and in several of the principal libraries. Any public library should be able to help you find a library that holds them.

You can alsosearch the London Gazette for the publication

THE INDIAN ARMY (Until 1947)

17. Contact:

Oriental and Indian Office, British Library, 96 Euston Road, LONDON NW1 2DB.

  • Telephone: 020 7412 7641
  • Website:

LOST TRAILS

18. Possible ways of tracing former comrades by placing an advertisement in Gunner or Soldier Magazine or ask through our Facebook page

  • Facebok Page: Become a member of The Royal Artillery Association page.
  • Gunner Magazine, Artillery House, Artillery Centre, Stirling Barracks, Larkhill, WILTSHIRESP4 8QT. Telephone:01980 845652; Website:
  • Soldier Magazine, Parson's House, Ordnance Road, Aldershot, Hampshire GU11 2DU. Telephone: 01252 347351; Fax: 01252 347358; Website:
  • The Legion, Magazine of The Royal British Legion, 199 Borough High St London SE1 1AA.

Telephone: 0808 802 8080. Website:

  • Forces Reunited website:

19. Other useful Internet websites devoted to helping people get in touch with old friends are:

MUSEUMS

21. Museums can be a very useful source of informationfor tracing service records of individuals or units. Below are the URLs of the websites.

  • British Army Museums Ogilby Trust:
  • National Army Museum:

Email:

The National Army Museum, Royal Hospital Road, Chelsea, London SW34HT. Telephone:0207 7300717

ArmyMuseums - MoD Official Website:

  • Imperial War Museum - Tracing Family History:

Imperial War Museum, Lambeth Road, London SE1 6HZ. Telephone: 020 7416 5342;

  • Firepower: The Royal Artillery Museum: Contact:

The Royal Artillery Museum, Royal Arsenal, Woolwich, London SE18 6ST; Telephone: 020 8855 7755;

PLEASE NOTE: The Firepower Museum will close in July 2016, there will be a limited alternative arrangement that will be made available nearer the time for enquiries etc.

Birth Deaths and Marriages

22. For records of Births, Baptisms, Marriages and Deaths contact:

  • The National Archives,Kew, Richmond, Surrey, TW9 4DU. Telephone:(0) 20 8876 3444

Website: www.nationalarchives.gov.uk/

To order Birth Death and Marriage Certificates contact:

  • Website: www.gro.gov.uk/gro/content/
  • Email:
  • You can contact thems by post in writing to: Certificate Services Section, General Register Office, PO Box 2, Southport, PR8 2JD.
  • Telephone: 0300 123 1837

WAR GRAVES

23. For information on War Graves of World War I (1914-1921) and World War II (1939-1945) contact:

Commonwealth War Graves Commission, 2 Marlow Road, Maidenhead, Berkshire SL6 7DX. Telephone: 01628 634221; Fax: 01628 771208; Website: or

ONLINE GENEOLOGY SITES

24. Other useful websites include:

  • – excellent source of WW1 service records. Subscription required.
  • – family history, census and some military documents.

Subscription required.

  • – The War Graves Photographic Project holds photographs of thousands

of military graves worldwide. This is a joint venture with the Commonwealth War Graves

Commission and is an excellent source of information. Small fee for photographs may

apply.

  • International Committee of the Red Cross, who hold records of all those

taken POW during any conflict. WW2 records can be accessed Free of Charge if requested

by family members.

  • Children and Families of the Far East Prisoners of War FEPOW Database Free search option

The advice provided by the Royal Artillery Association (RAA) is intended as guidance only and is given in good faith. No liability howsoever arising from the giving of such advice is accepted. If in doubt the RAA advise that the assistance of suitable independent advice should be sought. The RAA and its employees can accept no responsibility for the content of external websites. Please ensure that you have adequate virus protection before opening or downloading files.

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Registered Office: As above