The Coast Guard continues transitioning official military personnel files (OMPF) to the new human resource data base – the interactive personnel electronics records management system (iPERMS) scheduled to go live in the fall of 2022. To ensure a seamless transition and support promotion year 2023 (PY23) boards and panel candidates, the Personnel Service Center (PSC) will put all “URGENT” requests above all other upload requests. If you are a PY23 board or panel candidate, the process for uploading documents remains the same as in years past. Candidates should work with their Personnel and Administration Office (P&A) or Servicing Pay Office (SPO) to have their documentation emailed. If you are not a PY23 board or panel candidate, you should work with your P&A or SPO to have your documents placed in your paper SPO PDR – or retained in a readily accessible digital format - which will then be uploaded to the OMPF once iPERMS is live this coming fall.
Documents considered priority
The following documents are considered priority for PY23 boards and panel candidates. These documents must also be sent with “URGENT: BOARD/PANEL CANDIDATE” in the email subject line to ensure they are processed:
- Awards with citations
- All CG-3307s
- Record of Professional Development CG-4082
- Professional Certificates
- Qualification letters
- Officer Evaluation Records (OER) and education transcripts are received through other offices and should not be sent through SPOs & P&As. Sending duplicate documents to the Military Records office only further delays uploads for all Coast Guard members
Other documents to consider
The following routine documents must still be sent for inclusion to the OMPF regardless of a member’s board or panel status. These documents must also be sent with “CRUCIAL: OMPF ENTRY” in the email subject line to ensure they are processed:
- All CG-3307
- Certificate of Release or Discharge from Active Duty also known as a DD-214
- Discharge/separation packages
- OMPF upon separation/ retirement/ discharge of a member
A reminder to all members that during this transition, you may experience a delay in receiving your record as PSC’s staff concentrates on priority uploads.
Uploading to the OMPF
If you need something uploaded to your OMPF, you need to communicate your board or panel status to your SPO or P&A. Request that you are copied on the email that office sends so that you have a record of the submission.
Downloading an OMPF
There are multiple ways that you can view your OMPF. The preferred and quickest way is by contacting your P&A to request a copy. You can also request an appointment with your SPO yeoman to obtain a downloaded copy. SPOs and P&A’s have access to the electronic record with the exception of the OER.
Officer’s may also request an appointment with OPM-4 or RPM-2 counselors who can also go through the OMPF with you on Skype screen share and advise of any documents that should be updated or submitted specific to boards or panels.
As an officer, if you are active duty and in-zone for PY23, and you wish to verify entry of a document in your OMPF, you may send an email to make that request.
If you need a complete OMPF, you may still request a copy from the Military Records staff. Please see the direction on the DCMS website. If you have not received a downloaded copy of your OMPF within 30 days following your request, please email Mike Lemorie, the Military Records Supervisor, and include the original email requesting your OMPF.
Due to personally identifiable information (PII) protection protocols, many copies of the OMPF are sent using the DoD Safe Secure File Transfer platform. You should monitor all of your mailboxes since automated messages can be filtered to junk or spam folders.
You should also keep in mind that you should review your OMPF at least six months in advance of a selection board or panel convening date, and to work with your SPO or P&A to follow up on upload requests.
Commands, please remember to adhere to the OER and enlisted evaluation record (EER) submission timelines published by OPM-3, RPM-1, and EPM-3, so that members are not adversely affected by incomplete records.
Please send your questions to the following:
Stay tuned for future messages which will publish on MyCG as well as SPO/ P&A emails elaborating on the transition to iPERMS.
In the news:
Here’s how to access your military records as the Coast Guard transitions to new record management system