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DODI 1336.5, May 2, 2001
5.3.1. At the end of each month each Military Service shall prepare separate
Enlisted and Officer Master Files or, optionally, a Combined Master File, and a UIC
Address File. The master files shall reflect the status of the members listed in
paragraphs 2.3. and 2.4., above, as of the last day of the month.
5.3.2. At the end of each reporting cycle, not less than weekly, each Military
Service shall prepare separate Enlisted and Officer Transaction Files or, optionally, a
Combined Transaction File. The transaction files shall include all personnel status
change records and personnel data change records processed during the reporting
period. Optionally, a Military Service may prepare separate Status Change and Data
Change Transaction Files for the reporting period. A personnel status change record
shall be reported for each active duty (active strength) gain, loss, enlistment extension,
and immediate reenlistment. A personnel data change record shall be reported
whenever there is a correction to a member's social security number or a change in a
member's name, pay plan, pay plan grade, assigned unit, and/or duty unit.
5.4. Additional reporting requirements for some personnel listed in paragraph 2.3.,
above, and for all personnel listed in paragraph 2.5., above, are described in enclosure 5
and will be submitted at the end of each reporting cycle, not less than weekly.
5.5. Data standards, developed in support of DoD data administration policies as
established by DoD Directive 8320.1 (reference (f)), approved following the procedures
prescribed by DoD 8320.1-M-1 (reference (g)), and maintained by the Defense
Information Systems Agency in the DoD Data Dictionary System (DDDS), shall be used
where specified. (Note that in a few instances reference is made to data standards
developed under the previous DoD data standardization program and documented in DoD
5000.12-M, "DoD Manual for Standard Data Elements," October 1986, which was
canceled in 1988.) The Military Service failing to comply either with data standards
registered in the DDDS or with the coding instructions, herein, shall be responsible for
data interchange conversion costs.
5.6. Acronyms used in this Instruction are listed and defined in enclosure 2.
6. INFORMATION REQUIREMENTS
6.1. The reporting of active duty military personnel records has been assigned
Report Control Symbol (RCS) DD-P&R(AR)1221 in accordance with DoD 8910.1-M
(reference (h)).
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