What this form is for?
This form is to be used by ex-members of the ADF or their next of kin, advocate or other third party to request information held on Service Records (Personal and Health) in the custody of the Department of Defence.
Please note: No information will be provided to anyone other than the ex-member unless written authorisation has been provided by that person. If the ex-member is deceased, proof of death and proof of relationship must be provided including identity documents.
Proof of identification of the requester.
Identification of the requester must be provided. Acceptable forms of identification include a copy of one of the following: an official identity document which includes a signature or signature and photo, e.g. passport, driver's licence, pension card, tertiary institution ID card. Do not provide credit card information as a form of identification.
Proof of relationship.
For anyone other than the ex-member, proof of relationship must be established through documents such as: marriage certificate, birth certificate, death certificate, power of attorney or statutory declaration.
Proof of name change.
Where necessary, proof of name change is required to establish proof of identification and/or proof of relationship, e.g. marriage certificate, deed poll, etc.
Products available.
Service Report - computer generated report containing data entered into various Personnel Management Systems. Sufficient to apply for membership of an RSL or obtain entitled discounts e.g. cruises. Includes: Full name, date of birth, service number, date of enlistment, date of discharge and rank on discharge.
Other - please specify particular documents e.g. performance reports, training/qualifications and discharge documentation. Note that the only particular health records that can be provided are the innoculation booklet, or final/discharge medical.
Full copy of Personal Records.
Full copy of Personal Records, including Unit and any electronic only records.
Full copy of Health Records.
Full copy of Health Records, including Unit and any electronic only records.
Timeframes for completion.
Timeframes for the completion of requests for information vary according to the complexity of the task. Less complex tasks such as Service Reports require less processing time and can be provided in a shorter timeframe. Full copies are more complex and require the redaction of personal information relating to other individuals. Requesting a full copy of documents will result in a longer turnaround time. If you have an urgent requirement to access records please specify this on the request form.
How products will be provided - changes from January 2018.
Defence Archives provides access to most records, including full copy of records, electronically via a web interface. This will require requestors to provide an email address, to which a link will be sent when the request is completed, enabling the requestor to download the relevant pdf file to the electronic storage device or computer of their choice. The links will be password protected, and files loaded to the web interface will be removed after 7 days. Eulogy details and some Service Reports will still be emailed to requestors where the relevant file is small enough to pass the Defence IT Gateway.
PLEASE ENSURE AN EMAIL ADDRESS IS PROVIDED
Submission of this form The preferred method for Defence Archives to receive this completed form plus identity documents is via e-mail to: This email address is being protected from spambots. You need JavaScript enabled to view it.
Alternatively, this completed form and identity documents can be sent via mail to:
Defence Archives PO Box 225 Queenscliff VIC 3225 Australia
More information.
More information can be found at our website: www.defence.gov.au/Records or by contacting the Defence Service Centre on 1800 333 362 or +61 2 6455 1440 from outside Australia.
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