Does anyone know if the Civil Air Patrol has ever considered an electronic database for COMPLETE membership records? Some people tend to think that eServices is the only record that the membership needs. The eServices database is good for sharing a number of items but I've recently had issues with members transferring to my unit (without Bringing their record from their previous unit), But I can't get the old units to actually send me the member's record some citing that the only record maintained is eServices, others that state that the record was destroyed (well before the required file retention period).
I've never had any success obtaining a record from a previous unit and I think that a centralized database would be the answer.
I know for IT folks this can be a difficult task. There are only a few documents that contain real PII. These documents can be kept in eServices other documents not containing PII can be kept in google docs or dropbox or some other similar file sharing system.
What are your thoughts?
I'm not saying you haven't gotten this as a response, but how could any unit CC ever think the only records are in eServices?
How would that survive the first SUI or transfer?
The last time I changed jobs (and echelons), I digitized my entire folder, cleaned a lot of unnecessary stuff, too. Everyone should have a full copy of everything in their possession.
I know some wings have been working on, or towards, paperless documentation, but I think the uploaded docs area we have now in services is as close as things are going to get for a while.
CAPR 39-2, 2 AUGUST 2012, Paragraph 1-11, d, (2), When a member transfers, the transferring member will hand carry his or her records to the gaining unit.
Per the reg it's the member's job to bring their records to their new unit.
Quote from: PHall on October 14, 2012, 03:32:28 PM
Per the reg it's the member's job to bring their records to their new unit.
Quote from: SARDOC on October 14, 2012, 02:59:09 PM... I can't get the old units to actually send me the member's record some citing that the only record maintained is eServices, others that state that the record was destroyed (well before the required file retention period).
If they don't exist, there's nothing to hand-carry.
I've also personally run into nonsense about "security", etc., where a commander refuses to send them direct or let the member (especially in regards to cadets), hand-carry. The result is you never see them.
Quote from: PHall on October 14, 2012, 03:32:28 PM
CAPR 39-2, 2 AUGUST 2012, Paragraph 1-11, d, (2), When a member transfers, the transferring member will hand carry his or her records to the gaining unit.
Per the reg it's the member's job to bring their records to their new unit.
IMHO, that's yet another reg that needs some tweaking. After all, what do you do when eServices says that Joe Bagodonuts, who stopped attending meetings three months ago, has transferred to New Hometown Composite Squadron on the other side of the country?
Quote from: NC Hokie on October 15, 2012, 02:06:08 PM
Quote from: PHall on October 14, 2012, 03:32:28 PM
CAPR 39-2, 2 AUGUST 2012, Paragraph 1-11, d, (2), When a member transfers, the transferring member will hand carry his or her records to the gaining unit.
Per the reg it's the member's job to bring their records to their new unit.
IMHO, that's yet another reg that needs some tweaking. After all, what do you do when eServices says that Joe Bagodonuts, who stopped attending meetings three months ago, has transferred to New Hometown Composite Squadron on the other side of the country?
Call the old unit and nicely ask them to send you the records via FedEx or UPS.
Of course the person requesting the records would pay the shipping costs.
Quote from: PHall on October 15, 2012, 05:16:33 PM
Quote from: NC Hokie on October 15, 2012, 02:06:08 PM
Quote from: PHall on October 14, 2012, 03:32:28 PM
CAPR 39-2, 2 AUGUST 2012, Paragraph 1-11, d, (2), When a member transfers, the transferring member will hand carry his or her records to the gaining unit.
Per the reg it's the member's job to bring their records to their new unit.
IMHO, that's yet another reg that needs some tweaking. After all, what do you do when eServices says that Joe Bagodonuts, who stopped attending meetings three months ago, has transferred to New Hometown Composite Squadron on the other side of the country?
Call the old unit and nicely ask them to send you the records via FedEx or UPS.
Of course the person requesting the records would pay the shipping costs.
Of course, that's the sensible thing to do. Unfortunately, doing the sensible thing is a violation of the existing regulations.
And how is it "calling the old unit," or "sending records to the new unit," a violation of regulations? I have never seen anything mentioned in any regulation regarding this!
If you cannot trust a squadron commander, group commander, wing commander or for that matter, personnel officer to keep confidentiality in these cases, how can you trust them in eServices, or other confidential matters at all?!!!!!!
Mind you, I have at least 10 years of service, and never, ever had anything untoward happen.
Flyer
As mentioned it is important to make copies of all pertinent documentation in your personnel folder in the squadron. Keep this information at home and update it with new documentation as it is created. I moved from one squadron to another and the commander said he mailed my folder. Eight years later it still never arrived. So I grabbed all my copied documents and recreated my folder. I lost some records of attendance to events like encampments and conferences as I didnt make copies. So the critical note is to decide what is pertinent!
Quote from: flyer333555 on October 15, 2012, 11:40:43 PM
And how is it "calling the old unit," or "sending records to the new unit," a violation of regulations? I have never seen anything mentioned in any regulation regarding this!
Here's the pertinent regulation quoted by PHall above...
Quote from: PHall on October 14, 2012, 03:32:28 PM
CAPR 39-2, 2 AUGUST 2012, Paragraph 1-11, d, (2), When a member transfers, the transferring member will hand carry his or her records to the gaining unit.
There are no other options given for transferring a personnel file from one unit to the other, and this says WILL, not CAN or MAY, making the statement directive vs. permissive. Given those two facts, this is the ONLY approved means of transferring personnel files.
Quote from: flyer333555 on October 15, 2012, 11:40:43 PM
If you cannot trust a squadron commander, group commander, wing commander or for that matter, personnel officer to keep confidentiality in these cases, how can you trust them in eServices, or other confidential matters at all?!!!!!!
Mind you, I have at least 10 years of service, and never, ever had anything untoward happen.
You've done the SENSIBLE thing, but it is not supported by the regulation as written. That's why I said that it is time to tweak this one.