Army Personnel Centre
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 documents to the next-of-kin of deceased former soldiers and officers.
Address:
The Army Personnel Centre,
HQ Secretariat,
Historical Disclosures,
Mail Point 400,
Kentigern House,
65 Brown Street,
Glasgow. G2 8EX.
Telephone 0845 600 9663. Select option 1 then 3
Note. This address is not the one for ex-servicemen seeking their own records.
Information held on file
There is not as much detail held on Army personal files as people think. Army files are paper-based records that follow the career of the individual and, in most cases, make little mention of theatres of operation or action seen. Medals and award are recorded but citations are never included. Only very rarely does a file contain a soldier’s photograph, and photographs are not held in the archive. Some files contain more information than others and HD has no way of knowing what any particular file holds until they have looked at it. Regimental War Diaries, which are held at the National Archive, or Regimental Histories, may be of more use than Army personal files in providing an insight into an individual’s war experience.
The service provided
Information from Army personal files can be released to the next of kin of former soldiers or to anyone who has written consent from the next of kin. HD have a legal obligation regarding confidentiality under the data protection Act 1998 which is why HD require proof of the death of the former serviceman. However, this requirement may be waived when the date of birth of the soldier was more than 100 years ago.
For the widow or widowers of former servicemen and women HD can supply copies of service documents or confirmation of particular aspects of service from those records they hold. There is no charge for this service.
HD can provide the same service for other members of the family or members of the public, subject to consent of the next of kin and the payment of a fee, currently (2007) £30, but subject to annual review. This charge is made because in 1986 it was decided that the cost of answering non-official enquiries was an unfair charge on the taxpayer. Therefore the only alternative was to refuse such requests or levy a charge.
Records held by Army Personnel Centre
Historical Disclosures has access to the records of all Army personnel discharged from regular or reserve service between 1921 and 1997 except officers and soldiers of the Foot Guards. For other records, see the list of useful addresses below.
Finding the File
HD will not accept an enquiry unless there is a reasonable chance of locating the file in the archive. Ideally they need the full name, date of birth, Army number, regiment and year of discharge of the individual.
However, the size and age of the archive is such that in a small number of cases it will be impossible to find the file, even if HD have been supplied with all the relevant information. If HD have to inform you of this disappointing result you may be assured that every possible search has taken place. If a search is unsuccessful HD are unable to refund payment.
Please note that if you do not know either the date of birth or the Army number of the subject of your enquiry a successful search for the file is unlikely, no matter how much other information you are able to provide.
Estimated response time
Enquiries from soldiers seeking their own service records and enquiries from welfare organisations helping former servicemen and women get priority over family interest enquiries. Such enquiries have increased tremendously in recent years as the veterans of World War 2 enter their eighties. Paid enquiries are acknowledged immediately upon receipt. The Army Personnel Centre tries to supply the information as soon as possible, but you may have to wait several months – up to twelve has been reported.
How to apply for information
• Complete the Certificate of Kinship.
• Complete the Search Document.
• Provide proof of death if the soldier died after leaving the service
• Provide a cheque or postal order for £30 made payable to “MOD Accounting Officer”. This payment is NOT required from widows or widowers seeking information about a deceased spouse.
• Send it all off to Glasgow.
