e. Other Nonmedical Personnel. Nonmedical personnel (such as the
individual's unit commander, Inspectors General, officers of the Judge Advocate
General's Corps, military personnel officers, and members of the US Army Criminal
Investigation Command or military police personnel performing official investigations)
may require information from an individual's HREC for official reasons. When officially
required, information from the HREC or copies of documents contained in the HREC
are furnished by the hospital commander, the patient administrator, or the Reserve
Component record custodian. In such instances, the information provided should
contain the minimal amount of personal information necessary to satisfy the need-to-
know requirement. Copies of documents should not be provided when the information
itself will suffice.
FILING, TRANSFER, AND DISPOSITION OF HEALTH RECORDS
a. Filing. Health Records are normally filed alphabetically according to the
patients' names without regard to rank or organizational unit. The HRECs can be filed
according to the terminal digit filing system (TDFS) when authorized by the commander.
The TDFS is discussed in Lesson 3.
b. Transfer. During transfer, an individual usually carries his HREC whenever
he carries his Military Personnel Records Jacket (MPRJ). If the custodian of the HREC
feels that an individual should not be allowed to carry his own HREC, it may be
forwarded directly to the commander of the MTF responsible for providing care for the
individual at his new assignment. When a HREC is transferred, it is sealed in an
envelope with the individual's name, rank, social security number (SSN), and the type of record
(Health-Dental) printed on the envelope.
c. Disposition. When an individual retires, is separated from service, dies, or
transfers from the US Army Reserve (USAR) to the Army National Guard
(ARNG), his HREC is dispositioned in accordance with AR 640-10, Individual Military
Personnel Records. Army National Guard HRECs are dispositioned in accordance with
NGR 640-100 (officers and warrant officers) or NGR 600-200 (enlisted personnel).
TEMPORARY AND NEW HEALTH RECORDS
a. Temporary Health Records. If a person's HREC is not received with his
Military Personnel Records Jacket (record delayed or "lost"), medical personnel initiate
a temporary HREC. Forms and other documentation on the person's medical care are
maintained in manila folders (one at the troop medical clinic and one at the dental
clinic). The date the temporary record (health or dental) was initiated is printed on the
folder. When a delayed HREC is received, the forms in the temporary records are filed
in the permanent HREC.