OMPF Document Categories and Sub-Categories

Why Categories Matter

Per MCO P1070.12MCO P1070.12 (IRAM), every OMPF document fits into a specific category and sub-category. The category drives.

• Indexing in the OMPF system
• Access permissions for who sees it
• Retention period before disposition
• Routing during processing
• Findability for future retrieval

Misfiled documents become invisible. A promotion board sees only what is correctly indexed.

Five Major Categories

Per MCO P1070.12MCO P1070.12, OMPF documents organize into these five major categories.

Performance Documents

Documents recording the Marine's performance during service.

• Fitness Reports (NAVMC 10835NAVMC 10835 for officers and SNCO)
• Proficiency and Conduct Marks (Pro/Con)
• Page 11 (Administrative Remarks) entries (NAVMC 118NAVMC 118)
• Letters of Appreciation, Commendation, Caution
• Letters of Reprimand (also in Discipline)

Award Documents

Records of awards earned.

• Personal awards (Navy Achievement Medal through Medal of Honor)
• Unit awards the Marine participated in
• Foreign decorations awarded
• Service medals (specific deployments, campaigns)
• Marksmanship badges (rifle and pistol qualification scores feeding into composite)

Education and Training

Records of military and civilian education.

• Marine Corps formal school certificates (boot camp, MOS school, MCT)
• Distance learning completion records
• Civilian education credentials (high school, college, graduate degrees)
• Special qualification certificates (Airborne, Combatant Diver, Demolition)
• Foreign military training certificates

Service Documents

Records of military status and assignments.

• Enlistment Contract (DD Form 4DD Form 4)
• Reenlistment Contract (DD Form 4DD Form 4 or NAVMC 321NAVMC 321)
• Promotion Warrants
• Career Service Date determinations
• Transfer orders to permanent duty stations
• Military Service Obligation (MSO) documentation

Discipline

Records of disciplinary actions.

• Non-Judicial Punishment (NJP) records (UPB - NAVMC 10132NAVMC 10132)
• Court-martial findings and sentences
• Administrative separation records
• Letter of Reprimand (formal command action)
• Misconduct documentation per MCO 1900.16MCO 1900.16

Sub-Categories Within Major Categories

Each major category has sub-categories driving precise indexing.

Performance Sub-Categories

Award Sub-Categories

Education Sub-Categories

Indexing Requirements

Per MCO P1070.12MCO P1070.12, every OMPF document upload requires.

• Member SSN (must match MCTFS record exactly)
• Member full name
• Document type code (from approved list)
• Document date (date of document, not upload date)
• Document signature authority (who signed it)
• Effective date if different from document date

Missing or wrong metadata causes the document to misfile or become unfindable.

Retention Rules

Per SECNAV M-5210.1SECNAV M-5210.1, OMPF documents have specific retention periods.

• Most documents: Retained for 75 years after separation
• Critical documents (DD-214, awards, NJP): Retained permanently
• Routine personnel actions: Retained per separate schedules
• Medical records: Separate retention rules in medical record system

PAC processes documents knowing they will exist for decades.

Performance Steps for Category Selection

Step 1 - Read the Document

Identify what the document records.

• Performance evaluation? Performance category.
• Award citation? Award category.
• School certificate? Education category.
• Promotion warrant? Service Documents category.
• NJP? Discipline category.

Step 2 - Identify the Sub-Category

Within the major category, identify the specific sub-category.

• Fitness report vs Page 11 (both Performance, different sub-categories)
• Personal award vs unit award (both Award, different sub-categories)
• Boot camp cert vs MOS school cert (both Education, different sub-categories)

Step 3 - Apply Document Type Code

Per MCO P1070.12MCO P1070.12 reference tables.

• Each sub-category has a specific document type code
• Code drives indexing and retrieval
• Wrong code makes the document unfindable

Step 4 - Verify Document Meets Sub-Category Requirements

Each sub-category has specific completeness rules.

• Fitness reports require all signatures (reviewer, reviewing officer, reviewed officer)
• Page 11 requires member acknowledgment signature
• Award citations require signing authority
• School certificates require official issuing authority

Step 5 - Apply Retention Per SECNAV M-5210.1

Set retention period based on document type.

• Most performance documents: 75 years post-separation
• Critical documents: Permanent
• Reference SECNAV M-5210.1SECNAV M-5210.1 for specific schedules

Common Category Errors

These hit during PAC processing.

1. Page 11 filed under wrong sub-category. Adverse Page 11 filed as positive (or vice versa). Affects how the document surfaces during board reviews. Fix by reindexing.
2. Personal award filed as unit award. Different sub-categories with different retention and surfacing. Fix by reindexing.
3. School cert filed in wrong sub-category. Career school filed as MOS school or vice versa. Hard to find later. Fix by reindexing.
4. NJP filed under Performance instead of Discipline. UPB documents go in Discipline. Reindexing critical for promotion board review.
5. Letter of Reprimand filed only in Discipline, not Performance. Some documents legitimately go in two sub-categories. Verify policy before filing.

Document Lifecycle

Each OMPF document moves through this lifecycle.

1. Document created (signed by appropriate authority)
2. Document submitted to S-1 or PAC
3. PAC validates and indexes
4. Document uploaded to OMPF system
5. Document available to authorized viewers
6. Document subject to retention rules
7. Document archived per disposition schedule
8. Document available at NPRC after specified retention

Related Roles

Document categorization affects every role accessing OMPF.

• Marines see categorized OMPF via MOL and review for accuracy.
• Leaders verify their Marines' documents reach correct categories.
• Commanders sign documents that flow to OMPF and own the accuracy of categorization.