Attestation papers, service records etc

[Moonraker]

After people had attested, were the documents kept at regimental HQ?

When people were posted, did they take their service records with them and present them to staff at their new base? Unlikely, I would have thought, as there would have been scope for tampering. Instead, were the records posted or otherwise sent on to the new base? My query is prompted after having looked at an Australian's service record, typical of many. Having been wounded, he was treated at several English hospitals and was then moved around various camps on Salisbury Plain as his fitness progressively improved. If his record was posted on, there must have been delays in updating it (which, in the case of the AIF records at least, might explain why they can be a bit difficult to understand).

When were attestation papers and service records passed on to the War Office centrally? After the service person had been discharged?

What documents did soldiers keep with them at all times? Their pay-books, presumably, though I wonder if they took these with them into action.

Moonraker

[Capt_Starlight]

For an Australian in the AIF.

On formation of a new battalion (1914/15) all documents would be forwarded to the battalion orderly room and updated by them following various signals, etc (usually from Routine Orders part 2 and maybe 3).

When the unit moved overseas, the new enlistee's documents were held by the AIF depot in the state and forwarded with the Draft Conducting Officer to the relevant battalion (until about 1917).

With the landings at Gallipoli, there was literally no room on the beach heads for the full battalion orderly room so a rear element was left in Egypt to maintain the records as necessary. Sometime in 1916 or maybe 1917, these were consolidated into records sections held in Egypt and London. On their formation, the drafts deposited their documents with the section via the battalion (as it constituted their "march in" documentation - at least for Middle East units, they may have gone direct to AIF Records in London).

Medical documents were slightly different in the Great War to WW2. In the latter they "travelled" with the patient from admission at the first unit (they actually created it) until it was returned to the unit - with or without him. AFAIK in the Great War, each admitting unit created their own documentation (with perhaps a quick card from the preceding one) and forwarded their notes (on discharge of patient) to their own "records area". These were not consolidated until at the end of the war AFAIK.

Units (later Records Section(s)) received notifications from units as people were promoted, demoted, charged, found guilty or not, posted, admitted, discharged, returned home, died etc and entered the information on the relevant document (AAF-B103, etc)

On return to Australia, discharge overseas, or death the records were sent back to state of enlistment or discharge (whichever was relevant). These state records offices often had a duplicate (typed) copy of the records compiled from the originals based on the same information that the original was compiled from – but in many cases less complete. Sometimes there is a duplicate hand written version in the service documents that does not seem to be “started’ or “finished’ and these came about when a solider moved without documents (or they were lost) and a new copy raised until the “real” one turned up.

Anyway, from there they were kept in Army Records offices in each state. Sometimes claims for Pensions from the Repatriation Commission were supported with a “statement of service” but often the original documents were sent over to allow for examination by the “Repat’s” doctors. These often ended up in the Medical file over there – and may still be there (or at least parts of them). I won’t bore you with the DVA records policy….

After WW2, the documents were forwarded to the National Archives from the Army Records Sections as they needed the room for the WW2 documents. Again many ended up with the Repat.

Around 1985 or so, the Government made the decision that the National Archives were to be the responsible entity for all government documents (even those just produced – the relevant department was merely the current custodian!). Archives were sent all the documents that the departments no longer wanted to hang onto - were horrified at the sheer volume. They brought into play appropriate sentencing and archive policies on all departments. For the Great War documents of the AIF (and the RAN) this meant that they were moved to the Archives warehouses. The AWM was allowed to keep what they had under the auspices of the national Archives and improve their “stocks” from what was now turning up.

State based warehouses were closed a couple of years ago and the archives now have a national repository in Canberra. There are “shop fronts” in each state from where you can examine the NAA “on-line” and “off-line” accessions and request if needed something from Canberra.

So – if you cannot find what you want in the National Archives under the WW1 accessions perhaps it may prove worthwhile to see if he/she has a record under the Department of Veterans’ Affairs and to what is there….

Edited to expand on what i had written before and to correct a few things.....

[Tyrim]

For what it's worth:

On 17 January1917 my Grandfather's was transferred from the RGA to the Royal Engineers. In his file is what appears to be the envelope that was sent at that time. Typed on it is "Order No.39 above for your information. Army Form W.3253 and MS. form from R.O., Woolwich, are forwarded herewith." The envelope has the stamp for No. 2 Depot RGA and the date, 17 Jan 1917.

But in his records are also notes dated 23 April 1917 where the RE are requesting that the RGA "forward alll Transfer Documents as soon as possible."

[Graham Stewart]

Moonraker - all of your answers are in Kings Regulations, which describes what to do with documents belonging to soldiers. All soldiers had two sets of documents an 'Original' set and 'Duplicate' set, one of which remained at the Depot and the other travelled with you.

At sometime records became centralised witihn Commands, but I'm unsure when this occurred, but you will be aware that when you see medal roll books, you will see stamped on pages the stamp of the Record Office which are handling them i.e. those of the Northumberland Fusiliers were being handled by No.1 Infantry Records Office, York.