Fact sheet 177 – Defence service records for WWI and WWII

Contents

The National Archives holds the service records of Australians who served in World War I and World War II in the Australian Army, Royal Australian Navy (RAN), and the Royal Australian Air Force (RAAF).

What do service records contain?

Defence service records set out the essentials of a person’s service in the forces. They commonly contain biographical information supplied on enlistment, such as name, address, next of kin and age, as well as service information such as movements, postings, changes in rank, and brief mention of injuries or illness. Although most records contain these basic elements, they do vary in the amount of information they contain. Service records were used by the Department of Defence to administer the movements and pay of their personnel and they were not intended to be an everyday account of events in a serviceperson’s career.

Remember that the Archives is only authorised to give access to records that are more than 30 years old.

Common questions about the records

Where did they serve and in what actions were they involved?

The service records will tell you in which unit or ship a person served. More detailed information about these units can often be found in unit records held by the Australian War Memorial, Canberra, or from published sources. Contact details for the War Memorial are as follows:

Australian War Memorial
GPO Box 345
Canberra ACT 2601

Tel: (02) 6243 4315
Email: info@awm.gov.au
Website: www.awm.gov.au

For histories of the battles, and which units were involved in them, check library sources such as the 12-volume Official History of Australia in the War of 1914–1918 (Angus and Robertson, Sydney) or the 5-series set Australia in the War of 1939–45 (Australian War Memorial, Canberra).

What do the abbreviations mean?

Each photocopy of a WWI or WWII service record supplied by the National Archives includes an information sheet explaining some common acronyms that occur in the records. The Australian War Memorial may be able to assist with other abbreviations, or library sources may be useful. The Australian War Memorial has a comparative table of ranks for each service.

Are photographs included with the records?

WWI service records and Navy service cards do not contain photographs. About half of the WWII Army records contain a photograph, as do most of the WWII RAAF records. The Australian War Memorial holds a collection of photographs, including some of individuals, which can be viewed on their website.

Where were they buried?

The Commonwealth War Graves Commission and the Honour Rolls held by the Australian War Memorial give details of the burial place of those killed in service or of memorials to the missing.

Where can I find information about medals, honours and awards?

Direct inquiries about medal entitlements for service in the Australian forces to Defence Honours and Awards:

Defence Honours and Awards
T–1–49
Department of Defence
Canberra ACT 2600

Tel: 1800 111 321
Email: honoursandawards@defence.gov.au
Website: www.defence.gov.au/medals 

Why is no medical record included?

For WWI, the only medical information that normally exists is the brief information contained on the service record. During WWII separate medical files were created. These records are now either with the Department of Defence or were passed to the Department of Veterans’ Affairs. Because of the personal information they contain they are not generally available under the Archives Act. If you have a special need for access to the information they contain, you will need to apply to the Department of Defence (for information related to the period of service only) or the Department of Veterans' Affairs (for period of service and later information) for access under the Freedom of Information Act.

The RAAF usually created a 'casualty file' for members killed or severely wounded on service. These files are held by the Archives and a copy can be supplied for AU$25.

Who do you contact if the information on the record is incorrect?

If you think the information in an Army service record is incorrect, contact:

Department of Defence
Soldier Career Management Agency
GPO Box 393D
Melbourne Vic. 3001

For RAAF and Navy contact:

RAAF or RAN Personnel Records
PO Box 7949
Department of Defence
Canberra BC ACT 2610

If you are concerned that information from your record has been incorrectly recorded on the WWII nominal roll website, contact:

Nominal Rolls
Department of Veterans' Affairs
PO Box 21
Woden ACT 2606

Tel: 1300 780 133
Email: nominal.rolls@dva.gov.au

If you are concerned about information that has been released

Under the Archives Act we are required to release as much information as possible. If you have concerns about information that has been released please contact:

Director, Reference and Information Services
National Archives of Australia
PO Box 7425
Canberra BC ACT 2610

To purchase a copy of a WWI or WWII service record

Digital copies of most records of Navy service (1911–70) and Army service records for WWI may be viewed on RecordSearch. 

Copies of most service records can be purchased online through RecordSearch. You can also purchase copies of service records by contacting:

National Archives of Australia
PO Box 7425
Canberra BC ACT 2610

Tel: 1300 886 881
Fax: 1300 886 882

When requesting a record please include the details of the member you are researching – including full name, service and conflict, service number, date of birth, enlistment and discharge (if known).

Requests for copies of records which have already been cleared for public access (ie Open and Open with exception) will be supplied within 30 days of the paid request being received by the National Archives.

For information about records of service in other conflicts see Fact Sheet 63 – Sources of information about military service.

updated July 2009