By Captain RC Swales RN
The Fleet Air Arm Museum (FAAM) has assumed custody of a large number of Service Documents from the Ministry of Defence (Navy Records). The majority of records are those of non-commissioned personnel who enlisted in the Royal Navy and Royal Marines before about 1925, the earliest records dating from the late1850s. Included are the papers of most of the men who were enlisted for short service ‘hostilities only' during WW1.
The following are the main categories of these documents now held in the FAAM archive (the date and Official/Register Number ranges quoted are approximate):-
ROYAL NAVY
• Engagement Ledgers for Continuous Service (CS), Non-Continuous Service (NCS), and Special Service (SS) ratings, covering most branches including
Seamen, Stokers, Artificers, Artisans, Ship's Police, Sick Berth Attendants. The period covered by these papers is 1888-1923 but this varies by category.
• Among the more unusual ledgers held are: those for men of many branches who transferred to the post-WW1 Mine Clearance Service (MCS) as well
as men who entered the MCS from shore; men who were enlisted in WW1 as WT operators, many from the Marconi Company; men who served in, or were transferred to the navies of Canada and Australia; men who were transferred to the RAF on its formation but whose transfers were later annulled.
• ADM188 Royal Navy ratings' Records of Service (1873-1923). The FAAM holds a microfilm copy of these records, the originals of which are held by the National Archives (NA) at Kew. They are also held at Kew in digitised form.
• The Museum also holds papers (promotion and periodic reports) on nearly 350 Gunners RN covering a period from 1870 through WW2.
ROYAL NAVAL RESERVE
• Original Record Cards for RNR officers: Executive (X); Engineers (E); Cadets; Warrant Officer Telegraphists. The cards for cadets are for boys at Pangbourne College
• Original Record Cards (and index ledgers) for most RNR rating categories (1908-1955 approx. but some as late as 1966). Digital copies are held at NA Kew under BT377. The FAAM also has index cards for RNR ratings who served in WW2. Many men appear in both ledger and card indexes.
ROYAL NAVAL VOLUNTEER RESERVE
Engagement Ledgers for the following categories:-
• RNVR Divisions (Bristol, Clyde, London, Mersey, Sussex, Tyneside and Wales) pre-war Divisional Companies and wartime entry ‘Z' ratings.
• ‘Kitchener's Army' entrants to Crystal Palace/Royal Naval Division (RND) (‘KP',‘KW' and ‘KX' ratings).
• Civilian entrants to the RND (‘ZW' and ‘ZX' ratings).
• Army (conscripted) entrants to RND (‘R' ratings).
• Civilian entrants at Crystal Palace (‘PZ' and ‘ZP' ratings).
• Anti-aircraft Corps (‘AA' ratings).
• Motor Boat Section (‘MB' ratings).
• Birmingham Electrical Volunteers (‘E' Ratings).
ROYAL NAVAL AIR SERVICE (later ROYAL AIR FORCE)
• RNAS officers' service records: ADM273 on microfiche (also at NA Kew).
• RNAS ratings: Engagement Ledgers for service numbers F1 to F55000.
Note: In the Engagement Ledgers Some 6,500 individuals are held, comprising only those ratings who did not transfer to the RAF in April 1918 or who were commissioned.
The Records of Service of all RNAS ratings are held on the ADM 188 microfilm .
• RNAS officers and ratings: a comprehensive database of RNAS personnel has been compiled at the FAAM, drawing on numerous published and unpublished sources. The database is complemented by files on individuals where this is warranted by the amount of data available. Files on personnel ‘attached RNAS' are also included.
• RAF (i.e. RNAS plus RFC) officers' service records (April 1918): AIR76 on microfiche (also at NA KEW).
• RAF Muster List of ratings/other ranks as at formation on 1 April 1918.
• Men, of various branches including RNAS, who were transferred to the RAF on its formation but whose transfers were later annulled.
ROYAL MARINES
• Royal Marines Light Infantry (RMLI):-
1. Plymouth Division Continuous (Long) Service - Register Numbers Plymouth/1 to Plymouth/23000.
2. Plymouth Division Short Service - Register Numbers Plymouth/1(S) to Plymouth/3300(S).
3. Chatham Division Continuous (Long) Service - Register Numbers Chatham/1 to Chatham/25000.
4. Chatham Division Short Service - Register Numbers Chatham 1(S) to Chatham/ 3500(S).
5. Portsmouth Division Continuous (Long) Service - Register Numbers Portsmouth/10000 to Portsmouth/23000.
Note 1: The Portsmouth Division RMLI (CS) papers at the FAAM are mainly (but not exclusively) of those men who were discharged to pension (21 years). The majority of early Portsmouth papers and those of men who left after 12 years have, for reasons unknown, been separated from the main run of papers and are at NA Kew in ADM157. Additionally, most Portsmouth men discharged dead 1914-19 may also be found filed in the Portsmouth Division discharge papers in ADM157.
Note 2: Papers for Portsmouth Division Short Service are held at NA Kew in ADM157. A very small number is held at the FAAM.
• Royal Marine Artillery (RMA):-
1. RMA Continuous (Long) Service - Register Numbers RMA/10000 to RMA/17200.
Note 1: The papers at the FAAM are those of RMA men who transferred to Portsmouth Division RM consequent upon the amalgamation of RMLI and RMA in 1923. Their Portsmouth numbers use the original RMA numbers but were made six-figure numbers by adding the prefix ‘2' and replacing the RMA prefix with PO (e.g. RMA/17200 became PO/217200.
Note 2: The RMA (CS) papers at the FAAM are mainly (but not exclusively) of those men who were discharged to pension (21 years). The majority of early RMA papers and those of men who left after 12 years have, for reasons unknown, been separated from the main run of papers and are at NA Kew in ADM157. The papers of many other former RMA men may be found in the papers of the Chatham and Plymouth Divisions to which they transferred on amalgamation. These men (unlike the transfers to Portsmouth Division - Note 1 above) were given new register numbers in the series in issue at Chatham and Plymouth at the date of transfer to those divisions. Additionally, most RMA discharged dead 1914-19 may be found filed in the Portsmouth Division discharge papers at NA Kew in ADM157. Overall, it is estimated that the FAAM has some 30% of the RMA (CS) records for the period 1902-1923.
2. RMA Short Service - Register Numbers RMA/1(S) to RMA/3900(S).
Note: The papers of some RMA (SS) men, including most of those who were discharged dead (including killed in action), have, for reasons unknown, been separated from the main run of papers and are at NA Kew, where they are mixed up with other Portsmouth/RMA papers in ADM157. The majority of those discharged dead appear to be filed in the Portsmouth Division discharge papers in ADM157.
• Royal Naval Division (Divisional Engineers, Divisional Train, RM Medical Unit and Ordnance Company) Deal Short Service - Register Numbers Deal/1(S) to Deal/5900(S). Note: In addition to service papers, there are also RND Record Cards for most of these men.
• Royal Naval School of Music Continuous (Long) Service - Register Numbers RMB/1 to RMB/3100.
• Royal Marines Labour Corps (RMLC)(New) Short Service - Register Numbers Deal/1N to Deal/1400N. This corps served in France during 1919.
NAVAL PAPERS
RN and RNVR ratings' papers are bound in volumes (Engagement Ledgers) in service number order and the principal documents to be found therein are original attestation or enlistment papers. However, some individual records can be more extensive. In particular, the RNVR records of ratings who served with the RND usually contain original Active Service Casualty Forms (Army Form B.103), the contents of which were typed onto the RND Record Cards and there may be other administrative correspondence. Summaries of RND Service and Courts Martial records are among the other papers which are sometimes also bound in with an RNVR rating's records.
ROYAL NAVAL DIVISION RECORD CARDS
The originals of the RND Record Cards and the ADM399 microfiche version are now held in the FAAM archive. A digitised microfiche version is still available at NA Kew, under ADM339, and this is also available on-line. However, this version contains numerous filing errors and some cards have not been copied correctly. Very few RMLI cards are in the main RND card archive but some are held with an individual's papers. For the RM Deal Short Service men of the Divisional Engineers, Divisional Train, RM Medical Unit and Ordnance Company of the RND a separate RND Record Card archive has been formed. It should be noted that these latter cards held at the FAAM are not available in any form in the National Archives.
NAVAL RECORDS IN MANUSCRIPT LEDGERS
Very few service papers of officers are held at the FAAM but the Museum does hold an extensive series of nearly one hundred WW1 pay and appointing ledgers for officers of the RNVR, RNR and RNAS. These can offer useful information on pay and movements (including tax bills and probate) to complement the officers' records in the National Archives.
Other ledger records include:
• Crew books For Royal Fleet Auxiliary (RFA) and Mercantile Fleet Auxiliary (MFA) (1915-1920 approx.). These contain alphabetical indexes of ships, crew lists (entries and discharges), rates of pay, next-of-kin, etc.
• RNVR Temporary Officers, Military Branch (1917-1919 approx).
• Temporary Assistant Paymasters RNVR (1914-1919 approx).
• Record of RNVR officers entered before WW1. Volume 1 covers 1903-1909. Volume 2 covers 1909-1918.
• Register of Officers of RNVR London Division (post-WW1).
• RNVR Chaplains Record of Service.
• Personnel Reports on gunners and warrant officers 1911-1931.
• Indexes of WW1 ships, depots and bases including trawlers and defensively armed merchant ships (DAMS) (1912-1919 approx).
• RNR Ratings Indexes.
• RNAS Indexes, including WW1 death indexes.
ROYAL MARINES PAPERS
RM papers are unbound. Originally, the records (sometimes referred to as "Attestation Packs") were loose-filed in bundles or boxes in order of Register Number. In contrast to the RN/RNVR ledgers, they may contain a much more extensive record of a man's service from attestation to discharge, with a wealth of data in between. A description of the type of information contained in many of the RM records is presented below to give a feel for what may be available. An individual's papers might include:-
• Original RM Attestation.
• Army Attestation of those who were conscripted or transferred.
• Letters of release and recommendations from civilian employers.
• Appeals against conscription.
• Original arithmetic, handwriting and dictation tests.
• Examination questions and worked answers for RM Gunner.
• Records of medical examination on entry and during service.
• Active Service Casualty Forms (Army Forms B.103).
• RND Record Cards. Very few cards of RMLI men serving in the RND are in the main RND card archive at the FAAM/Kew (see above).
• Conduct Record Sheets - often for a whole career and with extensive lists of offences.
• Various discharge papers, including parchment discharge certificates for previous service.
• Invaliding Medical Record.
• Hurt Certificate.
• Report of Accidental Wounding.
• Report of death in action.
• Service Certificates.
• National Health Insurance card.
• Declaration of alias.
• Court Paternity Orders and other Court papers.
• Correspondence to/from military authorities, including letters from next-of-kin.
• Records of inquiries conducted in the field, often including original witness statements written in Field Notebooks.
• WW1 Ration Book.
• Unemployment stamp book.
• Active Service Will.
• List of effects at death.
• Naval Pay Book. The records of the many pensioners recalled for service on the outbreak of WW2 often retain their WW2 Pay Book, many with photograph.
• Army Pay Book from previous Army service - some have been found to contain Army identification discs (dog-tags).
The above list is by no means exhaustive. The RM documents as a whole give a remarkable snapshot of military life and contemporary society in the first decades of the 20th Century. Those of individuals can give an amazingly detailed record of their service in the Royal Marines. The amount of detail in the records held at the FAAM shows how comprehensive the RM records were and how destructive the administrative ‘weeding' on certain records held at NA Kew has been. Even amongst the FAAM records there was evidence of this destructive process: the Company Conduct Sheets had been removed from many of the Plymouth Division CS records. Fortunately they were boxed separately, survived and have now been re-united with the parent files. Inevitably there are some gaps where records are (or appear to be) missing. Many of these are probably as-yet-unidentified inter-Division, or inter-Service transfers. It is known, however, that the papers of many men who had completed their twelve-year limited engagement and were recalled during WW1 from the Royal Fleet Reserve (RFR) are often absent. The whereabouts of these RFR papers is unknown.
Those with an interest in the Royal Marines will be naturally drawn to the records of the men who served in the RMLI and/or RMA but the other records are important because they often contain information on parts of a man's service career outside the Royal Marines. For example, although most RNVR volunteers during WW1 found themselves serving as naval ratings with the MEF or BEF as part of the Royal Naval Division (RND), many ratings were transferred to the RM to serve in units in the RND such as the Divisional Train, Ordnance Company or as RM Cyclists. Men who enlisted in the RMLI often transferred later to the Royal Navy and continued their service as, for example, stokers or ship's police.
Of particular interest to the FAAM are those Royal Marines and naval ratings who moved across to the Royal Naval Air Service (RNAS) in the very early days of naval aviation. Some of these men were involved in the building of the first British rigid airship, the Admiralty's R.1 (also known as "MAYFLY"), in 1911. Some were commissioned as RNAS pilots and observers. Many of these ex-Marines of the RNAS transferred to the fledgling Royal Air Force in 1918, some as aircraft mechanics, some in supporting trades. Even within the Royal Marines transfers were commonplace, some RMLI men serving in all three Divisions, often more than once, and others moved to and from the Royal Naval School of Music and the RMA/RMLI.
Although the RM papers are generally restricted to pre-1926 entries, the records of individual marines can run as late as 1958. The papers are very comprehensive for men who served in or were recalled for WW2. The records of service in WW2 Defensively Equipped Merchant Ships (DEMS) are probably unique.
It is regrettable that the dispersal of records from MOD has resulted in some RM records (including some Portsmouth CS, all Portsmouth SS and many RMA and RMLC) being stored at NA Kew. It is also known that there are many examples of papers at Kew being misfiled, RMA and RMLI records being mixed together. The Portsmouth Division papers at Kew appear to have suffered from drastic ‘weeding' at some stage and many papers are, unhelpfully for the researcher, filed by year of discharge and surname. There appears to be no clear justification for this splitting of the RM records, which merely serves to complicate the work of the researcher.
CURRENT STATUS
Many of the records received from the MOD were in poor condition, some having been neglected and badly stored for decades in damp conditions. Some had been damaged by fire. Some parchment documents had attracted rodents, with their teeth marks much in evidence. It was noted that the papers of RM deserters, in particular, had suffered fire and water damage, indicating that they had all been stored together at some time in the past. No index of the records existed. A decade-long programme of conservation and indexing has been completed on all RM records. This work has ensured that the many hundreds of thousands of papers (the RMLI Continuous Service papers alone cover some 63,000 service numbers) are properly cared for and indexed. In the course of conservation, thousands of steel pins, staples and paperclips, which had rusted into the documents, have been removed, damaged papers have been repaired and great numbers of misfiled papers have been put back in their correct place. The loose RM documents have been removed from string-tied bundles and transferred to archive boxes and all are now stored in climate-controlled conditions at Cobham Hall. At the simplest level, our indexing now allows the RM papers to be searched either by surname or register number but other data such as date of enlistment, date and place of birth and cause of discharge have been recorded.
ACCESS TO THE FAAM ARCHIVE
The papers described above are available to the public by prior arrangement. It will normally be wise to check in advance that the Service/Register Number sought is in the series held by the FAAM and is not among those held, for example, by the National Archive. However, because a name may generate multiple hits on the database, it is always preferable to provide a register number and date/place of birth if possible. When few data are available it is not always possible for the FAAM to provide a Service Number for a given name.
Those wishing to consult RN (ADM188), RNAS (ADM273), RND (ADM339), RNR Ratings Record Cards (BT377) or RAF (AIR76) records may find it more convenient to view these at the FAAM rather than at Kew. A postal copying service is also available.
This document up-dated July 2009