Military Registration Inspection Log: Sample and Record-Keeping Rules
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Following recent changes to mobilization legislation and stricter enforcement of military record-keeping requirements, inspections by Territorial Recruitment and Social Support Centers (TRSCs) have increased significantly. Even small businesses with only a few employees are required to maintain military records and ensure that all related documentation is accurate and up to date.
One of the key documents reviewed during an inspection is the military records inspection log. This log documents each visit by the TRSC, the inspection findings, any deficiencies identified, and the steps taken by the company to correct them.
Many responsible staff members, particularly HR managers, personnel officers, and in-house legal counsel, find it difficult to clearly understand the formal requirements for maintaining this military records inspection log, including its format and the information that must be recorded. As a result, companies may receive comments or citations for improper record-keeping, which can lead to mandatory corrective actions or, in some cases, financial penalties.
That is why companies turn to us when they want to:
- be fully prepared for a military records inspection at their enterprise in 2026;
- avoid fines and remarks from the TRSCs;
- bring their military record-keeping into full compliance with current requirements;
- obtain a properly completed sample of the military records inspection log along with professional guidance;
- receive legal support during a visit by the Territorial Recruitment and Social Support Centers.
In this article, we explain in detail what a military records inspection log is, how it should be maintained in practice, and which requirements should be taken into account to ensure that a military records inspection is completed without remarks
You might also like: Rules for Maintaining Military Records at an Enterprise
What Is a Military Records Inspection Log
A military records inspection log is an official internal document of an enterprise that is maintained on an ongoing basis and kept by the person responsible for military records. It is not a mere formality, but one of the first documents reviewed by the Territorial Recruitment and Social Support Center (TRSC), as it clearly demonstrates:
- whether the enterprise has been inspected previously;
- whether the results of all inspections have been properly recorded;
- whether the recommendations and corrective measures issued after a previous visit were implemented;
- whether military record-keeping is conducted systematically rather than prepared only “on paper” ahead of an inspection.
In essence, the log serves as a record of the company’s interaction with the TRSC. It is required in order to:
- ensure transparency and oversight of compliance with legal requirements;
- provide evidence that previously deficiencies were corrected within the prescribed timeframe;
- formally document the details of each inspection, including what was checked, who was present, and which documents were reviewed;
- avoid disputes with the TRSC regarding what was noted during a previous inspection.
If the military records inspection log is missing or maintained improperly, this may be treated as a violation of military record-keeping requirements. Such violations can result in the risk of fines and repeated inspections.
Successful case: Legal Support During a Scheduled Military Records Inspection by the TRSC
How to Properly Maintain a Military Records Inspection Log
When maintaining a military records inspection log, it is essential to follow a clear structure and include all required details so that the document is considered valid during a visit by the TRSC and complies with the requirements of Cabinet of Ministers Resolution No. 1487.
Key Requirements for the Log
Based on practical experience, as well as statutory requirements and official guidance, the military records inspection log should include the following columns:
|
Column |
What to record |
|
Date of inspection / reconciliation |
The full date on which the TRSC or another authorized body conducted the inspection or data reconciliation. |
|
Name of the inspecting authority / names and positions of representatives who carried out the inspection |
For example, a district (city) Territorial Recruitment and Social Support Center. Full names and job titles of the inspectors or responsible officials. |
|
Grounds for the inspection |
For example, a scheduled inspection, an unscheduled reconciliation, or a reconciliation of lists. |
|
Identified deficiencies / remarks |
A detailed description of the issues noted by inspectors, such as inaccuracies in records, missing documents, missed submission deadlines, etc. |
|
Management recommendations or decisions |
Actions that management plans to take or has already taken, such as issuing internal orders, correcting records, submitting notifications, or conducting briefings. Many templates use the heading “Management Decision” or “Corrective Measures.” |
|
Confirmation of corrective actions taken |
After corrective measures are implemented, the date, a description of what was done, and the signature of the responsible person. This is a key column that confirms the company has complied with the TRSC’s recommendations. |
|
Signatures |
The signature of the TRSC inspector and the signature of the person responsible for military records at the enterprise. |
Helpful: Company managers and designated responsible persons can download a sample military records inspection log directly from our website.
What the TRSC Checks During a Visit: A Company Checklist
To prepare for a visit by the TRSC and to properly maintain the inspection log, it is useful to have an internal checklist that helps structure documents and actions. Below are the key areas the TRSC is entitled to review when inspecting whether personal military records are properly maintained at an enterprise:
1. Organizational documents- Is there an order on maintaining military records?
- Has a person responsible for military record-keeping been appointed?
- Has additional compensation been assigned for performing these extra duties?
- Are the personal military records lists up to date (Appendix 5)?
- Are the lists signed by company management and the responsible employee?
- Do the details in the lists match the employees’ actual military registration documents?
- Is the military records inspection log maintained?
- Is there proof that notifications were submitted to the TRSC regarding hiring, termination, or changes in military registration data (Appendices 1 and 4 to Resolution No. 1487)?
- Is there a reconciliation schedule in place and are periodic reconciliations being carried out?
- Have the remarks from previous inspection reports been addressed?
- Are the corrective actions recorded in the log (the “correction of deficiencies” section)?
- Has confirmation of corrective measures been sent to the TRSC (orders or documents)?
Please note! If your company has employees who are formally reserved, the military authority may inspect your enterprise annually and also has the right to conduct unscheduled inspections.
You might also like: How to Avoid Losing Critical Enterprise Status
Comprehensive Legal Support for Military Record-Keeping
Our law firm provides end-to-end legal support for military record-keeping, taking responsibility for all complex stages and ensuring business continuity and peace of mind during inspections. We help companies:
- conduct a full audit of military records and identify gaps and compliance risks;
- develop or update the complete set of required documentation, including logs and internal orders;
- provide training and guidance for the designated person responsible for military records;
- communicate with the TRSC before, during, and after inspections;
- provide legal support during inspections, either in person or remotely, including verification of the documents authorizing the inspection;
- remedy deficiencies identified during inspections and prepare all supporting documentation for submission to the TRSC;
- prepare the enterprise for scheduled and unscheduled inspections.
We ensure that the entire military record-keeping process is transparent, systematic, and fully compliant with current legislation, allowing military record-keeping inspections to proceed in a predictable manner.
Contact us today to receive professional advice and comprehensive legal support for your enterprise before and during military records inspections.
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