Document Prep & Upload

Arms aams prep

AIR FORCE


Preparing your Individual Flight Record Report (IFRR)


There are several different pages in your Flight Record Folder which you will need to obtain from the HARM before you begin.  The pages with individual sortie entries on them are titled “Individual Flight Record Report”.  These are the pages our algorithm will parse to create your logbook.


  1. Redact all instances of your full or partial SSN. It is recommended that you redact your information by hand. Redacting information using the Adobe Redaction Tool will automatically lower the resolution of your scanned file and may require you to rescan your records.

  2. It is very important that you use a traditional scanner to create your PDF documents and save all of your records as an Adobe .pdf file at 600 dpi and in color. Although most pages are printed in black & white, a document scanned in color allows us to alter the scanned images for the best possible results.

  3. The system will only accept one PDF document per user. Please combine all of your scanned records into one PDF document prior to your upload.

  4. If you have digital records from AAMS, you will also be able to upload one Excel file separately when you upload the PDF file of your paper records.


Preparing your AAMS Records


  1. Log into AAMS

  2. Download your AAMS Flight Records by clicking on the Excel icon

  3. In order to reduce possible duplicates, remove any dates which overlap your IFRR pages (do not alter any other portion of the template) and save the file in .xlsx format

Uploading your IFRR, AAMS/ARMS Record(s)


  1. From the menu at the top of the home screen, select “Add”, then ”Upload Individual Flight Record”.

  2. If you have not purchased the Individual Flight Record Upload service, you will be directed our Purchase a Service page for payment processing in order to access the “Upload” feature.

  3. Upload your PDF file where it says Upload Scanned PDF Here.

  4. If you have an AAMS or ARMS Excel file, upload the Excel file where it says Upload AAMS/ARMS Excel File Here.

  5. Review and acknowledge the statements below including the Privacy statement.

  6. Click “Submit”.

  7. You will receive an email from MilKEEP once your logbook is complete!

    8. Please note: You will have 7 days from the time you upload your Individual Flight Record Report to upload an AAMS/ARMS Excel file. After 7 days, you will need to purchase an Additional Page Upload.


Uploading an AFTO 781


**Premium Members can submit up to 20 entries per month for MilKEEP to enter for them (as well as unlimited manual entries per month)**


  1. From the menu at the top of the home screen, select “Add”, then ”Upload AFTO 781 for MilKEEP entry”. If you do not have a Standard or Premium membership, you will be redirected to our payment page.

  2. Remove any Personally Identifiable Information prior to uploading any documents to MilKEEP.com.

    • Take a picture of the form prior to filling in the “SSN (Last 4)” column.

    • Place a piece of paper, thumb, etc. over SSN’s prior to taking picture.

    • Use the “redact” function of Adobe Acrobat if uploading a pdf.



  3. Select a .pdf document or photo image captured from your device to upload.

  4. Enter the number of personal takeoffs and landings you accomplished.

  5. Affirm that you have redacted all Personally Identifiable Information before submitting by clicking the checkbox.

  6. Click “Submit”.

  7. MilKEEP will send you an email once your records are updated!


NAVY/MARINES


Upload a Sierra Hotel Aviation Readiness Program (SHARP) / MSHARP Record


  1. Download a CONFIG logbook from the SHARP database.

  2. From the menu at the top of the MilKEEP home screen, select “New” then ”Upload SHARP Record”.

  3. If you have not purchased this service, you will be directed to an external site for payment processing in order to access the “Upload” feature.

  4. Choose the correct file from your computer.

  5. Click the checkbox agreeing to the Privacy statement. Although we request that you redact all occurrences of your personal information, this statement gives consent to release your personal information in the event that an area is improperly redacted. 

  6. Click “Submit”.

  7. You will receive an email from MilKEEP once your logbook is complete!


ARMY


Upload Your Centralized Aviation Records System (CAFRS) Flight Data Export and Form 759


  1. Export your flight data from the CAFRS database in a .xlsx format.

  2. From the menu at the top of the MilKEEP home screen, select “+Add” then ”Upload Flight Records (CAFRS/759)”.

  3. If you have not purchased this service, you will be directed to our “Purchase a Service” page for payment processing in order to upload your flight records.

  4. Under “Upload CAFRS File Here”, click on the ‘Choose File” button and select the correct .xls or .xlsx file from your computer.

  5. Under “Upload 759 Here”, click on the ‘Choose File” button and select the correct .pdf file from your computer. DO NOT upload a 759 for records that already exist in CAFRS. The system will create entries for all records uploaded, and this will lead to duplicate hours in your logbook.

  6. Click the checkbox agreeing to the Privacy statement. Although we request that you redact all occurrences of your personal information, this statement gives consent to release your personal information in the event that an area is improperly redacted.

  7. Click the checkbox acknowledging that you are uploading all of your records in their entirety. If you need to upload both CAFRS and a 759 but do not have either of them available, you will have seven days from your initial upload to upload the final document.

  8. Click “Submit”.

  9. You will receive an email from MilKEEP once your logbook is complete!


CIVILIAN BULK UPLOAD


  1. Download the “Template for Civilian Bulk Upload” located under the “Samples and Templates” heading of the “Document Prep” page. DO NOT ALTER THE TEMPLATE (change/add column headers, etc.) IN ANY WAY.

  2. Complete all fields of the template, including “Sortie(s)” column.

  3. Fill in any blank cellls in the data range with a “0” (zero).

  4. Fields for Route of Flight can be added using “ICAO-ICAO” format. For multiple fields, separate all ICAO field names with a “-”

  5. Visit the “Settings” page to complete your “Civilian Aircraft” library.

  6. Under the “+New”tab, select “Civilian Bulk Upload”

  7. Upload your saved .xlsx file


 


 

Samples and Templates

Download Sample NAVY SHARP file HERE.
Download Sample ARMY CAFRS Flight Data Export file HERE.
Download Sample Marines MSHARP file HERE.
Download file Template for Civilian Bulk Upload HERE.