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Record Prep & Upload



AIR FORCE


The system recognizes Air Force records in the following formats:


Please do not include any of the following in your upload. The system will not process:



If you have UPT entries from G/TIMS or Dot Matrix pages, you can add the entries to the bottom of your AAMS or Envision Excel file at no extra cost as long as they are in the AAMS or Envision format. Since G/TIMS does not list Air Force component time (PRI, SEC, OTH), you will have to make an educated guess on the type of time logged on each sortie.


Preparing your paper records


  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. Please combine all of your scanned IFRR pages into one PDF document prior to your upload. If you have ARMS IFRR pages and AF3520s, please upload them separately.


Preparing your electronic records

  1. MilKEEP is designed to process electronic records exactly as they are exported. No formatting should be done to any electronic record prior to uploading.

  2. NOTICE: AAMS is offline as of 30 Sept 2023 . If you do not have a saved backup file from AAMS, you may be able to obtain a copy from the AMC/A3TFS office. Of note, all flight data from AAMS was migrated to Envision prior to being taken offline.

  3. If you have an Envision file to upload: make sure that there is a column listing the "Duty Position" for each line entry (i.e. "FP", "MP", "IP", etc.). Many users have found that entries migrated from AAMS to Envision are missing the Duty Position.

The Air Force has changed flight records management systems several times over the past few years. Therefore, your records may exist in one or many of the systems mentioned above. We highly recommend removing known duplicates from your records before uploading multiple files—the system will process everything that is uploaded.



Uploading your Record(s)


Do not begin the upload process until all of your records are ready. MilKEEP will not begin processing your records until everything is uploaded.


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

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

  3. Click the Add File button to upload your documents.

  4. Select the appropriate type of document you wish to upload. Repeat as needed until all of your files have been uploaded.

  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 have 2 days from the time you upload a file to upload any additional files. After 2 days, you will need to purchase the Additional Military Records service to upload additional files.



NAVY/MARINES


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


  1. Follow the instructions on the video above to download your MilKEEP logbook from SHARP directly, or contact SHARP representative Greg.a.everett.ctr@us.navy.mil and ask for a copy of your "MilKEEP Logbook" from SHARP

  2. From the menu at the top of the MilKEEP home screen, select “+Add” then ”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. 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!


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. If you have missing records or cannot access the file on your CD, you can contact the CAFRS Help Desk to obtain your records in an Excel 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. Review and acknowledge the statements below including the Privacy statement.

  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 two 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!


COAST GUARD


Upload Your ALMIS Records


  1. Export your flight data from ALMIS in a .xlsx format.

  2. From the menu at the top of the MilKEEP home screen, select “+Add” then ”ALMIS File”.

  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 ALMIS File Here”, click on the ‘Choose File” button and select the correct file from your computer.

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

  6. Click the checkbox acknowledging that you are uploading all of your records in their entirety.

  7. Click “Submit”.

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


CIVILIAN LOGBOOK IMPORT


  1. Download the “Template for Civilian Logbook Import” located under the “Samples and Templates” heading of the “Record 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. In order to adhere to airline application reporting requirements, your Total time should be the sum of (IP/EP + PIC + SIC + Dual + Civ Other). Do not "dual-log" time (i.e. do not log 1.0 SIC and 1.0 Dual for a 1.0 Total time sortie).

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

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

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

  7. Under the “+Add”tab, select “Civilian Logbook Template”

  8. Upload your saved .xlsx file


PREMIUM MEMBER MONTHLY FILE UPLOAD

**Premium Members can upload one Additional Military Record (IFRR, AAMS, Envision, CAFRS, SHARP, M-SHARP) file per month. Please note that this service is for Military Flight Records ONLY. If you need to upload civilian records, please use the Civilian Logbook Import service.**


  1. From the menu at the top of the home screen, select “+Add”, then ”Premium Member Monthly File”. If you do not have a Premium membership, you will be redirected to our payment page.

  2. Prepare your file by removing any entries that already exist in your logbook. The system will process everything in the file you upload.

  3. Select the file from your device that you wish to upload. The system will only accept the Excel .xlsx file format for Army, Navy, and Marine users. For Air Force users, you may submit a maximum of two (2) IFRR pages in a PDF format.

  4. Review and acknowledge the confirmation statements.

  5. Click “Submit”.

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


ADDITIONAL MILITARY RECORD UPLOAD

The Additional Military Record upload is $9.99 for one Excel file (AAMS, Envision, CAFRS, SHARP, M-SHARP) or $9.99 per scanned PDF page (Air Force IFRR pages only). Please note that this service is for Military Flight Records ONLY. If you need to upload civilian records, please use the Civilian Logbook Import service.


  1. From the menu at the top of the home screen, select “+Add”, then ”Additional Military Record(s)”. If you have not paid for an Additional Military Record Upload, you will be redirected to our payment page.

  2. Prepare your file by removing any entries that already exist in your logbook. The system will process everything in the file you upload.

  3. Select the file (Excel .xlsx file or PDF) from your device and upload it using the appropriate file format button.

  4. Review and acknowledge the confirmation statements.

  5. Click “Submit”.

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


Samples and Templates

Download Sample Air Force ARMS Template file HERE.
Download Sample NAVY SHARP file HERE.
Download Sample ARMY CAFRS Flight Data Export file HERE.
Download Sample Marines MSHARP file HERE.
Download Sample Coast Guard ALMIS file HERE.
Download Sample Civilian Logbook Import file HERE.
Download file Template for UPT Upload HERE.