Dated 1 June 2018
If you looking for military information on a former Serviceperson, the primary source of official information will generally be Library and Archives Canada. That agency is responsible for holding the military records of a Service Member after the Department of National Defence has no further need for these files due to the individual's release or death. The type of personnel documents that are available online are outlined at:
Other Government files can be located through the Search Tool at: http://www.collectionscanada.gc.ca/lac-bac/search/arch_adv .
For First World War archives, use “Record Group 150” while “Record Group 24” applies for post-WW I records.
The Privacy Act provides the protocols that govern the public's access the documents. As guidelines, for example:
- files of members who served during WW I are open to the public;
- files of WW II servicemen who were Killed in Action are open to the public and accessible at https://www.ancestry.ca . Many Public Libraries provide free access to the Ancestry.com website; and
- files of personnel who have been deceased for at least 20 years are open to the public with limitations but those files must be requested through an “Access To Information” request. The files will be screened to protect "Third Party" personal information.
To submit a request for information on a deceased individual see:
When requesting such information, National Archives requires that you provide the Proof of Death. Proof of Death can be a Death Certificate, Cemetery Record, Newspaper Obituary, picture of a tombstone, etc.
If you are uncertain of a Date of Death, there are a couple of sites In addition to the to the Ancestry.com website that can assist. If the individual died during war, he will most likely be listed on the site:
If the individual was a member of the Royal Canadian Legion, his death may be listed at the site:
If you believe that the individual may have been published in a “Casualty List,” you can search the extensive online archive of newspaper clippings at:
For most requests for information on a family member, National Archives will provide what they refer to as their "Genealogy Package." This generally comprises copies about a dozen pages of the Service and Casualty Record as well as the Enlistment and Discharge documents. Depending on the backlog at the time it may take several months to receive this information. If you want more information than is included in the "Genealogy Package," be prepared to wait sometime as screening a set of Military Records for Third Party information requires some additional effort.
The Service Record will note all postings, promotions and other significant personnel activities. Much of these entries will be in cryptic notation with numerous abbreviations. One of the better sources to help understand these military abbreviations is:
If you wish to learn of the member's activity while in a certain unit, there are several general courses of action:
- Official Histories. Read the appropriate volume of RCE/CME History. See: https://cmea-agmc.ca/history-canadian-military-engineers. A copy may be available on Interlibrary Loan from your Public Library.
- War Diaries. War Diaries are held in National Archives in Ottawa and provide the record of the day-by-day activity. War Diaries are lengthy and often not easy to research so one might consider engaging a freelance researcher in the Ottawa area conduct the research for you. National Archives maintains a list of such individuals.
The War Diaries of the First World War units have been microfilmed and digitized. The digitized Diaries are available online at:
The WWII Diaries of Engineer units and headquarters are now available in digitized form online. See the attached Annex A for guidance on how to access these files.
- Unit Histories. A number of Unit Histories exist in various locations across the country. To determine if one exists for a particular unit, you should submit an inquiry to the CME Museum using the LINK at the bottom of page: http://www.cmemuseum.ca/index_e/rese_e/rese_e.htm
For more assistance, contact:LCol Ken Holmes, CD (Ret’d) CMEA History and Heritage firstname.lastname@example.org