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This page contains information regarding Star Trek: Prodigy, and thus may contain spoilers.
Multiple realities
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Jonathan Archer personnel file

Jonathan Archer's personnel file (2268)

A personnel file, or personnel dossier, was a computer file that contained information on a specific person. In a military force, it might be known as a service record or service transcript. All members of Starfleet had a personnel file. Personnel files were also used by several other military organizations in the Milky Way Galaxy, such as the Cardassian Union and the Bajoran Militia. Police records were designed along similar lines to a personnel file.

Service record types[]

Starfleet personnel files contained a variety of information about a specific person. As of the 24th century, such information included:

23rd century service records contained similar data, and could be accessed via computer where the record would be read aloud. The personnel officer on board a starship was responsible for being familiar with the service records of all those aboard. In 2267, the personnel officer of the USS Enterprise was called to give testimony about data from the record of James T. Kirk. Previously, the service record of Benjamin Finney was reviewed as part of court martial hearing procedures. (TOS: "Court Martial").

Earlier in the 23rd century, Captain Christopher Pike's Starfleet personnel file in addition to featuring a short biography was divided in the following rubrics: education, medical history, service record, commendations, medals and decorations, and again education. Each rubric was organized as a list, including grades in the first education rubric which listed Starfleet courses. The file was marked classified. (DIS: "Brother")

A listing of several service records, such as those of an entire starship crew, were known as a "crew manifest". (TNG: "Conundrum")

In the mirror universe, Jonathan Archer called up the personnel file of Hoshi Sato's prime universe counterpart. As a means of retribution, Sato then called up the personnel file on Archer's counterpart, from which they learned that the Archer from the prime universe was captain of Enterprise NX-01 and would be instrumental in the formation of a United Federation of Planets. (ENT: "In a Mirror, Darkly, Part II")

In 2364, Lieutenant Commander Data told Admiral Leonard McCoy that he learned that he was one-hundred-thirty-seven years old, according to Starfleet records. (TNG: "Encounter at Farpoint")

In 2366, communication specialist Tam Elbrun's personnel file showed that he gravitated towards assignments that isolated him from other humanoids. (TNG: "Tin Man")

In 2367, a falsified personnel file on William T. Riker was created by Barash, detailing a future where Riker had assumed command of the USS Enterprise and was in negotiations with the Romulans for an alliance with the Federation. Barash wanted to fool Riker into thinking he was in the future, but one of the ways in which Riker realized he was in false surroundings was after requesting a computer copy of his service record and encountering a time lag in the computer response. (TNG: "Future Imperfect")

The service record of Beverly Crusher contained a description of her victories in dance competitions, which earned her the nickname "The Dancing Doctor". (TNG: "Data's Day")

Also in 2367, Geordi La Forge claimed to have seen the personnel file of Leah Brahms in explaining why he knew that she had changed the way she wore her hair. He claimed it was standard procedure when a guest came on board, though in fact he was aware of her appearance due to having created a holographic program featuring her. (TNG: "Galaxy's Child")

In 2371, Odo compared the personnel files of Thomas and William T. Riker while informing Gul Dukat about the backstory of the Maquis defector Thomas Riker in the wardroom of Deep Space 9. (DS9: "Defiant")

Jadzia Dax claimed that her personnel file described her as "adorable" three times. (DS9: "Rejoined")

In 2373, Gul Dukat gave a copy of Tekeny Ghemor's service record to Major Kira. The record showed that Tekeny Ghemor have been involved in a massacre of Bajoran monks decades before. (DS9: "Ties of Blood and Water")

Members of the Bajoran militia also had personnel files. They contained a voiceprint, a retinal scan, a psychiatric profile, and a holopicture. In 2371, Quark used a decryption protocol to gain access to Major Kira's personnel file so he could create a holosuite program featuring her likeness for Tiron. (DS9: "Meridian")


Actual military service records, such as those of the United States armed forces, are filled with pages of data and forms, especially in cases where a person has served in the military for several years. It is therefore likely that the screens seen above are "intro pages" to much more extensive computer files that would cover the Starfleet member's entire career.


Background information[]

In "Conundrum", the personnel files of the entire senior staff of the USS Enterprise-D are seen, except for those of Worf, Geordi La Forge, and William T. Riker.

Hoshi Sato's and Jonathan Archer's personnel files shown in "In a Mirror, Darkly, Part II" were written and edited by Enterprise writer and producer Michael Sussman. They have been considered canon as they were legible on screen. ("Regeneration" audio commentary, ENT Season 2 Blu-ray)

Personnel files seen on screen
Personnel files read by computer


Reginald Barclay Starship Creator personnel file

A typical personnel file as seen in Star Trek: Starship Creator

The non-canon video game Star Trek: Starship Creator, and its expansion Warp II, allows the player to design, create and crew their own starship. Each of the available crew members has their own detailed personnel file written by Star Trek Scenic Artists Michael and Denise Okuda. Some of the personnel files written were for minor characters who sometimes only appeared in one scene on-screen.

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