RECORDS MANAGEMENT MANUAL - Marine Corps Installations East

THE SECRETARY OF THE NAVY

SECNAV M-5210.1 JANUARY 2012

Revision 1 Incorporated May 2012

DEPARTMENT OF THE NAVY RECORDS MANAGEMENT PROGRAM

RECORDS MANAGEMENT MANUAL

Published By The Department of the Navy Chief Information Officer

January 2012 (Revision 1 Incorporated May 2012)

6(&1$90 -DQXDU\

Table of Revisions/Changes

6(&1$90DQXDO 5210.1

%DVLF,VVXDQFH'DWH

'HFHPEHU 1RYHPEHU

January 2012

&KDQJH5HYLVLRQ+LVWRU\ &+WR1RY%DVLF 5HYWR-DQ%DVLF

&+WR5HYWR-DQ%DVLF

'DWH3XEOLVKHG

1RYHPEHU 0D\

$XJXVW

SECNAV M-5210.1 CH-1 to 1st Revision AUGUST 2017

List of Revisions/Changes for CH-1 to 1st Revision

Some formatting and other minor corrections have been incorporated into this change transmittal. They have not been highlighted. The following list outlines changes contained within this change transmittal.

1. References, page iv, addition of items (i) through (l) 2. Part I, page I-1, paragraph 1 3. Part I, page I-1, paragraph 5a 4. Part I, page I-6 through I-8, paragraph 17 (entirety)

SECNAV M-5210.1 CH-1 DUSN (M) (DON CIO) 21 Aug 2017

SECNAV M-5210.1 CHANGE TRANSMITTAL 1

From: Secretary of the Navy

Subj: DEPARTMENT OF THE NAVY RECORDS MANAGEMENT PROGRAM RECORDS MANAGEMENT MANUAL

Encl: (1) Revised List of Changes (2) Revised page vi (3) Revised Part I, pages I-1 through I-7

1. Purpose. This change incorporates language from enclosures (3) and (4) of SECNAVINST 5210.8E Department of the Navy Records Management Program into paragraph 17 of Part I, SECNAV M-5210.1 per National Archives and Records Administration inspection results. Inserted language relates to electronic information system records management compliance and electronic mail records. Minor formatting changes were made throughout Part I. In addition, the reference page was updated to include additional references.

2. Actions. Remove List of Changes and replace with Enclosure (1). Remove page vi and replace with Enclosure (2). Remove Part I and replace with Enclosure (3).

3. Records Management. Records created as a result of this change transmittal, regardless of media and format, shall be managed per SECNAV M-5210.1 of January 2012.

RICHARD V. SPENCER

Distribution: Electronic only, via Department of the Navy Issuances Web site:

DEPARTMENT OF THE NAVY

CHIEF INFORMATION OFFICER 1000 NAVY PENTAGON

WASHINGTON DC 20350-1000

20 January 2012

FOREWORD

The Department of the Navy (DON) Records Management (RM) Program establishes policies and procedures for life cycle management (creation, maintenance, use, and disposition) of DON records. This manual provides guidelines and procedures for the proper administration of a records management program. It also contains all DON records disposition schedules approved by the National Archives and Records Administration (NARA).

This manual implements the policy set forth in Secretary of the Navy Instruction (SECNAVINST) 5210.8D, Department of the Navy Records Management Program, 31 December 2005 and is issued under the authority of SECNAVINST 5430.7Q, Assignment of Responsibilities and Authorities in the Office of the Secretary of the Navy, 17 August 2009.

This version of the manual contains new disposition schedules approved by NARA as well as minor changes to record descriptions, corrections to names of activities, and updates to NARA guidance. Areas of major changes are underlined and in bold and are delineated in the "List of Revisions/Changes" pages in the front of the manual.

The disposition schedules are listed by Standard Subject Identification Code (SSIC). The schedules incorporate NARA records disposition policies and guidelines and have been approved by the Archivist of the United States, as required by Title 36 Code of Federal Regulations Chapter XII. This manual is the single records disposition authority for all DON records.

This manual is effective immediately; it is mandatory and applicable to the offices of the Secretary of the Navy, Chief of Naval Operations (CNO), Commandant of the Marine Corps, and all Navy and Marine Corps activities, installations, and commands.

Reports. Report Control Symbol SECNAV5212-1 is assigned to the report on accidental destructions of records required by paragraph 6, Part I, and is approved in accordance with DON reports control procedures.

The statutory definition of records. Title 44 United States Code Chapter 33 defines records as "all books, papers, maps, photographs, machine readable materials or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, function, policies, decisions, procedures, operations, or other activities of the Government or because of the information value of data in them. Library and

i

museum material made or acquired or preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stock of publication and of processed documents are not included."

This manual may be accessed through the Department of the Navy Issuances web site:

Comments and recommendations regarding this manual are welcome. For further assistance or to offer comments and recommendations, contact the appropriate office below:

Office of the Secretary of the Navy

USN

Navy Records Manager

DON/AA

Directives and Records Management Division

1000 Navy Pentagon, Room 4A514A

Washington, DC 20350-1000

Commercial (703) 695-9996

DSN

224-9996

USMC Marine Corps Records Manager (ARDB) 3000 Marine Corps Pentagon, Room 2B253 Washington DC 20350-1775

(703) 614-1081 224-1081

Terry A. Halvorsen Department of the Navy Chief Information Officer

ii

SECNAV M-5210.1 (1st Revision) January 2012

Department of the Navy Records Management Manual

Table of Contents

Foreword .................................................................................................................................... i Table of Contents..................................................................................................................... iii References................................................................................................................................ vi

PART I ? AUTHORITY AND PROCEDURES FOR RECORDS DISPOSITION PROGRAM

1. The Director of Directives and Records Management Division (DRMD), .................. DON/AA, Office of the Secretary of the Navy ........................................................I-1

2. Statutory and Regulatory Authority .........................................................................I-1 3. Goals of Record Management Program ...................................................................I-1 4. Information Security.................................................................................................I-1 5. Provisions for Emergency Destruction of Records ..................................................I-1 6. Accidental Destruction of Records...........................................................................I-2 7. Provisions for Transferring Records to Other Custody............................................I-2 8. Procedures for Transferring Records to Federal Records Centers ...........................I-3 9. Destruction of Records in the Custody of FRCs ......................................................I-3 10. Access and Reference to Records Transferred.......................................................I-3 11. Cutting Off Records/Files ......................................................................................I-4 12. Retiring Records to Local Storage Areas ...............................................................I-4 13. Temporary Records Interfiled With Other Records ...............................................I-4 14. Personal Papers.......................................................................................................I-5 15. Preservation of Facsimile Transmissions as Federal Records................................I-5 16. Data Created or Received and Maintained for the Government by Contractors....I-5 17. Electronic Records .................................................................................................I-6

PART II ? APPLYING RECORDS RETENTION STANDARDS 1. Records Retention Standards...................................................................................II-1 2. Deviations from Retention Standards......................................................................II-2 3. Exceptions to Standards when Litigation, Investigations, Preservation Orders, and Exceptions are Pending ....................................................................................II-2 4. Establishing New or Revised Standards..................................................................II-2 5. Responsibility for Applying Standards ...................................................................II-2 6. Applying Standards Initially ...................................................................................II-3

iii

SECNAV M-5210.1 (1st Revision) January 2012

PART III ? RETENTION STANDARDS FOR NAVAL RECORDS Chapter 1 ? Military Personnel Records ................................................................III-1-1 Chapter 2 ? Information Technology and Communications Records ....................III-2-1 Chapter 3 ? Operations and Readiness Records.....................................................III-3-1 Chapter 4 ? Logistics Records................................................................................III-4-1 Chapter 5 ? General Administration and Management Records............................III-5-1 Chapter 6 ? Medicine and Dentistry Records ........................................................III-6-1 Chapter 7 ? Financial Management Records .........................................................III-7-1 Chapter 8 ? Ordnance Material Records ................................................................III-8-1 Chapter 9 ? Ships Design and Material Records....................................................III-9-1 Chapter 10 ? General Material Records ...............................................................III-10-1 Chapter 11 ? Facilities and Activities Ashore Records........................................III-11-1 Chapter 12 ? Civilian Personnel Records.............................................................III-12-1 Chapter 13 ? Aeronautical and Astronautical Material Records..........................III-13-1

PART IV ? DECOMISSIONED VESSELS' RECORDS 1. Technical Equipment or Instruction Manuals ....................................................... IV-1 2. Personnel Files ...................................................................................................... IV-1 3. Medical and Dental Files....................................................................................... IV-1 4. Ship's Deck Log.................................................................................................... IV-1 5. Fleet of Flag Command Files ................................................................................ IV-1 6. Financial Records .................................................................................................. IV-1 7. Legal Records........................................................................................................ IV-1 8. Flight Records ....................................................................................................... IV-2 9. Engineering Logs and Bell Books......................................................................... IV-2 10. Logs and Other Records maintained for Internal Control Purposes ................... IV-2 11. Radiation Dissemination ..................................................................................... IV-2

PART V ? RECORDS OF CRISIS, CONTINGENCY AND ARMED CONFLICT 1. Records accumulated by Naval Component Commander, Subordinate Navy and Marine Corps Commanders, and individual Navy and Marine Corps Units ......... V-2 2. Studies, Reports, and Formal Recommendations Produced by the Designated Operations Analysis Activity ................................................................................. V-3 3. Paper and photo records used in the production of reports by the Designated Operations Analysis Activity ................................................................................. V-3 4. Paper Records not used in the Production of Reports ............................................ V-3 5. Motion pictures and still images ............................................................................ V-3

iv

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download