RECORDS MANAGEMENT MANUAL

1 T h e S E C R E TA RY O F T H E N AV Y. SECNAV November 2007 (Rev.). Department of the Navy RECORDS MANAGEMENT Progr am RECORDS MANAGEMENT MANUAL . Published By The Department of the Navy Chief Information Officer November 2007 Revision SECNAV November 2007. DEPARTMENT OF THE NAVY. OFFICE OF THE CHIEF INFORMATION OFFICER. 1000 NAVY PENTAGON. WASHINGTON, DC 20350-1000. 16 November 2007. 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.

2 This MANUAL implements the policy set forth in Secretary of the Navy Instruction (SECNAVINST) , Department of the Navy RECORDS MANAGEMENT Program, 31. December 2005 and is issued under the authority of SECNAVINST , Assignment of Responsibilities and Authorities in the Office of the Secretary of the Navy, 9 June 2005. This MANUAL replaces SECNAV MANUAL M-5210, Department of the Navy, Navy RECORDS MANAGEMENT Program, RECORDS MANAGEMENT MANUAL , December 2005. Revisions were made throughout and major changes were made to the disposition schedules for DON RECORDS contained in Part III. The disposition schedules are listed by Standard Subject Identification Code (SSIC).

3 The schedules incorporate National Archives and RECORDS Administration (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 (CFR) 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 (CMC), and all Navy and Marine Corps activities, installations, and commands. Reports. Report Control Symbol SECNAV 5212-1 is assigned to the report on accidental destructions of RECORDS required by paragraph 6, Part I, and is approved in accordance with DON.

4 Reports control procedures. The statutory definition of RECORDS . Title 44 United States Code (USC) 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, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the information value of data in them.

5 Library and 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.. ii SECNAV November 2007. 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 USMC. Navy RECORDS Manager Marine Corps RECORDS Manager CNO/DNS-5 (ARDB).

6 720 Kennon St. SE Bldg 36, Room 203 2 Navy Annex Room 1212. Washington DC 20374 Washington DC 20380-1775. Commercial (202) 433-4217 (703) 614-2311. DSN 288-4217 224-2311. Robert J. Carey Department of the Navy Chief Information Officer iii SECNAV November 2007. Department of the Navy RECORDS MANAGEMENT MANUAL Table of Contents Forward ..ii Table of PART I - AUTHORITY AND PROCEDURES FOR RECORDS DISPOSITION. PROGRAM. 1. The Navy Directives and RECORDS MANAGEMENT 2. Statutory and Regulatory 3. Goals of RECORDS Disposal 4. Information 5. Provisions for Emergency Destruction of 6. Accidental Destruction of 7. Provisions for Transferring RECORDS to Other 8.

7 Procedures for Transferring RECORDS to Federal RECORDS 9. Destruction of RECORDS in the Custody of Federal RECORDS Centers ..I-3. 10. Access and Reference to RECORDS 11. Cutting Off RECORDS /Files ..I-4. 12. Retiring RECORDS to Local Storage Areas ..I-4. 13. Temporary RECORDS Interfiled with Other 14. Personal 15. Preservation of Facsimile Transmissions as Federal 16. Data Created or Received and Maintained for the Government by Contractors ..I-6. 17. Electronic RECORDS ..I-6. PART II - APPLYING RECORDS RETENTION STANDARDS. 1. RECORDS Retention Standards ..II-1. 2. Deviations from Retention 3. Exceptions to Standards when Litigation, Investigations, and Exceptions are Pending.

8 II-2. 4. Establishing New or Revised 5. Responsibility for Applying iv SECNAV November 2007. 6. Applying Standards PART III - RETENTION STANDARDS FOR NAVAL RECORDS . Chapter 1 - military Personnel RECORDS ..III-1-1. Chapter 2 - Telecommunications Chapter 3 - Operations and Readiness RECORDS ..III-3-1. Chapter 4 - Logistics Chapter 5 - General Administration and MANAGEMENT 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.

9 Chapter 11 - Facilities and Activities Ashore RECORDS ..III-11-1. Chapter 12 - Civilian Personnel RECORDS ..III-12-1. Chapter 13 - Aeronautical and Astronautical Material PART IV - DECOMMISSIONED VESSELS' RECORDS . 1. Technical Equipment or Instruction Manuals ..IV-1. 2. Personnel 3. Medical and Dental 4. Ships Deck Log ..IV-1. 5. Fleet or Flag command 6. Financial 7. Legal 8. Flight 9. Engineering Logs and Bell Books ..IV-2. 10. Logs and Other RECORDS maintained for Internal Control 11. Radiation IV-2. PART V - RECORDS OF ARMED CONFLICT. 1. Component Commanders, Subordinate Commanders, and Individual Units ..V-1. 2. Studies, Reports and Formal 3.

10 Paper and Photo RECORDS used in Production of 4. Paper RECORDS not used in Production of Reports ..V-2. 5. Motion Picture Film and Video v SECNAV November 2007. 6. Data Bases and Other Electronic RECORDS ..V-2. APPENDICES. Federal RECORDS Centers (FRC) Transfer Procedures, FRC Locations, and List of Department of the Navy record Reference Service ..B-1. Glossary of Reimbursable Microfilm Services Provided by Federal RECORDS Centers ..D-1. RECORDS Disposition Notices Issued by Federal RECORDS Centers ..E-1. Standards for Navy RECORDS Centers ..F-1. SSIC Quick DON Vital RECORDS Program ..H-1. vi SECNAV November 2007. References (a) DOD Directive , DoD RECORDS MANAGEMENT Program, March 6, 2000.