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Department of the Navy Records Management Program The SECRETARY OF THE NAVY SECNAV M-5210.1 November 2007 (Rev.) Department of the Navy Records Management Program RECORDS MANAGEMENT MANUAL Published By The Department of the Navy Chief Information Officer November 2007Revision SECNAV M-5210.1 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. 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 5430.7N, 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). 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 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. 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 M-5210.1 November 2007 This manual may be accessed through the Department of the Navy Issuances web site: http://doni.daps.dla.mil. 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) 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 M-5210.1 November 2007 Department of the Navy Records Management Manual Table of Contents Forward .......................................................................................................................................ii Table of Contents........................................................................................................................iv References...................................................................................................................................vii PART I - AUTHORITY AND PROCEDURES FOR RECORDS DISPOSITION PROGRAM 1. The Navy Directives and Records Management Branch............................................I-1 2. Statutory and Regulatory Authority.............................................................................I-1 3. Goals of Records Disposal 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 Federal Records Centers ..........................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-5 14. Personal Papers...........................................................................................................I-5 15. Preservation of Facsimile Transmissions as Federal Records..................................I-6 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 Standards..........................................................................II-2 3. Exceptions to Standards when Litigation, Investigations, and Exceptions are Pending ................................................................................................II-2 4. Establishing New or Revised Standards......................................................................II-2 5. Responsibility for Applying Standards........................................................................II-3 iv SECNAV M-5210.1 November 2007 6. Applying Standards Initially........................................................................................II-3 PART III - RETENTION STANDARDS FOR NAVAL RECORDS Chapter 1 - Military Personnel Records ..........................................................................III-1-1 Chapter 2 - Telecommunications 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 - DECOMMISSIONED VESSELS' RECORDS 1. Technical Equipment or Instruction Manuals .............................................................IV-1 2. Personnel Files..............................................................................................................IV-1 3. Medical and Dental Files..............................................................................................IV-1 4. Ships Deck Log............................................................................................................IV-1 5. Fleet or Flag Command Files.......................................................................................IV-1 6. Financial Records.........................................................................................................IV-1 7. Legal Records...............................................................................................................IV-1 8. Flight Records...............................................................................................................IV-2
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