ITEM SSIC 2000 GENERAL TELECOMMUNICATIONS NO. SYSTEMS RECORDS
1 Records created by and documenting the organizational development and administration of the Office of
Command, Control and Communications consisting of the following: (supersedes HQINST M5212.6A, para. 630).
a. Official record copy of each directive/publication issued by the office with significant background material.
b. Studies/Surveys conducted by the Office of Command, Control and Communications.
(1) Studies/Surveys which resulted in Coast Guard wide adoption of policy or management programs. (a) Which are forwarded to higher authority and
included in a formal publication by the higher authority.
(b) Which are not forwarded to or published by the higher authority.
(2) Studies/Surveys which did not result in Coast Guard wide adoption of policy or management programs.
2 General administrative correspondence, reports and related material (excluding primary records) from various activities of Command, Control, and
Communications. (supersedes HQINST M5212.6A, para. 631).
AUTHORIZED DISPOSITION
Permanent. Transfer to FRC when 5 years old. Transfer to NARA when 20 years old. (NC1-26-83-3), item 630a
Destroy 5 years after publication of the study by higher authority or when usefulness has been served, whichever is later.
(NC1-26-83-3), item 630b(1)(a) Permanent. Transfer to FRC when 5 years old. Transfer to NARA when 20 years.
(NC1-26-83-3), item 630b(1)(b) Destroy when 2 years old. (NC1-26-83-3), item 630b(2) Destroy when 2 years old. (NC1-26-83-3), item 631
3 Record material of a routine administrative or housekeeping nature. (supersedes HQINST M5212.6A, para. 632).
4 Electronic Engineering Records. (supersedes HQINST M5212.6A, para. 637-657).
a. Avionics equipment manuals, files, technical descriptions and drawings. (supersedes HQINST M5212.6A, para. 637).
b. Office of Engineering copy of contract file for construction, installation, alterations, etc. of electronic equipment, including drawings, photographs, technical description specifications and related data. (supersedes HQINST M5212.6A, para. 638).
c. Files containing requests for procurement and for bid or quotation, invoices, requisitions for Headquarters controlled electronic equipment, inspectors report and related data. (supersedes HQINST M5212.6A, para.
639).
(1) Request for procurement, bids or quotations. (supersedes HQINST M5212.6A, para. 639a). (2) All other material. (supersedes HQINST M5212.6A, para. 639b).
d. Project files pertaining to development and testing of electronic systems at Coast Guard units. (supersedes HQINST M5212.6A, para. 640).
Destroy when 1 year old. (NC1-26-83-3), item 632
Destroy 6 months after equipment or aircraft is no longer in Coast Guard inventory
(NC1-26-76-2), item 637 Destroy 6 years, 3 months after completion of delivery.
(NC1-26-76-2), item 638
Destroy 5 years after completion of delivery. (NC1-26-76-2), item 639a
Destroy when 3 years old. (NC1-26-76-2), item 639b Maintain at Coast Guard Headquarters as an active working/reference file. Destroy when file becomes inactive. (NC1-26-76-2), item 640
e. Case files on electronic navigational aids containing request for authorization, approvals for installation photographs, blueprints, correspondence, related papers on changes and maintenance. (supersedes HQINST M5212.6A, para. 641).
f. Reference files on electronic parts; designation, description, price of parts, stock record inventory value of equipment, tabulation sheets, allowance lists,
changes in allowance lists and correspondence on installation and conversion. (supersedes HQINST M5212.6A, para. 642).
g. Specification for all electronic equipment developed by or for the Coast Guard. (supersedes HQINST
M5212.6A, para. 643).
h. Drawings of electronic equipment, LORAN maps and navigation charts, radio beacon charts, station plans, drawings, blueprints and photographs. (supersedes HQINST M5212.6A, para. 644).
i. Electronic Alterations Request and Ship Alteration Requests. (supersedes HQINST M5212.6A, para. 645). j. Submarine cable data reports made when cable is tested, relocated or repaired. (supersedes HQINST M5212.6A, para. 646).
k. General correspondence on procurement delivery and general maintenance records on building on lines, purchasing materials, etc. (supersedes HQINST M5212.6A, para. 647).
l. Telephone construction and maintenance records on building of lines, purchasing materials, etc. (supersedes HQINST M5212.6A, para. 648).
m. Telephone line location reports. (supersedes HQINST M5212.6A, para. 649).
Permanent. Transfer to FRC when aid is no longer active. Transfer to NARA 10 years after aid is no longer active.
(NC1-26-76-2), item 641 Destroy when superseded or obsolete.
(NC1-26-80-4), item 642
Destroy 2 years after equipment is declared obsolete.
(NC1-26-76-2), item 643
Permanent. Transfer to NARA 4 years after equipment is obsolete. (NC1-26-76-2), item 644
Destroy when superseded or obsolete. (NC1-26-76-2), item 645
Destroy 6 months after cable leaves Coast Guard control. (NC1-26-76-2), item 646 Destroy when 3 years old. (NC1-26-76-2), item 647
Destroy when 6 years, 3 months old. Transfer to FRC when 3 years old. (NC1-26-76-2), item 648
Destroy 6 months after line leaves Coast Guard control.
n. Telephone line and cable number system index. Destroy 6 months after
(supersedes HQINST M5212.6A, para. 650). superseded or obsolete.
(NC1-26-76-2), item 650
o. Correspondence files on acquisition and maintenance Destroy 10 years after termination of Coast Guard land line right of way. (supersedes of agreement and discontinued
HQINST M5212.6A, para. 651). use of the right of way. Transfer
to FRC 3 years after termination of agreement and discontinued use of the right of way.
(NC1-26-76-2), item 651 p. Acquisition, construction and improvement (AC&I) Destroy when 5 years old. and operating expenses allotment files. (supersedes (NC1-26-76-2), item 652 HQINST M5212.6A, para. 652).
q. Resource Change Proposals. (supersedes HQINST Destroy 3 years after completion.
M5212.6A, para. 653). (NC1-26-76-2), item 653
r. Reports developed from electronics installation, Destroy when obsolete or changes and maintenance system (EICAM). (supersedes superseded except equipment
HQINST M5212.6A, para. 654). parts failure summary which is
destroyed when 3 years old. (NC1-26-76-2), item 654 s. Flag Plot duty officers logs of daily operations. Permanent. Transfer to FRC (supersedes HQINST M5212.6A, para. 655). when 5 years old. Transfer to
NARA when 20 years old. (NC1-26-76-2), item 655 t. Flag Plot Search and Rescue case files consisting of Permanent. Transfer to FRC correspondence and reports on specific cases which when years old. Transfer to have been retained for their importance for historical NARA when 20 years old. reasons or otherwise. (supersedes HQINST M5212.6A, (NC1-26-76-2), item 656 para. 656).
5 Records created or received by the National Response Center consisting of the following: (supersedes HQINST M5212.6A, para 657a-j).
a. Oil/Hazardous Material Discharge Reports. Telephonic report forms containing information obtained from individuals who contacted the National Response Center to file a report under the Federal Water Pollution Act, Tosca, HAZMAT, Transport Act, and/or RCRA. (supersedes HQINST M5212.6A, para. 657a).
b. NRC Case Files. A collection of all message traffic, discharge reports “Daily Summaries,” charts and other documents for each medium and major severity case handled by National Response Center. (supersedes HQINST M5212.6A, para. 657b).
c. Potential Medium/Major Files. A collection of documentation for all cases handled by the National Response Center in which no spill actually occurred, but where a potential for a medium or major spill existed. (supersedes HQINST M5212.6A, para. 657c). d. Information Case Files. Public Interest cases not involving Federal responses. (supersedes HQINST M5212.6A, para. 657d).
e. Hazmats. A collection of sequentially numbered telephonic report forms containing information obtained from individuals who contacted the National Response Center to file a report under the Hazmat Transport Act. (supersedes HQINST M5212.6A, para. 657 f).
f. Duty Officer’s Log. An official log of all actions taken by the National Response Center, Duty Officer, including but not limited to receiving and passing of Discharge Reports. (supersedes HQINST M5212.6A, para. 657g).
Transfer to FRC when 2 years old. Destroy when 10 years old. (NC1-26-76-2), item 657a
Transfer to FRC when 3 years old. Destroy when 10 years old. (NC1-26-76-2), item 657b
Transfer to FRC when 2 years old. Destroy when 5 years old. (NC1-26-76-2), item 657c
Destroy when superseded,
canceled, or no longer needed for reference purposes.
(NC1-26-76-2), item 657d Destroy when 3 years old. (NC1-26-76-2), item 657f
Transfer to FRC when 2 years old. Destroy when 10 years old. (NC1-26-76-2), item 657g
g. Daily Summaries. An information sheet published by the National Response Center for distribution to Coast Guard offices and other agencies, etc.
(supersedes HQINST M5212.6A, para. 657h). h. Incident Memo Files. Briefing sheet designed to inform Headquarters officials of significant pollution incidents which occur during the working day. (supersedes HQINST M5212.6A, para. 657i). i. Confirmation Letter Files. A collection of letters mailed to the National Response Center by
corporations to confirm, in writing, reports of spills that were telephoned to the NRC in accordance with
Section 311 of the Federal Water Pollution Control Act. (supersedes HQINST M5212.6A, para. 657j). 6 Inventories, reports such as transfer and destruction
reports and related papers on register publications used as controls over security of classified records held throughout the Coast Guard. (supersedes HQINST M5212.6A, para. 635).
7 Communications Summary. (supersedes HQINST M5212.6A, para. 634 and COMDTINST M5212.12, para. 294c).
8 Communication Center copy of messages sent and received. (supersedes HQINST M5212.6A, para. 636). 9 Communications file of message logs,
(communications center, station message file, ship radio room file, etc. (supersedes COMDTINST M5212.12, para. 294a).
Transfer to FRC when 2 years old. Destroy when 4 years old. (NC1-26-76-2), item 657h Destroy when superseded,
canceled, or no longer needed for reference purposes.
(NC1-26-76-2), item 657i Transfer to FRC when 2 years old. Destroy when 10 years old. (NC1-26-76-2), item 657j
Destroy in accordance with effective editions of CMS-4. (NC1-26-76-2), item 635
Destroy when 2 years old. (NC1-26-76-2), item 634 and (NC1-26-80-4), item 294c Destroy when 6 months old. (NC1-26-76-2), item 636 Destroy in accordance with
Commandant Instruction M2000.3 (series) (NC1-26-80-4), item 294a
10 Omega Transmitter Strip Charts 1973-1984. 137 cu. ft. Destroy when 10 years old. Arranged chronologically. Strip recording charts of (N1-26-92-2-P), item 1 original OMEGA transmitter station phase data
showing results of test runs. Each strip chart is marked with the latitude and longitude of run.
WNRC Accession: 26-83-80 Boxes 1-59 26-83-81 Boxes 1-44 26-85-07 Box 1 26-85-08 Box 1-10 26-86-0005 Boxes 1-8 26-86-0006 Boxes 1-9 26-86-0007 Boxes 1-6
CHAPTER 3
OPERATIONS AND READINESS RECORDS