ITEM SSIC 3000 OPERATIONS AND READINESS NO.
1 Records created by the Office of Operations documenting the organizational development and administration of the Office of Operations consisting of the following:
(supersedes HQINST M5212.6A, para. 451).
a. Official record copy of each directive/publication issued by the office with significant background material.
b. Studies/Surveys conducted by the Office of Operations.
(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 higher authority 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) for the various activities of operation. (supersedes HQINST M5212.6A, para. 452).
3 Correspondence files of a routine administrative or housekeeping nature. (supersedes HQINST M5212.6A, para. 453).
AUTHORIZED DISPOSITION
Permanent. Transfer to FRC when 5 years old. Transfer to NARA when 20 years old. (NC1-26-76-2), item 451
Destroy 5 years after publication of the study by higher authority or when usefulness has been served, whichever is later. (NC1-26-76-2), item 451 b(1)(a)
Permanent. Transfer to FRC when 5 years old. Transfer to NARA when 20 years. (NC1-26-76-2),
item 451b(1)(b)
Destroy when 5 years old or when usefulness has been served, whichever is later.
(NC1-26-76-2), item 451b(2) Destroy when 10 years old. (NC1-26-76-2), item 452
Destroy when 3 years old. (NC1-26-76-2), item 453
4 Special program project files consisting of
correspondence, reports, etc. on administrative matters such as budget, coordinating operation-activities. (supersedes HQINST M5212.6A, para. 454). 5 Abstracts of services-wide operations. (supersedes
HQINST M5212.6A, para. 455).
6 Abstract of Operations for Aircraft, Boats, and Cutters; Individual and Summary Reports for aircraft, boats, and cutters. Include operating hours by employment category, and scheduled and unscheduled maintenance hours. Data is used for planning and budgetary purposes. (supersedes HQINST M5212.6A, para. 456).
7 Operating Plans with Change Orders. (supersedes HQINST M5212.6A, para. 459).
8 Long Term impact or policy studies with related material pertaining to operational plans. (supersedes HQINST M5212.6A, para. 460).
ITEM SSIC 3140 GEOPHYSICAL AND HYDROGRAPHIC NO. OR MAPPING Select Coast Guard District Records at
Boston FRC
1 a. BOUNDARY LINE MAPS, ca. 1911-50, 6 in. Maps documenting the separation between rivers and harbors on the one hand and bays and sounds on the other. The lines demarcate areas to be controlled by the state from those controlled by the Federal Government. These areas have been changed over the years, and the records document the changes that have occurred. There is relatively high public interest in these records, since control of the waterways implies responsibilities. The maps all pertain to New England harbors. (026-54C0037, box 2, A27137S) b. BOUNDARY RECORDS. Ca. 1911-50 1 inch
Correspondence and maps documenting changes in boundaries of units (e.g. Boston or Providence districts) within the First Coast Guard District. These records help document the organizational history of the District. (026- 54C0037 Box 1, A27136)
Destroy record material from case files when 3 years old.
(NC1-26-76-2), item 454 Destroy when 4 years old. (NC1-26-76-2), item 455 Destroy when 10 years old.
Transfer to FRC when 3 years old. (NC1-26-82-4), item 456
Destroy when 20 years old.
Transfer to FRC when 5 years old. (NC1-26-76-2), item 459
Destroy when 30 years old. Transfer to FRC when 12 years old.
(NC1-26-76-2), item 460
AUTHORIZED DISPOSITION
Permanent. Transfer to NARA immediately upon approval of this schedule. (N1-26-93-1), item 1
Permanent. Transfer to NARA immediately upon approval of this schedule. (N1-26-93-1), item 2
c. SIGNIFICANT DISTRICT CORRESPONDENCE, ca. 1942-44, 2 in. This collection contains several small items that have historical significance because they illustrate CG District activities during WWII. The items consist of the following: a report on a German landing on Long Island with instructions on how to handle such situations locally; correspondence on the rationing of fuel oil in Mass.; Captain of Port forms designating restrictions on the movement of ships in Boston Harbor. All three items are examples of ways in which the War impacted the CG in New England. (026-54B0037-Box 2, A27133; 026- 54D0037, Box 1, A27142)
ITEM SSIC 3500 TRAINING AND READINESS. See also NO. Chapters 8 and 16
1 Periodic inventory, status, training and competition report concerning ordnance and munitions (including loss of) weapons systems, unit training and achievement and similar reports on readiness training. Reports of breakage or loss of radio sets and/or operational test sources. (supersedes HQINST M5212.6A, para. 498).
2 Reports on mobilization of retired regular and reserve personnel. (supersedes HQINST M5212.6A, para. 499). 3 Summaries of Gunnery and ASW Training Exercises.
(supersedes HQINST M5212.6A, para. 500). 4 Monthly summaries of operations in Vietnam.
(supersedes HQINST M5212.6A, para. 501).
5 Original Forecast Files. Area Commanders’ aerological maps, reports and forms with related papers pertaining to original forecasts initiated by the Coast Guard.
(supersedes COMDTINST M5212.12, para. 292).
Permanent. Transfer to NARA immediately upon approval of this schedule. (N1-26-93-1), item 3
AUTHORIZED DISPOSITION Destroy when 3 years old. (NC1-26-76-2), item 498
Destroy when 2 years old. (NC1-26-76-2), item 499 Destroy when 5 years old. (NC1-26-76-2), item 500
Permanent. Transfer to FRC when 5 years old. Transfer to NARA when 20 years old. (NC1-26-76-2), item 501
Destroy when 18 months old. (NC1-26-80-4), item 292
6 Operations Plans and Orders Issued by the Area or District Commander. (supersedes COMDTINST M5212.12, para. 298).
a. Record copies (Originator’s case file)
b. All other copies.
Distress Case Files. Area Commander’s distress case files 7 with indexes relating to distress cases where the Coast
Guard renders assistance. (supersedes COMDTINST M5212.12, para. 299).
Abstract and copies of computer print-out of operations of 8 aircraft, boats and cutters. Individual and summary
reports of aircraft, boats and cutters. Include operating hours by employment category, and scheduled and unscheduled maintenance hours. Also, includes records of work-sheets submitted by field units Headquarters to produce the abstract of operations. (supersedes
COMDTINST M5212.12, para. 300).
ITEM SSIC 3800 INTELLIGENCE. See also Chapter16 NO.
1 Intelligence Records. Intelligence files (personnel-type) folders consisting of various intelligence data including correspondence, reports of investigations on military and civilian personnel, merchant seamen and waterfront workers previously sent to an FRC pursuant to EO 10173 and 10450 with alphabetical index thereto. (supersedes HQINST M5212,12, para. 461).
2 a. District Intelligence and Security Investigative Case system records, DOT/CG-611. (supersedes
COMDTINST M5212,12, para. 295a).
Destroy when 20 years old.
Transfer to FRC when 5 years old. (NC1-26-80-4), item 298a
Destroy when superseded, or obsolete, or no longer needed for reference purposes. (NC1-26-80-4), item 298b
Destroy when 5 years old. (NC1-26-80-4), item 299
Destroy when 3 years old. (NC1-26-80-4), item 300
AUTHORIZED DISPOSITION Destroy 20 years from date of transfer to FRC. Transfer to FRC 1 year after date of last action.
Transfer will be held in abeyance for any individuals still on active duty. (NC1-26-80-4), item 461
(1) Coast Guard Military and Civilian Employees. Retain until member/employee is Applies to Public Health Service medical personnel transferred out of district or
assigned to the Coast Guard. separated. See Note 1.
(NC1-26-80-4), item 295a(1)
(2) All others. Destroy 2 years following date of
last action in file. (NC1-26-80-4), item 295a(2)
(3) Index cards. Destroy 4 years after the intelligence
jackets to which they refer have been destroyed. (NC1-26-80-4), item 295a(3)
b. Referred Report (R/RS). (supersedes COMDTINST Retain R/R’s in the referred district
M5212.12 para. 295b). 6 months subsequent to the date the
R/R was submitted to the control district, then destroy.
(NC1-26-80-4), item 295b c. Report of Investigation (ROI). (supersedes
COMDTINST M5212.12 para. 295c).
(1) Personnel security investigations. Destroy 6 months after submission
of original ROI to central file. (NC1-26-80-4), item 295c(1) (2) Non-Personnel security investigations.
(1) Deserters Destroy 2 years from the date the
investigation is closed. See Note 1. (NC1-26-80-4), item 295c(2)(1)
(2) Criminal, known subject. Retain until member/employee is
transferred out of district or separates, then destroy.
(NC1-26-80-4), item 295c(2)(2)
(3) Intelligence. Destroy when obsolete or when 5
years old, whichever is sooner. See Note 1 below.
(4) Unknown subject. Destroy 5 years after investigation is closed. (NC1-26-80-4), item
295c(2)(4)
d. ROIs or other types of intelligence or investigation. Destroy when obsolete or when 5 Includes material received by Coast Guard Intelligence years old, whichever is sooner. from outside sources, such as other Federal agencies (FBI, (NC1-26-80-4), item 295d DIA, CIA, etc.) and local law enforcement agencies.
(supersedes COMDTINST M5212.12 para. 295d).
e. Case files involving seizures, arrests, or assessment of Destroy when 5 years old. civil penalties. (supersedes COMDTINST M5212.12 para. (NC1-26-80-4), item 295e 295e).
NOTE 1: Screened material not held in central files. Original copies are for inclusion in central files, remaining material shall be destroyed. Forward to Headquarters within 30 days upon separation or transfer of member/employee.
ITEM
NO. SSIC 3910 GENERAL RESEARCH AND DEVELOPMENT (R&D) 1 Records created by the Office of Research and
Development documenting the organizational
development and administration of the Office of Research and Development consisting of the following:
(supersedes HQINST M5212.6A, Para. 91).
a. Official record copy of each directive/publication issued by the office with significant background material
b. Studies/Surveys conducted by the Office of Research and Development
(1) Studies/Surveys which resulted in Coast Guard wide adoption of policy or management programs.
AUTHORIZED DISPOSITION
Permanent. Transfer to FRC when 5 years old. Transfer to NARA when 20 years old. (NC1-26-76-2), item 91a
(a) Which are forwarded to higher authority and included in a formal publication by the higher authority.
(b) Which are not forwarded to higher authority or published by the higher authority.
(2) Studies/Surveys which did not result in Coast Guard wide adoption of policy or management programs
2 Research and Development Project Case Files. Record copy reflecting a complete history of each project including technical characteristics, test and trial results, drawings, specifications and photographs essential to document design, technical and progress reports, record copy and correspondence, memorandums and reports directly related to project produced by the project officer. (supersedes HQINST M5212.6A, para. 92).
General administrative correspondence, reports and 3
related material (excluding primary records of various activities of research and development). (supersedes HQINST M5212.6A, para. 93).
Annual appropriation summary reports and related 4
material). (supersedes HQINST M5212.6A, para. 94). Notebooks containing technical and scientific information 5
duplicated in project reports or case material, or is of such a nature as to be non-essential to project files. (supersedes HQINST M5212.6A, para. 95).
Technical reference files. (supersedes HQINST 6
M5212.6A, para. 96).
Destroy 5 years after publication of the study by higher authority or when usefulness has been served, whichever is later. (NC1-26-76-2), item 91b(1)(a)
Permanent. Transfer to FRC when 5 years old. Transfer to NARA when 20 years. (NC1-26-76-2),
item 91b(1)(b)
Destroy when 5 years old or when usefulness has been served, whichever is later.
(NC1-26-76-2), item 91b(2)
Destroy 10 years after completion of project. Transfer to FRC 5 years after completion of project. (NC1-26-76-2), item 92
Destroy when 3 years old. (NC1-26-76-2), item 93
Destroy when 5 years old. (NC1-26-76-2), item 94
Destroy 6 months after completion or termination of project.
(NC1-26-76-2), item 95 Destroy when superseded or obsolete. (NC1-26-76-2), item 96
7 Control material consisting of duplicate copies of case material, non-essential scientific or technical information, individual progress reports and administrative
correspondence. (supersedes HQINST M5212.6A, para. 97).
8 Copies of office supplies and procurement requests, excluding project procurement. (supersedes HQINST M5212.6A, para. 98).
Destroy upon completion or termination of project. (NC1-26-72-2), item 97
Destroy when 3 years old. (NC1-26-72-2), item 98
CHAPTER 4