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To guarantee that the handling of records is not left
to chance, an officer is usually assigned to the collateral
duty of coordinating all records disposal action aboard
an activity, either ship or station. This officer takes
charge of the physical disposition of all records
designated for transfer to a federal records center (FRC)
or for destruction.
Your job, as the YN in charge of files, is to assist the
responsible officer in making sure your records are
complete and documented.
TYPES OF GENERAL RECORDS
The following types of general records normally are
transferred to the nearest FRC:
. Records designated in SECNAVINST 5212.5C
. Records that have at least 3 years’ retention
period at the FRC
. Records designated in SECNAVINST 5212.5C
for permanent retention
. Records that are inactive and no longer required
for local operating purposes determined to be
cost-effective to transfer to the FRC vice storing
them locally
METHODS OF DISPOSITION
The official methods for the disposition of records
are as follows:
. Destruction
. Donation to another federal agency or to
nonfederal recipients
. Retirement
l Microfilming
. Transfer to an FRC for later destruction, or, if of
permanent value, for eventual preservation at the
NARA
Destruction
Most unclassified records are destroyed locally at
the end of their retention period. Large quantities of
unclassified matter may be sold for wastepaper or
scrapped. Classified material must be destroyed by
burning or other authorized method as outlined in the
Information and Personnel Security Program
Regulation Manual, OPNAVINST 5510.1H. The
Records Disposal Act of 1943 provides for naval records
to be destroyed without regard to statutory and
regulatory requirements under two emergency
conditions.
l When a state of war exists or hostile action
appears imminent, naval records held outside the
territorial limits of the continental United States
(CONUS) may be authorized for emergency
destruction. This authorization may come from
SECNAV or the head of the command having custody
of the records. However, before destruction, a
determination must be made that retention of the records
would be prejudicial to United States interests or that
the records occupy space urgently needed for military
purposes and are without sufficient value to warrant
continued preservation. Within 6 months after the
disposal of any records under this authorization, submit
a written statement describing the records and showing
when and where disposal occurred to COMNAVDAC
(Code 80).
. Records such as nitrocellulose base film or tape
sometimes become a menace to property, health, or life.
Under such circumstances, 41 CFR 101-11.407-2
provides for their emergency destruction regardless of
their retention period. If any naval record constitutes
such a menace, a request should be made for its
emergency destruction to COMNAVDAC (Code 80) via
the administrative chain of command. COMNAVDAC
(Code 80) will determine whether or not immediate
destruction is warranted and, when necessary, obtain the
concurrence of the Archivist of the United States.
The accidental destruction of records will be
reported to COMNAVDAC (Code 80). If you are at sea,
your unclassified and classified records should be
destroyed by burning. At ashore activities, unclassified
records may be scrapped or sold as wastepaper provided
the records are either treated to destroy word content (by
shredding), or by inserting a contract clause that
prohibits the resale or use of the records or documents.
Donations
Naval records may be moved and assigned to other
custody within the Naval Establishment, to FRCs, to the
NARA, or to other government agencies. When moving
the records involves a change in custody, the move is
referred to as a records transfer. Changes in location
within the activity, usually by removal to local storage
areas, are referred to as records retirement.
When the public interest will be served, records
authorized for disposal may be offered to an eligible
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